Failure to follow the following rules may result in additional charges and being unable rent facilities in the future: 

1. Rental must include all time in facility in its rental time: the renter booking must include all the time the renter will be needing in the facility, including for any time of storage of equipment. It must include all set up or clean up time that the renter requires. If the renter’s supervisor arrives prior to the booking time and accesses the facility (for example, half-hour or an hour prior), then the renter will be billed for that early arrival as the rental start time. It is expected that the supervisor will arrive at the start of their booked time, not before or after. If the supervisor or attendees exceed the rental time, then the renter will be billed for this additional time spent in the facility.
2. No using unbooked facilities: the renter or its supervisor or attendees may not use any facilities that the renter has not booked (ie. Kitchen or staff room).
3. Onsite supervisor: a renter must designate a supervisor that is on site during the rental to ensure that rules are being followed and takes responsibility for overseeing the activities and attendees (if any) during the rental.
4. Clean up, do not damage, and vacate after use: the renter is responsible for ensuring the facilty and any equipment used within the faciilty is left clean at the end of the rental, that the facility and equipment is left undamaged, and that the facilitiy is vacated by the renter and its attendees (if any) by the end of its rental.
5. Return to condition received in: every rental is supposed to receive the facility in a tidy and clean condition – no tables or chairs left set up nor any mess or extra materials left behind in the facility – a renter must return the facilty to this condition it was received in.
6. Clear dishes of food particles prior to using dishwasher: the dishwashers within the facilities are sanitizers – all dishes going into these dishwashers must be scraped of food particles prior to going in the machines. Any dishes used, after being sanitized, must be put back into their storage locations.
7. Report any issues immediately: a renter must report any issues with their rental immediately to the village office staff during business hours or by the next business day if the rental is outside of business hours. For the latter, the issue must be photographed by the renter and this photograph provided to office staff. If the renter fails to report these issues within this time frame, then they are assuming responsibility and liability for these issues and may be billed accordingly.
8. No alcohol: no serving, distributing or consuming alcohol during the rental or permitting attendees to serve, distribute or consume alcohol during rental. A BC liquor licence or permit is legally required to have alcohol at events or functions, as such proof of this licence or permit is required to be provided to the village office prior to the rental in order to have alcohol during the rental.
9. Insurance required: a rental that involves activities that by their nature have the potential to cause serious damage to the facilities or harm up to or  Including even death to participants requires insurance to cover it should things go wrong. A certificate of general liability insurance with a limit not less than one million dollars ($1,000,000) that will cover the user group(s), its officers, employees, agents, contractors, volunteers and shall also include the village of Port Clements, its officers, employees, agents, contractors and volunteers as additional insured with respect to liability arising from the rental of village facilities, must be provided prior to the rental. The village must be named as a beneficiary of this insurance on this certificate. Renters may contact the Haida Gwaii regional recreation commission to see if their recreation or leisure activities could be affiliated with the commission, and as such fall under their insurance.
10. Cancellation by renter: a renter who wishes to cancel their rental must notify the Village office at least 5 business days prior to the start of their rental to avoid being billed. No-show renters or renters who only partially use their booked time are still billed for their full booking, with no exceptions for reasons such as weather, other natural phenomena, power failures, or actions by external bodies/circumstances (ex: police roadblock or meeting ended early). Bookings that request to be invoiced in advance of their rental may not receive a refund if they cancel their booking.
11. Cancellation or alteration not by renter: the Village has the right to cancel, relocate or interrupt a rental as necessary for its operational functions or due to emergency circumstances.

For room rentals that are outside of village office business hours (8:30 am – 3:30 pm, Monday – Friday) the janitor (or staff) will meet the rental supervisor at the entrance to the facility to allow access to the facility.