FAQ

Helpful Information

HOW DOES THE POP-UP PICNIC HIRE WORKS ?

You chose a Picnic Package, a time and date and location. Once all has been booked and confirmed and the deposit has been paid, You are good to go.
On the day of your event, we will send you a Text msg reminder of our arrival time to the agreed location where we will take care of setting up your picnic so when you'll arrive all you need to do is enjoy yourself. When your pre-booked time is coming to an end, we will come and take down the setup.

WHAT'S INCLUDED IN THE PICNIC PACKAGES ?

EACH PACKAGE IS A LITTLE BIT DIFFERENT. SOME EXTRAS ARE ONLY AVAILABLE IN THE SPECIAL PACKAGES, BUT SOME MAY BE ADDED TO EVERY BASIC PACKAGE.

BASIC PACKAGE WILL INCLUDE:

  • FREE DELIVERY WITHIN KELOWNA/WEST KELOWNA

  • SETTING UP

  • TAKE DOWN/ COLLECTION

  • PALLET TABLE (S)

  • RUGS

  • ASSORTED CUSHIONS

  • DECORATIONS

  • TABLEWARE*

*In Basic packages tableware (napkins, cutlery, plates) is only included when catering is added to the package  or when it is required at a public location. For Kids packages - paper plates, cups and napkins are always included in the packages.


WHAT IF I DON'T HAVE A BACKYARD OR ANY LOCATION IDEAS ?

NO WORRIES AT ALL! 

Living in a condo and would like to host an event that larger than your balcony or living room? - We've got you covered!

We have several location recommendation for ever budget and needs.

Just to mention a few :

  • SUMMERHILL WINERY~ PICNIC AREA*

  • LINDON HERITAGE HOUSE ~ GARDEN OR PORCH*

  • PUBLIC PARKS and BEACHES**


* Locations by other businesses may require permit fee or usage of their services. Require about the locations and more details when you are booking.

** Please see Rules and Regulations on Public Locations in The City of Kelowna.

'Casual Use' can be defined as informal activities such as birthday parties, staff luncheons, family reunions, and picnics. While park space cannot be reserved for these types of gatherings, users are welcome to animate the spaces following our Casual Use Guidelines.

Casual Use Guidelines

  • Gatherings of larger than 350 people require an Outdoor Event Permit

  • Parks and public spaces cannot be used exclusively and are on a first-come, first-served basis. You cannot ask anyone to move.

  • Tents must be weighted, as staking (ground penetration) is not permitted. Tents cannot be bigger than 10’x10’.

  • Tying to infrastructure or trees is not permitted.

  • Portable propane barbeques; which are CSA/ULC approved are acceptable in park space only and must be kept a minimum 1 meter away from the nearest structure. During high risk fire season, BBQ use may be restricted.

  • Food can only be for attendees. Food service to the public is not permitted.

  • Food trucks are not permitted to attend casual use activities.

  • Inflatable play structures are not authorized for casual use.

  • Amplified sound is strongly discouraged. Please respect other users of the area.

  • Alcohol is not permitted.

  • No smoking. All City of Kelowna parks and public spaces are smoke free.

  • You are responsible for cleaning up any garbage or recycling generated from your gathering and removing it from the site.

  • Any walkway or sidewalk use must follow rules of the road when crossing roadways and no marking of sidewalks or pathways is permitted.


Things to Think About

  • Location - When choosing a location, our Parks have varying amenities ranging from washrooms, portable washrooms, picnic tables, playgrounds, waterparks, sport fields, parking availability, etc. 

  • Timing - Our Event Services Office supports over 160 events annually on our City's outdoor spaces. We recommend visiting our Event Calendar to determine availability in your park of choice. City Park and Waterfront Park are key event parks; ensure the park is available before planning your gathering.

    CLICK HERE FOR MORE!

HOW DOES BOOKING AND PAYMENT WORK?

To Book your event Please click HERE.

  • Once You filled out the form we will send you an e-mail confirmation of your booking and send you a request to Pay 50% of your total fees as a Deposit.

  • We will HOLD your requested booking for 24 hours.

  • To make sure to keep your booking safe, please send through your deposit as soon as possible.
    We will send you a reminder as well towards the end of the time limit, in case your payment hasn't showed up on our end then you can email your payment receipt to us or you can CANCEL.

  • Please note after 24hrs of the sent out request your booking will be VOIDED.

  • After the Deposit has been paid your Booking is VALID.

  • The remaining balance of your booking payment has to be paid 10 DAYS prior to the event. Failing to do so will result in the cancellation of your event. NO REFUNDS!

WHAT ARE THE FEES INVOLVED ?

Apart from your chosen package the are some other costs are involved as well.
(See these fees and their definitions below)

  • BOOKING DEPOSIT 
    A 50% non-refundable deposit is required to provide you (the client) and us (PopUp Events Co.) security.
    This will secure the items you desire for your event only and once we have received a deposit, those items will be unavailable to all other clients.

  • SECURITY BOND
    All hire orders are required to pay a minimum bond of $100, which is fully refundable upon the safe return of all hired items. Each bond amount is assessed individually and will be advised with the quote. You are responsible for all picnic items and may be charged if items are lost, damaged or broken during the course of your picnic.

  • DELIVERY FEE
    Our company caters for Kelowna and its +15 Km area* for FREE of delivery charge. Any other locations outside of that zone will have an additional delivery fee charged to your package and will be quoted in your booking.
    *(+15km zone ends ~ Westbank/YLW Airport/Traders Cove)

  • LOCATION FEES
    Some locations are by private businesses (such as Wineries or other venues)
    These locations may require permit fees to be added to your bookings.
    Public Park&Beaches do not require permit fees for casual use, but do have rules and regulations. Please read them if you thinking to host your event in a public locations. Click HERE to learn more.

  • LATE FEE
    Everyone's time is valuable and for us () as a business, promptness is very important. We may have a busy schedule on the day of your event and to avoid inconveniences to all party involved we encourage you to make sure to be on time.
    Your Package hire starts at the agreed (booked time) not when you arrive to the location. If you are delayed, please make sure to let us know asap. Late fee will be deducted from your Security Bond as follows: 15+ min. $20 | 30+ min. $50 | 45+ min. $100 |  After 60 min. no show and no contact  we reserve the right to take down and pack up. NO REFUND WILL BE GIVEN! 

  • GST (tax)
    All our prices inclusive of tax.

  • CLEANING FEE
    Cleaning is included in our prices.

  • EXTRAS
    There are extra services available to add to your booking. Prices for these are vary. We will provide a quote for you upon request.

WHAT IS YOUR CANCELLATION POLICY ?

We understand that life can throw you a curve ball at any time therefore we will try to do our best to Refund you as much as possible of your payment.
Unfortunately as agreed upon booking the 50% deposit isn't available for refund.
30% refund of the remaining balance will be available if minimum 5 business days are given as notice.

In cases of injury or tragical events please email us regarding your situation.
Security Bond will be fully returned.

We can also reschedule your event rather than cancelling it entirely ~ depending on availability.

Please note that the weather is out of our control therefore there is no REFUND on cancellations based on bad weather. 

However we would be happy to reschedule your event or move it inside.
If you feel your event might be on a bad weather day please try to give us enough notice so we can also try to find you an indoor location if you don't have one.

CAN I DIY ?

YES!

There is an option for you to do your own design. We offer the individual rental of pallet tables, assorted rugs and cushions, and certain decor items for DIY picnics.

Please note DIY option doesn't include delivery, setup or take down or collection.

DIY packages has to be picked up and dropped off.

You can add platters/sweets/flowers/photo session or other services to your rental.


For DIY package prices please send us an inquiry by clicking HERE!


WHAT IS YOUR COVID-19 POLICY?

Cancellations due to Federal or Provincial Covid related restrictions are an exemptions to our usual T&Cs.

If you need to reschedule or cancel any of your bookings with us due to a restriction we will offer you a 12 month credit towards any of our services, or a date change without any charges (depending on availability).

For more info on cancellations or on refunds please visit our T&C page under our menu tab.