Rules and Regulations
The following rules and regulations govern the use of all Waterloo Region District School Board facilities. Failure to comply may result in immediate permit cancellation without reimbursement and at no cost or liability to the Waterloo Region District School Board.
As per the Ministry of Education directive, school day activities, extra-curricular activities and parent involvement activities organized or administered by the school or school board have priority use of school space during and after regular school hours.
In order to create affordable access to community facilities, the Government of Ontario provides a Community Use of Schools grant that allows school boards to charge subsidized rental rates for non-profit groups. The annual subsidies offered are contingent upon Ministry funding. The Waterloo Region District School Board (referred to as the “Board”) reserves the right to allocate the subsidy in such a manner to ensure that Community Use of Schools Program is offered at no cost to the Board. The Board may change the way the subsidy is allocated year over year and determine the priority in which the subsidy will be applied.
A subsidy for a user group for an event is not a guarantee or commitment that future events will be subsidized in the same manner. Our primary goal is to subsidize local not for profit organizations who provide support and programming for local youth (under the age of 18 or under the age of 28 for participants with a disability).
Community groups are expected to self-assess and classify their permit requests according to the rental charge categories listed on our website. Groups who are deliberately misclassifying their permit requests risk losing the Community Use of Schools subsidy currently offered by the Board and will be required to pay unsubsidized rates on all their current and future permits.
When you create an account with us, we ask you to provide an email address. We use this email address to send you information regarding permits and account notifications related to your permits. We may also use it to send other important information such as permit submission deadlines, cancellations due to weather, changes to pricing policies and renewal windows. You will have the opportunity to confirm your consent to receive these important messages when you activate your account.
The following Rules and Regulations govern the use of all Board facilities. Failure to comply may result in immediate permit cancellation without reimbursement and at no cost or liability to the Board
Responsibilities of the Permit Holder
- The Permit Holder will provide a Certificate of Comprehensive Liability Insurance in the amount of $2 million per occurrence (with no aggregate), including tenant’s liability, naming the Waterloo Region District School Board as an additional insured. As an acceptable alternative, a Certificate of Liability Insurance with a minimum $2 million dollar per occurrence with a minimum $4 million dollar aggregate may be accepted. The insurance shall cover the Board from and against all risks that may arise out of this permit use or activity only. If a Certificate of Comprehensive Liability Insurance is not provided, appropriate coverage is available through a third party provider at the Permit Holder’s expense.
- The applicant will protect, indemnify and save harmless the Board, its servants or agents, of and from all claims for damages that may arise out of the use of the Board buildings or grounds by the Permit Holder and its users. The Board contract with the Permit Holder or group will require protection against damage, infringement of royalty rights through the Copyright Board of Canada, slander, and overt conduct which may occur as a result of a public performance or speech.
- All groups using school facilities must have adequate on-site adult supervision (19 years of age or older) for the duration of the rental period, one of which being the ‘Event Supervisor’ named on the permit.
- The Permit Holder or Event Supervisor listed on the permit must bring the permit to each permitted activity date and provide it to the custodian when requested. No electronic versions of the permit will be accepted. Only the area indicated on the permit is to be used by the participants and spectators and only on the date(s), hours, and for the purpose specified. All gym permits include the use of change rooms, if available. All indoor permits include the use of washrooms and associated corridors.
- Participants must not enter the school before the Permit Holder or Event Supervisor arrives and Event Supervisors must ensure that participants remain within the designated rental areas and associated corridors and washrooms. Permit Holders or Event Supervisors must not leave the facility until all members of their group have left.
- The Permit Holder and/or Event Supervisor shall be responsible for the conduct and supervision of all persons admitted to school buildings during the period of their permit and shall ensure that all regulations herein contained are strictly observed.
- The Permit Holder assumes full responsibility for the proper conduct and supervision of any activities and for any claims arising out of improper supervision or conduct of activities.
- Groups renting multiple facility spaces must have an Event Supervisor in charge of each area.
- Event Supervisors must ensure that start/finish times are adhered to as outlined on the permit.
- The Board is committed to working together to prevent unacceptable behaviour and to assist participants by encouraging and fostering positive strategies for identifying and handling anger and resolving conflict including preventative measures. Permit Holders and Event Supervisors are required to review and adopt the Board “Safe Schools” Board Policy 6000, available on our website. Failure to do so could result in cancellation of the permit(s).
Facilities and Equipment
- Permits are non-transferable and must be used by the organization or individual it was issued to. Permits are portable between Event Supervisors listed on the permit, but are non-transferable to any other organization, individual or purpose identified. Permits are only valid for the activity specified on the permit.
- With the exception of basketball nets and volleyball standards, the use of school equipment is at the discretion of the school Principal and must be arranged in advance of the permit start date.
- In the event that equipment is lost or damaged or there is damage to the facility, the user group shall be responsible for all costs resulting from replacement and/or repairs.
- Your group is responsible for setup, takedown and cleanup of all spaces used. Any additional cleanup required to bring the school to Board standards will be performed by custodial staff and your group will be charged for the additional cleanup time.
- The members of your group are responsible for deciding whether or not the facility space you are using is safe for your activity. IF CONDITIONS ARE NOT SAFE, STOP YOUR ACTIVITY AND ADVISE THE CUSTODIAN IMMEDIATELY. Within 24 hours, leave a discussion message on your permit or send an email to email@example.com, indicating your permit number, the name of your organization, the school, the date, the time and the nature of the safety concern.
- DOORS MUST REMAIN LOCKED. The Custodian will allow the Permit Holder or Event Supervisor listed on the permit access to the facility and then return to their pre-assigned duties. The group must provide an adult door monitor to allow access to participating members. Board staff is not responsible for participant access beyond the Permit Holder or the Event Supervisor. DOORS MUST NOT BE PROPPED OPEN.
- All items brought onto Board property by the user group shall be removed promptly at the end of each permitted activity date.
- Any personal or organization equipment to be used on Board property must be approved by the school staff.
- Only dry, non-marking, indoor shoes shall be worn in the gymnasium, multi-purpose room or cafetorium for recreational or sports activities. Assistive wheeled devices should also have their wheels wiped clean and dry prior to entering any area with purpose built flooring, to minimize damage, and for the enjoyment of all users.
- Decorations used in or on the building shall be subject to the approval of a Board designate.
- Vehicles may only be parked in designated parking areas and must comply with all municipal/region/township by-laws. Parking is not permitted on any playfields or green space.
- No idling vehicles.
- Weekend Use – The Permit Holder or Event Supervisor will be required to sign in with the school Custodian on duty, indicating the time of arrival. Signing out with the school Custodian on duty will also be required, indicating the time of departure prior to leaving at the conclusion of their permitted
Food, Beverages and Concessions
- Concession rights at the Board belong to the school. At the discretion of the school administration, concession services may be accepted or rejected. User must inform Rentals staff of their intent to run concessions. Rentals staff will confirm the interest with the school and advise the user of next steps.
- Your concession activity should match that of the Board and must adhere to the Board’s “School Nutrition” policy (refer to Board Policy 6007).
- If approved by school administration, groups cannot sell items that are available for sale in the school vending machines, nor are they permitted to turn off, cover up, or block the vending machines from use. Permit Holders found doing this will be removed and may have future permits revoked.
- Your group is responsible for setup, takedown, cleanup and damages, if any. Any additional cleanup required to bring the school to Board standards will be performed by custodial staff and your group will be charged for the time involved.
- Permit Holders must have an appropriate plan to deal with medical emergencies and/or medical conditions while on Board property.
- The Event Supervisor shall start each activity by informing group members of emergency evacuation procedures and exit locations.
- All aisles and exits must be kept free from obstruction at all times.
- If an accident or injury occurs during the rental period, it is the responsibility of the Permit Holder or Event Supervisor to take appropriate emergency response (first aid, call 911, etc.) and then report the incident to the Custodian or Board representative on site.
- There is an Automated External Defibrillator (AED) in our facilities. This device can be used by anyone at the site on an individual present during the rental period who is unconscious AND not breathing (9-1-1 must be called). The lessor cannot be held liable for any misuse by the lessee (or member of the rental party) or in the event of an unsuccessful revival.
Alterations, Cancellations and No Shows
- The Permit Holder understands and agrees that the Board may revoke or cancel a permit at any time, with or without cause and that, in the event of such revocation or cancellation there would be no claim or right to damages whatsoever. It is further understood that the date of the Permit may be changed by the Board should the building be required for Board purposes.
- To cancel a date, you are required to provide a minimum of 5 business days notice by emailing firstname.lastname@example.org or using the discussion tab on your permit. Cancellations with less than 5 business days notice will carry a late cancellation charge of $25 plus HST plus any additional charges, if applicable (i.e. custodial fees). If your permit runs on Wednesdays, advise Rentals by the preceding Wednesday. For weekend permits, advise Rentals by Friday of the previous week.
- In the event of a ‘No Show’, a revised permit will be issued to the Permit Holder, with the ‘No Show’ charges added. On the third ‘No Show’, your permit may be cancelled for the remainder of the year and may not be eligible for renewal priority in the following scholastic year.
- Changes to dates and times with more than 5 business days notice are subject to a $10 plus HST alteration fee. An alteration fee will not be applied when adding/changing event supervisors or if the alteration was initiated by the Board.
- All use of schools shall be cancelled when schools are closed due to inclement weather or any other causes beyond the control of the Board. If a school is closed during the day, it will NOT be open for permits that evening. School closures will be posted on the Board website, Board social media feed, school website or local radio.If the schools are open during the day but the weather is questionable, please notify the Rentals Department of your cancellation by 3:00pm on the day of the booking. Late cancellation charges will be waived if you call the Rentals Department 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 3:00pm 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 7:00am 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 7:00am 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 Board answering service at 519-749-3838 to notify them of the cancellation.
Responsibilities of the Waterloo Region District School Board
- The Waterloo Region District School Board liability insurance protects the Board against liability claims. The Waterloo Region District School Board insurance does not protect Permit Holders, users or user groups.
- An on duty Custodian or Board representative shall be present for all uses of Board facilities.
- The Custodian shall, at all times, be in charge of the building and grounds and their instructions must be carried out.
- The Custodian will allow an Event Supervisor listed on the permit access to the facility, not more than 15 minutes prior to the start of the permit, and then return to their pre-assigned duties.
- Only Board Custodians on duty may adjust mechanical equipment such as thermostats, fans, basketball winches and bleachers.
- Moveable walls or folding partitions will only be operated by Board custodians. These types of partitions must remain in the FULLY extended position (open) or the fully contracted position (closed). If they have a ‘person’ door installed, this door may remain open.
- Weekend Use – The Permit Holder or Event Supervisor will be required to sign in with the Custodian on duty, indicating the time of arrival. Signing out with the Custodian on duty will also be required, indicating the time of departure prior to leaving at the conclusion of their permitted time.
- Any additional cleanup required to bring the school to Board standards will be performed by custodial staff and your group will be charged for the time involved.
- If an accident or injury occurs during the rental period, it is the responsibility of the Permit Holder or Event Supervisor to take appropriate emergency response (first aid, call 911, etc.) and then report the incident to the custodian or Board representative on site.
Alteration, Cancellations and No Shows
- It is understood by the Permit Holder that dates of a permit may be changed by the Board should the building be required for Board purposes. Permit cancellations by the Board will be made only as a last resort.
- Should the Board be required to cancel a permit date, the Permit Holder will be notified of the cancellation and will be given the opportunity to request an alternate location or date as compensation. If no alternative date or location is agreeable, a credit will be issued, if applicable. The Board assumes no responsibility for any additional expenses, distress, disappointment, frustration and/or inconvenience as a result of such cancellation or alteration to a permit.
- Refunds will be made available at the end of the school year for user groups who qualify. Refunds will not be offered for amounts of $5.00 or less.
Non-Permitted use of Board Property and Facilities
- Smoking, alcoholic beverages, games of chance, illegal activities, lotteries or gambling in any form is strictly prohibited on any Board property.
- Event Supervisors must not leave the facility until all members of their group have vacated the premises.
- Participants must not enter the school before the Event Supervisor arrives.
- Soccer will not be permitted in single gyms. Should soccer be permitted in a Board indoor facility, the use of sponge, neoprene or felt balls will be accepted. Rental groups will be permitted to use indoor futsal balls during their rentals with the understanding that any damage costs arising from the use of these balls or any other behaviour related to the rental will be the responsibility of the rental group. This will be a trial period of one (1) year for the 2016-2017 scholastic year and will be re-evaluated prior to the following school year. The use of traditional outdoor soccer balls will not be permitted in any indoor Board facility. No nets available.
- Players may only use non-marking plastic floor hockey sticks supplied by group and tape shall NOT be used on any part of the stick. NO WOODEN OR COMPOSITE STICKS OR SHAFTS ARE PERMITTED. Only goaltenders may use wooden sticks and plastic non-marking blades. Rubber pucks are not to be used.
- Baseball conditioning and cricket will be permitted with the understanding that there will be NO batting or pitching permitted. Only nerf style sponge balls are permitted, to be supplied by the user.
- Storage space for non-Board owned equipment is not available in the schools.
- The application of powder, wax, tape or any other preparation to the floors, walls, stages, ceilings or grounds is prohibited.
- Do not park on Board sports fields, campuses or lawns.
- Inflatable jumpers, slides, houses, castles and dunk tanks are not permitted on Board properties.
- NO FOOD or BEVERAGES are permitted in gymnasiums, auditoriums, libraries or classrooms. Sale of goods, food or beverages on Board property is prohibited unless authorized on the permit and in accordance with items 24 through 27 – Food, Beverages and Concessions, above.
- Groups approved to operate concessions cannot sell items that are available for sale in the school vending machines, nor are they permitted to turn off, cover up, or block the vending machines from use. Permit Holders found doing this will be removed and/or may have future permits revoked.
- No glass containers are permitted.
- Use of Board school kitchens is not permitted.
- Due to potential and inherent risk, the following spaces are not available for community use: specialty rooms which include but are not limited to: fitness/cardio rooms, weight rooms, science labs, art rooms, music rooms, tech rooms, automotive shops, wood shops, drama rooms, staff rooms, Special Education rooms, kitchens. The Education Centre is not available for community use.
- Advertising by Permit Holders on Board property is not permitted.
- Nuts, nut products, shellfish, fragrances, and latex may pose significant health risks to students and community members and are NOT permitted on any Board property.
- NO OPEN FLAMES. Open flames, including but not limited to, BBQ’s and other cooking devices, incense candles, lanterns, open flame burners, steno burners, pyrotechnics, lighted candles and open flames of any kind (including cake candles) pose a serious threat to Board property and are therefore prohibited at all Board facilities and properties.