Recreation

Facility Rental Application

Inclement Weather Update

Scheduled Maintenance: February 22 & 23

Intermittent Phone Disruptions

Date modified

February 12, 2025

Rental Application Form

Is your request public or private?

PUBLIC EVENTS:
Are open for anyone to attend. Typically, there are few barriers for entry and these events are advertised widely to a broad audience.

PRIVATE EVENTS :
Are described as events that are for invited guests only. They are not open to the public to attend and are not generally advertised widely to a broad audience.

Public

Private

Your rental request does not qualify for this Rental Application Form. Please contact [email protected] to discuss with staff.

Will your event include any of the following components?

Selling or Cooking Food
Alcohol
Fundraising or soliciting donations
Selling tickets or merchandise
Gambling or Games of Chance
Open flame/ fire producing device
Inflatables, Bouncy Castles, Dunk Tanks
Religious Services or Sacraments
Amplified Sound
Contact Sports or activities
Exclusive use of the building or facility

Yes

No

Your rental request does not qualify for this Rental Application Form. Please contact [email protected] to discuss with staff.

Is your request more than 30 days away?

Yes

No

As your application is being submitted less than 30 days in advance, please contact [email protected] to discuss with staff.

Please indicate if you are requesting a booking on behalf of an organization, the Hamilton Wentworth District School Board, or yourself.

Name of Organization

Name Of School

Contact Information

Name

Email

Phone

Address

Address 2

City/Town

Province

Postal Code

Purpose of Rental

Which amenity type would you like to book?

Amenity

Community Centre room

Pool

Gym

Community Room

Gym

Pool

Unsure of Facility? Select Area of City and Staff will assist

Anticipated Attendance

Requested number of tables & chairs

*pending availability

Rental Date(s) and time(s)

Date

Start time

End time

Date

Start time

End time

Date

Start time

End time

Date

Start time

End time

Comments

Insurance

The City of Hamilton offers third party liability insurance to eligible events with an attendance up to 999 people that take place on City property through its GameDay Insurance program.

Game Day Insurance will be applied to every permit issued by Recreation unless the event does not qualify (i.e. more than 999 people or the event has inflatables).

If you are choosing to provide your own insurance the certificate must include the following:

City of Hamilton named as additional insured
The name of the person (group) appearing on the permit must match this name on the Certificate
Valid term dates to cover the rental dates requested
Minimum coverage amount of $2,000,000 per occurrence
Signature of insurer’s authorized representative
Insurance is mandatory. Events will not be permitted to take place on City property without acceptable proof of insurance.

We will providing our own certificate of insurance 30 days prior to our event date naming the City of Hamilton as an ‘Additional Insured’.

I acknowledge that I have read the terms and conditions and agree

Terms and Conditions

Non Permitted Uses
The following uses are not permitted within the rental space:

The playing of music or videos intended for home viewing use only. Appropriate licensing fees must be obtained and is the responsibility of the renting party. This excludes the use of public broadcasts or radio.
Amplified sound or activities which can be heard outside of the permitted space.
Cooking food (unless in a facility with a food grade kitchen).
Attendance which exceeds the posted room capacities.
Smoking within rented space, or on City property.
Alcohol or gaming, unless in specified facilities and appropriate licenses are obtained.
Use of amenities other than the room rented, including fridge and kitchen access. If required, please specify on application and is subject to Supervisor approval.
Activities which harass, discriminate or create an unsafe space.

Payment
Payment is due at time of signing permit, or as per the schedule provided (for permits with ongoing rental days beyond one month). Payment methods accepted include cash, cheque, debit, MasterCard, and Visa.

Cancellations and Amendments are subject to the following terms:
Requests for amendments to this permit must be submitted in person or in writing

Requests to amend or cancel with less than 30 calendar days before event date will be subject to an administrative fee

Requests to cancel a permit with less than 14 calendar days’ notice will not be eligible for a refund. 30 calendar days’ notice is required for events with more than 75 people. The Applicant will be responsible for all applicable rental rates and fees

All bookings made within 14 calendar days are deemed as final, non-refundable, and non-transferrable.

Any Applicant giving the City a cheque that is returned "Non-Sufficient Funds" may have the Applicant's rental cancelled, and will be charged an administrative fee. The fee and associated rental fees will be required to be paid within 72 hours of notice of the NSF or the permit will be terminated.

Minimum Time

Rentals must be at least 1 hour or more in length.

Supervision of Space
The renter is responsible for ensuring appropriate supervision of space, including:

Ensuring at least 1 adult is present for every 10 children for room/gym activities.
Ensuring pool admission criteria is met for aquatic activities.
Activities conducted are safe, non-contact manner, and equipment is used safely and as per its intended use.
City of Hamilton staff retain the right to enter the rented space at any time. Renter and attendees are required to follow direction provided by City of Hamilton staff at all times.

Setting Up/Taking Down/Cleaning Up
The renter is responsible for all set up, take down, and cleaning of spaces rented and must:

Include set up and take down times within the rental times permitted. Extra fees will be applied if rental occurs outside of permitted times or goes late.
Identify on the rental application if any assistance is required for set up or take down (subject to staff availability and additional fees).
Clean up any decorations, wrapping, spills, or outside equipment brought into the space using the supplies and garbage provided, and return the room to original condition. Extra charges will be applied if not completed.

Termination of Agreement

Permits are subject to termination from the City of Hamilton in unforeseen circumstances or facility closures. Refunds will be provided, however no further compensation for losses will be given.
Permits are subject to termination from the City of Hamilton if the terms and conditions of the permit are not being met. Refunds will not be provided when terms and conditions are breached by the renting party.

Final Authorizations

I acknowledge that all the information contained in this application is, to the best of my knowledge, correct.

I understand that I must provide payment and a copy of my certificate of insurance 30 days prior to my rental. I also understand that I must notify the recreation division of any changes to my rental (including cancellation) 14 days prior to rental date

All of the above

Initial here.

Notice of Collection

The City of Hamilton collects information under authority of Section 227 of the Municipal Act, 2001. Any personal information collected will be used for facility rental request administration and managing approvals and permits required for the rental. By providing your contact information, you are consenting to being contacted from the City of Hamilton and/or their agents/contractors for purposes of administration, management and enforcement of the City's permits and applications related to rentals. Information collected for this initiative will be stored on servers located in Canada and subject to Canadian laws. Questions about the collection of this personal information can be directed to the Manager, Business Services at Lister Block, 28 James Street North - 3rd Floor, Hamilton, ON L8R 1A1 P.O. Box 2040, Hamilton, ON L8P 4Y5, 905-546-3747, and [email protected].