● By booking accommodation, guests have access to the upstairs areas agreed upon in their contract. While an accommodation booking may also include the meeting rooms, VIMC is a public building with a regular flow of traffic and other uses; therefore, no booking assumes exclusive use of the entire building.
● Respect of other users: Please keep the doors to the rooms you have booked closed - this especially applies to accommodations users being the largest group and the doors leading into the open hallway above the lobby. This cuts down the noise from user group to user group. Avoid using the open hallway or lobby except to access the front desk, office personnel, gym facility or the outdoors. VIMC and users must understand and accept that some noise travels however, noise fines may be applied against the damage deposit if other user groups are disrupted to the point of compensation after repeated attempts to remind offenders.
● Facility Use Contracts and Liability Waivers are individual to each booking and are sent separately for signature. Liability Waivers are signed by each individual user or their guardian and originals must be handed in at check-in for participation in the program.

ACCOMMODATION:
VIMC rooms are equipped with all bedding (pillows, linens, duvets). We do not allow guests to bring their own linens and sleeping bags. Groups booking the accommodation at VIMC get exclusive use of the double kitchen, 2 large washrooms with showers, and the large Albert Edward Hall and its breathtaking views for dining and lounging. In situations, where groups are sharing the accommodation with other users, these spaces are also shared.
● A 50% deposit of your total balance is required on all accommodation and meeting spaces and due at the time of booking. The deposit is refundable up to 120 days prior to arrival less a $75 admin fee.
● The remaining or full balance is due 60 days prior to arrival date and is not refundable once received. If the remaining or full balance is not received 60 days prior to arrival VIMC Management has the right to cancel the booking with forfeit of the deposit. Cancellation requests received within 120 days will forfeit any monies paid. A booking moved to new dates prior to 60 days is not subject to cancellation fees. A booking moved to new dates at anytime where VIMC is able to re-sell the original dates is also not subject to cancellation fees.
● Payments can be made by credit card (subject to a 3.9% fee), cheque or e-transfer. If paying by cheque and mailing please ensure adequate time for payment to arrive by due date.
● At check-in, accommodation users must provide a credit card for the damage deposit. VIMC runs a pre-authorization on the card in the amount of $1500 and will be processed the amount necessary if damages are assessed.

ACCOMMODATION TERMS AND CONDITIONS:
● Check-in is at 4pm and checkout is at 11am. All group leaders must check in and register at reception, unless given alternate instruction.
● Quiet times are from 10pm-7am. Any excessive disturbance (fighting, screaming, shouting, or otherwise causing loud noise) may be subject to a noise penalty fine of up to $2000, under the BC Hotel Keepers Act. There will be VIMC staff on site during the stay who will report any incidents to Management.
● To ensure the safety of all, no running up and down the dorm hall, screaming or jumping off bunk beds is permitted.
● Costs associated with extra cleaning required due to misuse of the facility, damage or missing items will be deducted from the damage deposit based on evaluation of the incident.
● Accommodation bookings do not automatically include the meeting rooms or use of the gym facility. If you wish to add these to the booking please contact us.

PROGRAMMING:
Programs are offered to all facility user groups and as stand alone bookings, and therefore subject to their own booking policies.
● A deposit of 50% is due at the time of booking and refundable up until 30 days prior to the activity date. The balance is due 2 weeks prior at which time we require final numbers in order to prepare staffing and gear.
● Cancellations received within 30 days of the activity forfeit their deposit.

PROGRAMMING TERMS AND CONDITIONS:
● Program-only groups are limited to ground floor access of the VIMC. If you wish to have access to a dedicated space to congregate or have lunch, please also book a meeting room for the duration of your program. We invite you to eat your lunch and use the services of Raven Lodge, otherwise.
● VIMC may provide a small, locked day-storage for personal belongings not required during your program if you don't have a meeting room or accommodation booked.
● The washroom facility for use by program-only groups is the single washroom on the ground floor past reception. Please plan your breaks accordingly as the larger washroom facilities on the second floor are for dorm users only. We suggest you plan a bathroom break at Raven Lodge prior to checking in for the start of your program.

MEETING ROOMS:
Meeting rooms are offered to all facility user groups and as stand alone bookings, and therefore subject to their own booking policies. VIMC's Whiskey Jack Meeting room is on the second floor and a great add-on for accommodation users. It holds up to 20 people. The Marmot Meeting Room is off the lobby and holds up to 8 people.
● A deposit of 50% is due at the time of booking and refundable up until 30 days prior to the activity date. The balance is due 2 weeks prior.
● Cancellations received within 2 weeks of the activity forfeit their deposit.

MEETING ROOM TERMS AND CONDITIONS:
● Meeting rooms do not come with locked gear storage. If there is storage space not in use on the day of your booking, you are welcome to request the use of it. Otherwise, meeting room users are expected to store their gear outside on the racks or leave in their vehicle.
● Please remove muddy, wet or snow covered footwear before going upstairs. There are storage racks at the entrance stairwell and in front of the gym.
● The washroom facility for use by meeting room users is the single washroom on the ground floor behind receptions. Please plan your breaks accordingly as the larger washroom facilities on the second floor are for dorm users only.