2024-25 Equipment Rental Agreement

Your club event has been pre-approved to rent the GymBC Equipment for the 2024-25 event season.

The Equipment Rental Agreement below outlines both GymBC and Club Responsibilities regarding the rental and is a contract between Gymnastics BC and Event Hosts. If your club is hosting multiple events that have been pre-approved for equipment rentals for 2024-25, please complete one form per event. 

Once this Rental Agreement is signed and a $1500 deposit for the rental is received, you will receive an email from GymBC confirming the rental for the upcoming season. 

Rental deposits must be received no later than Sept 30, 2024.  Failure to submit a deposit will result in a cancellation of the equipment rental. 

Any questions can be sent to events@gymbc.org. 

Responsibilities of Gymnastics BC

1. A GymBC team member will contact all clubs, by email, that have been approved to rent equipment for the 2024-25 season. 
2. We will provide a link to this Rental Agreement Form, for your club event representative to complete. 
3. Upon completion of this Rental Agreement Form, and GymBC receiving a $1500 deposit, the equipment rental will be confirmed for the upcoming season. 
4. GymBC’s Equipment Team Coordinator will contact the club to verify event details that were submitted on the Equipment Rental Request Form. 
5. GymBC will provide a set of equipment as requested in your club’s Form.
6. The Equipment Team Coordinator will 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. Based on the established schedule, GymBC will coordinate transportation of the equipment to and from the event. They will also provide contact details for the Equipment Technician scheduled for the club's event. 
7. GymBC will pay the Equipment Coordinator an honorarium for coordinating the equipment rental logistics,.
8. GymBC will provide onsite support, an Equipment Technician, to coordinate with the host club representatives and volunteers and lead and supervise the set- up and unloading, and take-down and loading of the equipment. One Technician will be scheduled per trailer of equipment being rented to ensure seamless completion of equipment related tasks. The Equipment Technician will also be available on-call 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 dealing with equipment safety concerns for the duration of the event.  GymBC will pay the honorarium, travel and per diem expenses for Equipment Technicians for the events.
9. Equipment inquiries should be sent to equipment@gymbc.org. 

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 complete the Equipment Rental Agreement and 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 2024-25 XYZ meet). Rental deposits must be received no later than Sept 30, 2024.  Failure to submit a deposit will result in a cancellation of the equipment rental. 
2. 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 eight (8) 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 service 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, which will be billed to the host club following the event.
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. Club is responsible for providing weights (ex. roof tiles) for the equipment.  
4. Paying for the repair or replacement costs associated with any damaged or missing equipment.
5. Should your club wish to provide additional equipment for the event, please contact events@gymbc.org prior to the competition.  Also, ensure that any equipment not belonging to Gymnastics BC is clearly labeled to avoid the mixing of equipment.
6. Should the club wish to bring an Equipment Technician to their event that is not the previously scheduled by Gymnastics BC, the host club will be responsible for all accommodations, travel expenses and/or per diem's associated with the requested technician. GymBC will pay the Equipment Technician's honorarium for the event. 

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, if applicable, 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.