Policies & Procedures

1. Food and Beverage: All Food and beverages served in the Convention Centre is to be provided by the Kamloops Convention Centre (except wedding cakes; a $1.50 charge per banquet guest will apply, for cutting and plating). Alcoholic beverages will be served in accordance with the regulations of the British Columbia Liquor Commission. Last call from the bar is at 12:30 am, last drink poured is 12:45 am, all guests begin to vacate at 1:00 am. All prices are subject to change and will be confirmed no more than sixty (60) days prior to the event.
A service charge of 15% will be added to all room, food, and beverage services. All prices are subject to all applicable taxes at the time of their event.

2. Menus: One menu is required for all banquet meals. Menu selection must be submitted to a Catering & Events Coordinator a minimum of (1) month prior to the function. All menus contain a minimum number of guests. Should your guest count drop below the required minimum, your option will be to choose a new menu or pay for the minimum required.

3. (A) Special Meals: It is essential to determine if there are any special requests or meal requirements such as food borne allergies or sensitivities prior to arrival. Our culinary team will be happy to create specific menus for guests with restricted diets. Names must be forwarded to your Catering & Events Coordinator no later than 72 hours prior to the catering event. A charge of equal value to the banquet meal, plus taxes and gratuities will be applied if any special meals need to be prepared over and above the meals previously guaranteed. We recommend that you advise your guests of the menu selected, in case of food sensitivities. The Food and Beverage Department will try to accommodate persons with food allergies, however, cannot guarantee that meals are 100% free of traces of allergens.
(B) Children attending Banquet Meals: Children 11 and under attending banquet meals will be charged 50% of the guaranteed price. Children 12 and over will be charged the full price.

4. Guarantee: The guaranteed number of guests must be received seven (7) days prior to your event, however, you can continue to add guests until two (2) days prior to the event. For events occurring on Sundays or Holiday Mondays, the guarantee is required by 12:00 noon of the preceding Friday. Guarantees must be made by contacting your Catering & Events Coordinator directly by telephone or e-mail Monday – Friday between 8:30am - 4:00pm.

5. Space: Space for the event is booked only for the times indicated. Set up and dismantle times, if required, are not included and should be specified at the time of booking.
6. Taxes: Food, room and beverage are subject to a 15% service charge, as well as HST. Service charges are calculated on the total of all food room and beverage charges, before taxes.

7. Payment: For same week bookings a deposit of up to 100% of anticipated catering costs is requested in advance of your function. A non-refundable deposit of $1,000.00 is required with the signed contract for both weddings & conventions with the credit card on file. 50% of the estimated total cost is required eight (8) weeks prior to your function. The remaining balance is due the day before your event. Meetings are subject to the credit card on file and payment day of your event, unless billing arrangements have been made.

8. Decreased attendance: Should the number of guests for whom the function was originally booked decrease by 25% or more, a rental and/or labour charge may be applicable for the space and service of personnel involved.

9. Cancellation charges:
(A) Cancellation of any function must be received in writing. Should cancellation occur once signed contract is received, all cancelled functions will be subject to a “Cancellation Fee” amounting to the cost of the regular conference room rental rates, excluding any previous discounts, on all rooms(s) which are booked. All deposits are non-refundable.

(B) Functions cancelled within 30 days of the date are subject to a cancellation fee of 50% of the contracted food and beverage. Functions cancelled within 72 hours will be charged 100% of the amount.

10. Audio-Visual Equipment: Audio Visual is sub-contracted through Lee’s Music and is not kept on site. Please refer to the catering package for prices. All AV is subject to HST.

11. Musicians/Entertainment: In accordance with the SOCAN (Society of Composers, Authors and Music Publishers of Canada – Tariff 8), the Kamloops Convention Centre is required to charge the amounts listed below to any function or event where music is played, with or without dancing. Fees are as follows:

Room Capacity Without Dancing With Dancing
1 -100 $20.56 + HST $41.13 + HST
101 -300 $29.56 + HST $ 59.17 + HST
301 - 500 $61.69 + HST $123.28 + HST
Over 500 $87.40 + HST $174.79 + HST
SOCAN is subject to HST.
Clients are responsible for hiring their own entertainment.

12. Use of displays, exhibits or products: If displays, exhibits or products are to be used, arrangements for their arrival, unloading and departures must be made with the Kamloops Convention Centre’s Sales Office. Materials being delivered to the Convention Centre must not be delivered more than (2) days prior to the meeting. Any materials sent prior to that will not be accepted and will be shipped back to the sender at the sender’s cost. All materials should be clearly labeled with the function name, date, function room and catering contact. Materials must be delivered directly to the Sales Office. Such displays, exhibits and products must be removed from the function room at the end of each day, unless the room is reserved on a 24-hour basis. In such cases, at the customer's request, the Kamloops Convention Centre will arrange to have the function room locked. The Kamloops Convention Centre does not recommend that anything of value be left in the room overnight and will not be responsible for the exhibits, displays and products locked in the function room.

C) Events that fall on statutory holidays are subject to an additional $3.00/person fee.

14. Damages:

A) A minimum $500.00 damage deposit is required for all weddings &conventions. If the event occurs within the time frame selected, the Conference Centre is left undamaged and in a clean condition and the terms of the conditions of the contract are met, the deposit will be refunded within 14 days of the event.

B) The Kamloops Convention Centre reserves the right to inspect and control all private functions. Liability for damages to the premises will be charged accordingly. The convener for any function is held responsible for any damages to the premises by their guests or independent contractors on their behalf. The Kamloops Convention Centre will not be responsible for damage or loss of any personal property or equipment left in the Convention Centre prior to, during, or following any function.

15. Signage: Must be of a professional nature and is restricted to the Convention Centre. Defacing or taping of material in the Kamloops Towne Lodge is prohibited.

16. The Kamloops Convention Centre reserves the right to provide an alternate function room best suited for the group should the number of guests attending differ from the original number quoted.

17. All menu prices, room charges, audio visual are subject to change without notice. Catering menu prices will be honored 90 calendar days from the date of contract. Menu prices quoted in contracts negotiated by the Catering & Events office will be guaranteed for 60 calendar days.

18. The performances of this agreement are contingent upon the ability of the management of the Convention Centre to complete the same and is subject to Acts of God, labour troubles, disputes or strikes, accidents, government restrictions, transportation of food, beverages or supplies, and other causes whether enumerated herein or not, beyond the control of management preventing or interfering with performance. In no circumstance shall the Kamloops Convention Centre be liable for loss of profit or for other similar consequential damages based on breach of contract, warranty or otherwise.

19. For larger events such as weddings, concerts and trade shows, security may be required at your event. The Kamloops Convention Centre staff will follow the necessary procedures to arrange this at a cost to the client.