Recreation - Facilities & Parks Rental Application (non-arena)

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 No N/A

Name of Rental

Reason or purpose of the rental

Check the current availability of rentable facilities:

Facility Availability

Tunnel Mountain Reservoir and Shelters can be booked online:

Book online

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 and/or parks, please note the location under "note".

+ Add

0 hours

Room Setup Selection

Banquet: Multiple round tables with chairs.
Boardroom: Several tables grouped together with chairs around the perimeter.
Classroom: Rows of tables with chairs on one side facing the front.
Hallow Square: Tables set up in an "O" shape with chairs around the perimeter.
Pods: Sets of two tables together with chairs around the perimeter.
Theatre seating with Centre aisle: Rows of chairs with an aisle.
Theatre Seating without a center aisle: Rows of chairs without an aisle.
U Shape: Tables set up in a U-shape with chairs along the outside

Guest Count *

SPORTS FIELDS AND BALL DIAMONDS CONDITIONS PROCEDURE

PURPOSE
This procedure shall provide direction users as it pertains to field openings and closures caused by inclement weather conditions. This procedure outlines the notification process between staff and booked clients. To keep damage to a minimum and ensure play safe conditions, fields may be closed during inclement weather. This reduces repair costs and the potential for the fields to be out of service for extended lengths of time.

PROCEDURE
Field Booking Period
The fields will be available to book from May – October each year. Warm weather in the spring may result in the field being free of snow and appear playable. However, they’re not officially open but may be used casually by users assuming all liability (i.e. no organized practices or games). It is recommended that outdoor field bookings be made from mid-May on only due to the mountain weather conditions that Banff experiences (i.e. late thaw). The rentals department shall notify renters of any potential delay and look to reschedule their field bookings.

Field Assessment
If the field is deemed to be saturated, no play shall be permitted for a minimum of 12 hours until after the rainfall ends. A saturated field is one on which the soil cannot absorb any additional moisture and water runs off or pools on the field. A saturated field can also be when water sponges up round your feet or when there is noticeable sinking when walking on it. Field conditions can also deteriorate quickly during inclement weather, especially with late afternoon thunderstorms that produce large amounts of precipitation.

Notification Process
Field closures will be made by 1 p.m. on weekdays for the ensuing evenings and by noon on Fridays for the weekend to assist with out of town team scheduling. Should a field be closed due to inclement weather the following steps will be taken:
-The Municipal Parks department will post closed signage on the fields.
-The rentals department shall also update the webpage: https://banff.ca/1284/Conditions-and-Closures
-The high school field gates shall be locked.

Renters will have their invoices adjusted for cancellations or rescheduled games/practices without penalty due to inclement weather the week following the occurrence. Refunds or booking changes will also be issued when the Air Quality Index is rated High or Very High.

The indoor turf can be booked as an alternative 48-hours in advance of an inclement weather forecast that will result in a field closure or where presently occurring. The outdoor field rental rate will be applied in these instances.

Field Open – Renter Responsibilities
Field assessments are only completed on weekdays and therefore, if there is a significant shift in the weather forecast on a Saturday or Sunday, the renter shall ensure that they use sound judgement based on this procedure to determine whether play shall proceed. If due to inclement weather experience, the renter cancels a game or practice on a weekend, they must e-mail the rentals department notifying of cancellation for that reason to receive a refund or to reschedule the week following.

Enforcement Process
If a renter disregards the procedure, a Town supervisor will contact the renter to remind them of the procedure and the requirement to adhere to it.
If the procedure is disregarded again, the renter shall forfeit their damage deposit.

If there is extensive damage to the field that resulted from organized play during a field closure, the renter shall be charged for the costs of repair in addition to the steps above being taken.

The procedure does not apply to closures that are required for regularly or emergency field maintenance. The rentals department will make all efforts to contact booked clients should the field be closed for maintenance in these instances.

Equipment & Facility Add-ons (Pavilion)

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

Showers (Pavilion Specific)

$10.00

Subtotal $0.00

Details

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

$13.26

Garbage Cans

$10.20

Plastic Sandwich Boards (24" x 36")

$10.20

Static Message Sign (4' x 8')

$81.60

Portable Bar & Ice Bin

$137.70

White board (rolling)(includes markers)

$10.20

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

$26.52

Pipe and Drape

$102.00

Bleacher Seating

$81.60

Portable Fire Pits

$15.30

Projector Screen

$25.50

Projector

$25.50

Bartending/Bar Set Up (100 persons)

$262.00

Subtotal $0.00

Details

Please indicate all that will apply to your event *

Depending upon activities, applicants may be required to supply additional documentation before final approval may be issued (i.e. insurance, liquor permit, etc.)

Yes

No

Is this a non-sporting related rental by unaffiliated individuals, groups and/or organizations with less than 25 people?

Is this rental request for a local non-profit, society or organization?

Is this rental a Town of Banff program, event or partnership?

Please indicate all that will apply to your event *

Depending upon activities, applicants may be required to supply additional documentation before final approval may be issued (i.e. insurance, liquor permit, etc.)

Yes

No

Alcoholic Beverages

Food Service

Vendors

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

0/150

CRPS Certificate of Insurance (requirements)

For All CRPS Facility Rentals:

Canadian Rockies Public School must be as additional insured with no limitation on the scope afforded.

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.
When reserving a facility owed by Canadian Rockies Public School, please list them 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 25% of the total booking. 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.

Recreation - Facilities & Parks Rental Application (non-arena)

Primary Contact (Billing details)

Secondary Contact (if applicable)

Organization Representative (if applicable)

Name of Rental

Check the current availability of rentable facilities: Facility Availability Tunnel Mountain Reservoir and Shelters can be booked online:Book online

Rental Facilities Available *

Rental(s) Date & Time Request

Room Setup Selection

Guest Count *

SPORTS FIELDS AND BALL DIAMONDS CONDITIONS PROCEDURE

Equipment & Facility Add-ons (Pavilion)

Equipment & Facility Add-ons

Please indicate all that will apply to your event *

Please indicate all that will apply to your event *

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

CRPS Certificate of Insurance (requirements)

Upload Certificate of Insurance (if applicable)

Upload Proof of Residency for Resident Rates (if applicable)

Rental Terms & Conditions

Electronic signature

Check the current availability of rentable facilities:

Facility Availability

Tunnel Mountain Reservoir and Shelters can be booked online:

Book online