CHAPPELLE GARDENS SCHOOL GROUP RENTAL AGREEMENT

Last updated: February 05, 2026

1. Rental Requirements

To confirm and secure a school group booking, the following conditions must be met:

• Completion of this School Group Rental Agreement and Waiver, with signed acknowledgment of all terms and conditions.

• Full payment of the rental invoice within 48 hours of booking confirmation.

• Submission of a damage deposit authorization form when required. No charges or holds are placed on the card unless damage, cleaning, or additional fees are incurred.

• Submission of proof of school district insurance coverage or equivalent third-party insurance upon request.

Failure to meet these requirements may result in cancellation of the reservation.

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2. Insurance Requirements

The Chappelle Gardens Residents Association (CGRA) does not provide insurance coverage for school group rentals.

It is the responsibility of the school to ensure coverage under their school district’s insurance policy or to obtain equivalent third-party liability insurance. Proof of insurance must be provided upon request.

CGRA is not responsible for any damages, liabilities, injuries, or claims arising from school group activities.

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3. Damage Deposit and Charges

Where applicable, a completed damage deposit authorization form with a valid credit card is required prior to the rental period.

• No charge or pre-authorization is placed on the card unless damage, cleaning, or additional fees are incurred.

• The card on file may be charged for:

  • Damage to CGRA facilities, equipment, or amenities.

  • Excessive or specialized cleaning beyond routine use.

  • Cleaning or replacement of CGRA-owned items such as tablecloths or linens returned stained or damaged.

  • Emergency response, staffing, overtime, or early entry costs resulting from misuse of the facility or failure to vacate on time.

• If charges are required, CGRA will notify the school within 3 to 5 business days.

• Costs exceeding the amount charged will be invoiced separately.

Edmonton Public Schools (EPSB) Damage Charges

Edmonton Public Schools bookings are not required to submit a damage deposit or credit card authorization. In the event of damage, excessive cleaning, or additional charges resulting from the booking, CGRA will document the issue and invoice the school directly following the event. Payment timelines are subject to Edmonton Public Schools’ internal processing procedures.

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4. Booking Policies and Conditions

• Bookings are processed on a first-come, first-served basis.

• Attendance is limited to a maximum of 165 students on site at any one time. No exceptions.

• Schools must provide adequate supervision in accordance with school board standards.

• Booking options include morning or afternoon sessions, or Thursday bookings which are offered as a single 5-hour block.

• School group bookings do not guarantee exclusive use of outdoor park amenities unless explicitly stated in writing.

• Groups must vacate promptly at the end of their scheduled booking time.

• Overtime fees apply if a group fails to vacate on time:

  • $50 per 15-minute increment beyond the scheduled end time.

• All bookings are weather-dependent and may be cancelled, delayed, or modified for safety reasons.

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5. Pricing and Attendance Adjustments

• Pricing is based on the maximum number of students on site at any one time.

• Schools may add up to 10 additional students beyond their selected tier at a rate of $3 per student.

• Once this buffer is exceeded, the booking will be charged at the next tier.

• Thursday bookings are 5 hours in length and are priced proportionally to standard 3-hour bookings, with rates rounded to the nearest $5.

• CGRA reserves the right to adjust charges following the booking based on verified attendance or use exceeding the selected tier, buffer allowance, or booking conditions.

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6. Modification and Cancellation Policy

• Requests to modify the booking date, time, or group size must be submitted in writing at least 14 days prior to the booking date.

• Cancellations must be submitted in writing via email.

• Refunds are processed as follows:

  • 100 percent refund, minus a $15 administrative fee, for cancellations made 14 or more days in advance.

  • 50 percent refund, minus a $15 administrative fee, for cancellations made 7 to 13 days in advance.

  • No refund for cancellations made fewer than 7 days prior to the booking date.

• Weather-related cancellations initiated by CGRA may be eligible for rescheduling or stored credit, subject to availability.

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7. Facility Rules and Conduct

• Supervising adults are responsible for student behavior and safety at all times.

• Safe and appropriate conduct is required on all CGRA amenities, including playgrounds, splash park areas, skating surfaces, and park spaces.

• Horseplay, aggressive behavior, and unsafe use of equipment are prohibited.

• Students must remain within the designated rental areas at all times.

• All CGRA staff decisions related to safety, facility use, and policy enforcement are final.

• CGRA reserves the right to end a booking without refund if unsafe, disruptive, or inappropriate behavior occurs.

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8. Facility Use, Equipment, and First Aid

• Groups are responsible for maintaining reasonable cleanliness in all areas used during the booking.

• All personal belongings, garbage, and materials must be collected and removed before departure.

• Schools must check outdoor areas prior to departure to ensure no items are left behind.

• CGRA is not responsible for lost, stolen, or damaged personal belongings.

• CGRA-provided equipment must be used appropriately and treated with care.

• Schools must bring their own first aid kit to address minor injuries.

• Splash park and skating bookings do not include equipment rentals. Schools must bring their own skates, helmets, sports balls, racquets, or other required equipment.

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9. Prohibited Items and Activities

The following items and activities are strictly prohibited on CGRA property, including all outdoor park areas:

• Glass containers or glass items of any kind, including bottles, jars, and drinkware.

• Confetti, glitter, rice, birdseed, silly string, smoke bombs, sparklers, or similar materials.

• Alcohol, cannabis, or controlled substances.

• Smoking or vaping anywhere on CGRA property.

• Open flames or fireworks without explicit written approval.

Violation of these policies may result in immediate termination of the booking without refund and may result in additional charges.

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10. Snack Shack

• Snack Shack orders must be pre-submitted in advance of your visit.

• On-site, same-day Snack Shack requests cannot be accommodated.

• Supervising adults are responsible for monitoring student purchases.

• Product availability and payment methods will be confirmed in advance.

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11. Photo, Video, and Security

• CGRA does not photograph or record school groups for promotional use without prior written consent from school administration.

• Security cameras are in use on site for safety and facility security purposes.

• By attending, you acknowledge that your group may be recorded for security monitoring only.

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12. Liability Waiver and Indemnification

Participation in activities at Chappelle Gardens involves inherent risks, including slips, trips, falls, weather-related hazards, and other unforeseen incidents.

By signing this agreement, the school agrees to release, indemnify, and hold harmless CGRA from any liability, claims, losses, or damages arising from participation in the booking, including those resulting from the actions or omissions of participants or supervising adults.

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13. Weather Disruptions

• CGRA continuously monitors weather conditions.

• CGRA reserves the right to cancel or end activities early if weather conditions pose a safety risk.

• Early termination due to weather may not be eligible for refund.

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14. Final Agreement and Signature

I have read, understood, and agree to comply with the Chappelle Gardens School Group Rental Agreement in its entirety.

Renter Name: [FIRST NAME] [LAST NAME]
Signature: