Oak Bay Bookings offers a range of bookable facilities for different groups, including meeting rooms, arenas, sports fields, parks, and playgrounds.
Plan your next event or activity with Oak Bay Parks, Recreation and Culture’s range of bookable facilities. From sports fields to community spaces, we offer versatile options for any occasion.
Tips for a Successful Rental
- Book Early – Popular dates fill quickly.
- Plan Ahead – Request tables, chairs, and special setups in advance.
- Review Details – Check facility guidelines, parking, and rental information.
- Be Respectful – Follow the District’s User Code of Conduct.
- Leave the Space Tidy – Help keep our facilities welcoming for everyone.
- Put Safety First – Follow occupancy limits and emergency procedures.
- Stay in Touch – Contact us with any questions of special requests.
Cancellation Policies
Cancellations or requests to reschedule facility rentals must be requested at least:
- Fourteen (14) days before the booking date to qualify for a refund for Room, Park, and Field Rentals.
- Thirty (30) days before the booking date to quality for a refund for Activity rental spaces such as the Arena, Gymnasium and Indoor Sports Field.
- Thirty (30) days before the booking date to quality for a refund for Sports View Lounge rentals.
Requests received outside the cancellation policy may be considered; however, approval is not guaranteed and will be subject to facility availability, operational requirements, and the conditions of the booking.
All regular seasonal bookings are confirmed once the agreement is signed and cannot be changed or cancelled for a refund.
Insurance Requirements
For all District of Oak Bay rentals, general liability insurance is required. Please send the booking staff a copy of your liability insurance policy with the District Oak Bay listed as an Additional Insured for the required amount requested, $3,000,000-$5,000,000, depending on assessed risk, prior to your rental.
The District of Oak Bay offers access to Municipal Insurance Association of British Columbia (MIABC) EventPolicy portal, https://miabc.eventpolicy.ca/ solely for the convenience of our user groups, and does not recommend, endorse, approve and/or favour any one insurance provider over another. If preferred, users may purchase insurance through an independent broker of their choice.
Parking
Rental guests must park only in designated areas and follow all posted signs and regulations. Parking is not guaranteed. Vehicles must not block fire lanes, access routes, or emergency areas. The District is not responsible for lost, stolen, or damaged vehicles or personal belongings.
Entandem Music Licensing Fees
If music is included at the event, applicable Entandem licensing fees (SOCAN and RE:SOUND) will be added to the rental fee. Fees depend on the type and size of the event, including whether music is live or recorded and whether dancing will occur. The District collects and remits these fees on behalf of the Renter.
Audio Visual Equipment
Liquor Special Event Permit
Alcohol is only permitted with prior written approval from the District. If alcohol will be served, the Renter must obtain a Special Event Permit (SEP) from the Liquor and Cannabis Regulation Branch (LCRB). https://www2.gov.bc.ca/gov/content/employment-business/business/liquor-regulation-licensing/liquor-licence-permits/apply-for-liquor-licence-permit/apply-for-liquor-special-event-permit
The Renter is responsible for following all provincial liquor laws and District requirements. Failure to comply may result in immediate cancellation of alcohol service or the event without refund. Alcohol is only permitted in the approved rental area and is not allowed outside District buildings. A valid Serving It Right (SIR) certificate is required for events serving alcohol. Copies of the SEP must be provided to the District before the event.