Alteration/Cancellation and No Show Procedures and Fees

Alteration Fee

Changes to dates and times with more than 5 business days notice are subject to a $10 + HST alteration fee. The alteration fee:

  • Applies to adding a date, changing a time, cancelling a date with more than five business days notice.
  • Does not apply to adding or changing supervisors or adding or changing insurance.
  • Does not apply to dates that WRDSB cancels and rebooks as a replacement space.
  • The fee does not apply to first alteration. The first alteration is free.

Late cancellation fee of $25 + HST plus custodial costs if applicable, will apply if less than five business days notice is provided.

Cancellation Procedure

The Rentals Department requires time to process cancellations, advise schools and book other groups in available spaces. Please provide a minimum of 5 business days notice of cancellations. For example: If your permit runs on Wednesdays, advise Rentals by the preceding Wednesday. For weekend permits, you must advise Rentals by Friday of the previous week.

As soon as you know that you do not need a school facility, leave a discussion message on your permit to advise us of the cancellation.  This will allow us to make the space available to other community users.

Cancellations with less than 5 business days notice will be subject to a late cancellation charge of $25 + HST plus custodial charges, if applicable.

Weather Cancellations

Weekday Use:

All use of schools shall be cancelled when schools are closed due to inclement weather or any other causes beyond the control of the Waterloo Region District School Board. If a school is closed during the day, it will NOT be open for permits that evening. School closures will be posted to the board website, twitter feed and local media outlets. If the schools are open during the day but the weather is questionable, please notify the Rentals Department of your cancellation by 3:00 p.m. on the day of the booking. Late cancellation charges will be waived if you call Rentals and leave a voice mail at 519 570 0003 extension 4356 indicating your permit number, the name of the school and the name of your group. If you do not notify the Rentals Department by 3:00 p.m. on the day of the booking and do not show up for your rental, a No Show fee, plus custodial fees if applicable, will apply.

Weekend Use:

If your inclement weather cancellation is for a weekend date, please notify the Rentals Department of your cancellation by 7:00 a.m. on the day of the booking. Late cancellation charges will be waived if you call Rentals and leave a voice mail at 519 570 0003 extension 4356 indicating your permit number, the name of the school and the name of your group. If you do not notify the Rentals Department by 7:00 a.m. on the day of the booking and do not show up for your rental, a No Show fee will apply, plus custodial fees if applicable. In addition, please call the Waterloo Region District School Board answering service at 519 749 3838 to notify them of the cancellation.

No Show Procedure

We would like as many groups as possible to use the schools. Therefore, if you book a date and don’t use a school, it may mean that another group did not have the opportunity to run their program. Accordingly, the procedure for No Shows is:

First No Show

A discussion message will be sent as a reminder that your group should advise the Rentals Department when you will not be attending a school. There will be a charge of $25 + HST plus custodial costs, if applicable.

Second No Show

The group will be warned that another No Show will result in cancellation of the Permit. There will be a charge of $25 + HST plus custodial costs, if applicable.

Third No Show

The Permit may be cancelled for the remainder of the year. There will be a charge of $25 + HST plus custodial costs, if applicable. Once a permit has been cancelled it will no longer be considered a renewal permit for the new school year.