Full Terms and Conditions will be provided with a rental permit.
Non Permitted Uses
The following uses are not permitted within the rental space:
• The playing of music or videos intended for home viewing use only. Appropriate licensing fees must be obtained and is
the responsibility of the renting party. This excludes the use of public broadcasts or radio.
• Amplified sound or activities which can be heard outside of the permitted space.
• Cooking food (unless in a facility with a food grade kitchen).
• Attendance which exceeds the posted room capacities.
• Smoking within rented space, or on City property.
• Alcohol or gaming, unless in specified facilities and appropriate licenses are obtained.
• Use of amenities other than the room rented, including fridge and kitchen access. If required, please specify on
application and is subject to Supervisor approval.
• Activities which harass, discriminate or create an unsafe space.
Cancellations/Payment
Payment is due at time of signing permit, or as per the schedule provided (for permits with ongoing rental days beyond one
month). Payment methods accepted include cash, cheque, debit, MasterCard, and Visa.
Cancellations and Amendments are subject to the following terms:
• Requests for amendments to this permit must be submitted in person or in writing
• Requests to amend or cancel with less than 30 calendar days before event date will be subject to an administrative fee
• Requests to cancel a permit with less than 14 calendar days’ notice will not be eligible for a refund. 30 calendar days’
notice is required for events with more than 75 people. The Applicant will be responsible for all applicable rental rates
and fees
All bookings made within 14 calendar days are deemed as final, non-refundable, and non-transferrable.
Any Applicant giving the City a cheque that is returned "Non-Sufficient Funds" may have the Applicant's rental cancelled, and will
be charged an administrative fee. The fee and associated rental fees will be required to be paid within 72 hours of notice of the
NSF or the permit will be terminated.
Minimum Time
• Rentals must be at least 1 hour or more in length. Rentals less than 1 hour will be subject to Supervisor approval.
Supervision of Space
The renter is responsible for ensuring appropriate supervision of space, including:
• Ensuring at least 1 adult is present for every 10 children for room/gym activities.
• Ensuring pool admission criteria is met for aquatic activities (see additional materials).
• Activities conducted are safe, non-contact manner, and equipment is used safely and as per its intended use.
City of Hamilton staff retain the right to enter the rented space at any time. Renter and attendees are required to follow direction
provided by City of Hamilton staff at all times.
Setting Up/Taking Down/Cleaning Up
The renter is responsible for all set up, take down, and cleaning of spaces rented and must:
• Include set up and take down times within the rental times permitted. Extra fees will be applied if rental occurs outside of
permitted times or goes late.
• Identify on the rental application if any assistance is required for set up or take down (subject to staff availability and
additional fees).
• Clean up any decorations, wrapping, spills, or outside equipment brought into the space using the supplies and garbage
provided, and return the room to original condition. Extra charges will be applied if not completed.
Extra Fees will be applied for the following requests and require Supervisor approval:
• Gym equipment.
• Additional staffing costs will be applied if supervision guidelines cannot be met, rentals outside of operating hours, for
large events, if set up/clean-up is required, or if program requires instruction from trained staff.
Termination of Agreement
• Permits are subject to termination from the City of Hamilton in unforeseen circumstances or facility closures. Refunds will
be provided, however no further compensation for losses will be given.
• Permits are subject to termination from the City of Hamilton if the terms and conditions of the permit are not being met.
Refunds will not be provided when terms and conditions are breached by the renting party.
The City of Hamilton’s Recreation Division is committed to ensuring the inclusion of individuals with
disabilities. If you require any accommodations, assistive devices, or this form in an accessible format,
please contact accessiblerec@hamilton.ca
