Facility Rental Agreement

Rental Agreement

Room bookings and holds:

• Bookings are on a first come first serve basis. We can hold your preferred date for up to two (2) days.
• Multiple booking holds are not permitted to keep our room availability open and fair to all resident members.
•  A staffing fee of $50.00 an hour past 9:00 pm will apply for all rentals that are booked past 9:00 pm in addition to the room rental rates.
• The Chappelle Gardens Residents Association building must be vacated by the agreed upon end of booking. 12:00 am is the latest that a booking may be made to.
• Access to the outdoor amenities is prohibited past 9:00 pm.
• The person booking the event must be at least 18 years of age and must be in attendance for the entire event. The renter is responsible for their guests.

     I agree to the conditions 

Changes to the Rental Agreement and Cancellation Policy:

• All changes to the room booking (including times or room changes) must be done in writing at least 2 weeks prior to the rental date. 
• Changes will be made based on availability and at the discretion of the Event Coordinator. A $15.00 administration fee may apply.
• Cancellations must be made in writing via email. The refund policy is as follows,

1. 100% refund if the rental is cancelled more than 2 weeks prior to the event.
2. 50% refund if the rental is cancelled less than 2 weeks, but more than a week prior to the rental. 
3. No refund will be issued if the event is cancelled within 1 week of the rental date. 

     I agree to the conditions 

Additional Charges:

• Failure to leave by your contract end time will result in a penalty of $50.00/every 15 minutes.
• Damaged chairs will result in a $40.00 charge per chair.
• Damaged tables will result in a $150.00 charge per table.
• Room rentals found to have used confetti during their event will result in a $100.00 fine.
• If a fire extinguisher is activated without just cause a $150.00 fine per extinguisher, plus any additional associated costs, will be charged to cover the costs of replacement.
• If the fire alarm is triggered, the host is responsible to cover the cost for the false-call to our emergency service provider.
• All returned cheques will be charges a $50.00 NSF fee.

     I agree to the conditions 

Facility Restrictions:

•  Renter must complete a Pre and Post Rental Inspection with a CGRA staff member. Failure to complete the inspection will result in a Non-Contest should any damages be identified.
•  The facility may be rented for private functions only. Rental for public events is not permitted. Rental events cannot be advertised, generate revenue by charging an entry fee, marketing, or selling  products or services. 
•  Your group is restricted to the room rented. Children under the age of 12 are not to be left unattended.
• All guests must vacate the facility by the end of the booking.
• The combination of renting an indoor room and outdoor picnic site, or combining rooms is not permitted.

     I agree to the conditions 

Management Rights/Misconduct:

• CGRA personnel has full right to shut down any event if at any time there is any demonstration of unruly,
  inappropriate, and/or unacceptable behavior by the renter and/or any of their guests, including children, that cannot be resolved immediately. Police will be called and any future rentals will be null and void, without refund.
•  Management has the right to cancel any rental agreement if it is found out that the rental is to be used for any purpose other than that which it was originally agreed to, or if the renter has in any way misrepresented themselves to the CGRA staff in order to obtain the rental. 

      I agree to the conditions 

Noise Bylaw, Food, and Alcohol: 

•  Please ensure the doors and windows must be closed after 10:00pm and the music must be turned down (as per the City of Edmonton Noise Bylaw #7255).
• All food and beverages MUST remain within the room being rented. 
• If serving alcohol of any kind, the renter must obtain a liquor permit and post it for the duration of your rental or  your rental will be shut down. It is your responsibility to follow the guidelines of your AGLC Liquor License.
  • Alcohol is only permitted in room(s) specified on your contract.
  • Alcohol is not permitted in the park.

I will be serving liquor at my event 

      I agree to the conditions 

Smoking and Fire Extinguishers:

• The Chappelle Gardens Residents Association is a smoke free environment. The entire facility, including park areas, are nonsmoking. We request, and will enforce, strict observance of this regulation.
•  There are designated smoking areas in the parking lot.
  
• If a fire extinguisher is activated without just cause a $150.00 fine per extinguisher, plus any additional associated costs, will be charged to cover the costs of replacement.

  I agree to the conditions 

Decoration, Set Up and Take Down:

• Only painters tape or sticky putty is to be used for any decorating. No scotch tape, nails, tacks or staples are permitted.
• No open flame candles allowed as they must be in a secure holder.
• No confetti (including confetti filled balloons), glitter, throwing rice or bird seed of any kind is allowed.
• The room rented must be left in good condition as found at the beginning of the rental period.
• You are responsible for clean-up of the room and it must be done within the time of your rental.
• At the end of your event please ensure all litter and garbage picked up, put in garbage bags and all recycling is put in the recycling. All decorations must be taken down. Windows and doors closed. Any personal belongings, equipment, rented décor or furniture, or anything provided by caterers must be removed from the facility at the end of your rental.
• Please refrain from allowing children to play in the hallways during your booking as it is a safety and fire hazard. During your booking, your guests have access to our 5-acre park and all of its amenities. Guests must remain in your rental space. 

     I agree to the conditions