Indoor & Outdoor Facility Booking Guide Facility Booking Guide Page 1
Table of Contents Frequently Asked Questions 4 How can I request a facility permit? 4 What documentation will I need to provide? 4 When can I request a permit? 4 What payment options are available? 4 What happens if my account balance is past due? 5 What happens if a permitted facility is not being used during the permitted time? 5 Can I sublet or transfer my permit to another user? 5 Can the Town of Richmond Hill cancel my permit? 5 Can I cancel my permit? 5 Permit Holder Conditions & Regulations 6 The Town of Richmond Hill: 6 The Permit Holder (Client): 6 Important Information 7 Facility User Categories 8 Richmond Hill Programs & Services 8 Affiliated Community Groups Youth 8 Affiliated Community Groups Adult 8 Boards of Education 8 Residents and Private Groups 8 Non-Affiliated, Commercial and/or Non-Resident Groups 8 Seasonal Permit Request Process - Indoor Facilities 9 Submission Dates 9 Required Information 9 Additional Conditions of Use 9 Available Hours 9 Locations 9 Facility Booking Guide Page 2
Seasonal Permit Request Process - Arena Facilities 10 Submission Dates 10 Required Information 10 Additional Conditions of Use 10 Available Hours 10 Locations 10 Seasonal Permit Request Process - Swimming Pools 11 Submission Dates 11 Required Information 11 Additional Conditions of Use 11 Available Hours 11 Locations 11 Seasonal Permit Request Process - Outdoor Sports Fields 12 Submission Dates 12 Required Information 12 Additional Conditions of Use 12 Available Hours 12 Locations 12 Seasonal Permit Request Process - Outdoor Picnic Shelters 13 Submission Dates 13 Required Information 13 Additional Conditions Of Use 13 Available Hours 13 Locations & Capacities 13 Facility Listing 14 Facility Booking Guide Page 3
Frequently Asked Questions Looking for the perfect place to host your reception, celebration or meeting? Richmond Hill has a variety of unique facilities suitable for all types of occasions. How can I request a facility permit? When you would like to request a booking, visit RichmondHill.ca/Facility to submit an Online Facility Rental Permit Request for your date and location of choice. Permit requests are processed in accordance with Richmond Hill s Facility Space Allocation Policy. You will receive a follow-up email or telephone call regarding your request within 5 business days. What documentation will I need to provide? All facility rental clients are required to provide a Certificate of General Liability Insurance listing the Town of Richmond Hill as co-insured, or to purchase GameDay Insurance through the facility booking staff. Organizations requesting Affiliated Community Group status are required to provide additional documentation on an annual basis, as per Richmond Hill s Affiliation Policy. When can I request a permit? New permit requests are accepted on an ongoing basis and are processed in the order in which they are received, after the seasonal permit renewals have been completed for that date range. The Facility Booking staff will provide renewal information to seasonal permit holders approximately 2 months prior to the application deadline for that facility type. Submissions and requests received after the allocation deadline date will be held until all other applicants have been accommodated. Facility Type Indoor Facilities (Fall/Winter/Spring) Indoor Facilities (Summer) Arena Facilities (Fall/Winter) Arena Facilities (Spring/Summer) Swimming Pools (Fall/Winter/Spring) Swimming Pools (Summer) Outdoor Facilities - Sports Fields Season Date Range Permit Renewal Application Deadline Permit Provided to Client Return of signed Permit Deadline September to June May 1 July 15 August 15 July to August April 1 June 1 June 15 September to April March 1 April 30 May 15 April to August (ice and floor rentals) November 15 December 15 January 15 September to June April 1 June 15 July 15 July to August January 15 March 1 April 1 April to October (weather-permitting) February 1 April 1 April 15 What payment options are available? All facility bookings require payment prior to the rental date, which is due at the time of booking. You can pay by cash, cheque, Interac, MasterCard or Visa, at Access Richmond Hill or at any Richmond Hill Community Centre. Richmond Hill offers seasonal permit holders a few additional payment options to choose from, so that seasonal permit holders can choose a payment option that best suits the organization s needs: Full Payment Payable 15 days prior to the permit start date. Two Equal Payments 1 st payment: Due the 15 th day of the month prior to the permit start date. 2 nd payment: Due the 15 th day of the month at the midpoint of the permit (date to be determined by Town staff). Monthly Installments Payable (by post-dated cheque or by pre-authorized MasterCard or Visa) on the 15 th day of the month prior to the 1 st day of each month on your permit. Facility Booking Guide Page 4
What happens if my account balance is past due? Your future facility permits will be suspended until your outstanding account balance has been paid in full. The Town of Richmond Hill reserves the right to cancel your future permits, or to require full payment at the time of booking, if your account does not remain in good standing. What happens if a permitted facility is not being used during the permitted time? If the facility booking staff become aware that the facility is not being used during the permitted time, they may issue an alert notice to the scheduled permit holder. In such an instance, no refund will be issued. If the scheduled permit holder continues to be a no show at their permitted time, the Town of Richmond Hill reserves the right to cancel the permit and to reallocate the facility space to an alternative user group. Can I sublet or transfer my permit to another user? No. Subletting or transferring a permit to another user would expose you and the Town of Richmond Hill to significant legal liability. If a permit holder sublets or transfers their permitted facility space to another group or organization, the Town of Richmond Hill will cancel all future bookings held by that permit holder. In such a situation, the permit holder will be provided a refund of permit fees paid for the canceled bookings. Are Richmond Hill facilities available to rent on statutory holidays? Yes. If a user group agrees to pay the full cost of operating the facility, Richmond Hill facilities are available to rent on statutory holidays (pending the availability of staff). Statutory holiday staffing is governed by the Ontario Employment Standards Act, meaning that staff are entitled to take these days off work, are entitled to a premium rate of pay and cannot be compelled by their employer to work on these days. Can the Town of Richmond Hill cancel my permit? The Town of Richmond Hill reserves the right to cancel facility permits in the following situations: Exclusion Dates Due to tournaments or other special events. These dates will be noted on your permit. Facility Closures Due to inclement weather, emergency field or building repairs and other similar situations. Breach of Facility Rental Contract Terms & Regulations Due to a breach of policy on the part of the permit holder such as misuse of the facility or misrepresentation of facility usage. Can I cancel my permit? Yes. If you request to cancel your permit, the following refund policy applies based on the date your cancellation request is received by the facility booking staff: Two weeks notice You will receive a full refund, less $10 administration fee. One to Two weeks notice You will receive a full refund, less 50% of permit fee. Less than One weeks notice No refund will be issued. Outdoor sports field cancellations due to inclement weather reported within 48 hours of the cancellation date will be accepted. In such cases, a credit for the missed date will be kept on the account for future use. If rescheduling cannot be mutually coordinated by the end of the season, a full refund will be issued at that time. Richmond Green Agricultural Building Facility Booking Guide Page 5
Permit Holder Conditions & Regulations The Town of Richmond Hill: reserves the right to cancel any permit/contract should there be a breach of regulations, or upon 24 hours notice as required; may cancel permits on short notice due to mechanical failures, weather conditions or emergencies of any kind; will not issue a permit where an outstanding balance remains on the account; is not responsible for liability claims against the permit holder; is not responsible for damages, loss or theft of equipment or clothing of any permit holder or their guests; reserves the right and authority to enforce the rules and regulations of the facility and to refuse admission to any person or group who are not in compliance with the same; reserves the right to remove any promotional material, signs, flyers, posters or banners that have been placed on Town property, for any reason; reserves the right to require police or security staff at any event at the expense of the permit holder. Written confirmation of security provisions must be submitted 10 days prior to the event; reserves the right to require a security deposit for any event. The eligibility and amount of the refund for such will be considered following the event; will not store equipment or supplies without permission from the Manager of Facility Operations. Where permission is granted, applicable fees will be applied to the permit. The Permit Holder (Client): hereby agrees to indemnify and hold harmless the Town of Richmond Hill, its servants, agents and workmen, of and from all and every liability of any kind whatsoever including, without limitations, liability for bodily injury or death, damage to persons or property, or liability for any debt which may arise out of the issuance of this permit or the use of the facility herein referred to; is responsible for Town of Richmond Hill property that is lost, stolen or damaged; shall pay for all damages to the property of the Town arising from the use of the facility where the permit holder is deemed to be responsible; is responsible for any charges related to extended use of facility past permitted hours; is responsible to pick up keys for permits at unmanned buildings, and return back to the Town within 48 hours after the date of the event; must notify the Town of any cancellation at least 10 business days in advance. Failure to provide notice will result in a fee penalty of one half the normal rate. Failure to provide less than 5 business days notice will result in a penalty of the full normal rate. A $10.00 administration fee will be deducted from any refund issued initiated by the permit holder; is responsible for the conduct and supervision of all persons attending the event and shall ensure that all regulations contained in this permit rental contract are observed. Vandalism, littering, abusive language, smoking and alcohol use without a license shall be deemed as just cause to cancel a permit or reject future permit applications; is responsible for restricting activities to the permitted areas only; is responsible for adhering to fire and alcohol regulations; is responsible for vacating, returning to original condition, keeping facilities clean and removing all rented or privately owned property, alcohol and personal effects by the specified permit end time unless prior arrangements have been made. Confetti and rice is prohibited in all facilities. must be a minimum of 18 years of age at the time of booking and present in the facility during the permitted times. is responsible for their own liability insurance. Groups may be asked to provide proof of insurance and to name the Town of Richmond Hill as an additional insured to a minimum of two million dollars for major events; Centennial Pool Facility Booking Guide Page 6
those under the age of 18 must be supervised by an adult and/or permit holder at all times; agrees to adhere to the Purpose & Conditions of Use as stated on all permit contracts; will be responsible for any costs incurred as a direct result of a false alarm caused by any member of the group; shall not sell items deemed to be in competition with Recreation & Culture unless prior approval has been given by the Director of Recreation & Culture. A vendor s permit must be posted during all sales; must comply with the rules, regulations of Town Bylaws including, but not limited to; Parks Bylaw, Nuisance Bylaw, Sign Bylaw and the Municipal Alcohol Policy, where a Special Occasion Permit has been issued must receive authorization prior to affixing any decorations or signs advertising the event. If granted, the permit holder will ensure all decorations/signs are fireproof, affixed with masking tape and removed by the specified permit end time; must wear non-marking athletic shoes for all sport activities held in a gym or indoor sports centre facility; is responsible to vacate the park by no later than 11:00 p.m. and to turn off park lights when vacating the sports field; agrees to vacate arena and pool changerooms within 30 minutes of the permit end time. Changerooms must be left in a clean and useable condition when vacated. Important Information sign and return one copy of the permit rental contract to the Recreation & Culture Division in order to validate your permit; the sale and/or consumption of alcohol is forbidden at all sports facilities and park locations unless a permit has been granted. Failure to comply with the Alcohol and Gaming Commission of Ontario (AGCO) and the Municipal Alcohol Policy regulations will result in immediate permit cancellation, notification of authorities and removal from the permitted area. Special Occasion Permit (SOP) must be on site during events and all people serving alcohol must be Smart Serve Trained with proof of certification; the decision as to whether an outdoor sports facility is considered playable during inclement weather rests with the Town. No games are to be played on sports fields when closed during inclement weather. Call the inclement weather hotline at 905-771-5487 to hear what facilities have been closed; various structures requiring an anchor (canopies, tents, etc.) require appropriate locates and are the responsibility of the permit holder. Copies of locates must be provided to the Town for review 5 business days prior to the event; no vehicles shall be driven or parked on the grass area of a park; for problems, complaints or enquiries about any outdoor park, sport field or indoor facility call 905-771-8870; for after-hours maintenance concerns on outdoor sport facilities call 905-884-8013; commercial or non-resident groups are not guaranteed any Richmond Hill facility space beyond the dates as stated on the permit. Future requests for space will follow the Facility Allocation Policy. rental fees must be paid in full at the time of booking. The Town of Richmond Hill reserves the right to cancel the permit if the applicant defaults in any payment. An administration fee is charged to all returned payments; facility permits are valid for specified use, location(s) date(s) and time(s) and may not be changed or subleased unless approval is first received from Recreation & Culture. In the case of dispute, the status of Recreation & Culture s copy of the permit will take precedence; smoking is prohibited in all municipal facilities pursuant to the Smoke Free Ontario Act Smoking is also prohibited within 9 metres of all recreation facility entrances, playgrounds, sport fields, tennis courts, basketball courts or splash pads Bayview Hill Community Centre and Pool Facility Booking Guide Page 7
Facility User Categories Richmond Hill allocates facility space based on the following user priority ranking: Richmond Hill Programs & Services This category includes registered classes, drop-in programs and events organized by Richmond Hill. These activities are often advertised in Richmond Hill s Community Recreation Guide. Affiliated Community Groups Youth This category includes groups that meet the requirements of Richmond Hill s Community Group Affiliation Policy on an annual basis. Affiliated Community Groups Adult This category includes groups that meet the requirements of Richmond Hill s Community Group Affiliation Policy on an annual basis. Boards of Education Richmond Hill partners with the York Region District School Board and York Region Catholic District School Board in order to help fulfill their school curriculum requirements. Requested bookings primarily occur during the school day, during non-prime time hours. Residents and Private Groups This category includes individuals and private groups who reside in Richmond Hill that are not a recognized Affiliated Community Group. To qualify as a Resident Private Group, a minimum of 75% of the group members must reside in Richmond Hill. Non-Affiliated, Commercial and/or Non-Resident Groups This category includes individuals and private groups who do not qualify for any of the above categories. These requests will be accommodated where space is available, provided that the request is not in conflict with an existing program or service provided by Richmond Hill or an Affiliated Community Group. These requests are booked on a seasonal basis, and will not be renewed if the facility space is required to meet growing community demand from one of the above-listed categories. Wave Pool - The Viewing Gallery Room Facility Booking Guide Page 8
Seasonal Permit Request Process - Indoor Facilities Submission Dates Fall/Winter/Spring Applications are due by May 1 st. Summer Applications are due by April 1 st. Required Information The facilities you are requesting to rent. The specific dates and times required at each facility. An alternate contact for your booking, registration data from the previous year, registration projections for the upcoming year. Additional Conditions of Use Only gym-type activities with appropriate shoes/sneakers will be permitted in gymnasiums (i.e. nothing that can damage the hardwood floors). Hockey sticks must be plastic-tipped. Richmond Hill provides nets and posts only. All other sports equipment must be brought by the permit holder. Alcohol consumption in any indoor facility, except when specifically authorized by Richmond Hill, is strictly prohibited. Available Hours Prime Time: Monday to Friday, 6 11 p.m. and Saturday & Sunday, 8 a.m. 11 p.m. Non-Prime Time: Monday to Friday, 8 a.m. 6 p.m. Locations Bayview Hill Community Centre, Centennial Pool, Elgin West Community Centre, Langstaff Community Centre, McConaghy Centre, Oak Ridges Community Centre, Richmond Green, Richvale Community Centre, Rouge Woods Community Centre and Wave Pool. Richvale Community Centre - Carville Room Facility Booking Guide Page 9
Seasonal Permit Request Process - Arena Facilities Submission Dates Fall/Winter Applications are due by March 1 st. Spring/Summer Applications are due by November 15 th. Required Information The arena(s) you are requesting to rent. The specific dates and times required at each facility. An alternate contact for your booking, most recent membership list, seasonal schedules, list of current executive members. Additional Conditions of Use It is recommended that all patrons wear a CSA-approved helmet while skating. Children ages 5 and younger must wear helmets. It is strongly recommended that all ice users wear a CSA-approved helmet. Shoes and boots are not permitted on the ice. During recreational skates, CSA-approved skating aids are discretionary based on the number of patrons on the ice and are only permitted in a designated area and at the discretion of the skate patrol staff on duty. The recreational skating rules are posted in each arena lobby. Alcohol consumption in any Richmond Hill Arena is strictly prohibited. Available Hours Prime Time: Monday to Friday, 5 11 p.m. and Saturday & Sunday, 9 a.m. 11 p.m. Non-Prime Time: Monday to Friday, 9 a.m. 5 p.m. Early Morning & Late Night Non-Prime Time: 6 a.m. 9 a.m. and 11 p.m. 12 a.m. respectively. Locations Bond Lake Arena, Ed Sackfield Arena, Elgin Barrow Arena, Elvis Stojko Arena and Tom Graham Arena. Bond Lake Arena Facility Booking Guide Page 10
Seasonal Permit Request Process - Swimming Pools Submission Dates Fall/Winter/Spring Applications are due by April 1 st. Summer Applications are due by January 15 th. Required Information The facilities you are requesting to rent. The specific dates and times required at each facility. An alternate contact for your booking, registration data from the previous year, registration projections for the upcoming year. Additional Conditions of Use Review your permit for the full list of Conditions of Use that apply to your Swimming Pool Rental. Available Hours Prime Time (Fall/Winter/Spring): Monday to Friday, 4 11 p.m. and Saturday & Sunday, 6 a.m. 11 p.m. Prime Time (Summer): All Hours Non-Prime Time (Fall/Winter/Spring): Monday to Friday, 5 a.m. 4 p.m.* Non-Prime Time (Summer): N/A Locations Bayview Hill Pool, Centennial Pool, Elgin West Pool, Oak Ridges Pool, Richvale Pool and Wave Pool. Oak Ridges Community Centre - Pool Facility Booking Guide Page 11
Seasonal Permit Request Process - Outdoor Sports Fields Submission Dates Spring/Summer Applications are due by February 1 st. Required Information The sports field(s) you are requesting to rent. The specific dates and times required at each facility. An alternate contact for your booking, registration data from the previous year, registration projections for the upcoming year. Additional Conditions of Use Un-lit soccer fields and ball diamonds can be permitted until dusk only. Sports shoes with long metal studs or cleats cannot be worn on the artificial turf fields. Alcohol consumption in any outdoor park, except when specifically authorized by Richmond Hill, is strictly prohibited. Richmond Hill reserves the right to close sports fields and ball diamonds due to extreme weather conditions. Call our 24-hour Inclement Weather Hotline at 905-771-5487 to hear an up-to-date recording listing any facility closures. Available Hours Prime Time: Monday to Friday, 6 11 p.m. and Saturday & Sunday, 9 a.m. 11 p.m. Non-Prime Time: Monday to Friday, 8 a.m. 6 p.m. Locations Visit RichmondHill.ca/Parks for a full list of Richmond Hill s outdoor sports field locations. Richmond Green - Artifical Turf Field Facility Booking Guide Page 12
Seasonal Permit Request Process - Outdoor Picnic Shelters Submission Dates Spring/Summer All requests will be processed based on a first-come, first-served basis after January 1 st. Required Information The specific facilities you are requesting to rent. The specific dates and times required. The number of expected guests. Information regarding any special requests. Additional Conditions Of Use Parking is to occur in designated parking spaces only. Driving and parking on grass areas is strictly prohibited. Picnic tables shall not be moved from the designated area. Alcohol consumption in any outdoor park facility, except when specifically authorized by Richmond Hill, is strictly prohibited. Special requests such as tent marquees, staging, amplified sound, etc. require written authorization from the Community Services Department. Available Hours Weekdays & Weekends: 10 a.m. 7 p.m. Locations & Capacities Picnic Shelter Location Number of tables onsite Current Capacity (People) Maximum number of tables allowed Crosby Park 4 16 6 Headwaters Park 2 8 4 Phyllis Rawlinson Park 9 36 29 Richmond Green Shelter B* 15 60 30 Town Park 8 32 16 Additional tables may be available to be transported to the requested picnic shelter site. Facility booking staff will provide details on quantities and pricing. *Picnic shelters at Richmond Green are not available for booking on statutory holidays. Facility Booking Guide Page 13
Facility Listing Bayview Hill Community Centre & Pool 114 Spadina Road 905-508-5995 Bond Lake Arena 70 Old Colony Road 905-773-4571 Boynton House 1300 Elgin Mills Road E. 905-737-1236 Centennial Pool 161 Newkirk Road 905-884-6651 Ed Sackfield Arena & Fitness Studio 311 Valleymede Drive 905-771-8333 Elgin Barrow Arena 43 Church Street S. 905-884-1368 Elgin West Community Centre & Pool 11099 Bathurst Street 905-508-7012 Elvis Stojko Arena 350 16th Avenue 905-884-6776 Eyer Wideman Youth Centre 1045 Elgin Mills Road E. 905-737-9210 Langstaff Community Centre 155 Red Maple Road 905-882-4295 McConaghy Centre 10100 Yonge Street 905-737-1818 Oak Ridges Community Centre 12895 Bayview Avenue 905-773-4630 Richmond Green Sports Centre 1300 Elgin Mills Road E. 905-737-1236 Richmond Green Sports Dome (Seasonal) 1300 Elgin Mills Road E. 905-737-1236 Richmond Hill Centre for the Performing Arts 10268 Yonge Street 905-787-8811 Richmond Hill Heritage Centre 19 Church Street N. 905-780-3802 Richvale Community Centre & Pool 160 Avenue Road 905-884-0855 Rouge Woods Community Centre 110 Shirley Drive 905-787-1441 The Wave Pool 5 Hopkins Street 905-508-9283 Tom Graham Arena Complex 1300 Elgin Mills Road E. 905-883-4710 You have the occasion and we have the space! Click on the Facilities tab to find an available location for your event. Questions? For Richmond Hill s booking priorities, general provisions, rates and other important information visit RichmondHill.ca/FacilityRental or call 905-771-8870. When you would like to request a booking, visit RichmondHill.ca/Facility to submit an Online Facility Rental Permit Request for your date and location of choice.