Rental Steps & FAQ

STEP ONE – Choose your Venue

STEP TWO – Inquiry

  • Fill out the booking request form.
  • PLEASE NOTE: A minimum of two months lead time is suggested to best plan for your event. We regret that we may not be able to accommodate requests received at short notice. Confirmation of all bookings is contingent upon the scope of your event and Intrepid staff capacity to accommodate your request. 

STEP THREE – Confirm your Event

  • A non-refundable rental deposit and signed agreement are required to confirm an event. The deposit and signed agreement must be returned before you can announce your event. 

STEP FOUR – Production

For Metro events:

  • We require a production meeting with our team a minimum of two months before your event, where we will determine a production schedule that adheres to our labour guidelines and best supports your production and where we will go over technical and safety requirements.
  • An estimate for production labour can be provided after this meeting with our Production Manager. A deposit for production labour fees may be required at this time, as determined by Intrepid.

For Intrepid Studio events:

  • We require you to communicate production requirements and details of the event no later than four weeks in advance of the rental in order to determine feasibility and approved execution. Any changes made to the Venue, and any item brought into the venue (ie: props, set, tables, etc.) must first be approved by Intrepid.

 STEP FIVE – Event Requirements & Payments

  • A certificate of insurance, and, if applicable, a copy of liquor license (Special Event Permit or “SEP”) and confirmation of Liquor Liability Insurance Coverage, are due 14 days before your event.

STEP SIX – Final Event Settlement

  • At the conclusion of your event, a we will send you a detailed final settlement invoice for the outstanding rental fees, labour, and any other expenses. Any balance owing is due within 15 days of the invoice date.

Frequently Asked Questions

What is a hold?

A hold is an expression of interest in a specific date range for your event. You may place up to one hold per event. There is no obligation to confirm and no fee is charged for placing holds. Holds are valid until six months before the date on hold. If the hold has not been confirmed with a deposit by that date, the hold will then expire and be released for others to book.

When do I pay the deposit?

Deposit is required to confirm your hold. The deposit is 50% of the rental fee and is non-refundable. The deposit must be paid before tickets go on sale and before the event is promoted publicly in any way (including social media, posters/flyers, email, etc.) Deposits are due six months before the date of your hold; if you are placing a hold at short notice (i.e. less than six months out) you need to pay the deposit right away if you want to guarantee your date.

Is there a tax on rental fees?

Yes, all rental fees are subject to 5% Goods & Services Tax (GST).

May I use volunteers to do technical jobs or work in Front of House as ushers or ticket takers?

Intrepid’s technical staff are union (IATSE Local 168), and so volunteers cannot displace the work of our paid technical staff. Our Production Manager is happy to have a conversation about how your volunteers or staff can intersect with our technical team.

For rentals at the Metro Studio, you provide Front of House personnel (e.g. a FOH Manager, ticket-takers, minimum 2 in-house ushers, concession or merch sellers, etc.) Intrepid will provide an on-site Venue Representative who will brief your FOH personnel on what works best at the Metro, safety and evacuation procedures, etc.

For the Intrepid Studio, you’re welcome to use volunteers in any position.  For technical work, your people must be sufficiently skilled to perform any work safely.  If you have any questions, please reach out to our Production Manager.

What sort of insurance do I need for my event?

A certificate of General Liability Insurance with a limit of not less than $2 million of coverage is mandatory and must be provided a minimum of 14 days prior to the event.  The certificate must show Intrepid Theatre Company Society as a named insured.

Any event that serves alcohol must also have Liquor Liability Insurance, which can usually be added to your General Liability coverage through your provider.

Will Intrepid Theatre market or ticket my event?

We’re not able to offer these services at this time. You are responsible for marketing and ticketing your event. You can choose any ticketing service or provider. We can provide advice, and at our discretion may share your event on our website or include it in our newsletter.

Can I book one day at a venue?

We are foremost a festival presenter and multi-day rentals remain our priority. However, single-day rentals may be possible depending on the scope of your event and availability within our calendar year. One-day rentals are given consideration 2-to-3 months out from your intended date, if no multi-day rentals are scheduled during the time frame in which you are interested.

™ FRINGE and FRINGE FESTIVAL are registered trademarks of the Canadian Association of Fringe Festivals

Intrepid Theatre is located on the lands of the Lekwungen People, now known as the Songhees and Esquimalt Nations. We give our thanks and respect to the stewards of these lands, and to elders, past, present and future.