Planning Your Event

Everything you need to start planning

Every memorable event starts with a few good ideas—and the information to bring them together. Whether you’re picturing your table layout, exploring rental options or working out your budget, you’ll find helpful planning resources here.

Browse our rates, explore floor plans and photo galleries, and find answers to frequently asked questions. Our event policies will help you understand what to expect as your plans take shape. If you need a little guidance along the way, our events team is happy to help.

RATES

Harbour Room

HARBOUR ROOM

Bring your celebration to life in the Harbour Room, with space for up to 150 guests for a seated dinner or 185 for a cocktail reception. From wedding toasts and gala dinners to company celebrations, the room offers a welcoming setting with plenty of character.

A full stage accommodates your band or DJ, while the beautiful hardwood floor invites guests to dance. The adjoining private patio offers a place to catch up, enjoy the fresh air and take in views of Coal Harbour and the city skyline—all just minutes from downtown Vancouver.

Capacity: 185 for cocktails / 150 seated

	Time	Oct - Mar	Apr - Sep
Monday - Thursday	Daytime 4 Hours	$600
Monday - Thursday	Daytime 8 Hours	$950
Monday-Thursday	Evening 5pm-1am	$1,300
Monday - Thursday	Full Day 12pm-1am	$1,850
Friday	Full Day 12pm - 1am	$2,350	$3,000
Saturday	Full Day 12pm - 1am	$3,000	$3,750
Sunday	Full Day 12pm - midnight	$2,350	$3,

*Subject to availability & certain conditions apply please ask Event Manager for further details*
5% GST applies to all rates, all rates are subject to change - Effective January 2026

Trophy Lounge

TROPHY LOUNGE

Gather your guests in the Trophy Lounge, where large windows frame sweeping views of Coal Harbour and Vancouver’s downtown skyline. With room for up to 65 guests, it’s a welcoming setting for intimate receptions, family celebrations and smaller corporate gatherings.

Adjoining patio access gives guests space to mingle outdoors and enjoy the waterfront setting. Just minutes from downtown Vancouver and easily reached from the North Shore, the Trophy Lounge brings everyone together in a place worth lingering.

Capacity: 65 for cocktails / 40 seated

Day	Time	Oct - Mar	Apr - Sep
Monday - Thursday	Daytime 4 Hours	$450
Monday - Thursday	Daytime 8 Hours	$750
Friday	Full Day 12pm - 1am	$1,000	$1,250
Saturday	Full Day 12pm - 1am	$1,250	$1,500
Sunday	Full Day 12pm - midnight	$1,000	$1,250

*Subject to availability & certain conditions apply please ask Event Manager for further details*
5% GST applies to all rates, all rates are subject to change - Effective January 2026

Audio Visual

The following items are available to rent directly from the Club for your event:

Wireless microphone & podium $75
Portable screen $50
Ceiling mounted screen in Harbour Room $50
Flip chart w/ paper and dry erase pens $30

For additional audiovisual needs, we’re happy to connect you with McMedia AV, our preferred supplier, to help bring your presentations, speeches and entertainment to life.

*Subject to availability & certain conditions apply please ask Event Manager for further details*
5% GST applies to all rates, all rates are subject to change - Effective January 2026

Outdoor Ceremony

Exchange your vows on our front deck, surrounded by the natural beauty of Stanley Park. This ceremony package includes white folding chairs for up to 120 guests and a signing table.

Available for $750 as an add-on to your Harbour Room or Trophy Lounge rental.

*Subject to availability & certain conditions apply please ask Event Manager for further details*
5% GST applies to all rates, all rates are subject to change - Effective January 2026

Beautiful harbour views, a welcoming atmosphere and so many lovely moments—what a place to celebrate!

We’d Love to Hear From You

Policies

Fees

Non-Refundable Deposit is due at the time of booking. The Non-Refundable Deposit will be held by the Club and applied to the final invoice.

Damage Deposit is due at the time of booking. The Damage Deposit will be held by VRC until such time as is reasonably necessary for VRC to assess any damage resulting from the Event. All deposits are non-transferable.

Remainder due prior to event: all room and ceremony rental fees, audiovisual (AV) fees, SOCAN/Re:Sound fees and bar minimum charges are payable in full no later than fourteen (14) days prior to the Event.

Any additional amounts owing under the final invoice must be paid within seven (7) days of issuance.

NSF cheque and declined payment fee is $35.

Overdue amounts will accrue at the rate of 2% per month to a maximum of 18% per year.

Decorating

The Event Organizer may not use any nails, tacks, staples or tape on the walls or ceilings of the Premises for any purpose. Hooks are situated around the top edge of the walls for the Event Organizer’s reasonable use. All decorations must be approved by VRC prior to installation and must be removed immediately following the Event. Decorations hung from the ceiling or walls must be removed by licensed and insured vendors for safety reasons, or may be removed by VRC staff for an additional charge to the Event Organizer. Notwithstanding the foregoing, the Event Organizer may remove decorations hung from the ceiling or walls the day after the Event between the hours of 10:00AM and 11:00AM by informing VCR of its intention to do so before or on the Event Date. No dry ice or smoke machines are to be used at any point during the Event. The use of confetti or other loose materials is strictly prohibited.

Property Damage

The Event Organizer must maintain good order on the Premises and is liable for all damage, whether accidental or deliberate, incurred to the Premises arising in any way out of or in connection with the Event. VRC reserves the right to inspect and control all private functions. Any costs incurred to replace or repair rental equipment, or the Premises will be withheld from the Damage Deposit, and any damage which exceeds the Damage Deposit will be charged to the Event Organizer.

Clean Up

The Event Organizer must ensure the Premises is left in neat and clean condition, including but not limited to the removal of all decorations, personal equipment and personal belongings from the Premises, and the proper disposal of all garbage and recycling from the Premises. Failure to adequately clean the Premises will result in a cleaning fee charged to the Event Organizer in an amount reasonably required to perform the clean-up as determined by VRC in its sole discretion.

Cancellation by the Event Organizer

The Event Organizer may cancel the Event by providing written notice to VRC no less than eight (8) weeks prior to the Event Date. Upon such termination the Event Organizer will forfeit the Deposit to VRC and VRC will refund the Damage Deposit to the Event Organizer. Should the Event Organizer cancel the Event with less than eight (8) weeks’ notice of the Event Date, the Event Organizer must pay the full fees, including the room rental and Bar Minimum, the Deposit will be retained and VRC will refund the Damage Deposit.

Bar Service

Only VRC is permitted to serve alcohol at events held at the Premises. Bar service will be available until 1:00AM (12:00 AM on Sundays & Holidays) local time. Minors are only permitted on the Premises while food is being served.

No alcohol is to be brought in or consumed on the Premises that has not been purchased from the bar operated by VRC. No non-alcoholic beverages are to be brought in or served on the Premises without the prior consent of VRC.

Should the Bar Minimum spent on beverages purchased at the bar, as set out in the Particulars, not be met, then the difference between the amount spent and the Bar Minimum will be charged to the Event Organizer on the final invoice.

All beverages must be purchased at the bar and no table service will be provided. All beverage tabs are subject to applicable taxes, plus an additional 18% gratuity/service charge.

The Event Organizer may not use member-only bar facilities.

Catering

The club maintains a list of preferred caterers to provide food, service staff and related rentals for events, including, but not limited to linen, cutlery, chair covers, etc.

If the Event Organizer chooses to use an alternative caterer, the alternative caterer must be fully licensed and insured, be approved in writing by VRC and pay a galley fee of $1,000. The alternative caterer must clean the Premises, including the kitchen, and all service areas used in connection with the Event, leaving it in the same condition and working order as it was prior to the Event.

The alternative caterer must remove all trash, composting and recyclables from the Premises, including the kitchen and service areas. Failure to remove or clean these areas will result in additional fees being charged to the Event Organizer and deducted from the Damage Deposit.

The alternative caterer and Event Organizer must sign the Club’s Outside Catering Waiver.

Event Coordinator

For weddings, galas, and other large or complex events, as determined by VRC in its sole discretion, the Event Organizer shall retain a professional event coordinator to be present on-site for the duration of the Event, including set-up and take-down.

The event coordinator shall act as the primary point of contact for vendors and guests and shall ensure compliance with the terms of this Agreement and all directions from VRC staff. VRC staff will not assume the role of event coordinator or be responsible for managing vendors, timelines, or guest logistics on behalf of the Event Organizer.

Security

The Event Organizer shall be responsible for the conduct of all guests while on the premises. The VRC may require that rental groups provide contracted security staff.

SOCAN / Re:Sound Fees

(Society of Composers, Authors and Music Publishers of Canada) requires that the users of music obtain a SOCAN license to perform, or authorize others to perform, copyright music in public. To ensure that the appropriate license is, in fact, in place, the policy of the Vancouver Rowing Club is to collect and remit the required fee to SOCAN. Please note that the use of copyright music without a valid SOCAN may lead to a legal action for copyright infringement under the Copyright Act of Canada. In accordance with SOCAN Tariff No. 8.

Insurance

The Event Organizer shall, at its sole expense, obtain and maintain Special Event Insurance for the full duration of the Event Organizer’s access to the Premises, including load-in, the Event, and load-out, including any access on the day following the Event up to 11:00 a.m. Such insurance shall include Commercial General Liability (CGL) insurance with limits of not less than $2,000,000 per occurrence for bodily injury and property damage; AND Host Liquor Liability insurance, where alcohol is served at the Event, covering claims arising from the consumption or service of alcohol. The policy shall: name the Vancouver Rowing Club as an Additional Insured, be issued by an insurer licensed to carry on business in British Columbia, AND be valid for the full period of the Event Organizer’s access to the Premise

Frequently Asked Questions

Do I need to be a member to book?

Everyone is welcome to host an event at the VRC. Members receive a discount on room rentals, but membership is not required to book.

How do I confirm my booking?

Your booking is confirmed once we receive your signed rental agreement, non-refundable deposit and damage deposit.

Trophy Lounge:

Booking deposit $500
Damage deposit $250

Harbour Room

Booking deposit $1,000
Damage deposit $500

Your rental agreement will outline your payment schedule and the terms for returning your damage deposit.

What is the cancellation policy?

Booking deposits are non-refundable. If you cancel within eight (8) weeks of your event, the full room rental and applicable bar minimum will be charged. Please contact our events team as soon as possible if your plans change.

What is included in the room rental?

Your room rental includes:

exclusive use of your booked room and its adjoining deck or patio.
Bartenders and support staff to oversee the bar and facility, subject to applicable bar minimums.
Use of the background PA system, suitable for light background music.
Tables and chairs, including setup and teardown.
Regular cleaning before and after your event.

Additional charges may apply for damage or cleaning beyond normal event use.

What sizes of tables are available?

We offer several table styles to suit your layout:

Round banquet - 60" diameter - seating 8-10 guests
Rectangular banquet - 8' x 30" - seating variable by layout
Rectangular banquet - 5' x 30" - seating variable by layout
High-top cocktail - 30" diameter x 42" high - standup cocktail use
Low-top cafe - 30" diameter x 30" high - seating 4 guests

Our event team will work hand-in-hand with you to customize a floorplan for your event.

How many guests can each room accommodate?

Capacity depends on your event format and setup.

Trophy Lounge: maximum capacity 70 guests - seated capacity 40-50
Harbour Room: maximum capacity 185 - seated capacity 130-150
Harbour Room & Trophy Lounge: maximum capacity 250

Space for a dance floor, buffet, staging or other equipment may reduce seating capacity. All setups must remain within the applicable fire capacity.

When can we access the room?

Standard access times are:

Weekend rentals: Noon
Weekday daytime rentals: 8:30am
Weekday evening rentals: 5pm

Need extra setup time? Earlier access may be available by advance arrangement and may carry additional charges. Please confirm access times with our events team before scheduling deliveries or decorating.

What catering options are available?

We’re pleased to work with four preferred caterers: Blue Macaw, Edge Catering, Railtown Catering and Savoury Chef. Each brings its own style and expertise, with menu options to complement your occasion, from a working lunch to a wedding reception or gala dinner.

Our events team is happy to introduce you so you can explore menus, service options and pricing for your event.

Can I decorate the room myself?

Absolutely—we welcome personal touches that make the space your own. All decorations must be approved by the Event Manager before installation and follow our decorating guidelines.

To protect our heritage clubhouse, nails, tacks, staples and tape may not be used on walls or ceilings. 3M Command Strips and hooks may be used to hang decor.

Nothing may be attached to acoustic panels or ceiling tiles.

Please arrange for all decorations to be removed immediately after your event.

What audiovisual equipment is available?

Wireless microphone, screen and flipcharts are available for rent from the club. For projectors and other av needs we're happy to connect you with McMedia AV, our preferred supplier.

How does bar service work?

VRC provides a full-service licensed bar, with options to suit your event and budget. You can host your guests’ drinks, provide drink tickets or have guests purchase their own beverages.

Bar service is available until 1 a.m., or midnight on Sundays and holidays. Local beer, wine, cider and highballs average approximately $8 per drink, before applicable taxes and gratuities.

A bar minimum applies to events offering beverage service.

What is a host bar?

With a host bar, you cover the cost of your guests’ beverages. You can select which drinks are available, allowing you to tailor the offering to your preferences and budget.

Our bartenders maintain a running tab, and you’ll receive an itemized invoice after the event. Host tabs are subject to applicable taxes and a 18% service charge. Ask our events team about the available options.

Can I provide drink tickets?

Yes. Drink tickets are a convenient way to offer guests a set number of hosted beverages.

You choose which drinks the tickets cover and distribute the tickets to your guests. Bartenders record redeemed drinks on your host tab, which is invoiced after the event with applicable taxes and a 18% service charge.

Can guests purchase their own drinks?

Yes. With a cash bar, guests purchase their beverages directly from the bar. We accept Visa, Mastercard, American Express and cash.

A cash is also accepted for any items not covered under a Host Bar.

Can we offer a signature Cocktail?

Yes! A signature cocktail is a lovely way to add a personal touch to your celebration or reflect your event’s theme. Drinks can be served at the bar or arranged as a welcome beverage.

Speak with our events team in advance to explore options and pricing.

Can we bring in our own alcohol?

All beer, liquor and wine must be purchased under our license. Outside alcohol is not permitted on the premises.

If you would like to host wine for your event we have a selection of house wine available. If you have a preference for a particular wine, speak with our Hospitality Manager about ordering your specialty wine. Minimum order is by the case with applicable taxes, gratuity and corkage charges.

Is there a separate charge for bar staff?

Bar staffing is covered when your event meets the applicable minimum bar spend. If beverage sales fall below that minimum, your group pays the difference:

Trophy Lounge Monday to Thursday: $750
Trophy Lounge Friday to Sunday: $1,500
Harbour Room Monday to Thursday: $2,000
Harbour Room Friday or Sunday: $3,000
Harbour Room Saturday: $4,000

All beverage tabs are subject to applicable taxes. Our events team will confirm the bar minimum for your booking.

Are children & teenagers welcome?

Yes. Minors are welcome at events where food is served. Please let our events team know if your guest list includes children or teenagers so that we can help you plan accordingly.

Where can guests park?

Public pay parking is available along the street in front of the clubhouse and in the lot across Stanley Park Drive, near the Stanley Park Information Centre. Rates and payment hours vary seasonally, so guests should check the posted signs when parking.

The VRC parking lot is reserved for members. Event guests and other non-members may not park there, and unauthorized vehicles are subject to towing.

For caterers and suppliers, a loading zone is available at the bottom of the clubhouse ramp. Please coordinate deliveries with our events team.

Check our parking page for more info.

What are RE:Sound & SOCAN fees?

Music helps set the mood, and licensing fees may apply when it forms part of your event.

SOCAN represents the rights of songwriters, composers and music publishers. Re:Sound represents the rights of performers and record companies for recorded music. VRC collects and remits the applicable fees for events held at the Club.

How much are the music licensing fees?

The combined Re:Sound and SOCAN charges depend on your room and how music will be used.

Space	Background music only	Dancing and/or entertainment
Trophy Lounge or Carver Room	$31.31	$62.64
Harbour Room	$45.02	$90.12

These charges are subject to 5% GST. Our events team will confirm the applicable fee for your event.