Booking confirmation - A minimum of 1 month advance booking is required. A reservation fee of $200 plus GST or $500 plus GST (if serving alcohol) is required to confirm a booking. This amount is non-refundable in the event of a cancellation. Full payment is due 2 months in advance of the scheduled booking and no refunds are provided for events cancelled within 60 days of the scheduled booking.
Site amenities - Our unique garden setting is wheelchair accessible. We also have a lovely Garden Shop and The Garden Café by Truffles Fine Foods is located on-site. Shaughnessy Restaurant is also a short walk away at the northwest side of the parking lot.
Catering - When renting the Visitor Centre halls only, a 12% plus GST catering fee applies on food and beverage costs. If using Truffles Fine Foods who are located on site, the 12% plus GST does not apply. There are no catering fees for Floral Hall or Cedar Room.
If you have an outside caterer that will be cooking on site, let them know that they must put plywood and protective covering under any cooking appliances they are bringing in and cannot dispose of any grease or oils on site.
Caterers must deliver and pick up all food and items within the booking timeframe. Next day pickups are not permitted.
Liability insurance - All events require liability insurance with the “City of Vancouver and its Board of Parks and Recreation” named as additional insured. If alcohol is being served at your event, $5 million in liability coverage is required. If you will not be serving alcohol, $2 million in liability coverage is required.
Liquor service - A special occasion licence is required for any event serving alcohol.
Setup, takedown, and garbage - Renters are responsible for setup and takedown within their booking timeframe. Garbage and recycling should be properly sorted into 4-stream waste bins located on site.
Deliveries - Deliveries before and after your booking time are not permitted. Any vendor deliveries or pickups must be arranged within the booking period and no items can be left overnight for next day pickup.
Music - An Entandem fee (SOCAN and Re:Sound) is required if live or pre-recorded music is played. This is a music royalty tariff for all rentals with music; pricing to be determined dependent on rental group size, type of music, activity; with/without dancing.
WiFi - Our indoor halls have free WiFi accessibility, however it is not strong enough for video conferencing style events. It can be accessed on the VanWiFi or COV-Public networks and no password is required.
Included items upon request for indoor rentals:
- 2.5 feet by 6 feet tables
- Visitor Centre: 30 tables
- Floral Hall: 30 tables
- Cedar Room: 10 tables
- Sound system (Visitor Centre and Floral Hall only)
- Black chairs
- Podium
- LCD projector (available for rent)
- TV (available for rent - Visitor Centre only)
- Coffee and hot water urns
- Microphone (Visitor Centre and Floral Hall only)
- Kitchenette area (Floral Hall only)
Wedding rehearsals - For booked events that would like to arrange a rehearsal, further discussion is required with the VanDusen rental department.
A 1-hour complimentary rehearsal may be booked based on venue availability. Rehearsals are only available during regular Garden operating hours. Email [email protected] 1 to 2 months before your event to tentatively reserve a date and time for your rehearsal and check availability. A copy of the rehearsal guest list is required at least 10 business days before the rehearsal date.
Drones - Drone photography and videography is not permitted on site. Make sure your photographers are aware prior to your event.
Smoking - No smoking or vaping permitted on premises.
Candles - All candles must be properly and safely enclosed in hurricane vases or votive candle holders. Taper candles are not permitted.
Animals - Pets are not permitted. Working guide and service dogs are welcome.
