The Corporation of the City of Pickering
Culture and Recreation Division
Tel. 905.420.4623 Fax 905.831.4181
[email protected]
www.cityofpickering.com
Facility Rental Application
Please complete the following application as completely as possible and email your completed application to:
[email protected] or fax to 905.831.4181. Your request will be reviewed by facility
booking staff and you
will
be advised as
to the
status
of
your
request by
a
customer
service
representative before 4:00pm on the following business day.
Contact Person:
Organization:
Address:
Not for Profit
City:
Phone # Day:
Postal Code:
Phone # Eve:
Profit
Email Address
Facility Requested:
Room(s) Requested:
Date: (M/D/YYYY)
Frequency:
Single:
Set-Up Time (see note #1 below)
Weekly:
Monthly:
Event Time (Start/Finish)
If Monthly please specify: (e.g., 3rd Tuesday):
Number of people attending:
Purpose of Rental:
Do you plan to sell food or any other product?
Yes
No
Do you plan to sell or serve alcohol?
Yes
No
Do you plan to play music?
Yes
No
Will there be dancing?
Yes
No
Will pay duty police officers be in attendance:
Yes
No
Will an admission be charged:
Yes
No
If “Yes”, contact Facility Supervisor for approval
If “yes”, amount of fee:
Profits (if any) from admission fees, food,
beverages sales will be use for:
NOTES TO APPLICANTS
1. If available at the location requested (see Rules & Regulations), it is the renter’s responsibility to request adequate set-up
time so that they are able to complete their facility setup prior to their event.
2. All Rentals WILL require a security deposit of $200. Refund of the deposit will take place if no damage or excessive
maintenance costs are incurred as a result of the facility rental. It will be done the next business day following the event if
paid by credit card and within 10 business days if paid by cheque. The permit holder must pay all damages to facilities
arising from the use of facilities by permit even if above the deposit
3. It is the renter’s responsibility to ensure that all required licenses are secured and provided at least three (3) weeks
PRIOR to the date of event or function (i.e. Liquor License, Smart Serve Certificate, Liability Insurance.)
4. It is the renter’s responsibility to ensure that all belongings are removed from the facility at the end of the rental.
We certify that we have read the rules and regulations appearing on this Facility Rental Application (see reverse) and agree to conform hereto and
to be strictly bound thereby.
Signature of representative
Date
(not required if sent by email as email considered the signature)
Personal information contained on this form is collected under the authority of the Municipal Act and will be used for the purpose of administering facility
rentals. Questions about this collection should be directed to the City Clerk at One The Esplanade, ON L1V 6K7 - 905.420.4611.
RULES AND REGULATIONS
1.
The issuance of a Facility Permit is entirely at the discretion of the Operations & Emergency Services Department. The Department reserves the right to
cancel any permit temporarily or permanently:




Should accommodations be required for special events; or in an emergency
Upon breach of these rules and regulations;
Should the Department be of the opinion that the premises are not to be or are not being used for the purpose(s) contained in the application;
Should the organization fall in arrears with the City of Pickering.
2.
The facilities named on the Permit are to be used only on the date(s) and time(s) specified and only for the purpose(s) named. The permit is not valid
without a signature by the applicant. The person submitting this application to obtain a permit on behalf of an organization must be a person
authorized by the organization to do so. The permit is not valid unless signed by the appropriate organization contact or an authorized person on his/her
behalf.
3.
The permit is not transferable.
4.
All permit holders must comply with Federal, Provincial and Municipal By-Laws.
5.
Smoking of any type of tobacco product is not permitted in any City facility. All City facilities are designated non-smoking (Durham Region By-Law 6602002)
6.
Games of chance, lottery, or gambling in any form, contrary to law is strictly forbidden.
7.
If liquor of any type is to be served, sold or available at the function, the applicant must obtain all necessary permits and licenses and must adhere to the
City of Pickering, “Alcohol Management Policy”. A copy of the liquor license must be posted on the wall during the function. As per liquor regulations all
bars must close at 1:00 am sharp.
8.
For all special occasion permit functions, the liability insurance for the function (a minimum of $1,000,000) must name the City of Pickering, as an
additional insured and proof of insurance must be provided to the Assistant Coordinator, Facilities or designate, a minimum of twenty-one (21) days prior
to the event.
9.
For Public Licensed functions the City of Pickering requires a SmartServe Certificate (program designed to promote responsible alcohol beverage
service). Information is available at www.smartserve.org.
10. The licensor reserves the right to provide security personnel or pay-duty police at the expense of the renter, should the Supervisor, Facility
Operations deem it necessary.
11. The applicant is responsible for the conduct and supervision of all persons admitted to the facilities permitted, and shall see that all rules and
regulations contained in the application and in the permit are strictly observed and enforced. All activities must be conducted in an orderly
manner. Use of profane language is prohibited. The applicant will not cause or permit to be caused at the facility during the period of this
permit, any shouting or unusual or unnecessary noise which disturbs or is calculated to disturb the peace, quiet or comfort of any person(s)
in any type of residence, institution or place of business within the City of Pickering.
12. The City of Pickering will not be responsible for personal injury or for the loss or theft of clothing or equipment of the applicant or organization, or
anyone attending on the invitation of the applicant or any persons contracted by the applicant. Caterers, bartenders, disc jockeys, entertainers, liquor
licenses, etc are the renter’s responsibility.
13. It is the responsibility of the applicant to see that all persons admitted to the function being held have vacated the premises and grounds promptly as
stated on the permit. Facilities must be vacated ½ hour after permit expires, ensuring that all decorations and function supplies have been removed.
14. All cancellations must be received in writing 90 days prior to the function or the entire rental fee will be forfeited. Hall cancellations are subject to a
$30.00 administration fee.
15. A complete list of rules and regulations are available from the facility booking staff and will be sent out with final permit.
USE OF ALL FACILITIES

No confetti/rice is allowed in City facilities or parking lots.

Decorating is the sole responsibility of the renter. Staples, nails, glue, etc. are not permitted. Helium balloons are permitted, provided they are
securely anchored.

Setup time should be included in Event Time (Start/Finish). Please calculate appropriately.
EAST SHORE COMMUNITY CENTER || WEST SHORE COMMUNITY CENTER || DON BEER ARENA

Renter is responsible for own set-up.

Renters must supply their own mix and ice.

Garbage must be placed in the garbage bin at the back of the building.

Tables and chairs must be put back in the storage area in an orderly fashion immediately after the function.

All catering equipment, empties and supplies must be removed from the premises immediately after the function
PICKERING RECREATION COMPLEX EAST AND WEST SALONS/ O’BRIEN MEETING ROOMS || PETTICOAT CREEK COMMUNITY CENTER

City of Pickering staff will set-up the tables and chairs provided a diagram of the layout is submitted on the Monday preceding the function.
You may obtain the diagram at the Recreation Complex Information Desk

Piano is property of the Rouge Hill Senior Club. Please do not play.

Renters must supply own mix and ice.

All catering equipment, empties and supplies must be removed from the premises immediately after the function.
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