CHAPPELLE GARDENS SCHOOL GROUP RENTAL AGREEMENT

Last updated: May 8, 2025

1. Rental Requirements

To confirm and secure a school group booking, the following conditions must be met:
- Execution of this School Group Booking 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 $500.00 refundable damage deposit via credit card.
- 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 that they are covered by their school district’s insurance policy or obtain equivalent third-party liability coverage.
Proof of insurance must be submitted to CGRA 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 Policy

A $500.00 refundable damage deposit is required prior to the rental period.
- The deposit may be fully or partially retained for:
  - Damage to CGRA structures, equipment, or amenities.
  - Cleaning charges due to prohibited items such as confetti, glitter, or smoke bombs.
  - Emergency response fees resulting from misuse of the facility.
- If deductions are necessary, CGRA will notify the school within 3–5 business days.
- Costs exceeding the damage deposit will be invoiced separately.

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4. Booking Policies & Conditions

- Bookings are processed on a first-come, first-served basis.
- Attendance is limited to 150 students plus required supervising adults.
- Supervising adults must meet Alberta Public School Division standards (typically 1 adult per 10 students).
- Sessions are limited to:
  - Morning Session: 9:00 AM – 12:00 PM
  - Afternoon Session: 12:30 PM – 3:30 PM
- Groups must vacate promptly at the end of their scheduled session.
- Overtime fees apply if a group fails to vacate on time:
  - $50.00 per 15-minute increment beyond the scheduled end time.
- All bookings are weather-dependent and subject to cancellation or rescheduling.

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5. Modification & Cancellation Policy

- Requests to modify 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% refund (minus $15.00 administrative fee) for cancellations made 14+ days prior.
  - 50% refund (minus $15.00 administrative fee) for cancellations made 7–13 days prior.
  - No refund for cancellations made less than 7 days prior.
- Weather-related cancellations are eligible for full refunds or free rescheduling.

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6. Facility Rules and Conduct

- Supervising adults are responsible for student behavior and safety at all times.
- Safe and appropriate conduct is required on playgrounds, splash park equipment, and/or skating surfaces.
- Horseplay, aggressive behavior, and unsafe use of equipment are prohibited.
- Students must stay within the designated rental area.
- CGRA reserves the right to terminate any booking without refund if unsafe, disruptive, or inappropriate behavior occurs.

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7. Facility Usage and Cleanliness

- Groups must maintain cleanliness within the Skate Change Room (winter) and outdoor areas.
- Groups must minimize tracking of snow, dirt, and moisture indoors.
- All belongings, garbage, and debris must be collected and removed before departure.
- Facility-provided equipment must be treated respectfully and used appropriately.

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8. Prohibited Items

- Confetti, glitter, rice, birdseed, silly string, smoke bombs, fireworks, and sparklers.
- Alcoholic beverages and controlled substances.
- Smoking and vaping on CGRA property.
- Open flames or fireworks without explicit written approval.
Violation of these policies may result in immediate event termination without refund and forfeiture of the damage deposit.

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9. Snack Shack

- A Snack Shack will be open during your booking, offering sodas, chocolate bars, and chips for purchase.
- Supervising adults are responsible for monitoring students purchasing items.
- Payment options may vary; please check with CGRA in advance.

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10. Photo, Video, and Security Policy

- CGRA does not photograph or record school groups for promotional purposes without prior consent from the 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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11. Liability Waiver

- Participation in activities at Chappelle Gardens involves inherent risks, including but not limited to slips, trips, falls, weather-related injuries, and other accidents.
- By signing this agreement, the school and supervising adults release CGRA from any liability for personal injury, illness, loss, or damage to personal property during the course of the booking.

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12. Weather Disruptions

- CGRA monitors weather conditions to ensure participant safety.
- If severe weather occurs before or during a booking, CGRA reserves the right to cancel or end activities early for safety reasons.
- If weather causes early termination of an ongoing session, refunds or rescheduling may not apply.

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12. Final Agreement & Signature

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

Renter Name: [FIRST NAME] [LAST NAME]
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