For more details, please view FT4 Use of School Facilities Policies that outlines the procedures and conditions. A copy of the current conditions will be sent with the approved permit.
Schools within the jurisdiction of the Grand Erie District School Board (Board) shall be given priority for the use of school facilities on non-school days or after 6:00 p.m. on school days. The Principal is responsible for approving the use of school facilities for activities which take place on school days, between 8:00 a.m. and 6:00 p.m.. Outside agencies must obtain permits for activities between 8:00 am and 6:00 pm which will not be approved until the Rental Secretary receives a valid insurance certificate and written permission from the school Principal. Rental Services is responsible for approving the use of school facilities for activities taking place on non-school days or after 6:00 p.m. on school days. Permission for the community use of school facilities is granted solely at the discretion of the Board and subject to availability. Permits are not normally considered for statutory holidays, Professional Development Days, school examination periods, or during the Christmas, March or summer breaks.
Permit holders will receive electronic confirmation of approved permits which must be printed and presented to gain access to the premises. The applicant/s or person/s in charge or designate/s must be in attendance at the function, and must stay until the premises are vacated, and whenever possible, notify the Board’s representative when leaving. Permit holders must ensure that all those participating in any event held by the permit holder, remain in only those areas designated on the application. Permit holders shall be responsible to see that all persons admitted have vacated the school property at the time specified on the permit.
Applicants may be requested to meet with the Board’s representative at the school before the event. The permit holder agrees not to carry on any activities while on Board property that would be in contravention of bylaws, fire safety regulations or otherwise be of an unlawful nature or which may be deemed to be a nuisance or offensive. The permit holder is responsible to determine if there are any local, provincial, or federal fees or taxes application to the function and to collect and remit such fees or taxes to the proper government authority.
With the exception of tables and chairs, the use of school equipment for a user group is at the discretion of the School Principal who may impose a user fee or replacement charge for damaged equipment. Any arrangements must be made in advance of the permit start date. The Board does not supply tables and chairs other than those that are currently available in the requested school. The set-up of the equipment is the responsibility of the applicant, under the supervision of a Board representative, unless other arrangements have been made ahead of time. Additional costs may apply.
The applicant acknowledges and assumes full responsibility for proper supervision and conduct of participants, and for any claims arising out of improper supervision or conduct of participants in any of the activities or events it conducts. The permit holder agrees to indemnify and save harmless the Board from all such claims arising there from.
Any activity which may result in damages to the school facility will be prohibited. The applicant, in accepting a permit, assumes full responsibility for all damages arising from the use of school facilities. Should damages occur, the Board representative will complete a Vandalism Involving Property and Unusual Occurrence Report, detailing any damage or misuse of facilities, including facilities being left in unsatisfactory condition by the applicant. Copies of the Report will be sent to the Superintendent of Business and Treasurer, the School Principal and the permit holder.
The permit holder agrees to indemnify and save harmless the Board from all such claims arising from injuries sustained by participation in such activities during the rental period. The Board accepts no responsibility for personal injury or damage or for the loss or theft of any articles belonging to the renter or to persons attending the function.
Critical Injuries: All injuries of a serious nature must be communicated to the Board’s Health & Safety Officer immediately at 519-718-0215. A critical injury is an injury of a serious nature that: places life in jeopardy; produces unconsciousness; results in a substantial loss of blood; involves the fracture of a leg or arm; involves the amputation of a leg, arm, hand, or foot; consists of burns to a major portion of the body; or causes the loss of sight in an eye.
All non-Board groups will be required to pay a permit application fee and any rental or custodial/service fees that are not covered by the Community Use of Schools Grant. Groups will also be responsible for any additional utility costs to the Board, and any justifiable expense incurred by the Board. Depending on the size and nature of the event, supplementary security and/or custodial services may be required by the Board, the cost of which will be the responsibility of the applicant. These costs will be outlined during the application process.
Proof of Insurance (Certificate of Insurance) is required by permit holders in the amount of not less than $2,000,000 per occurrence. The Grand Erie District School Board must be named as ‘additional insured’. A copy of this certificate must be provided prior to the first date of the event/s. Failure to provide the certificate shall result in cancellation of the permit. Any group not able to provide a Certificate of Insurance as outlined above shall make application to purchase insurance through the School Board. Applications are made on-line and are subject to the approval of the insurance carrier. Premium costs are the responsibility of the permit applicants.
In all cases where permits allow the serving of alcoholic beverages, the permit holder must provide a copy of the Special Occasion Permit/Liquor License to the rentals office (can be faxed to 519 752-5147). The permit holder must guarantee that:
The Board’s “No Smoking on Board Property” policy applies 24 hours per day. Rental applicants must ensure that patrons move off Board property for smoking purposes, not just outside the building.