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

Processing of requests are reviewed and processed 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. Permits received with less than 10 business days may not be accommodated. 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:

  • 6:30pm to 10:30pm weekdays in elementary schools
  • 7:00pm to 10:30pm weekdays in secondary schools
  • 8:00am to 10:30pm on Saturdays and Sundays  ** minimum 2 hour booking
  • Summer use is limited to weekdays between 8:00am to 3:30pm (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 would 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 lists.

Room rental charges are based on the type of group, activity and space 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 is an example of a rental for a weekday adult sports group:

20 adults playing volleyball from 8:30pm to 10:30pm in a single gym on Wednesdays

Permit fee is $35.00
Rental Charge for one night – 2 hours at $11.00/hour = $22.00
September to March – 24 nights at $22.00/night = $528.00
Plus 13% HST = $73.19
Liability insurance = $162.00

Total rental = $798.19 for the season
Cost per person = $39.90 for the season
Cost per person = $1.66 for one night

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

What gyms are available?

Our schools are available 7 days a week and 10 months of the 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). Once payment has been processed and insurance has been received, your approved permit will be emailed to you.

How big is the gym?

Depending upon the school, we have single, double and triple gyms to choose from. You can find what type of gym a school has by visiting the list of gyms section of our website. Due to the demand for double gyms, we do not split the use of this space. Triple gyms can be split into a double gym and single gym, or 3 single gym spaces.

Is sports equipment included?

Plan to bring your own playing balls. With the exception of basketball hoops 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 at specific school sites due to flooring restrictions and if they use plastic sticks. Floor hockey nets are generally not available.

Baseball and Softball Conditioning groups are only permitted to use nerf sponge and/or soft core training balls. Batting will only be permitted as long as appropriate equipment is being used, as supplied by the group (i.e. portable baseball training stations and wiffle balls). No outdoor balls are permitted. Please contact Rentals for more information or examples of the approved equipment.

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

Gym floors are typically lined for Basketball, Volleyball and Badminton but can differ by location. Elementary schools may also have markings for circle-type games. The size and number of courts will vary depending upon the size of the gym.

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 may be purchased through the Board.

If your organization is a for-profit or not-for-profit that operates like a business or has coverage through another provider, you cannot purchase it through the program we offer.

Does the custodian have to be in the school?

Yes. When our schools are in use, there must be a custodian 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. You will be advised of any cancellations for approved dates through the discussion area on your permit and receive an updated copy of your permit by email.

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

Use the “Discussion” function on your permit to notify us of the change. Our procedures and guidelines can be found on the Alteration/Cancellation and No Show Procedures and Fees section of our website.

Weather Cancellations

Our procedures and guidelines for inclement weather cancellations can be found on the Alteration/Cancellation and No Show Procedures and Fees section of our website.

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 (Press 2) ext. 4356 or email us at rentals@wrdsb.ca.