2023-24 Equipment Rental Agreement

Responsibilities of Gymnastics BC

1. GymBC will provide a set of equipment as requested in your club’s Equipment Rental Request Form.
2. Following the confirmation of an equipment rental (and the receipt of a $1,500 rental deposit along with this signed agreement), GymBC’s Equipment Coordinator, Aidan Muth, will contact the club to verify event details. Aidan will also be in touch a minimum of four (4) weeks prior to the meet to confirm the delivery details and the equipment set-up/take-down schedule. Equipment inquiries should be sent to equipment@gymbc.org. 
3. GymBC will pay the Equipment Coordinator on honorarium for coordinating the equipment rental logistics.
4. Based on the established schedule, GymBC will coordinate transportation of the equipment to and from the event.
5. GymBC will provide onsite support, an Equipment Technician, to coordinate with the host club representatives and volunteers and supervise the set- up and unloading, and take down and loading of the equipment. The Equipment Technician will also be available to “tech” the event, meaning the individual will provide support to the host club throughout the competition including completing minor repairs to equipment as required and/or deal with equipment safety concerns for the duration of the event.  GymBC will pay the honorarium, travel and meal expenses for Equipment Technicians during all events.

Responsibilities of the Host Club

Prior to the Event:

1. Upon submission of the Equipment Rental Request form and approval of the rental by GymBC, the host club must submit a $1,500 equipment rental deposit. This payment can be made via e-transfer to accounting@gymbc.org, by cheque to Gymnastics BC, or by credit card via the submission of this electronic form (additional credit card fees apply). If you pay via cheque or e-Transfer, please indicate on either payment method the purpose for your payment (i.e. equipment rental deposit for 2024 XYZ meet).
2. The host club will submit a completed and signed copy of this Equipment Rental Agreement. The equipment rental will not be confirmed until both the deposit and Equipment Rental Agreement have been submitted to Gymnastics BC.
3. A floor plan for the event must be submitted to events@gymbc.org and equipment@gymbc.org a minimum of four (4) weeks prior to the competition start date. Should a club require support developing a floor plan for their event, please contact events@gymbc.org. Additional charges for this may apply.

At the Event:

1. A minimum of 15 adult volunteers per set of equipment (e.g. If the event is having both WAG and MAG (2 trailers with equipment), at least 30 volunteers are required) at set up and take-down. Please note: In the event that the host club fails to provide an adequate number of volunteers, additional fees may be imposed to compensate for the extra responsibilities and extended working hours of the equipment technician.
2. Ensuring that there is free and clear access to the venue loading bays, that will accommodate 53’ trailer(s) and truck(s). Please ensure all efforts are made for a weather protected loading area.
3. Paying for the repair or replacement costs associated with any damaged or missing equipment.
4. Supplying all other equipment necessary for the successful delivery of a meet.
5. Ensuring that any equipment not belonging to Gymnastics BC is clearly labeled to avoid the mixing of equipment.
6. One hotel room at the host/nearby hotel for the GymBC Equipment Technician during the meet (including set up night, competition days and take-down nights). 
   1. *GymBC will do our best to provide a local Equipment Tech to reduce this club expense, but this is not always possible.
   2. *If a club requests a particular Technician for their event and this individual is required to travel to the event, all their travel expenses (e.g. flights, car rentals and/or mileage, etc.) will be billed back to the host club following the competition.

After the Event:

1. All freight costs will be invoiced AFTER the meet, along with the rental fee balance. Additional expenses (e.g. Equipment Technician expenses as noted above), will be added to the equipment rental invoice. The equipment rental deposit of $1,500 will be deducted from the overall total.

 The 2023-24 Gymnastics BC Equipment Rental fees are as follows:

• WAG Only (1 trailer) – Single WAG with additional Bar and Beam Set-up with one Floor and one Vault
  • $3,825 + tax + freight
• MAG Only (1 trailer) – Single MAG with one Floor
  • $3,825 + tax + freight
• WAG & MAG (2 trailers) - Single MAG/Single WAG with additional Bar and Beam and two floors
  • $6,800 + tax + freight
• Free Standing (weights to be provided by host club)
  • $5,200 + tax + freight
• Second Artistic Floor (if in addition to a single WAG set-up - 2nd trailer required)
  • $1,600 + tax + freight 
• TG Only (1 trailer) – Trampoline & Tumbling with two Competition Trampolines and End Decks, One Power Tumbling Floor, one Double Mini Trampoline, Equipment Matting and (only) two Landing Zones.
  • $2,500 + tax + freight
    • *As we have limited space on the TG Trailer, additional (extra) equipment must be provided by the host club:
      • If both double minis and tumble track are going to be used at the same time, the renter will need to provide an additional landing zone.
      • 1 Trampoline (if a 3^rd trampoline is required for warm-up purposes)
      • 2 End decks
      • 4 End deck mats
      • 12 red crash mats
      • 3 hard landing mats (Same size as red crash mats or 3 more red crash mats)
      • Trifold hard mat (or 2 more red crash mats)
      • 10 panel mats
      • 3 roll tops (You need 40 feet of roll tops total)
      • 10 blocks of chalk
      • 3 chalk bins
      • 4 throw mats