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A user friendly online application process, access to a listing of available facilities and a centralized rental office, are just some of the ways that the Renfrew County District School Board is working to provide a seamless offering of school facilities to local community groups.
RENTING A SCHOOL FACILITY
CHOOSE A FACILITY that will suit your needs. The new online software provides access to school facilities across Renfrew County, such as: gymnasiums, auditoriums, classrooms, cafeterias and libraries.
APPLY to rent a school facility using the fast and easy online application system. If you are a new user you will need to create a new account or, if you are an existing user, you can simply login using your previously created account. ** INSURANCE ** If you have your own general liability insurance coverage, ensure you have Name of Insurance Company, Policy # and Expiration Date before starting to enter your permit. If you need to purchase Board's liability insurance for your event, the community use of schools co-ordinator will add the cost to any permit costs that apply.
APPROVAL - Once an application has been approved, a Rental Permit will be electronically issued or the applicant can logon at any time to view the status of the permit. The new software simplifies the payment process with a secure online payment method.
PRIORITY OF USE OF FACILITIES
In order to ensure that all sectors of the community have access to school facilities on an equitable basis, usage priorities have been established. Where user groups desire the same time frame and the same location, the following factors will be taken into consideration:
- The user group category and activity
- Potential for alternative venues
- The previous history of the user group
- Long-term bookings vs. single use bookings
USER GROUP CATEGORIES
Category |
Description |
1 |
School Related Activities sponsored by the district or co-curricular activities sponsored by the school administration as part of the educational program (includes club and athletic activities, commencement exercise, school plays, extra class instruction, professional development meetings, Continuing Education Programs and School Dances held on a school day. |
2 |
Community Non-Profit Youth clubs or groups where no alternate accommodation is available through their affiliation (i.e Boy Scouts, Girl Guides), Meetings of School Councils, Home and School associations, Ratepayers Associations, Board employee unions or federations, Community sponsored political meetings (i.e Meet the Candidates Night), Any municipality-sponsored function operated under a reciprocal Board/Municipal Agreement, Recreational and cultural activities sponsored and arranged by local community organizations where the activity is formally advertised and for which no admission fee or registration fee is charged. |
3 |
Adult Group Non-fundraising Adult clubs or groups when the activity is not for fundraising purposes or when all proceeds from the activity are distributed to charity organizations or used for charitable purposes, Churches and church schools (when a church congregation does not have a building of its own, it may use school facilities at Category 3 rates for a period of three years, after three years Category 4 rates apply), Municipal nursery schools, Partisan political meetings, Schools and classes for youth
(music, dancing, fitness, etc) operated for private gain. |
4 |
Adult Group Fundraising/Private Gain Adult clubs or group when the activity is for fundraising purposes and the proceeds are retained by the club or group, Schools and classes for adults (dancing, drama, fitness, music, etc) operated for private gain, Classes or courses sponsored by educational institutions such as Algonquin College or University of Ottawa. |
5 |
Commercial Functions of a commercial nature whether sponsored by a local or non-local organization and for which admission fees are charged or which are operated for private or corporate gain. |
School facilities are available for rent from mid-September to June, Monday to Friday, generally during the hours of 6:00pm to 10:00pm, and on weekends and the month of July between the hours of 7:00am to 10:00pm unless otherwise agreed upon. Due to cleaning and maintenance requirements, school facilities are not available during the Christmas break or March Break. There is limited availability during the month of August. Rental applications must be submitted a minimum of two weeks prior to the requested use date(s). Auditorium rental applications must be submitted at least six weeks prior to the event date. All use of schools by outside groups shall be cancelled when schools are closed due to inclement weather, or any other causes beyond control of the school board. The rental office will electronically notify affected groups. No applicant shall be granted a permit to use any building or facility unless the individual is a responsible person at least 18 years of age. School facilities are not available to private groups for personal activities such as: wedding dances, receptions, private parties, or other privately sponsored activities. |
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