Hall Booking FAQ

We are thrilled you're considering the Horsefly Community Club for your upcoming event! To help you plan, here is a quick guide to our simple rental process:

• Step 1: Browse & Request

Check our online calendar for available dates, pick your perfect slot, and fill out the online booking form. You will instantly get a copy of your request via email.

• Step 2: Secure Your Date

Pay your damage deposit to officially kick off the booking. We will send you a quick email confirmation as soon as it is received.

• Step 3: Admin Review & Invoice

Our team will review your details, lock your date into the public calendar, and email you an invoice. At this stage, we will also verify your membership status and let you know if your event needs any extra permits or insurance.

• Step 4: The 2-Week Check-In

Two weeks before your event, you will get a friendly reminder email to submit any remaining paperwork and schedule your building orientation. Just a heads-up: final rental fees are due 10 days before your event so we can grant you building access!

• Step 5: Access Details

Once final payment is all cleared, we will email you everything you need to know about the hall—including emergency contacts, access codes, and how to manage the lights, heat, and water.

• Step 6: Event Day & Orientation

It’s showtime! An HCC representative will meet you for a quick walkthrough, help with any questions, and handle the post-event inspection to make sure the hall is left tidy and damage-free.

• Step 7: Wrap-Up & Deposit Return

After your event, we will send a thank-you note with details on your deposit return and a quick feedback request. Once the deposit is refunded, your rental is officially complete!

After completing the online booking form, your information will be used to generate an invoice based on the in the information you provide. You can also figure out the cost by reviewing our rates sheet.

The Terms and Conditions are available for download here

Planning an event with food at the hall? To keep everyone safe and healthy, Interior Health requires a Temporary Food Permit for many events involving food. The great news is that the permit is completely free and has recently been simplified! It takes about 14 days to process, so we recommend applying early. To find out if your event requires a permit, please contact Interior Health. 

As a volunteer-run non-profit, the Horsefly Community Club already heavily subsidizes rental fees and offers discounted rates for members. All fees go directly toward essential utilities and maintenance to keep the hall open and ensure community programs remain accessible to everyone.

Requesting an Exception (Board Appeal Process): If you feel that you or your organization faces extraordinary circumstances and would like to request a fee reduction or waiver, you may submit a formal appeal to the Board of Directors:

1. Submit an Email: Send a brief message to info@horseflycc.ca outlining your request, the rationale behind it, and any proposed alternative contributions (e.g., work-in-lieu).

2. Attend a Board Meeting: We ask that a representative from your organization attend our next board meeting, where your proposal will be discussed and voted on.

Once we receive your email, our team will get in touch to confirm receipt and provide details for the upcoming meeting.

Monthly meeting benefits are an optional inclusion of organizational membership and cannot be traded for additional discounts. To request further rate reductions or alternative arrangements for your organization, please follow the procedure outlined in our website's FAQ section.