CHAPPELLE GARDENS RENTAL AGREEMENT

Last updated: July 22, 2025

1. RENTAL REQUIREMENTS 

1. To confirm and secure a rental booking, the following conditions must be met:
   1. Execution of this Rental Agreement with a signed acknowledgment of all terms and conditions.
   2. Full payment of the rental invoice within 48 hours of booking confirmation.
   3. Submission of a completed Damage Deposit Authorization Form.
   4. Submission of a completed Rental Agreement.
   5. All confirmation documents must be submitted by 4:00 PM on your hold deadline date.
   6. Holds may be released if requirements are not met.
2. The Damage Deposit Authorization Form grants CGRA permission to charge the lead contact’s credit card only in the event of damages, policy violations, or extra cleaning needs. No hold or charge is placed unless necessary following the event. This form cannot be used to make payment for the rental.

I acknowledge and accept these rental requirements.

2. INSURANCE REQUIREMENTS

1. CGRA does not provide insurance for private rentals. Lead contacts are fully responsible for all activities related to their event and are strongly encouraged to obtain third-party liability insurance.
2. Private Events: Confirm whether your homeowner’s insurance includes event liability coverage.
3. 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

1. A Damage Deposit Authorization Form must be submitted prior to your rental. This form provides CGRA with credit card information and grants permission to charge the card on file only if damages, violations, or additional cleaning fees are incurred as a result of your booking.
2. No charge is placed at the time of booking. However, by submitting the form, you acknowledge responsibility for any applicable charges following your event.
3. CGRA reserves the right to charge the credit card on file for:

1. Any damage to facility structures, furniture, or property
2. Cleaning charges due to use of prohibited items (e.g., confetti, glitter, sparklers, smoke bombs) or excessive mess
3. False emergency response fees (e.g., fire alarm triggered by lead contact actions)
4. Storage or abandonment fees for items left behind

4. 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.

5. If a charge is required, CGRA will notify the lead contact within 3–5 business days following the event with details of the damage or violation and the amount being charged.

I acknowledge and accept the damage deposit policy.

4. BOOKING POLICIES & RENTAL CONDITIONS

1. Bookings are processed on a first-come, first-served basis.
2. CGRA will hold a rental date for up to two (2) calendar days; multiple concurrent holds are not permitted.
3. Block bookings (e.g., multiple Fridays or Sundays) are not permitted unless approved by management.
4. A staffing fee of $50.00 per hour applies to all rentals extending beyond 9:00 PM.
5. All rentals must conclude, and the facility must be vacated no later than 12:00 AM.
6. Outdoor amenities are unavailable past 9:00 PM.
7. The lead contact must be at least 18 years of age and must be present for the entirety of the event.
8. The lead contact must be on site to check in before anyone can be granted entry (this includes contractors or vendors).
9. The lead contact must also ensure they are the last of their guests to check out and leave the facility by the agreed upon end time of the event.
10. The lead contact assumes full responsibility for all guests and their actions.
11. Setup and takedown must occur within your booked time.
12. A complimentary setup hour is provided for indoor rentals only and will be outlined in your confirmation.
13. Should the lead contact wish to extend their rental on the day of the event, a request may be submitted up to the final hour of the original booking. If space permits and no scheduling conflicts or valid operational concerns arise, CGRA will make reasonable efforts to accommodate the extension. The lead contact is responsible for ensuring payment for the additional time is completed prior to the end of the originally scheduled booking period.
14. A $50 late fee applies for every 15 minutes (or portion thereof) past your scheduled end time.
15. All equipment brought in (e.g., games, play structures) must be pre-approved in writing by the rental coordinator.
16. All contractors/vendors must be pre-approved in writing by the rental coordinator. Contact information (Business Name, Contact, Phone Number) must be provided for each contactor/vendor.

I acknowledge and accept the damage deposit policy.

4.1 RESIDENT BOOKINGS FOR NON-RESIDENT EVENTS

In cases where a resident is booking an event for the primary use and/or benefit of a non-resident, the following policies apply:

1. The resident must be the primary contact and all communication regarding the booking must go through the resident host who is the official point of contact.
2. The resident is expected to remain on site for the full duration of the booking. If the resident is absent on the day of the event, CGRA will charge the non-resident rate retroactively, either by: charging the full non-resident rate, or charging the difference between the resident and non-resident rate if payment has already been made. This charge will be applied without exception and may be deducted from the damage deposit or invoiced directly.
3. Both the resident and any additional payer (if different) are jointly responsible for all conduct, policy adherence, damages, and fees.

I acknowledge and accept the resident booking for non-resident events policy.

4.2 OPTIONAL ADD-ONS & EQUIPMENT USE

1. CGRA offers optional enhancements such as decor, business rentals, bouncy castle (Chappelle Veterinary Room only), and additional rentals.
2. Inflatables from outside vendors are strictly prohibited due to liability concerns.
3. You may bring soft play structures, yard games, or similar small-scale enhancements provided they are pre-approved in writing, used only within your rental space, and set up/taken down within your rental time.
4. CGRA is not responsible for supervising any items you bring in, including preventing use by other community members.

I acknowledge and accept the optional equipment policies.

5. MODIFICATION & CANCELLATION POLICY

1. Modification requests (date, time, or room changes) must be submitted in writing at least 14 days prior to the rental date.
2. Modifications are subject to availability and approval by the Event Coordinator. A $15.00 administrative fee may apply.
3. Cancellations must be submitted in writing via email. Refunds will be processed as follows:
4. 100% refund for cancellations made 14 or more days prior to the rental date (less $15.00 administrative fee).
5. 50% refund for cancellations made 7 to 13 days prior to the rental date (less $15.00 administrative fee).
6. No refund for cancellations made less than 7 days prior to the rental date.
7. 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

The following charges may be applied in connection with your rental:

1. Exceeding contracted rental time: $50.00 per 15-minute increment
2. Early arrival or setup before your contracted time: $50.00 per 15-minute increment
3. Storage fee for large items left behind: $100.00 per hour, billed in 15-minute increments, until items are retrieved
4. Abandonment of items not retrieved within 24 hours: Subject to disposal, donation, or off-site storage at the lead contact’s expense. Additional handling or removal fees may apply
5. Damage to chairs: $40.00 per chair
6. Damage to tables: $150.00 per table
7. Use of confetti, glitter, smoke bombs, silly string, rice, birdseed, or other prohibited items: $100.00 fine plus cleaning or replacement costs
8. False fire extinguisher activation: $150.00 fine per extinguisher plus replacement cost
9. False fire alarm activation: Lead contact assumes full responsibility for emergency response costs
10. 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

1. Guest capacity limits must be strictly followed:

1. Edmonton Dream Living Room: Max 30 guests
2. Chappelle Veterinary Room: Max 60 guests
3. Jagare Ridge Dental Picnic Tables: Max 30 guests per section
4. Gazebo: Max 30 guests

2. Guest capacity includes all attendees, vendors, contractors, caterers, entertainers, event hosts, and other persons present.
3. 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.
4. Children aged 2 and under must be listed on the guest list for emergency purposes but do not count toward the total guest capacity.
5. Capacity may be reduced based on setup (e.g., bouncy castles, table arrangements). Lead contact is responsible for compliance.
6. 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.
7. Rental groups are restricted to their rented space. Guests may not use other parts of the facility.
8. Indoor rentals are welcome to use the outdoor space, including the splash park, skating rink, playground, green space, and related amenities.
9. 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.
10. Children under 12 must be supervised at all times.
11. Public events are not permitted. Rentals are for private functions only.
12. Indoor and outdoor rental spaces may not be combined unless explicitly approved.
13. Use of bouncy castles or large inflatables must be approved in advance.
14. If your event exceeds the approved guest capacity without prior written permission, CGRA reserves the right to charge additional fees, retain your damage deposit in full, or terminate your event without refund.
15. 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

1. CGRA reserves the right to terminate any event immediately if:

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

2. 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

1. Noise levels must remain respectful and must not disrupt or interfere with other users of the facility, including concurrent rentals, staff, or residents.
2. City of Edmonton Noise Bylaw #7255 applies.
3. Doors and windows must remain closed after 10:00 PM.
4. Music volume must be reduced after 10:00 PM.
5. Food and beverages must remain within the rented space.
6. Alcohol requirements:

1. Lead contact must obtain and post an AGLC permit
2. Lead contact must obtain and submit proof of liquor liability insurance.
3. Permits must be submitted to CGRA staff at least one week prior.
4. Alcohol is only permitted in rooms designated in the rental contract.
5. Alcohol is prohibited in outdoor spaces.
6. It is the lead contact’s responsibility to follow all guidelines associated with their AGLC permit.

I acknowledge and accept these policies.

10. SMOKING & FIRE SAFETY POLICIES

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

I acknowledge and accept these fire safety policies.

11. DECORATIONS, SET-UP & CLEAN-UP

1. Only painter’s tape or sticky putty may be used.
2. No nails, staples, or other adhesives.
3. Open-flame candles are not permitted unless fully enclosed in a secure, protective holder. An exception is made for standard-sized birthday candles, provided the total number used does not exceed twelve (12).
4. Confetti, glitter, smoke bombs, rice, and similar items are prohibited.
5. 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.
6. The lead contact is responsible for the following at the conclusion of the event:
   1. Removing all decorations and personal belongings.
   2. Consolidating all garbage into bags, ensuring bags are not overfilled or too heavy to carry safely. Bagged waste must be placed neatly near the designated facility exit. Staff will dispose of the bags, as bins are kept locked.
   3. Cleaning any major spills, food debris, or messes using basic cleaning supplies (available upon request).
   4. Closing all windows and doors before leaving the facility.
   5. Ensuring all third-party or rental equipment brought in by the renter is removed prior to the end of the booking.
7. 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.
8. Items left behind that cannot be easily moved or stored in our lost and found (e.g., large decorations, rentals, or equipment) will be subject to a storage fee of $100 per hour, billed in 15-minute increments, until they are picked up. This includes any time CGRA staff must monitor, work around, or rearrange programming to accommodate items left in the space. If items are not picked up within 24 hours and no prior arrangements have been made, they will be considered abandoned. CGRA reserves the right to dispose of these items, donate them, or transfer them to off-site storage at the renter’s expense. Additional handling or disposal fees may apply.
9. CGRA is not responsible for the security, safekeeping, or return of any items left on-site.

I acknowledge and accept these decoration and cleanup policies.

12. LIABILITY & INDEMNIFICATION

1. 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

1. The renter is responsible for familiarizing themselves and their guests with all fire exits and emergency procedures. 
2. A first aid kit is available on-site and may be requested by the lead contact if needed. 
3. In case of emergency, the lead contact and all guests must follow CGRA staff instructions.

I acknowledge and accept this emergency procedures policy.

14. FORCE MAJEURE

1. 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

1. 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

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

Lead Contact Name: [FIRST NAME] [LAST NAME]

Signature:

Date: Sunday, November 2, 2025