FAQ

How long will it take for my request to be approved?

Processing of requests is done on a first come, first served basis by the date the request is received in the system. The Rentals Department requires a minimum of 10 business days to process a permit. Payment and insurance must be received 5 business days before the first booking date in order for your permit to be released.

Can I rent a gym?

You certainly can! Rooms in our schools are available:

  • 6:30 p.m. to 10:30 p.m. weekdays in elementary schools
  • 7:00 p.m. to 10:30 p.m. weekdays in secondary schools
  • 8:00 a.m. to 10:30 p.m. on Saturdays and Sundays
  • Summer use is limited to weekdays (no evenings/weekends)
  • Limited use on PD Days, long weekends or holidays

See the list of gyms available.

How much will it cost?

A Ministry of Education program has been established which will reduce the rates charged for youth and not-for-profit adult programs. Effective September 1, 2006 and for the duration of the program, the charges for use of Board property will be as indicated on the Rental Charges page under the Ministry of Education price list.

Room rental charges are based on the type of group and the size of the room you wish to rent. There may also be charges for a custodian if custodial staff is not regularly scheduled to work when you wish to book. Most schools have custodial coverage on weekdays. You will be charged for all weekend bookings and for any time that custodial staff is not regularly on duty. There are also charges for sound and lighting systems and student technicians.

Here’s an example of a rental for a weekday adult sports group:

20 adults playing volleyball from 8: 15 pm to 10: 15pm in a single gym on Wednesdays

Permit fee @$35.00
Rental Charge for one night – 2 hours @ $10.00 /hour = $20.00
September to March – 24 nights @ $20.00 /night = $480.00
Plus 13% HST = $66.95
Liability insurance = $162.00

Total rental = $743.95 for season
Cost per person = $37.20 for season
Cost per person = $1.55 for one night

To see which category describes your group, visit Rental Charges.

What gyms are available?

We have over 100 schools available 7 days a week and 10 months a year. When we receive your permit request, it will be reviewed and processed. If any charges apply to the permit, you will be notified through the discussion area on your permit (i.e. what amount is owing – a minimum amount will be required to reserve your space). Once payment has been received and insurance has been processed, your approved permit will be emailed to you.

How big is the gym?

The size varies and we suggest that you go to the school of your choice and look to see if it is suitable for your program. It’s important to call the school custodian before you go to set a time for your visit. To locate the school and telephone number visit our School List.

Is sports equipment included?

Plan to bring your own playing balls. With the exception of basketball nets and volleyball standards, the use of school equipment is at the discretion of the school Principal (elementary) or Vice-Principal (secondary) and must be arranged in advance of the permit start date.

Floor hockey groups are only permitted if they use plastic sticks. Floor hockey nets are generally not available.

What markings are on the floor? Badminton Court? Volleyball Court?

We recommend you go to the school to check the floor markings, the size of the gym and whether the floor is wood or vinyl. It’s important to call the school custodian first to arrange a suitable time for your visit. To locate the school and telephone number visit our School Finder.

Are there tables and chairs?

You are welcome to use tables and chairs at the school but we can’t provide any additional furniture. Please check with the school custodian to see what furniture is available for your use.

Do I need insurance?

Yes, every group using our schools must have $2 million liability insurance per occurrence naming the Waterloo Region District School Board as an additional insured. Certificates with no aggregate amount are preferred. As an acceptable alternative, a minimum $2 million per occurrence with a minimum $4 million aggregate will be accepted.  The Waterloo Region District School Board must be added as an additional insured on the certificate. If you don’t have insurance, coverage can be purchased through the Board.

Does the custodian have to be in the school?

Yes. When our schools are in use, there must be a person on site who knows all of the emergency and security procedures for the building.

How do I pay?

The Waterloo Region District School Board only accepts credit card payments (MasterCard or Visa). You must have a valid credit card on file for the duration of your permit.

What happens if the school needs the room I booked?

School and Board programs take priority over all other uses. Schools try to give at least one month’s notice of a cancellation so we can advise you of the cancellation.

What happens if I have to cancel or change a date?

Use the “Discussion” function on your permit to notify us of the change. Please note that the first alteration is free of charge. If further changes are required an alteration charge of $10 + HST will be applied to your permit. If you do not use the school or cancel with less than 5 business days notice a $25+HST charge plus any applicable custodial costs will apply. For weekend dates, the cancellation must be received the Friday of the previous week to  avoid late cancellation fees.

Weather Cancellations

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 x4356 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 will apply plus custodial fees if applicable.

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 x4356 indicating your permit number, the name of the school and the name of your group. If you do not notify the Rentals Department by 7:00am 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.

I have a question that’s not answered here – where should I call?

Our Rentals staff will be happy to answer your questions. Please call 519 570 0003 x4356.