How do I book a Facility?

Note:  If you are applying for a Special Occasion Permit, click to view the P.D.F Municipal Alcohol Policy or call, 905-688-5601 ext. 1927.

Birthday Parties

Please visit our Special Events section.

General Terms and Conditions

The Licensee agrees to the following:

1. Permit fees are non-refundable. 

2. Any date and time changes can be accommodated if the request is submitted a minimum of 72 hours in advance. 

3. That the use of the facility is restricted to the stated facility, time, dates, and activities listed on this permit.

4. Permits will not be issued until a certificate of insurance, naming the Corporation of the City of St. Catharines as an additional insured, and indicating
the required insurance coverage being provided, is received. 

5. This permit is not transferable without the express written permission of the authorized representative of Recreation and Community Services Department (RCS).

6. Anything brought or stored within, or upon a facility, shall be at the sole risk of the Licensee.  The Licensee understands and agrees that The Corporation of the
City of St. Catharines, the Licensor, is not responsible for any lost or stolen articles.

7. RCS staff is required to be on duty during any rental and is in charge of the building, grounds, and equipment.  The Licensee agrees to comply with staff’s
instructions regarding the use, operation, and safety of the premises and contents. 

8. The Licensee accepts the responsibility for providing adequate supervision for the maintenance of good order during the entire time the group occupies,
or makes use of the facility.

9. The Licensee shall ensure that all its members, users, agents, and guests conduct themselves in an orderly manner, and comply with all statutes, regulations,
by-laws, and rules made under federal, provincial, or municipal authority which in any way affects the use of the facility.

10. The Licensee is responsible for the event setup and cleanup, ensuring the facility is left in the same condition as when the user took possession.  The Licensee
will be responsible for the cost to reinstate and make good, any damage caused in, or to the facility. 

11. The Licensee releases and forever discharges The Corporation of the City of St. Catharines from any and all actions, causes of action, claims, and demands for
damages, loss, or injury, however arising, which may be sustained by the Licensee in consequence of entering and using the facility.

12. The Licensee shall indemnify and save harmless, The Corporation of the City of St. Catharines against all liability, claims, damages, or expenses due to, or arising
out of, any act or neglect by the Licensee, or members, users, agents and guests of the Licensee, on or about the facility, or due to, or arising out of, the entry or use
of the facility, including liability for injury or damage to the persons or property of the Licensee, or members, users, agents and guests of the Licensee.

13. The Recreation and Community Services Department, or those agents authorized by RCS, shall have the sole and exclusive right and control over all food and beverage concessions.   If the Licensee is granted permission by RCS to serve food and beverages, compliance with the Public Health Department’s “Guidelines for Outdoor Food Service
Ontario Regulation 586-99” and approval from the Public Health Department is required.  Documentation of the approval must be provided to RCS.

14. The consumption of alcohol is prohibited in any park or unlicensed areas of any municipal facility unless the Licensee has an “Alcohol & Gaming Commission of Ontario”
“Special Occasion Permit” (S.O.P.), 5 million ($5,000,000) public liability insurance, and has the required approvals of RCS.  Arrangements to have Smart Serve trained
staff at licensed events must be made by the Licensee and the names of trained staff will be listed on the S.O.P.  The Licensee must comply with the Municipal Alcohol Policy.

15. A special event, at any City of St. Catharines owned park/facility whereby an S.O.P. is required, and the anticipated attendance will be over 250 people, shall require the
Licensee to hire off duty Niagara Regional Police Service “Pay Duty” officers to ensure the safety and security of all persons.  

The number of pay duty officers hired, is dependent upon anticipated number of persons attending the event, and shall be determined by the St. Catharines NRPS District Commander.  The number of pay duty officers can be increased upon his/her discretion following review of the type of event.

 The following formula will be used as a guideline:

250 - 500 people - 2 special duty officers
500 - 1000 people - 4 special duty officers
1000 - 5000 people - 5 special duty officers plus 1 Sergeant
Over 5000 people - 5 special duty officers plus 1 Sergeant

An event in excess of 500 anticipated attendees requiring a S.O.P. will require a detailed safety plan that contains a site map, examples of security measures taken and
first aid considerations.  

FURTHER, THE LICENSEE agrees to be bound by the following provisions intended to apply to the facility being rented:

ARENAS

1. For every 60 minutes of rented ice time, approximately 10 minutes will be allocated to ice maintenance.  Ice maintenance needs are determined by Municipal Staff and
may reduce the length of time allocated to game play.

2. No user is permitted on the ice surface while the ice is being resurfaced or during ice maintenance activities.  Users are not permitted on the ice until the ice resurfacer
has left the rink, and the gates are closed.

3. Two dressing rooms are provided 30 minutes before, and 30 minutes after each game.  Additional dressing rooms may be available upon request but are not guaranteed.

4. Bookings may only be cancelled by the Licensee with refund of payment, prior to the start date of the ice season in which the date has been booked, which start dates are:          
Pre-Season - September 1st; Fall/Winter season - October 1st; Spring/Summer season - April 1st

5. Permits prepared for ice use in the future i.e. tournaments and special events, must be signed and returned within 10 days or your ice request will be cancelled.

PLAYING FIELDS

1. The Licensor reserves the right to CANCEL the use of the playing field as a result of inclement weather or unsafe field conditions. The
 Licensee or teams of the Licensee are required to call the Field Information Line at 905-688-5601 ext. 1534, to confirm the status of cancellations. 

2. Bookings may be only cancelled by the Licensee with refund of payment, prior to the start date of playing field season in which the date has  been booked,
which start dates are: Pre - Season (May 1-31) - April 30; Regular Season ( June 1 - Oct 31) - May 31

3. Provision and installation of bases is the responsibility of individual teams of the Licensee.

4. Game schedules and pitching and base distances must be submitted to RCS at least 48 hours prior to the booking.  No fields will be lit,
 lined or washrooms opened without the Licensee’s schedule.  If there are any changes throughout your season, please email rcsrentalinfo@stcatharines.ca.

5. Should extra work be required by the Licensee or deemed required by RCS, the Licensee will be responsible for the out-of-pocket expenses.

6. No vehicles are permitted on the turf areas or beyond designated parking areas. 

7. A penalty will be charged to the Licensee in the event of non-appearance, where RCS is required to prepare the field.

MUNICIPAL FACILITIES I.E. PARKS, CENTRES, AQUATICS, AND CAROUSEL

1. For evening rentals (i.e. dances) which involves young adult groups (18 years and younger), an off-duty police officer is required.  The Licensee must
arrange for, and pay the officer.

2. Games of chance, lotteries, raffles, and gambling are not permitted without the necessary license. 

3. All events at which a propane barbecue will be used require the Licensee to provide RCS with a valid propane license and insurance.

4. Where a Licensee is proposing to erect tents or require any ground work or staking, the Licensee shall obtain locates and any required permits must be obtained
prior to any installation or use at their cost.  A copy of the flame retardancy certificate associated with the tent to be erected must be submitted by the Licensee.

5. The Licensee agrees that no music of any kind or noise shall be permitted after 11:00 p.m., and that if amplified music or voice communication is intended,
the Licensee shall work with RCS staff to control the noise levels likely to disturb the area residents through positioning of loud speakers and volume.

6. If Public Health Department mandates additional washroom facilities in a park for compliancy of an event, the Licensee is financially responsible.

PAYMENT OPTIONS

Rental fees will be paid in the following manner:
· One hundred percent of the rental fee payable at the time of booking for one time rentals.
· Seasonal rentals payable according to the approved schedule payment plan.  Any required deposit must be received upon signing of this permit.

1. Licensees are invoiced according to the permit.  Payments are to be made at the Seymour-Hannah Sports and Entertainment Centre, 240 St. Paul St. West, P.O. Box 3012,
St. Catharines, ON L2R 7C2. Overdue invoices may result in the cancellation of all permits.

2. Payment must be received by the Corporation of the City of St. Catharines prior to issuance of a permit, and the use of the municipal facility by the Licensee.

 
2009 sample booking contract.pdf

Municipal Alcohol Policy
View PDF