Community Use of Schools Application and Release
116-1645 Woodroffe Avenue • Ottawa (Nepean), Ontario • K2G 1W2
T: 613.596.8260 • F: 613.596.8239 • E-mail: communityuse@ocdsb.ca
Personal information on this form is collected under the authority of the Education Act to process school facility rental applications.
ORGANIZATION INFORMATION
Organization Name:
Applicant’s Name:
Telephone: (H):
(B):
Fax:
Address:
Email:
BOOKING INFORMATION
Private
Non-Profit
Event: ______________________________________
Requested Day(s)
Choices of Schools
Start Date
Municipal
Adult Recreation
End Date
Youth
Requested Time(s)
A M/PM
AM/PM
__________________________________
AM/PM
AM/PM
__________________________________
AM/PM
AM/PM
AM/PM
AM/PM
AM/PM
AM/PM
__________________________________
Gymnasium Facilities:
Gym
Exercise Gym
Sports Equipment (specify) _____________________
Auditorium Facilities:
Auditorium
Dressing Room
Microphone/Audio system
*** SEE ADDITIONAL APPLICATION REQUIREMENTS FOR AUDITORIUM USE ***
Other Facilities:
Food to be served:
Cafeteria
Lobby
YES
NO
Tables
Chairs
Alcohol will be served:
Number of Classrooms (please specify) ____________________
Other (Please specify) _______________________________
YES
Please select ONE category which best describes the focus of your activity
Educational
Social
Arts and Cultural
Child Care
Programs
Parenting Supports
Leadership
Community
Services
Health and
Wellness
Support for Recent
Immigrants
Support to Low-income
Communities
Sports &
Recreation
Aboriginal-Focused
Program
Meetings
Other: ______________
NO (If yes, Special Occasion permit is required)
Please specify the age group
(Check all that apply)
0-6 years
7-12 years
13-18 years
19-24 years
25-64 years
65 years +
Male
Female
Both
Total Attendance: __________
MANDATORY ENCLOSURE: Liability Insurance naming OCDSB as additional insured with coverage of no less than $2
million per occurrence. (Please note that you can now purchase Liability Insurance through the Board and OSBIE)
Liability Insurance Attached
Request OCDSB/OSBIE Insurance
Submission of this application confirms the applicant's intention to book OCDSB facilities and assume responsibility of the associated costs. In consideration of the OttawaCarleton District School Board (hereinafter called the "District") granting a permit to the above named (hereinafter called the "Permit Holder") for the use of any property or
facilities owned by or under the control of the District, the Permit Holder, its successors and assigns and on behalf of its invitees and licensees hereby releases and forever
discharges and will protect and save harmless and indemnify the District, its trustees, officers and employees, their respective heirs, personal representatives, successors
and assigns, from any and all actions, claims or demands whatsoever which the Permit Holder, may have or which may arrive due to any accident or damage of any kind to
any person or property connected in any way with the Permit Holder on or about any property or facilities owned by or under the control of the District arising during or as a
consequence of the permit or any occupation or activities arising there under.
The Permit Holder is responsible for the activities and safety of the participants. The Permit Holder agrees to obtain Commercial General
Liability coverage in an amount no less than $2,000,000 per occurrence, including endorsements or other coverage appropriate to the
activities. Such coverage shall not exclude injury to participants. I have read, understand and will ensure the organization complies with
the regulations within this application.
______________________________________
Signature of Applicant
__________________________
Date
APPLICATION
PERMIT HOLDER PROCESSING / CANCELLATION / AMENDMENT FEES
Submit the completed application to the Community Use of Schools
office at least two weeks prior to the date of the event. Only the time,
date, facilities and equipment stipulated on the permit will be provided
to the permit holder.
All applicants will be charged a non refundable Permit Administration Fee. Permit
holders will be charged each time a permit is cancelled and/or amended (see User
Fee Schedule). The Community Use of Schools office (613.596.8260) must be
advised of cancellations and/or changes as soon as possible. Please do not
contact the school.
FACILITIES AND EQUIPMENT
Permits may be cancelled if two consecutive dates are missed.
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Permit holders must contact the Chief Custodian to familiarize
themselves with fire routes, school equipment and emergency
equipment.
Specialty rooms are not available.
Participants must wear non-marking, soft-soled shoes in
gymnasiums.
Classroom locations are assigned by the principal or designate.
School equipment fees apply (see User Fee Schedule).
Use of school equipment is limited and must be returned to its
proper storage area after use and the facility must be returned to
its original condition. Failure to do so will prohibit future use of
equipment and school facilities.
User groups are required to assist the custodial staff in set-up
and clean up for their event.
Use of showers is NOT permitted.
Permission is required from the school for the use of
microphone, audio and/or stage lighting equipment. Technician
fees apply.
ASBESTOS ADVISORY
Older buildings within the School Board may have asbestos in some
of the construction materials found within the room(s) you have
booked. A complete list of asbestos containing material (ACM), if
present can be found in the Asbestos Inventory Log Book in the Chief
Custodians office. As the permit holder, it is recommended that you
let the users under the permit know about this advisory as well. The
OCDSB has an Asbestos Management Program in place, as required
by Ontario Regulation 278/05. For more information please refer to
the Board’s asbestos procedure PR.619.HR located on our website.
PARKING
Permit holders, participants and attendees must park in the designated parking
areas. Violating vehicles will be ticketed or towed away at the owner's expense.
BOARD CANCELLATIONS/DISRUPTIONS OF SERVICE
The OCDSB reserves the right to cancel any permits should the facilities be
required for school or OCDSB purposes.
In the event of a service disruption, the permit holder will be contacted and the
reason for the disruption will be indicated. Permit holders are expected to identify
members of their group who have disabilities and notify those members in the
event of a service disruption. Permit holders are encouraged to listen to the radio
and check the Board website during winter months or in the event of severely
inclement weather for possible disruptions of service.
This procedure has been developed in accordance with the Accessibility for
Ontarians with Disabilities Act, 2005. Feedback is welcome on our services;
please visit our website at www.ocdsb.ca for more details.
DAMAGES
The OCDSB does not assume liability of injuries, loss or damage to persons or
property.
Permit holders will in no manner pledge the credit of the Ottawa-Carleton District
School Board and will save it harmless against any and all claims for damages
against persons or property which may be brought during or as a consequence of
this agreement or the occupation arising thereunder.
CONDUCT
Aggressive behavior and coarse language will not be tolerated.
Participants must be adequately supervised at all times and
must remain in the activity area only (e.g. gym). Permit holders
are responsible for youth activities and must have an adult supervisor
in dressing rooms and change rooms at all times.
No criticism of any religion, ethno-cultural, race, language or culture
shall be expressed at any meeting. No treasonable, disloyal,
subversive, or seditious meetings will be permitted or such views
expressed at any meeting.
Permit holders are responsible for the conduct and supervision of all
persons affiliated with their events and must ensure that OCDSB
regulations are observed.
Smoking is prohibited on all OCDSB premises. Violation of this
policy will result in the cancellation of permits.
Consumption of alcohol is permitted through OCDSB's Special
Occasion Permit. Violation of the permit guidelines will result in the
cancellation of permits.
Licensed security guards for events of 200 or more participants are
required at a ratio of 1:200, staffed to the facility capacity.
No advertising may be posted in, or circulated through, the schools
without prior approval from the OCDSB.
The OCDSB reserves the right to take any action required if accommodation and/or
facilities provided are damaged or left in unsatisfactory condition. Costs resulting
from damages will be charged to the offending permit holder.
REFUSAL TO COMPLY
Refusal of permit holders to comply with the OCDSB's procedures and policies will
result in the cancellation of permits at no cost or liability to the OCDSB.
AUDITORIUM APPLICATIONS (Must be submitted at least 6 weeks prior to
event)
Visit www.ocdsb.ca for more information on:
- Auditorium Booking Schedule - Auditorium Regulations
- $500.00 Deposit - Security Guards - Audio/Lighting Technicians
CLOSURES
All schools will be closed during the school breaks listed below.
Labour Day
Easter Break
Thanksgiving Day
Victoria Day
Christmas Break (2 weeks)
Canada Day
Family Day
Civic Holiday
March Break
Education Week (Elementary)
Due to safety concerns please note the following:
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Community Use of Schools
communityuse@ocdsb.ca
Nuts and nut products, shellfish and latex (e.g. balloons) are common
allergens and pose a significant health risk to students and community
members. Avoid bringing these materials into OCDSB facilities.
Youth are not to be involved in handling and moving tables.
116-1645 Woodroffe Avenue, Nepean, Ontario K2G 1W2
T: 613.596.8260 ▪ F: 613.596.8239
June 2012