CHAPPELLE GARDENS INDOOR RENTAL AGREEMENT

Last updated: May 3, 2025

1. Rental Requirements

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

• Execution of this Rental Agreement with a signed acknowledgment of all terms and conditions.
• Full payment of the rental invoice within 48 hours of booking confirmation.
• Submission of a $500.00 damage deposit via credit card.

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

I acknowledge and accept these rental requirements.

2. Insurance Requirements

CGRA does not provide insurance for private rentals. Renters are fully responsible for all activities related to their event and are strongly encouraged to obtain third-party liability insurance.

• Private Events: Confirm whether your homeowner’s insurance includes event liability coverage.
• Events with Alcohol: Liquor liability insurance is mandatory. DUUO offers online event insurance for convenience.

CGRA assumes no responsibility for damages, claims, or injuries related to facility use.

I acknowledge and accept these insurance requirements.

3. Damage Deposit Policy

A $500.00 damage deposit is required via credit card before the rental period. If the rental space is returned in acceptable condition, without damages, violations, or additional cleaning requirements, the deposit will be securely disposed of within 48 hours at the sole discretion of the Event Coordinator.

The damage deposit may be fully or partially retained for:

• Any damage to facility structures, furniture, or property.
• Cleaning charges resulting from prohibited items such as confetti, glitter, sparklers, smoke bombs, or excessive mess.
• False emergency response costs in the event the fire alarm is triggered by renter actions.

Pre- and post-event inspections are mandatory and must be conducted with a CGRA staff member. Failure to complete inspections waives the right to contest any damage claims.

If deductions are necessary, CGRA will notify the renter within 3–5 business days following the rental. If damages exceed the $500.00 deposit, CGRA reserves the right to charge the additional costs directly to the credit card on file.

I acknowledge and accept the damage deposit policy.

4. Booking Policies & Rental Conditions

• Bookings are processed on a first-come, first-served basis.
• CGRA will hold a rental date for up to two (2) calendar days; multiple concurrent holds are not permitted.
• Block bookings (e.g., multiple Fridays or Sundays) are not permitted unless approved by management.
• A staffing fee of $50.00 per hour applies to all rentals extending beyond 9:00 PM.
• All rentals must conclude, and the facility must be vacated no later than 12:00 AM.
• Outdoor amenities are unavailable past 9:00 PM.
• The primary renter must be at least 18 years of age and must be present for the entirety of the event.
• The renter assumes full responsibility for all guests and their actions.

I acknowledge and accept these rental conditions.

5. Modification & Cancellation Policy

• Modification requests (date, time, or room changes) must be submitted in writing at least 14 days prior to the rental date.
• Modifications are subject to availability and approval by the Event Coordinator. A $15.00 administrative fee may apply.
• Cancellations must be submitted in writing via email. Refunds will be processed as follows:
  • 100% refund for cancellations made 14 or more days prior to the rental date (less $15.00 administrative fee).
  • 50% refund for cancellations made 7 to 13 days prior to the rental date (less $15.00 administrative fee).
  • No refund for cancellations made less than 7 days prior to the rental date.

In the case of inclement weather affecting outdoor rentals (e.g., rain, snow, poor air quality), cancellations may be made up to 12 hours in advance for a stored credit or rescheduled booking at CGRA’s discretion.

I acknowledge and accept the cancellation policy.

6. Fees, Penalties & Additional Charges

• Exceeding contracted rental time: $50.00 per 15-minute increment.
• Damage or contamination that cannot be remedied by standard cleaning may result in additional charges for full replacement of affected items, including but not limited to carpet, furniture, tablecloths, or fixtures.
• Damage or contamination that cannot be remedied by standard cleaning may result in additional charges for full replacement of affected items, including but not limited to carpet, furniture, or fixtures.
• Starting setup or arriving before contracted time: $50.00 per 15-minute increment.
• Damage to chairs: $40.00 per chair.
• Damage to tables: $150.00 per table.
• Use of confetti, glitter, smoke bombs, silly string, rice, birdseed, or other disruptive items: $100.00 fine plus cleaning/replacement costs.
• False fire extinguisher activation: $150.00 fine per extinguisher plus replacement costs.
• False fire alarm activation: Renter assumes full responsibility for all emergency response fees.
• NSF (Non-Sufficient Funds) fees for returned cheques: $50.00 per occurrence.

I acknowledge and accept these additional fees and penalties.

7. Facility Usage Restrictions

• Guest capacity limits must be strictly followed:
  • Edmonton Dream Living Space: Max 30 guests
  • Chappelle Veterinary Room: Max 60 guests
  • Jagare Ridge Dental Picnic Tables: Max 30 guests
  • Gazebo: Max 30 guests
• Guest capacity includes all attendees, vendors, contractors, caterers, entertainers, event hosts, and other persons present.
• Parents/guardians dropping off minors do not need to be listed as guests, but if they remain onsite, they must be included in the guest count.
• Children aged 2 and under must be listed on the guest list for emergency purposes, but do not count toward the total guest capacity:
• Capacity may be reduced based on setup (e.g., bouncy castles, table arrangements). Renter is responsible for compliance.
• Capacity exceptions must be submitted in writing and are subject to approval by the Event Coordinator, Program Coordinator, or General Manager. Additional charges may apply.
• Rental groups are restricted to their rented space. Guests may not use other parts of the facility.
• Indoor rentals are welcome to use the outdoor space, including the splash park, skating rink, playground, green space, and related amenities.
• Indoor rentals are not permitted to use the main hall, craft corner, pool table, shuffleboard table, lounge space, or children’s indoor play area unless specifically included in their rental contract.
• Children under 12 must be supervised at all times.
• Public events are not permitted. Rentals are for private functions only. This includes:
  • Events advertised to the general public
  • Events with ticket sales, entry fees, or commercial activities
• Indoor and outdoor rental spaces may not be combined unless explicitly approved.
• Use of bouncy castles or large inflatables must be approved in advance.

Non-compliance may result in event termination without refund and/or additional charges.

I acknowledge and accept these capacity limits and facility restrictions.

8. Conduct & Event Management

CGRA reserves the right to terminate any event immediately if:

• Unruly, disruptive, or unsafe behavior occurs.
• The event purpose was misrepresented.
• Law enforcement is required.

In such cases, no refunds will be issued, and future rental privileges may be revoked.

I acknowledge and accept these conduct and event management terms.

9. Noise, Food & Alcohol Policies

• City of Edmonton Noise Bylaw #7255 applies.
  • Doors and windows must remain closed after 10:00 PM.
  • Music volume must be reduced.
• Food and beverages must remain within the rented space.
• Alcohol requirements:
  • Renter must obtain and post an AGLC permit.
  • Permit must be submitted to CGRA staff at least one week prior.
  • Alcohol is only permitted in rooms designated in the rental contract.
  • Alcohol is prohibited in outdoor spaces.
  • It is the renter’s responsibility to follow all guidelines associated with their AGLC permit.

I acknowledge and accept these policies.

10. Smoking & Fire Safety Policies

• Smoking and vaping are prohibited indoors and in park areas.
• Smoking is allowed only in designated outdoor areas.
• False fire extinguisher use will result in a $150.00 fine per unit plus replacement costs.
• Smoke or fog machines are not permitted and may trigger the fire alarm. False alarms resulting from renter equipment or activity will result in full emergency service costs charged to the renter.

I acknowledge and accept these fire safety policies.

11. Decorations, Set-Up & Clean-Up

• Only painter’s tape or sticky putty may be used. No nails, staples, or other adhesives.
• Open-flame candles are prohibited unless in secure, enclosed holders.
• Confetti, glitter, smoke bombs, rice, and similar items are prohibited.
• Bubbles and bubble machines are not permitted indoors unless the floor is fully covered with a drop cloth, carpet, or other anti-slip material to prevent slipping hazards.

The renter is responsible for:

• Removing all decorations and personal belongings.
• Consolidating all garbage into bags and placing them neatly near the designated facility exit (staff will dispose of the bags afterward, as bins are locked).
• Ensuring any major spills, food debris, or messes are wiped up using basic cleaning supplies (available upon request).
• Closing all windows and doors at the end of the event.
• Ensuring any third-party or rental equipment brought in by the renter is removed before the end of the booking.

Sweeping and putting away tables and chairs will be handled by CGRA staff following takedown. However, renters are expected to leave the space in generally clean condition to avoid additional cleaning fees.

I acknowledge and accept these decoration and cleanup policies.

12. Liability & Indemnification

The renter agrees to indemnify and hold harmless CGRA, its employees, and volunteers from any claims, liabilities, damages, or expenses arising from the event, including personal injury, property damage, or legal actions involving attendees or third parties.

CGRA is not responsible for lost, stolen, or damaged items.

I acknowledge and accept this liability and indemnification clause.

13. Emergency Procedures

The renter is responsible for familiarizing themselves and their guests with all fire exits and emergency procedures. A first aid kit is available on-site. In case of emergency, renters must follow CGRA staff instructions.

I acknowledge and accept this emergency procedures policy.

14. Force Majeure

CGRA is not liable for cancellations due to events beyond reasonable control, including but not limited to natural disasters, power outages, pandemics, facility damage, or government orders. In such cases, CGRA will attempt to reschedule the rental or offer a refund at its discretion.

I acknowledge and accept this force majeure policy.

15. Policy Updates

CGRA reserves the right to update rental policies at any time. The version in effect at the time of rental confirmation will apply.

I acknowledge and accept this policy update clause.

16. 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]

Signature:

Date: Friday, June 6, 2025