Facility Allocation Guide

Transcription

1 Facility Allocation Guide Ice Arenas Sports Fields Community Space Town of Bradford West Gwillimbury Community Services Department Leisure Services 3541 Line 11, Bradford, ON L3Z 2A5 Phone: (905) Fax: (905)

2 The Leisure Services Division of the Community Services Department is committed to serving the needs of the user groups and residents who wish to permit and utilize our arenas, sports fields and community facilities. This user guide provides all of the necessary information and forms required to apply for these various facilities and will be applied consistently and equitably to all users. 2

3 Table of Contents GENERAL PERMIT REQUIRMENTS Applying for a Seasonal Ice Permit 4 Tournaments and Special Events 5 Applying for a Field Permit (Baseball, Soccer) 6 Applying for a Meeting Room/Banquet Hall Permit 9 Facility Watch Program 9 Payment and Cancellation Policy 9 General Rules and Regulations 11 Arena Rules and Regulations 12 Banquet Hall/Meeting Space Rules and Regulations 13 Alcohol Consumption at Town Facilities 14 Municipal Freedom of Information Act and Protection of Privacy 14 FORMS TO BE RETURNED: Arena Permit Request 15 Field Permit Request 17 Meeting Room/ Banquet Hall Permit Request 19 Arena Tournament Application 21 Sports and Facility Activity Agreement 22 Method of Payment Form 23 3

4 APPLYING FOR A SEASONAL ICE PERMIT 1. ICE RENEWAL For ice renewal, every effort will be made to provide your group/organization first rights to the exact same dates, times and locations as the previous season. Each year, Leisure Services will coordinate a User Group meeting, typically held in May, to confirm the following season s requirements. Where any group/organization requires changes to existing times or locations, accommodation will only be made where other groups and organizations are not compromised and will be at the discretion of the Leisure Services Division. 2. NEW ICE DATES AND TIMES If you are a current client in good standing and are requesting additional ice and/or an additional arena facility or change in arena facility, your request will be considered after all seasonal permit holder applications are processed. Such requests for new space or a change in space will be processed in the date order received. Please ensure you fill out the New Ice Arena Permit Request Form attached. Indicate clearly and accurately: The specific arena facility you are applying to utilize The specific ice pad, where more than 1 pad exists in the facility The specific dates and times required for this space Please ensure that the forms are completed in their entirety to ensure proper processing. 3. SUBMIT THE APPLICATION TO: Town of Bradford West Gwillimbury Community Services Department - Leisure Services Attention: Facility Bookings Clerk 3541 Line 11, PO Box 160 Bradford, Ont., L3Z 2A5 Fax: Signed permits must be returned to Leisure Services prior to any facilty use. Please include your association s proof of Insurance, listing the Town as additional insured, for our records. 4. CONTACT THE BOOKINGS CLERK Teresa Fairbarn, Facility Bookings Clerk Ext tfairbarn@townofbwg.com Monday through Friday, 8:30am-4:30pm 4

5 5. ORDER OF ALLOCATIONS Bradford West Gwillimbury residents are given priority over non-residents (groups must consist of 80% Bradford West Gwillimbury residents to be considered as a resident rental). Rental requests will be prioritized and handled as follows: a. Local Minor Groups i.e. Minor Hockey, Skating Club b. Local Junior Hockey c. Local Adult Leagues d. Minor Regional Groups i.e. Girls Hockey, York Simcoe Express e. Schools f. Private Rentals Past ice participant s requests are processed first based on allocating the same ice time and location they have had in previous years. 6. DEADLINES Seasonal Permit Holders: A timetable for request submission and permit confirmation deadlines is set annually. Current clients that are in good standing will be contacted and requested to submit their requirements to the Bookings Clerk before each season s deadline. Below is a typical schedule of deadlines, but please contact the bookings clerk to confirm that dates are accurate. Season Season Date Range Submission Deadline Confirmation Deadline Spring/Summer Ice May 1 August 31 January 15 February 15 Arena Floor April 1 August 31 January 15 February 15 Fall/ Winter Ice September 1 - April 30 May 15 June 15 Casual Permits: Short term, single use or spot bookings are available following the permit confirmation deadline for each season, on a first come, first served basis. NOTE: SHOULD THE APPLICATION NOT BE RECIEVED BY THE DEADLINE DATE, APPLICATIONS WILL BE PROCESSED ON A FIRST COME, FIRST SERVED BASIS. TOURNAMENTS AND SPECIAL EVENTS Booking requests for hockey tournaments, figure skating shows, etc. will be considered if made 1 full year in advance so the dates can appear as exclusion dates on group and organization seasonal permit schedules. This is to ensure the tournament and/or special event is appropriately staffed and has all the necessary equipment it requires to be successful. If you are planning a tournament or special event, please complete the application form attached and return it to the Leisure Services division. Staff will be in touch with you at a later date to make all necessary arrangements and confirm permit requirements. 5

6 APPLYING FOR A FIELD PERMIT 1. SCHEDULING OF SPORTS FIELDS All scheduling of ball diamonds and soccer pitches in Bradford West Gwillimbury is coordinated by Leisure Services. Scheduling of sports fields will be based upon the previous year s allocation, unless there is a need to modify the schedule. Leisure Services reserves the right to allocate permit locations based on appropriate programming space. Each year, Leisure Services will co-ordinate a User Group Meeting, typically held in March. This meeting will review the past season, report on any new initiatives for the upcoming season, outline the user fees, and confirm user requests for diamond time and tournament play. ***Regular playing season runs from May 24th to September 30th, weather permitting*** 2. ORDER OF ALLOCATIONS Bradford West Gwillimbury residents are given priority over non-residents (groups must consist of 80% Bradford West Gwillimbury residents to be considered as a resident rental). Rental requests will be prioritized and handled as follows: a. Local Minor Groups b. Local Adult Leagues c. Regional Minor Groups c. Schools d. Private rentals Past participant s requests are processed allocating the same time and location they have had in previous years. Please complete the attached application form and return to the Bookings Clerk. 3. TIMELINES (BALL DIAMONDS) For Minor Ball Groups: May 1 - Submit full season schedule along with proof of registration numbers to Leisure Services. May 31 - Seasonal permit/invoice will be issued. June 30 - Full payment is due to be received by Leisure Services. For Adult Groups: May 1 - Submit authorized team schedules to Leisure Services. May 15 - Permit/invoice will be issued; full payment is due upon receipt. Signed permits must be returned to Leisure Services prior to any facility use. Please include your association s proof of Insurance, listing the Town as additional insured, for our records. 6

7 4. TIMELINES (SOCCER) For Minor Soccer: a. Seasonal weekly field allocation will be confirmed at the User Group Meeting. b. Specific field schedules will be submitted to Leisure Services as confirmed by the league. c. June 1 - Minor Soccer registration numbers will be submitted to Leisure Services. d. June 30 - One seasonal permit/invoice will be issued with full payment due by June 30. For Adult Soccer: a. April 30 - Authorized team schedules will be submitted to Leisure Services. b. May 15 - Permit/invoices will be issued to all groups with full payment due upon receipt. Signed permits must be returned to Leisure Services prior to any facility use. Please include your association s proof of insurance, listing the Town as additional insured, for our records. 5. PROCEDURES FOR DETERMINING FIELD USE IN FOUL WEATHER The Supervisor of Parks & Property or designate will assess the condition of the playing surfaces and determine if the facilities will be suitable for play. If deemed unsuitable for play, all affected fields will be marked unplayable as required and the Bookings Clerk will contact all affected user groups. If the facilities are suitable for play at the end of the work day and a weather event causes their condition to become unplayable, the responsibility to postpone the game rests with the umpire or referee. If the user group fails to abide by this, they will be responsible for any additional risk and all damages caused to the facility, and may also result in the loss of permit privileges. To check field status, please go to hover over Town Services, click on Leisure, Parks & Property, and the Sports Field Status is in the Links box on the right. 6. FIELD LIGHTS Sports field lighting is provided at Joe Magani Park, Henderson Field and Centennial Park and is on a timer system. The start/stop buttons are located in a locked box which can be accessed by a key which is provided to user groups. Lights can be turned on after 7:00pm by accessing the box with the key provided and pressing the start button. At the end of the game, please push the stop button to turn the lights off and ensure the box is locked up again. *** Start time will be adjusted to 6pm after August 15 th *** *** Keys must be signed out from the Facilities Booking Clerk at the Leisure Services Office at 3541 Line 11, and returned at the end of the season *** 7

8 7. EQUIPMENT STORAGE BOXES Storage boxes are to be supplied by the user group, and can be stored on site, with the storage box and its location being approved by Leisure Services. 8. PUBLIC WASHROOMS There are washroom and change room facilities available at the various sports field locations; some are inside buildings and some are portable toilets. All washroom facilities are on a regular cleaning schedule, some by Town staff and some by a third party contractor. Keys to access park washrooms can be issued and signed out from Leisure Services, at the discretion of the Bookings Clerk as required. Bradford Soccer Club will administer keys to selected coaches and be responsible for maintaining proper key inventories. 9. COMMUNICATION Leisure Services encourages ongoing communication with all user groups. For any questions, comments or general correspondence, we can be reached at: For bookings and schedules: Bookings Clerk x5202 For maintenance issues: Supervisor of Parks & Properties x5203 For after-hours assistance: On-Duty Parks Staff SUBMIT THE APPLICATION TO: Town of Bradford West Gwillimbury Community Services Department - Leisure Services Attention: Facility Bookings Clerk 3541 Line 11, PO Box 160 Bradford, Ont., L3Z 2A5 Fax: CONTACT THE BOOKINGS CLERK Teresa Fairbarn, Facility Bookings Clerk Ext tfairbarn@townofbwg.com Monday through Friday, 8:30am-4:30pm 8

9 APPLYING FOR A MEETING ROOM/BANQUET HALL PERMIT The Town of Bradford West Gwillimbury offers meeting rooms and banquet halls for rent to the public. If your organization is interested in booking meeting space or hosting your annual banquet, the application form is attached, or can be picked up at the Leisure Services office. To submit your request, please fill it out and return it to the Leisure Services department at 3541 Line 11 or by fax at You can view facility availability online at FACILITY WATCH PROGRAM Participation in recreation activities is an important element in the human development process. The Town of Bradford West Gwillimbury operates facilities and programs which encourage such participation, and is committed to ensuring the safety of patrons and Town staff. The Town of Bradford West Gwillimbury recognizes that the majority of patrons use Town facilities in a responsible manner. The cost of repairing facilities that have been damaged through violence should not be the responsibility of patrons or the general public, but should be the responsibility of the offender. As such, the Town of Bradford West Gwillimbury, with the cooperation of the South Simcoe Police Service, has developed the Facility Watch Program to assist with the prevention of violence and vandalism in Town facilities. Please report any violence or vandalism that you happen to witness. PAYMENT and CANCELLATION POLICY Payment provisions 1. Permits must be signed by the contact person of the group as confirmation of the booking(s) and understanding of facility rules and regulations. 2. The Town will invoice all major ice time users monthly. If alternative payment arrangements are necessary, contact the Bookings Clerk at Any group requiring a monthly payment plan must provide monthly post-dated cheques or Visa authorization. 3. Short term single use or spot booking payments are due at the time of the booking confirmation. 4. For multi-weekly ice bookings in any calendar year, a payment schedule can be arranged if preferred where the last payment shall be received a minimum of 30 days prior to the last month of activity. 5. Payments can be made by cash, debit, cheque, Visa or MasterCard. 6. NSF - An administration charge of $50.00 will be levied for all payments returned Non-Sufficient Funds. Statements will be sent to customers with non-compliant payments and permits could be cancelled at the discretion of the Leisure Services department. 7. Overdue accounts will be subject to an interest charge of 1.25% per month. Accounts in arrears will be sent to third party collection and the client will be denied access to future Town bookings. 9

10 Cancellation Provisions The Town of Bradford West Gwillimbury has the right to control all ice distribution and use at Town owned facilities for the duration of the ice contract. The Town has a responsibility to manage the negative impact that returned ice has on the Town and the user groups. In order to control this, the Town will apply the following practices regarding unused, returned, amended and cancelled ice. 1. Permanent seasonal ice cancellations will only be accepted until September 15 of that season (for fall/winter). For spring/summer ice, the cancellation deadline is May In the event of inclement weather, the Town of Bradford West Gwillimbury has the right to close facilities. Where this occurs, a credit will be applied to your permit contract. 3. There will be no cancellations allowed for ice bookings in September, or on Halloween October Organizations interested in avoiding specific days or blocks of time within the booking period, must request such exceptions when submitting applications for ice. 5. After a contract permit is signed, single or occasional use cancellations will be permitted only if initiated by the contract holder and under the following conditions: A minimum of ten (10) business days written notice is provided to the Bookings Clerk A cancellation fee of 25% per facility hour affected by the cancellation request will be applied. If cancelling with less than ten (10) business day s notification, a refund will not be issued. You will be financially responsible for the ice time booked if unused for your own reasons. 6. Youth organizations may turn back ice booked during playoffs once playoff schedules are confirmed. 7. The Town reserves the right to cancel any permit (field or ice) due to mechanical or labour issues. Black-Out Dates/Statutory Holidays Dates that ice times will not be allocated due to statutory holidays, tournaments, special events, etc. will be confirmed each year during the allocation process. During a typical season, the arena facilities will be closed on the following days; New Year s Day, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving Monday, and Christmas Day. Tournament exemptions will be considered on Good Friday and Easter Monday. There may also be modified hours on Family Day, Christmas Eve, Boxing Day and New Year s Eve. Transfer or Sublet Prohibited No person, organization, association or minor sports group shall transfer or sublet any ice allocation, or part thereof, for value or otherwise. If any person, organization, association or minor sports group transfers or sublets any ice allocation or any part thereof, or permits such transfer or sublet, their facility rental permit shall be terminated without notice and the Town shall refund the permit fees on a prorated basis. 10

11 GENERAL RULES AND REGULATIONS 1. Sign all copies of the permit and if a deposit is indicated, return one copy with payment to: Town of Bradford West Gwillimbury, Leisure Services, 3541 Line 11, P.O. Box 160, Bradford, ON L3Z 2A5 or Fax to Cheques should be made payable to the Town of Bradford West Gwillimbury. A $50.00 administration fee will apply to all NSF cheques. Refunds or adjustments for Flat Rate charges do not apply. Please quote invoice number with your payment. Interest at 1.25% per month will be charged on overdue accounts if payment is not received by due date on Rental Contract/Permit. 3. The Community Services Department - Leisure Services reserves the right to cancel any permit for any infraction or for any other reason it deems necessary, including mechanical or labour issues. 4. No smoking within Town Facilities (By-law # ). 5. The Community Services Department does not permit the unauthorized sale of food in Town Facilities. Please call for further details. 6. The Renter shall strictly adhere to the direction and instructions of the Town s Facility Personnel. 7. The applicant must pay for all damages to premises or furnishings arising from use of the premises by the applicant or any person using facilities under the sponsorship of the applicant. Any damage to facility property will result in cancellation of future rentals plus expenses for repairs to the damaged property. There will be a fee charged of up to $ for any facility and/or hall(s) that are left in an unacceptable condition. The Community Services Department reserves the right to impose a liability deposit. 8. The Community Services Department does not assume any responsibility for any accidents or injuries sustained by participants in any program in the buildings or on the grounds so designated or the loss of personal or organization effects stored or left in the buildings or on the grounds, unless arising out of the negligence of the Community Services Department. 9. The applicant and/or organization using the facilities agrees to indemnify and save harmless the Town of Bradford West Gwillimbury or its agents from all claims as a result of bodily injury or death to any person(s) or for the damage arising out of the applicants use or any person using the facilities under the sponsorship of the applicant of the facility as aforesaid, unless such damage or injury arises out of the negligence of the Community Services Department. 11

12 ARENA RULES AND REGULATIONS 1. No alcoholic beverages are allowed in the facility; this includes arena dressing rooms, common areas and parking lots. 2. Floods will come out of your one hour ice booking. Costs are based on 50 minutes of ice time. 3. Team members and/or participants will be allowed in the arena dressing rooms, THIRTY (30) MINUTES prior to the start of the rental period and must vacate the dressing rooms within TWENTY (20) MINUTES of completion of ice time. Failure to comply with this could result in the termination of your permit or the denial of future permits. 4. Only authorized trained personnel shall be allowed to operate the scoreboard/music system. Please see facility personnel for assistance. 5. The Town of Bradford West Gwillimbury reserves the right to cancel ice/floor rental permits should there be a breach of conditions or regulations on 24-hour notice as required. The ice rental permit may be cancelled on short-term notice due to mechanical failures or infrastructure safety reasons. The Town of Bradford West Gwillimbury shall not be liable in any manner whatsoever for any losses, claims or damages resulting from such changes or cancellations. 6. The Town of Bradford West Gwillimbury must be notified of cancellations of three or less hours of allocated ice time, a minimum of five (5) business days prior to the scheduled use. Cancellation of more than three hours of allocated ice time must be made in writing ten (10) business days prior to the scheduled use. Should the customer (applicant) not meet the Leisure Services cancellation requirements they will be responsible for the full payment of the scheduled ice. Refunds will not be made unless the proper notification is provided to the Town. A $25.00 contract administration fee will be charged to cancel ice permits. 7. To turn back or cancel ice time on an established Ice Contract, Leisure Services will work with any group to re-sell the ice slots. If, however, the ice is not re-sold, the contracted ice holder will be financially responsible for all contracted ice. Please remember that it is unacceptable to re-sell ice without approval from Leisure Services. Please note that Leisure Services receives many requests for ice, so with proper lead-time, most ice will probably be re-sold. 8. Payment of the ice rental charge accompanied by the signed contract must be received by Leisure Services within ten (10) business days of the contract date in order to guarantee use of the ice. Subsequent contracts will not be issued for use of the ice if the payment is not received, unless other arrangements have been made with Leisure Services. 12

13 BANQUET HALL/ MEETING SPACE RULES AND REGULATIONS 1. Permit and payment must be returned to Leisure Services within TWO (2) WEEKS from date of issue or the permit will be cancelled. 2. Cancellations: FOURTEEN (14) DAYS notice is required for any cancellations; otherwise, privileges may be suspended until payment for cancelled time is made. Non-use of Hall/Room without prior notice will be charged accordingly. 3. Deposits will be forfeited in the event of cancellation unless facility is re-rented THIRTY (30) DAYS prior to function date. At that time, 50% of the deposit will be refunded. Refunds or adjustments for Flat Rate charges do not apply. 4. Permit holder is responsible to ensure that the kitchen (where applicable) has been left in a clean and orderly condition and further that permit holder will be held responsible for missing or damaged equipment. 5. Confetti, rice, glitter or special effects (i.e. smoke, fire, sparklers) are not permitted in or around the facility a clean-up fee will be charged accordingly. 6. Permit holder s guests shall not be allowed to roam freely outside of the rented area. 7. Fire Regulations, Liquor License Act Regulations and/or Public Health Act Regulations will govern maximum attendance and all rules and regulations of those agencies must be adhered to. 8. All goods (liquor, dishes, mix, etc.) brought in by the applicant must be removed at the end of the allotted time. The Town of Bradford West Gwillimbury will not be held responsible for supplies left after the applicant s rented time period. 9. Facilities shall be vacated no later than the time stipulated on the permit. 10. Alcohol is not allowed unless properly authorized and an appropriate Special Occasion Permit has been obtained. Said permits must be posted near the bar on the premises for which the permit is issued. The applicant must also adhere to the Bradford West Gwillimbury Municipal Alcohol Risk Management Policy. 11. If directed by the Town of Bradford West Gwillimbury, the applicant shall provide security for their event. Security is to be responsible for: a) preventing disturbances of any nature; b) removal of unsavory and unwanted guests; c) where Minors Allowed Permit, assuring that no minors consume alcohol; d) where No Minors Permit, assuring that no minors gain entrance into facility; e) ensuring that rented premises are cleared at the allotted time, as indicated on permit. 13

14 ALCOHOL CONSUMPTION AT TOWN FACILITIES The Town of Bradford West Gwillimbury owns and manages facilities where alcohol consumption is not permitted and other facilities where alcohol consumption can be permitted under the authority of a Special Occasion Permit. As per the Municipal Alcohol Policy, alcohol consumption is not permitted in any arena facilities, including dressing rooms. In order to receive a permit from the Town of Bradford West Gwillimbury, each group/organization must read the Municipal Alcohol Policy and sign the Sports and Facility Activity Agreement, attached at the back of this Guide. If this agreement is not signed, a permit will not be issued. Arena personnel have been instructed to report any violation of this policy and where groups are found to be non-compliant, permits will be suspended and/or cancelled. MUNICIPAL FREEDOM OF INFORMATION ACT AND PROTECTION OF PRIVACY Personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act, Personal information collected by the Town of Bradford West Gwillimbury is pursuant to the Municipal Act, R.S.O, 1990, Chapter M-45 as amended, S.207, Par. 28 and will be used for the purpose of booking facilities, registering program participants and verifying registration numbers. Inquires may be directed to the Director of Community Services at (905)

15 Arena Permit Request (p.1) GENERAL INFORMATION Organization: Total Membership #: BWG Residency % (Attach membership contact list) Expected Attendance: BWG Community Services Department Leisure Services 3541 Line 11, P.O.BOX 160 BRADFORD, ON L3Z 2A5 Phone: (905) Fax: (905) tfairbarn@townofbwg.com PRIMARY CONTACT Name: Address: Town: Postal Code: Phone: Fax: SECONDARY CONTACT Name: Address: Town: Postal Code: Phone: Fax: Type of Group: Arena Requested: Minor Hockey BWG Leisure Centre Blue Adult Hockey BWG Leisure Centre Green Ringette Bradford Community Centre Figure Skating Bob Fallis Sports Centre Junior Hockey Residential/Commercial Non-Ice/Floor School Outside/ Non-Resident First Date Required: Last Date Required: Bob Fallis Sports Centre and Leisure Centre (Blue) ice pads are rented on the hour, full hours only. PLEASE COMPLETE A SEPARATE FORM FOR EACH ICE PAD REQUEST. *PLEASE NOTE YOUR PERMIT IS NOT CONFIRMED WITHOUT FULL PAYMENT Personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act, Personal information collected by the Town of Bradford West Gwillimbury is pursuant to the Municipal Act, R.S.O, 1990, Chapter M-45 as amended, S.207, Par. 28 and will be used for the purpose of booking facilities, registering program participants and verifying registration numbers. Inquires may be directed to the Director of Community Services at (905)

16 Arena Permit Request (p.2) Renewal of requested permits Day of the week Start Date End Date Start Time End Time NEW permits requested Day of the week Start Date End Date Start Time End Time ALL LOCAL COMMUNITY GROUPS - Please Check ( ) Insurance Game Schedule Current Executive List Players Roster Including Addresses Sports Activity Agreement Current Board of Directors List Previous Years Audited Financial Statement (local Minor Organizations only) Signature of Applicant: (Applicant must be 18 years or older- proof of age must be presented upon request) Date: PLEASE RETURN THIS FORM TO: Town of BWG Community Services Department Leisure Services Facility Bookings 3541 Line 11, P.O. Box 160 Bradford, ON L3Z 2A5 Additional notes: 16

17 Field Permit Request (p.1) GENERAL INFORMATION Organization: Total Membership #: BWG Residency % (Attach membership contact list) Expected Attendance: BWG Community Services Department Leisure Services 3541 Line 11, P.O.BOX 160 BRADFORD, ON L3Z 2A5 Phone: (905) Fax: (905) tfairbarn@townofbwg.com PRIMARY CONTACT Name: Address: Town: Postal Code: Phone: Fax: SECONDARY CONTACT Name: Address: Town: Postal Code: Phone: Fax: Type of Group: Park Requested: Minor Henderson Park Adult Centennial Park Resident Joe Magani Park Commercial Other: School Non-Resident First Date Required: Last Date Required: For more information, please contact the Bookings Clerk at tfairbarn@townofbwg.com or by phone at *PLEASE NOTE YOUR PERMIT IS NOT CONFIRMED WITHOUT FULL PAYMENT Personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act, Personal information collected by the Town of Bradford West Gwillimbury is pursuant to the Municipal Act, R.S.O, 1990, Chapter M-45 as amended, S.207, Par. 28 and will be used for the purpose of booking facilities, registering program participants and verifying registration numbers. Inquires may be directed to the Director of Community Services at (905)

18 Field Permit Request (p.2) Renewal of requested permits Day of the week Start Date End Date Start Time End Time NEW permits requested Day of the week Start Date End Date Start Time End Time ALL LOCAL COMMUNITY GROUPS - Please Check ( ) Insurance Game Schedule Current Executive List Players Roster Including Addresses Sports Activity Agreement Current Board of Directors List Previous Years Audited Financial Statement (local Minor Organizations only) Signature of Applicant: (Applicant must be 18 years or older- proof of age must be presented upon request) Date: PLEASE RETURN THIS FORM TO: Town of BWG Community Services Department Leisure Services Facility Bookings 3541 Line 11, P.O. Box 160 Bradford, ON L3Z 2A5 Additional notes: 18

19 Meeting Room/ Banquet Hall Permit Request (p.1) NEW REQUEST ONE TIME USE YEAR ROUND GENERAL INFORMATION SEASONAL SEPTEMBER-APRIL MAY-AUGUST Organization: Total Membership #: Expected Attendance: BWG Residency % (Attach membership contact list) BWG Community Services Department Leisure Services 3541 Line 11, P.O.BOX 160 BRADFORD, ON L3Z 2A5 Phone: (905) Fax: (905) tfairbarn@townofbwg.com PRIMARY CONTACT Name: Address: Town: Postal Code: Phone: (H) (W) Fax: SECONDARY CONTACT Name: Address: Town: Postal Code: Phone: (H) (W) Fax: FACILITY BEING REQUESTED: 1 st Choice 2nd Choice 3 rd Choice Space Requested: Meeting/Program Room Banquet Hall Kitchen Purpose of Request: Meeting Recreation program Private Party Special Event Other (please specify): Participant Information: Youth Under 18 Adult Family (All ages) Alcohol /Food No Alcohol /Food Additional Info: Licensed Event Food Being Served Music Tables Required # Additional Notes or Other Equipment Required: Chairs Required # *PLEASE NOTE YOUR PERMIT IS NOT CONFIRMED WITHOUT FULL PAYMENT Personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act, Personal information collected by the Town of Bradford West Gwillimbury is pursuant to the Municipal Act, R.S.O, 1990, Chapter M-45 as amended, S.207, Par. 28 and will be used for the purpose of booking facilities, registering program participants and verifying registration numbers. Inquires may be directed to the Director of Community Services at (905)

20 Meeting Room/ Banquet Hall Permit Request (p.2) Booking Information Day of the week Start Date End Date Start Time End Time Check ( ) List ALL LOCAL COMMUNITY GROUPS Proper Insurance Provided General Rules & Regulations Current Executive List Membership List Including Addresses Not For Profit Registration # Annual General Meeting Minutes Constitution: By-Laws Check ( ) List ALL PERMIT REQUESTS Proper Insurance Provided (Town of BWG named as Additional Insured, minimum 2 million dollars) General Rules & Regulations Special Occasions Permit (Only if alcohol is requested) Certified Smart Serve Monitors -Names and Certificate Numbers provided PLEASE RETURN THIS FORM TO: Town of BWG Community Services Department Leisure Services Facility Bookings 3541 Line 11, P.O. Box 160 Bradford, ON L3Z 2A5 Signature of Applicant: Date: (Applicant must be 18 years or older- proof of age must be presented upon request) 20

21 Arena Tournament Application GENERAL INFORMATION Organization: Total Membership #: BWG Residency % (Attach membership contact list) Expected Attendance: BWG Community Services Department Leisure Services 3541 Line 11, P.O.BOX 160 BRADFORD, ON L3Z 2A5 Phone: (905) Fax: (905) tfairbarn@townofbwg.com PRIMARY CONTACT Name: Address: Town: Postal Code: Phone: Fax: SECONDAY CONTACT Name: Address: Town: Postal Code: Phone: Fax: Tournament Details: Start Date: End Date: Which Arena Location: Type of Tournament: Day of Week: Additional Equipment/Requirements: Number of teams expected: Mon Start Time: End Time: Tues Start Time: End Time: Wed Start Time: End Time: Thurs Start Time: End Time: Fri Start Time: End Time: Sat Start Time: End Time: Sun Start Time: End Time: You must produce an appropriate Insurance Certificate at least ten (10) days prior to the start of the tournament. Signature of Applicant Date: (Applicant must be 18 years or older- proof of age must be presented upon request) *PLEASE NOTE YOUR PERMIT IS NOT CONFIRMED WITHOUT FULL PAYMENT Personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act, Personal information collected by the Town of Bradford West Gwillimbury is pursuant to the Municipal Act, R.S.O, 1990, Chapter M-45 as amended, S.207, Par. 28 and will be used for the purpose of booking facilities, registering program participants and verifying registration numbers. Inquires may be directed to the Director of Community Services at (905)

22 TOWN OF BRADFORD WEST GWILLIMBURY LEISURE SERVICES SPORTS AND FACILITY ACTIVITY AGREEMENT Name of Organization: Name of Contact Person: Certification: 1) I have received and reviewed a copy of the TOWN OF BRADFORD WEST GWILLIMBURY MUNICIPAL ALCOHOL RISK MANAGEMENT POLICY. 2) I agree to adhere to the conditions of this Policy and the Liquor License Act of Ontario. 3) I understand that if any infraction of this policy occurs, the Town of Bradford West Gwillimbury may warn or suspend my organization from using the facilities as per the enforcement section of this policy. 4) Prior to using the facilities, all participants must be made aware of this policy. Thereby, it is the responsibility of the undersigned to ensure that this policy is communicated to all participants. 5) I understand that the organization and/or contact person named above can be held liable for injuries and damage arising from the failure to adhere to the Liquor License Act of Ontario or from otherwise failing to take action that will prevent foreseeable harm from occurring. 6) I understand that the South Simcoe Police Service and the Liquor License Inspector can lay charges for infractions of the Liquor License Act of Ontario or other relevant legislation. Signature of Contact Person: Date of Signature: For Office Use Only Agreement received by: Date Agreement Received: 22

23 LEISURE SERVICES METHOD OF PAYMENT FORM Group/Name: Permit #: Please choose one of the following methods of payment: I will attend in person to make my payment with cash or debit, by the dates specified on the Rental Contract/Permit. OR Enclosed are post-dated cheques, dated as specified on the Rental Contract/Permit. OR This gives permission for the Town of Bradford West Gwillimbuty to process my payment on the credit card below, as specified on the Rental Contract/Permit. VISA MASTERCARD Credit Card Number Expiry Date Cardholder Name (Please Print Neatly): Cardholder Signature: Date: ADMINISTRATION OFFICE HOURS: Monday Friday from 8:30am 4:30pm A RECEIPT WILL BE FORWARDED UPON COMPLETION OF EACH TRANSACTION All personal information on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and Municipal Act, The information will be used for the purposes of the Leisure Services payment process. Questions regarding this collection may be directed to: Bookings Clerk, Leisure Services; 3541 Line 11, P.O. Box 160, Bradford, ON L3Z 2A5. Form (04/2013) 23