Booking terms

Effective date: 24 September 2026

This is the agreement between you and DERA Collective when you hire the space. Read it before you pay a deposit. It is written to be understood, and where it needs to be precise, it is.

Parties and how a booking is formed

These terms are between DERA Collective (we, us, DERA), and the person or organization named in the booking confirmation (you, the renter). You confirm you are at least 19 years old. If you book on behalf of a company, you confirm you have the authority to bind it.

A booking comes together in four steps:

1. Inquiry. You tell us about the event, by the form, email or phone.
2. Quote. We send a written quote with the room, the date, the hours, the fees and any production.
3. Written confirmation. We send a booking confirmation that sets out the agreed details. It forms part of this agreement, and where the two differ, the confirmation applies.
4. Deposit. The booking is confirmed and the date is held when we receive the deposit. Until then the date stays open to other inquiries.

Fee schedule

These are the rates on our site. Your quote and confirmation state the rates that apply to your booking.

Overtime is charged for each hour or part of an hour after the confirmed end time. Fees for anything not listed here are set out in your quote.

Payment schedule

The deposit is due to confirm the booking. The balance, meaning the room fee, the cleaning fee and any production, is due 14 days before the event. For a booking made less than 14 days before the event, the deposit and the balance are both due at confirmation.

If the balance is not paid when due, we may treat the booking as cancelled by you under the cancellation section below. Any charges that arise on the day, such as overtime or damage, are invoiced after the event and are due within 14 days of the invoice.

Taxes

The prices on our site and in this schedule do not include tax. GST at 5 percent is added to every fee in this schedule and shown as its own line on the invoice.

PST does not apply to room hire, the blocks, the Listening Room, the Studio, the cleaning fee, overtime, or the fee for a bar run by DERA. PST at 7 percent applies to staging, and to sound or lighting equipment on any booking where a DERA technician does not stay on site for the whole event. Where our technician stays for the whole event, sound and lighting are a service and carry no PST. Where we sell liquor at a bar we run, whether under a Special Event Permit or a liquor licence, each drink carries GST at 5 percent and PST at 10 percent, invoiced as its own line.

The deposit carries no tax when you pay it. If we deduct overtime or cleaning from it, GST at 5 percent is added to that amount, as it would be on an invoice. If we retain any part of it for damage, a fine or a cancellation charge, the amount retained is treated as including GST.

The deposit

The $2,000 deposit holds your date and stands as security for the event. It is not a payment toward your fees. We return it in full within 14 days after the event, less any amounts you owe under this agreement:

• the documented cost of repairing damage to the space, fixtures or equipment beyond normal wear
• cleaning beyond normal use, at the cost we actually incur
• overtime at the rate in the fee schedule
• any fine, penalty or charge a public authority imposes on us because of your event
• a cancellation charge under the cancellation section below

Where the deposit does not cover what is owed, we invoice you for the difference and it is due within 14 days. We send an itemized statement with any deduction.

Cancellation and rescheduling

If you cancel, tell us in writing. The date we receive your notice sets what applies:

• More than 30 days before the event: everything you have paid, including the deposit, is returned in full.
• 14 to 30 days before the event: 50 percent of the room fee is payable; we return everything else you have paid, including the deposit, less that amount.
• Less than 14 days before the event: the full room fee is payable; we return everything else you have paid, including the deposit and any cleaning fee or production charge, less that amount.

We apply what you have paid to the amount owed and return the rest within 14 days.

You may move your booking once to another date at no charge, subject to availability, if you ask more than 14 days before the original date. The deposit and any balance paid carry over. A second move is treated as a cancellation and a new booking.

If we cancel for a reason within our control, we refund everything you have paid, and that refund is the full extent of what we owe you for the cancellation.

If either of us cannot go ahead because of something outside our reasonable control, including fire, flood, a public health order, a government order, a utility failure or a loss of the premises, the affected party may cancel without penalty. We will offer another date first, and if that does not work, we refund what you have paid less any costs we have already incurred for your event that we cannot recover.

Access, timing and hard stop

Your confirmation sets your setup window, your event hours and your load out window. You have access to the space only within those times unless we agree otherwise in writing.

Where alcohol is served, liquor service ends at the time stated on the Special Event Permit, whatever the event end time. The event ends at the confirmed end time, and overtime applies for every hour or part of an hour after it. Your equipment, decor and vendors leave the same night, within the load out window, unless we have agreed in writing to something else. Anything left behind may be removed and stored at your cost.

Occupancy

Attendance is limited to the occupant load posted for the room you have booked. That number is set by the authorities, not by us, and it includes your staff, vendors and performers. We may refuse entry to anyone once the room is at its load, and we may stop an event that exceeds it. A stop for this reason is not a cancellation by us.

Alcohol

You can bring your own bar or we can run one for you.

If you serve alcohol yourself, you hold a Special Event Permit in your own name from the Liquor and Cannabis Regulation Branch, you use servers who hold a current Serving It Right certificate, and you are responsible for compliance with the Liquor Control and Licensing Act, its regulations and every condition on your permit, including where and when liquor is served, who is served, and the permit being displayed. You send us a copy of the permit before setup. If service breaches the permit or the law, or if our team judges that guests are unsafe, we may stop liquor service immediately.

If we run the bar for you at the fee in the schedule, we do so where we hold the licence or permit to do so, our servers are certified, and we manage service. We will always refuse service to anyone who is a minor or who appears intoxicated, and you will support our team in that.

Insurance

Before setup you give us a certificate of insurance showing commercial general liability coverage of at least $5,000,000 per occurrence for the event, naming DERA Collective and the owner and landlord of the premises as additional insureds. Where alcohol is served, the policy includes host liquor liability. Without the certificate, setup does not begin.

Conduct, damage and decor

• No smoking anywhere inside the building.
• No vaping inside. Vapour can set off the fire alarm, and a false alarm callout is charged to you.
• No open flame, including candles, sparklers, pyrotechnics and fog or haze effects, without our written approval in advance.
• Nothing is fixed to the walls, ceiling, floors or trusses with nails, screws, staples, tape or adhesive. Ask us how to hang what you have in mind.
• Every outside vendor, including caterers, decorators, DJs and production companies, is approved by us in advance and follows our house rules while on site.
• We have neighbours. Sound levels and load out follow our direction, and doors stay closed while music is playing.
• For a ticketed event, or one we consider large, you provide licensed security at your cost, at the number we set out in the confirmation.
• You leave the space as you found it, apart from the cleaning the cleaning fee covers. Damage is repaired at your cost.

If conduct at the event creates a risk to people, the building or our licences, we may stop the event. A stop for this reason is not a cancellation by us and no refund is owed.

Your guests and vendors

You are responsible for your guests, your staff, your performers and your vendors while they are at the venue, for what they do, and for any damage they cause, as if you had done it yourself.

Indemnity

You indemnify DERA Collective, its owners, staff and contractors, and the owner and landlord of the premises, against every claim, loss, cost and expense, including legal fees, that arises from your event, from a breach of this agreement, or from the acts or omissions of your guests, staff, performers or vendors, except to the extent our own negligence caused it.

Limitation of liability

To the extent the law of British Columbia allows, our total liability to you in connection with a booking is limited to the amount you have paid us for it, and we are not liable for indirect or consequential loss, including lost revenue from a ticketed event. Nothing in this agreement limits liability for death or personal injury caused by our negligence, or any other liability the law does not allow us to limit.

Photography

We may photograph and film the space before, during and after your event to record its condition and to show what the room can do. We photograph your event itself, and identifiable guests, only with your agreement in the confirmation and in line with our privacy policy, which explains how guests are told and how anyone can opt out.

Your consumer rights

If you are booking as an individual rather than for a business, the Business Practices and Consumer Protection Act of British Columbia gives you rights that this agreement cannot take away, and nothing here tries to. Before you pay a deposit we provide, in writing, our name and address, a description of what you are booking, the total price and how taxes and any other charges are calculated, the payment schedule, the date and hours of the event, and these cancellation and refund terms.

Governing law and disputes

This agreement is governed by the laws of British Columbia and the federal laws of Canada that apply in it. If we have a disagreement, we talk first. If that does not settle it, the dispute goes to the Civil Resolution Tribunal where it has jurisdiction, and otherwise to the courts of British Columbia.

Changes

We may update these terms for future bookings. The version in force on the date of your confirmation is the version that applies to your booking, and any change to it needs both of us to agree in writing.

Contact

DERA Collective, a business operating in Surrey, British Columbia.