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The following Responsibilities govern the use of all Renfrew County District School Board facilities. Failure to comply will result in immediate permit cancellation at no cost or liability to the school board.
RESPONSIBILITIES OF THE PERMIT HOLDER
The permit holder shall be responsible for the conduct and supervision of all persons admitted to school buildings and grounds, and shall ensure that all regulations herein contained are strictly observed.
SUPERVISION
The permit holder assumes full responsibility for the proper supervision and conduct of any activities and for any claims arising out of improper supervision or conduct of activities.
- All groups using school facilities must have adequate adult supervision, one of which is the person in charge named on the Permit.
- The applicant(s) or person(s) in charge must be in attendance at the function, and must stay until the premises are vacated and whenever possible, notify the on-site school board representative when leaving.
- Activities involving minors should be supervised by adults at a 1:20 ratio.
- Groups renting multiple facility spaces must have a supervisor in charge of each area.
- Supervisors must ensure start/finish times indicated on the rental permit are adhered to.
- Participants must not enter the school before the supervisor arrives and supervisors must ensure that participants remain within the designated rental areas and associated corridors and washrooms.
- No person, in possession of, or under the influence of, intoxicating beverages, narcotics or hallucinatory drugs shall be permitted on school property.
FACILITIES AND EQUIPMENT
- With the exception of bleachers, basketball nets and room dividers currently available on-site, the use of school equipment is at the discretion of the school principal and must be arranged in advance of the permit start date.
- In the event that equipment is lost or damaged, the user group shall be responsible for all costs resulting from replacement, and/or repairs.
- Vehicle parking is permitted only in designated parking areas.
- The use of materials on walls or other parts of the building is prohibited; this includes the use of screws, nails, staples, safety pins or adhesive materials to secure curtains, scenery, or anything else in the space.
- Playing baseball, golf, rugby or football is not permitted in gymnasiums and floor hockey is only permitted if plastic equipment is used. Baseball bats are not permitted inside schools.
- The application of powder, wax or other preparation to floors for any purpose is prohibited.
- Non-scuff rubber soled shoes are to be worn in gymnasiums for all sports activities.
- Indoor soccer balls must be used for all indoor soccer activities.
- Food and flavoured beverages are prohibited in gymnasiums and auditoriums.
- Board representatives only may adjust mechanical equipment such as; thermostats, fans, folding partition doors and bleachers.
- All items brought onto school property by the rental group shall be removed promptly after the permit activity.
- Storage space for equipment is not available in the schools.
- If classrooms are used, chalkboards, equipment, and teacher aids must not be disturbed and the rooms must be left in original state of order.
- Damages arising out of the use of schools by any user group must be reported immediately to the on-site school board representative. Financial responsibility for damages to School Board property must be borne by the permit holder.
- User groups shall not hold the schools, board, their staff or agents responsible for damage to, destruction of, or loss of property belonging to the group or group participants.
EMERGENCY, SAFETY AND SECURITY REGULATIONS
- Permit holders must have an appropriate plan to deal with medical emergencies and/or medical conditions while on school property.
- If an accident or injury occurs during the rental period it is the responsibility of the lead supervisor to report the incident immediately to the on-site school board representative.
- User groups shall not hold the schools, board, their staff or agents responsible for any instances of bodily injury, sickness, disease or death sustained by user group participants while on school premises.
- Permit holders are responsible for the enforcement of all Fire Safety Regulations and must ensure that no obstructions are placed in corridors or in front of fire exists.
- Submission of a floor plan for Fire Safety compliance and approval may be required.
- During all non-school hours rooms must be locked unless occupied. This includes closing and locking the windows.
- Rental groups are responsible for coordinating access of arrivals. Specifically, doors may not be propped open during the rental period.
- Valuable materials must be maintained in a secure fashion.
- Licensed security guards may be required for events of 200 or more participants.
- Where a permit holder has reasonable and probable grounds to believe a person is on the premises without permission or is carrying on a prohibited activity on the premises and the offending person refuses to leave the premises as directed, the permit holder shall immediately notify the board representative. If the board representative is not available, the permit holder shall use due diligence to determine if they should contact the police directly.
CANCELLATIONS AND REFUND PROCEDURES
- The Rental Office reserves the right to cancel a permit if it is necessary to use the reserved accommodation for school use. Permit cancellations will be made only as a last resource. The group will be notified of the cancellation and offered an alternative date or location as compensation. If no alternative date or location is agreeable, a credit will be issued which may be used against future rental charges. The board assumes NO responsibility for any additional expenses, distress, disappointment, frustration and/or inconvenience as a result of such cancellation or alteration to a permit.
- 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.
- Refund of rental charges will be made ONLY if the rental office is notified at least three days before the event occurs.
- First ‘No Show' - $25.00 charge + applicable rental/staffing expenses; second ‘No Show' - $25.00 charge + applicable expenses; third ‘No Show' - $50.00 charge + applicable expenses and the remainder of the permit will be cancelled
*Please Note: Additional Rules and Regulations apply to Auditorium Rentals
FACTORS TO NOTE
- No applicant shall be granted a permit to use school facilities unless the individual is a responsible person at least 18 years of age.
- School facilities shall not be used in any manner contrary to the Ministry of Education rules and regulations.
- School facilities are not available to private groups for personal activities, such as; dances, receptions, birthday parties, wedding or baby showers or other privately sponsored activities.
- Assignment or subletting of the permitted premises to a third party is prohibited and is grounds for immediate Permit cancellation.
- Permit holders must have a copy of the approved permit at each event. Persons unable to produce the permit may have entrance to school facilities delayed pending verification by a board representative.
- A board employee, familiar with emergency and security procedures, must be on site for all activities. He/she is on duty for the care and protection of school property, not as a supervisor of an activity in progress.
LIABILITY & INSURANCE
All groups must submit proof of comprehensive general liability insurance when applying to rent a school facility by submitting a Certificate of Insurance naming Renfrew County District School Board as an additional insured for an amount not less than $2,000,000. ($2 million). The insurance policy must cover the activities of the Authorized User and the activities of any other person for whom the party is responsible. Groups that do not submit proof of liability insurance with the rental application will have the cost of insurance included on their invoice.
RESTRICTIONS
- The use, sale or supply of tobacco and alcohol is NOT permitted on school property.
- Fireworks, dry ice, fog/smoke machines and pyrotechnical devices are NOT permitted.
- The following activities are NOT permitted on school property; private parties, games of chance, lotteries or gambling, or activities involving the discharge of weapons, such as guns, archery, crossbows and knives.
HEALTH AND SAFETY
- Nuts, nut products, shellfish, fragrances, and latex may pose a significant health risk to students and community members and are NOT permitted on most school properties.
- In the interests of health and safety, animals, with the exception of service dogs, are NOT permitted on school property.
- If food is prepared, consumed and/or sold, the user group must obtain Rental Office approval, and comply with Ministry Health and Fire Safety Regulations.
ADVERTISING
Advertising by permit holders in or about school property is forbidden without written permission from the Rental Office.
SLEEPING ACCOMMODATION
Facilities may not be used for sleeping accommodation except in rare and unusual circumstances and contingent upon the necessary approvals. (i.e. Superintendents of Education and the Chief Fire Official)
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