The Fenlands Recreation Centre - Arena & Curling Rental Application

Primary Contact (Billing details)

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You will receive a confirmation of your completed application by email.

The Booking Administrator will contact you to confirm your rental once your application has been reviewed. Rental applications will be processed in accordance with the Town of Banff Public Use of Municipal Facilities Policy.

First name *

Last name *

Organization (if applicable)

Email *

Mobile *

Address *

City *

Country *

State/Province *

Zip/Postal code *

Secondary Contact (if applicable)

On-site or "day of" contact.

First name

Last name

Email

Mobile

Organization Representative (if applicable)

I hereby authorize that I have the legal authority to act as a representative for the above noted organization. I further agree to act as the official liaison for the organization and to be the main point of contact with the Town of Banff.

Yes

Name of Rental *

Reason or purpose of the rental

Users Age(s) Range

Example: U11

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Check the current availability of rentable facilities

Facility Availability

Rental Facilities Available *

Please select the facilities you want to rent and then add the dates/times below.

Rental(s) Date & Time Request

If requesting multiple facilities, please note the facility location under "note".

+ Add

0 hours

Fenlands Arena Flood Policy

This policy applies to all arena ice maintenance and non-ice facility access for ice rentals at The Fenlands. All users of The Fenlands arenas are expected to comply with this procedure. Non-compliance may result in additional rental fees or the forfeiture of a deposit.

Flooding
The maximum time allowed before a flood is required for rentals:
a) Under-7 (U7) and Under-9 (U9) minor hockey (includes Cross-Ice): 2 hours
b) Under-11 (U11):1.75 hours

C) Under-13 (U13): 1.25 hours

D) Under-15 (U15): 1.5 hours (Flood between period 1& 2 or 2&3)

E) Under-18 (U18) minor hockey: 2 hours (Flood after each period)
F) Private adult recreation hockey leagues & tournaments: 1.5 hours (Flood between period 1& 2 or 2&3)
G) Figure skating: 2 hours
H) Speed skating: 1 hour
I) Amateur & Sledge leagues: Flood after each period for Games/Tournaments
J) Professional leagues: Flood after each period for Games/Tournaments

Resurfacing and Ice Maintenance
In any and all instances, where Facilities staff deem that the ice surface condition is in a poor state of repair and could result in injury to participants, they may flood, and patch as necessary.
All games, practices, and public sessions will start on fresh clean ice (i.e. resurfaced).

Resurfacing and ice maintenance between bookings / games will be as follows:
A 15-minute maintenance period will be scheduled following all minor hockey, hockey school, public sessions, adult hockey and *skating club bookings/games.
*Skate Club bookings may require additional resurfacing time depending on the on the anticipated impacts to ice. This will be communicated by the Booking Administrator and Facility Foreman during the application process.
A 30-minute maintenance period will be scheduled following the last Sledge Hockey booking each day.
A 30-minute maintenance period will be scheduled following all Amateur Hockey bookings.
A 45-minute maintenance period will be scheduled following all Professional Hockey bookings.

Ice users requiring more than 15 minutes for resurfacing and ice maintenance between and following a prime-time booking will be charged for that time.

A user will be charged for unreasonable damage to the ice surface which may include, but is not limited to, unusual stress on the ice that cannot be restored through regular ice maintenance, which is typically one resurfacing, by the ice resurfacer.

Where damage to an ice surface results in loss of booking time to another user, the following user’s booked time will be shortened. The user that caused the damage will be billed for the loss of ice time incurred by the other user. The time of floods will be at the discretion of the Facilities staff.

Block Bookings
Block bookings are required for tournaments and camps. Tournament and camp schedules must be submitted to the Booking Administrator a minimum two weeks prior to the rental date. Floods in between the tournament and camp games will be charged to the client.

Dressing Rooms
Dressing room assignments will be posted on the lobby screen a minimum of one hour prior to the start of the first game or practice each day.
Responsible supervision is expected in the dressing rooms.
Dressing rooms will be assigned as follows:
1 dressing room will be assigned per practice
2 dressing rooms will be assigned per game and for cross-ice practices

Additional dressing rooms will be available to users for inclusivity and equitability purposes where available. Dressing room needs (i.e. game or practice) must be communicated to the Booking Admin one (1) week prior to use.
Teams will be provided access to the dressing room a minimum of 45 minutes prior and maximum of 30 minutes post rental time. Dressing room overstays may result in additional rental fees or the forfeiture of a deposit.

CURLING PACKAGES

House Package
• Two hours of curling
• 3 instructors & equipment for up to 48 people
• Lounge and bar services extend two hours post curling activity.

Sweepers Package
• Two hours of curling
• 3 instructors & equipment for up to 48 people
• Participants can enjoy the lounge and bar service during the two hours of curling activity.

Brooms and Sliders Package
• Two hours of curling
• 2 instructors & equipment for up to 24 people
• Participants can enjoy the lounge and bartending services during the two hours of curling activity.
*Plus GST

All packages can be purchased without bar service; please select "No Bartending Services" below if applicable.

Packages

Qty

Price ($)

Amount

House Package

Sweeper Package

Brooms and Sliders Package

Add on two dressing rooms with showers

No Bartending Services

Subtotal $0.00

Details

Guest Count *

Equipment & Facility Add-ons

Basic setup and equipment are included in standard rental rates. The following applies to applications with additional equipment requests. The Booking Administrator will confirm fees & charges once your application has been reviewed.

*Certain bookings may require labour charges (minimum 3 hours). Renters will be advised of charges at the time of invoicing.
**Equipment & Add-on prices listed are Non-Resident Rates. To qualify for Banff Resident Rates, please upload proof of residency below.

Additional Equipment

Qty

Price Per Unit

Amount

Tables (including lobby & registration tables)

$13.26

Plastic Sandwich Boards (24" x 36")

$20.40

Static Message Sign (4' x 8')

$81.60

White board (rolling)(includes markers)

$10.20

Flip chart stand

$10.20

Flip Chart Kit (markers, paper, sticky tack, pens)

$26.52

Pipe and Drape

$102.00

Additional Dressing Room

$93.00

Bartending/Bar Set Up (100 persons)

$262.00

Portable Bar & Ice Bin

$137.70

Subtotal $0.00

Details

Are there any accessibility accommodations you need to fully enjoy this rental experience? Please let us know. We care!

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Upload Certificate of Insurance (if applicable)

Renters are required to provide a certificate of insurance prior to commencement of a rental that includes:

A minimum of $2 Million (2,000,000) of Commercial General Liability per occurrence; and
That lists the Town of Banff and His Majesty the King in the Right of Canada as represented by the Parks Canada Agency as additional insured with no limitation on the scope afforded.

It is the Renter’s responsibility to ensure that all required insurance and/or licenses are secured and provided to the facility booking staff prior to the rental start date (i.e. liquor license, vendor license, insurance, business license, etc.).

Upload Proof of Residency for Resident Rates (If applicable)

Examples of proof of residency include a utility bill (water, electric, gas), internet bill, rental agreement, property tax bill, etc.

Rental Terms & Conditions

RULES AND REGULATIONS
The Renter agrees to abide by the applicable Town of Banff bylaws and corporate policies. Additionally, the Renter agrees to follow the rules and regulations outlined below and use the rental space at its’ sole risk.

Representatives of the Town of Banff may remove participants and/or attendees who are believed to be in violation of the rules and regulations. The Renter and its participants who have violated the rules and regulations will forfeit the rental deposit. Repeat violations will result in additional loss of rental time, with no refund for paid rental fees.

The Renter agrees to follow the rules and regulations outlined below:

1. The Renter shall restrict the use by participants and/or attendees to the rental space.

2. The Renter shall be responsible for ensuring the safe, responsible and respectful use of the rental by the participants and/or attendees.

3. The Renter shall ensure that any damages to the rental space is reported to Town of Banff and the Renter shall be charged for the cost of replacement and/or repairs for such damages.

4. Warm-ups, meetings, setup and takedown, etc. times must be within the times specified in the rental.

5. The Renter accepts the rental space “as is, where is”.

6. The Renter shall not make or erect any installations, alterations, modifications, or additions to the rental space without prior written consent from the Town of Banff, which includes posting signage.

7. Where applicable, the Renter is responsible for obtaining a license from SOCAN when using music, live or recorded, during the rental.

8. The Renter will take reasonable steps to ensure that no unauthorized persons enter the rental space during the time of the rental.

9. The Renter shall use the rental space for the Purpose of Use and for no other purposes. The Renter shall not permit the use of the rental space by any other person without prior written approval of the Town of Banff.

10. The Renter shall not sell or distribute food and/or beverages for consumption and/or sell goods or services without the permission of the Town of Banff and then only after securing the necessary permits and/or licenses.

11. The Town of Banff may take a percentage of ticket sales or revenues for commercial events and/or bookings.

12. The Director of Community Services may at any time cancel the Rental Contract with or without cause.

13. The Renter shall ensure that all participants and attendees adhere to the Facility Guidelines. These guidelines include zero tolerance for having and or consuming alcohol unless otherwise approved by the Rental Administrator with appropriate liquor licensing.

14. The Renter agrees to use the rental space at their sole risk.

15. The Renter understands that the personal information collected in the process of issuing the rental permit is obtained under the Freedom of Information and Protection of Privacy Act and is necessary for the issuance of such rental contract/permit.

16. The Renter is responsible for obtaining the necessary insurance (inclusive of general liability insurance) for the duration of the Rental.

17. The Renter shall indemnify and hold harmless each of the Town of Banff and its elected officials, officers, employees and agents from and against any and all claims, actions, demands, damages, losses, liabilities and expenses arising out of or as the result of:

- Any breach, violation, or non-performance of the terms and conditions on the part of the Renter as set out in this Rental Contract;
- Any damage to property occasioned by the use of the rental space by the Renter, its employees, volunteers, members, coaches, participants, guests and invitees;
- Any injury, illness or death of any person or any damage to property or other losses arising from or resulting from the use of the rental space by the Renter, its employees, volunteers, members, coaches, participants, guests and invitees;
- Any act or omission (including theft or negligence) on the part of the Renter, its employees, volunteers, members, coaches, participants, guests and invitees; and/or
- Any breach of any intellectual property rights arising from or resulting from the use of the rental space.

INSURANCE and LICENSING
Renters are required to provide a certificate of insurance prior to commencement of a rental that includes:

A minimum of $2 Million (2,000,000) of Commercial General Liability per occurrence; and
That lists the Town of Banff and His Majesty the King in the Right of Canada as represented by the Parks Canada Agency as additional insured with no limitation on the scope afforded.

It is the Renter’s responsibility to ensure that all required insurance and/or licenses are secured and provided to the facility booking staff prior to the rental start date (i.e. liquor license, vendor license, insurance, business license, etc.).

A valid business license is required by vendors contracted by the Renter. For more information about business licensing please contact (403) 762.1215.

CHANGES / CANCELLATION

a) A full refund will be issued in the event a booking has been cancelled by the Town of Banff.

b) If the Renter provides written notice of cancellation 30 days or more from the first date of rental, 75 percent of the rental payment will be refunded.

c) If a cancellation or reduction in rental time is within 30 days of the rental, no refund will be issued.

d) A $25.00 administrative fee will be charged for all rental changes and cancellations (per occurrence).

PAYMENT

Full payment is required at the time of booking to confirm your rental.

*Note: Bookings that exceed $1000 are be considered a unique booking and require a minimum deposit of $1000 or 25% of the total booking, whichever is greater. Rentals must be paid in full 30 days prior to the rental.

**Block Bookings are considered unique bookings and will be invoiced on a monthly basis. Rentals must be paid in full 30 days prior to the rental.

A damage deposit of $500 will be charged to the Renter prior to the rental and is conditionally refundable, provided there is no damage to the facility or equipment as a direct result of the rental and if the Renter and its participants fully adhered to the Facility Guidelines and Rules and Regulations.

I (the Renter) certify that I have read the above terms and conditions and agree to be bound by them. I acknowledge that failure to comply with the above will result in a cancellation of the rental and loss of payment.

I have read and accept the rental terms and conditions *

Electronic signature

Please sign your name inside the box or type your name below.

Collection of Personal Information
The personal information you provide on this form is collected under Section 33(c) of Alberta’s Freedom ofInformation and Protection of Privacy Act. It will be used by the Town of Banff to manage Fenlands facilityrentals. Your information will be kept secure and confidential, and will not be shared outside the programadministrators.