Paint Night Terms and Conditions

Paint Night – Terms & Conditions

These terms and conditions are made by the Community Arts Council of the Alberni Valley (the CAC) and the Host of the event. 

What you should know (in a nutshell)

This is a standard terms and conditions form, but we have additional fees that may apply if you have to change your event. Essentially, when you book your event, we will confirm with you by email that date is available. After that, if you change the date, we have to spend extra time arranging the new date with you and your instructor, which takes administration time. Therefore, we have to charge a $25 admin fee. Keep in mind, we are a non-profit!

Changes that don’t require too much from us, like changing the location or size of your group, can be done up to 2 weeks before the event. However, after that, if you need to change the size of your group by more than 5 people, we will need to charge our admin fee. 

Other details are found below, and we strongly recommend you read them and understand them. If you’re unsure, please call us at the Grove Gallery and speak to our Administrator Angela. 

We are very grateful you’ve chosen to host your Paint Night with the Community Arts Council. Your event is supporting local artists and our community in the Alberni Valley!

1. Booking & Payment

  • A 50% deposit is required at the time of booking to secure your Paint Night event. 
  • After you make your deposit, we will email you to confirm your date. After that, a $25 admin fee applies to any date changes made.
  • Pricing is based on the number of participants, with a minimum charge of $400 for up to 10 guests. Additional participants are $40 per person up to 20 people and $45 per person from 21 – 40 people.
  • Any add-ons or custom requests may be subject to additional fees.
  • The final payment (calculated by actual amount of participants) is due at the event, to be paid by cash or cheque made out to the Community Arts Council of the Alberni Valley, or by e-transfer to admin@alberniarts.com
  • If you have any additional fees added, you will be notified the week of your event.

2. Group Size & Additional Guests

  • We will prepare materials for up to 5 additional participants beyond your initial booking.
  • If more people arrive than expected, additional charges will apply per participant as long as supplies are available.
  • If your group size changes more than 5 people from the original booking, we require at least 2 weeks’ notice. Outside of that, you will be charged a $25 admin fee.

4. Venue Responsibility

  • Unless otherwise agreed upon, the host is responsible for securing the event location.
  • We can recommend venues if needed, but final arrangements must be made by the host.
  • If hosting at a partner venue, their terms and conditions (such as food, drink, and space rental fees) may also apply. 
  • If you are having this event in the privacy of your own home and serving alcohol, you are responsible for your guests not being over served and getting home safely.
  • The Community Arts Council of the Alberni Valley holds no responsibility for the host or venue’s duty of care or actions of the guests. Any and all permits required for the event are to be acquired by the event host.

5. Travel Policy

  • We service the Alberni Valley and will travel up to 10KM from The Grove Gallery at Harbour Quay at no additional cost.
  • For events beyond 10KM, additional travel fees may apply, depending on the distance and size of your event.
  • Please contact us in advance if your location is outside our standard service area.

6. Cancellations & Refunds

  • 2 weeks before the event: If you need to change or cancel your event, you will receive a full refund. 
  • Less than 2 weeks before the event: If you need to change or cancel your event less than 2 weeks before the event, you will incur a $25 admin fee.
  • Less than 24 hours: Any cancellations or changes to the event less than 24 hours before the event will be charged a $100 admin and artist fee. 
  • If we must cancel the event due to unforeseen circumstances, a full refund or rescheduling option will be provided.

7. Event Expectations

  • The event host must have tables and chairs setup for their guests before the instructor arrives. 
  • The instructor will arrive up to 1 hour before the event, depending on the size. As well, they may stay 1 hour afterwards to clean up the event.
  • Paint Night events run for approximately 2 hours. Late arrivals must catch up on their own as painting will begin promptly.
  • The Community Arts Council of the Alberni Valley holds no responsibility for alcohol or food consumed at events and any permits required for this is the responsibility of the host. 
  • We use acrylic paint, which may stain clothing—aprons are provided, but participants should dress appropriately.
  • We do not provide tables, chairs or drop-cloths, so be prepared if your guests spill. If you would like for us to bring these items we can at an additional fee.

8. Overtime Charges

  • All overtime beyond the agreed event duration will be charged at a rate of $150 per hour, or as otherwise agreed between The Community Arts Council of the Alberni Valley (CAC) and the Client. 
  • Any overtime will be communicated and approved by the Host before it occurs.

9. Photography & Promotional Use

  • By participating in a Paint Night event, you agree that CAC may take photographs during the event.
  • These photographs may be used for promotional purposes on social media platforms, including but not limited to:
    • Facebook
    • Instagram
    • The CAC website
    • Advertising 
    • Email newsletters
  • Clients may be tagged or identified in social media posts unless otherwise agreed in writing before the event.
  • If you do not wish to be included in event photos, please notify us in advance.

10. Liability & Force Majeure

10.1 General Liability

  • CAC is not responsible for any damage to personal clothing or belongings due to paint or materials used during the event.
  • The host and venue owner are responsible for ensuring a safe and suitable environment for the event.
  • CAC reserves the right to refuse participation or cancel an event without refund if there is disruptive or inappropriate behavior from attendees.

10.2 Force Majeure

The due performance of this contract is subject to alteration or cancellation by either party owing to any cause beyond their control.

In such an event, CAC will not be liable to the Client or any other person for any loss or damage arising from:

Acts of God (Force Majeure)

Weather-related incidents such as rain, thunderstorms, or lightning that result in damage or cancellation of the event.

Loss, Damage, or Theft

CAC is not responsible for the loss, damage, destruction, or theft of any property at the event venue.

Equipment & Venue Damage

CAC is not liable for any damage or malfunction of equipment, including but not limited to:

  • Furniture
  • Cutlery and crockery
  • Sound and lighting equipment
  • Photographic equipment
  • Any technical failures occurring at the venue
  • CAC is only liable for damages caused by gross negligence on its part.

11. Contact & Support

For any questions, location requests, or custom event details, please contact us:

Call: (250) 724-3412
Email: admin@alberniarts.com


Remember, your booking supports the arts council, a registered charity! All funds for the event will provide a fair wage for artists and profits will go towards supporting the arts council initiatives.