Deposits, Payment & Cancellation Policies


A deposit of 25% of the quoted price is required before the contract will be issued and signed by Vancouver Island University. Deposit is required if the total estimated charges are greater than $200. The balance of the contract amount will be invoiced after the event. If additional costs have been incurred, that amount will be added to the final invoice.


Invoices are to be paid within 30 days of receipt. The Renter will be billed for all dates of use as indicated in this contract unless VIU receives prior notice of a group’s cancellation.


Notice of cancellation must be received in writing ten (10) working days before the event. The total rental fee is payable for any rental cancelled with less than five (5) working days’ notice. In addition, Renters may be liable for extra charges if any employee must be paid for attendance because of lack of cancellation notice.

Vancouver Island University reserves the right to change or cancel the rental agreement if deemed necessary without further liability of any nature, upon return of the Renter's deposit. In such an event, Vancouver Island University will endeavour to accommodate the Renter requirements for event space to the best of its ability.


The Renter is required to meet Vancouver Island University’s insurance requirements. Please contact Conference and Event Services for details.

If you have any questions please email: