Policies/Conditions of Use

POLICIES/CONDITIONS OF USE

  • All activities will be scheduled according to established priorities for each facility within the various time periods and seasons. Booking deadlines allow for user groups to book and set their schedules months in advance.
  • All bookings will be subject to approval, availability of space and assurance that the activity is not in conflict with the objectives and policies of the University.
  • Groups using the facilities must designate an individual who will accept responsibility and be the signing authority for the group.
  • All businesses, organizations and individuals that rent our facilities (providing coaching, teaching, leadership) shall maintain General Liability Insurance ($2,000,000) covering liability arising out of the group’s activities.
  • Extra charges may apply for facility bookings on holidays or during times when the facility is not regularly open and when events require additional staffing and services.

PAYMENT TERMS

  • An invoice will be issued monthly to user groups that book regularly within the facilities. Invoices can be paid by cash, cheque, debit or credit cards.
  • For private rentals, payment is required at the time of booking to secure the space. Payment terms include cash, cheque, debit or credit cards.
  • For special events booked by non-university groups, a deposit will be required to hold the space. This deposit will be applied to the outstanding balance after the event and is non-refundable if the event is cancelled within four weeks of the booking.

CANCELLATION POLICY

  • External groups should provide at least two weeks’ notice if cancelling a confirmed booking. Failure to provide such notice may result in the user group assuming all charges in full.
  • For special event bookings, at least four weeks’ notice is required for cancellation. Cancellation within four weeks will result in the loss of the special event deposit.
  • Internal groups are responsible for cancelling confirmed bookings if they are not using the space. One week’s notice is expected.
  • Sport & Recreation Services reserves the right to cancel any scheduled event. Outdoor events may be cancelled due to inclement weather. Sport & Rec Services will work with the user group to relocate or reschedule if possible.