Khalsa School Calgary Gymnasium Booking Agreement

Transcription

1 Khalsa School Calgary Gymnasium Booking Agreement The Khalsa School Gymnasium is one of the largest facilities in the Calgary NE and Chestermere vicinity. It includes the following facilities for use: One large multipurpose gymnasium 96X124ft (11,904 sq ft) with a maximum occupancy of 1000 people and be split into two smaller gymnasiums One small gymnasium One Mezzanine spectator viewing area with a maximum occupancy of 60 people Four bleachers with a maximum capacity of 160 people One reverse osmosis water fountain Male and Female washrooms and a wheelchair accessible washroom Floor covering for special occasions Various sports related equipment Khalsa School Gym is not only a venue for sport and recreation, but a facility that caters to the diverse interests of the surrounding community. Our spaces are capable of hosting everything from cultural events and performing arts, to business oriented uses such as conferences. Booking Policy This agreement, once signed by the Renter, establishes a contractual agreement binding both parties to certain obligations. The Renter agrees to observe and obey all Khalsa School. Gymnasium rules and regulations as outlined within this agreement. It is the responsibility of the Renter to ensure a facility inspection is completed pre and post utilization of the facility. If the Renter is unavailable for either inspection, they will subsequently waive their opportunity to Contest any additional costs incurred with cleaning and/or repair. Page 1 of 8

2 Booking Procedure In order to book an event, an needs to be sent to This will only be checked during school hours and open school days as per the school calendar (available at To accommodate for summer holidays, the last day to book any summer events is June 10th. No bookings can be confirmed between June 10- August 31st annually. The should include with the following information from the Renter: Name Phone Address (Address proof) Event Name Times and date(s) for booking Type of event / sport / activity If the space if available at the request time/day of the booking, the Renter will get a confirmation stating that the space is tentatively booked for 10 days until Renter provides payment and a signed hardcopy or signed scanned copy of this agreement. Payment & Rental confirmation: All bookings must be paid in full within 10 days of getting confirmation from Khalsa School Calgary. Payments must be made directly at the Khalsa School main office during school hours and open school days. Once payment has been made there are no refunds for cancellation. Once payment has been made, the Renter is committed to the booking agreement and terms within it regardless of whether the agreement has been signed. For weekly consistent time slots which span several months, payment is required for 90 days(every 3 months) and due the 1st open school day of every quarter (1st open school day of every January, April, July, or October) It is the responsibility of the Renter to adhere to the payment schedule. Certified cheque and cash are the only accepted methods of payment. Sports payment/cancellation Under 90 days (~3 months), full payment required.. If you cancel the event, security deposit is refunded but full payment is forfeited. You can move or change the dates and times with 30 days notice. Security deposit is required to hold the date(s) and time(s). If you cancel the rental more than 90 days prior to event, you forfeit the security deposit. Page 2 of 8

3 Special Events Payment/Cancellation If a special event approval is granted by Khalsa School Calgary, and the event is occurring over 90 days from the date of confirmation, security deposit of $500 is required to hold the date. If you cancel the event, you forfeit the security deposit. Under 90 days, full payment required. If you cancel the event, security deposit is refunded but full payment is forfeited. Fair and equal access policy Khalsa School Calgary strives to provide non-exclusive access to all facility patrons and bookings regardless of sex, age, religion. Any patrons deemed to present a security risk to the facility, its staff, or other patrons will result in the cancellation of future bookings and potential ban from the premises. The Renter, as a representative of the reserved event, agrees to be bound by this agreement and associated charges, and hereby warrants and represents that he/she executes this Agreement on behalf of the reserved event and has sufficient power, authority and capacity to bind the Licensee with his/her signature. Rental Fees ($/Hr) Large Gym Full Large Gym Half Small Gym Damage Deposit (Refundable) $200 $200 $150 Sports ($/Hr) $120 $80 $50 Sports - Sikh Faith ($/Hr) $100 $50 $40 Special Events ($/day) $2000 $1000 Page 3 of 8

4 Sports-Conditions of Use 1. The Renter assumes all responsibility on behalf of participants and guests against any bodily injury or property damages to the facility that arise from or are in any way related to your booking, whether occurring prior to, during, or after your rental. The Renter assumes all responsibility to establish appropriate liability insurance with the Khalsa School Calgary named as additional insured as required. 2. The Renter will pay fees in advance as outlined in the agreement. Failing to do so will result in a cancellation of the booking agreement. Payment reminders will not be sent. 3. The Renter agrees to return the premises in the same condition in which it was rented, with all items brought in by the event organizer or guests must also be removed. Should damages occur or extra cleaning be required, the renter agrees to pay the repair costs and/or extra cleaning costs at a rate of $75/hr. Absolutely no signs are to be put on walls, or placed property without prior consent by Khalsa School Calgary s Administration. 4. The Renter shall be responsible for costs associated with any overtime use of the facility. Over time of the event will result in additional hours being charged at the contracted event rate. 5. The Renter will take reasonable steps to ensure that no unauthorized persons enter the facility 6. Khalsa School Calgary reserves the right to cancel or alter the agreement at any time if, in the opinion of administration the conduct of those using the facility is not satisfactory or due to commitments to the Dashmesh Culture Center (legal owner of the property. If on the day of the event, the facility is deemed unsafe, or if there is an unexpected interruption of the event in any way (interruptions that are out of Khalsa School Calgary s control including Fire alarm, Power outage, or Natural Disaster) and the event in not able to continue; Khalsa School Calgary will not be held responsible and will not be required to provide any refunds or credits. If an interruption is caused by the event or any of the guests of that event the cost associated with that interruption will be the responsibility of the Renter. 7. No Renter may sublet (i.e. sell their rented time to a different user group). All Renters are required to advise Khalsa School Calgary if their event is generating any type of revenue in any capacity. 8. All rental slots are hourly. All activities are to be wrapped up 5 minutes before the end of their allotted time to ensure the next booking starts promptly. 9. Access to washrooms/dressing rooms will be granted up to 15 minutes before and 15 minutes after the rental time. Washrooms/ Dressing rooms are the responsibility of the Renters at all times. 10. Any clean-up and/or repairs of the facility that has been excessively mistreated or vandalized will be billed at $75/hr plus materials. Page 4 of 8

5 11. Khalsa School Calgary is not responsible for lost or stolen articles. 12. All sports must be played with indoor (only) non-marking shoes. The type of sport allowed to be played is up to the discretion of Khalsa School Calgary. The following are a few of the prohibited sports within the large gymnasium. a. Hockey (any type) b. Roller skating c. Cricket 13. A zero tolerance policy applies to everyone within the premises. Inappropriate behavior and/or verbal and or physical abuse will not be tolerated, and will result in immediate expulsion upon the discretion of facility management. 14. Food and beverage within the premises is prohibited for special events without prior consent and could result in the termination of future rental agreements. If consent is provided by Khalsa School Calgary, only non-alcoholic beverages are allowed within the premises. 15. Alcohol consumption and/or procession within the Khalsa School Premises is strictly prohibited and could result in the termination of future rental agreements. Special Events Conditions of Use 1. The Renter assumes all responsibility on behalf of participants and guests against any bodily injury or property damages to the facility that arise from or are in any way related to your booking, whether occurring prior to, during, or after your rental. The Renter assumes all responsibility to establish appropriate liability insurance with the Khalsa School Calgary named as additional insured as required. 2. The Renter will pay fees in advance as outlined in the agreement. Failing to do so will result in a cancellation of the booking agreement. Payment reminders will not be sent. 3. The Renter agrees to return the premises in the same condition in which it was rented, with all items brought in by the event organizer or guests must also be removed. Should damages occur or extra cleaning be required, the renter agrees to pay the repair costs and/or extra cleaning costs at a rate of $65/hr. Absolutely no signs are to be put on walls, or placed property without prior consent by Khalsa School Calgary s Administration. 4. The Renter shall be responsible for costs associated with any overtime use of the facility. Over time of the event will result in additional hours being charged at the contracted event rate. 5. The Renter will take reasonable steps to ensure that no unauthorized persons enter the facility. Page 5 of 8

6 6. Khalsa School Calgary reserves the right to cancel or alter the agreement at any time if, in the opinion of administration the conduct of those using the facility is not satisfactory or due to commitments to the Dashmesh Culture Center (legal owner of the property. If on the day of the event, the facility is deemed unsafe, or if there is an unexpected interruption of the event in any way (interruptions that are out of Khalsa School Calgary s control including Fire alarm, Power outage, or Natural Disaster) and the event in not able to continue; Khalsa School Calgary will not be held responsible and will not be required to provide any refunds or credits. If an interruption is caused by the event or any of the guests of that event the cost associated with that interruption will be the responsibility of the Renter. 7. No Renter may sublet (i.e. sell their rented time to a different user group). All Renters are required to advise Khalsa School Calgary if their event is generating any type of revenue in any capacity. 8. Khalsa School Calgary is not responsible for lost or stolen articles. 9. A zero tolerance policy applies to everyone within the premises. Inappropriate behavior and/or verbal and or physical abuse will not be tolerated, and will result in immediate expulsion upon the discretion of facility management. 10. Food and beverage within the premises is prohibited for special events without prior consent and could result in the termination of future rental agreements. If consent is provided by Khalsa School Calgary, only vegetarian lacto (no meat, eggs fish) food and non-alcoholic beverages are allowed within the premises. 11. Alcohol consumption and/or procession within the Khalsa School Premises is strictly prohibited and could result in the termination of future rental agreements. 12. Smoking, chewing tobacco, or gambling is strictly prohibited within the Khalsa School Premises is strictly prohibited and could result in the termination of future rental agreements. Page 6 of 8

7 Sports Rental - Booking Form Renter s Full Legal Name: Organization: Address & Postal Code: Home Phone: Cell Phone: Address: Sport(S) Being Played: Event Name (If Tournament/1 Time Event): Age Group (Youth - Up To Age 21 / Adult): Number Of Attendees Expected: Do You Have Your Own Insurance: Event Date And Times: For Weekly Times, Please Specify: Ie. Every Sunday At 6pm-7pm From Jan 1 March 30 Please Provide A Description About Your Event: Renter Signature: Date: For Khalsa School Calgary s Use: Approved: { }Yes { }No Large Gym Full Large Gym Half Small Gym Restrictions: Approved By (Name & Signature): Date: Page 7 of 8

8 Special Event Rental - Booking Form Renter s Full Legal Name: Organization: Address & Postal Code: Home Phone: Cell Phone: Address: Event Name: Age Group (Youth Up To Age 21 / Adult): Number Of Attendees: Event Date And Times: Will Any Food/Beverages Being Brought On The Premises: If Yes, Please Specify: Will There Be Any Audio/Video Equipment: If Yes, Please Specify: Please Provide A Description About Your Event: Renter Signature: Date: For Khalsa School Calgary s Use: Approved: { }Yes { }No Large Gym Full Large Gym Half Small Gym Restrictions: Approved By (Name & Signature): Date: Page 8 of 8