CHAPPELLE GARDENS
OUTDOOR RENTAL AGREEMENT

Last updated: July 9, 2025

1. RENTAL REQUIREMENTS

To confirm and secure your outdoor 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 completed Damage Deposit Authorization Form.
• All confirmation documents must be submitted by 4:00 PM on your hold deadline date. Holds may be released if requirements are not met.

The Damage Deposit Authorization Form grants CGRA permission to charge the renter’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

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: You may verify whether your homeowner’s policy includes liability coverage.
• Events with Alcohol: Liability insurance is required. DUUO offers convenient online event insurance.
• Note: Alcohol is not permitted in the outdoor space.

CGRA is not responsible for any damages, claims, or injuries related to your rental.

I acknowledge and accept these insurance requirements.

3. DAMAGE DEPOSIT POLICY

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.

No charge is placed at the time of booking. However, by submitting the form, you acknowledge responsibility for any applicable charges following your event.

CGRA reserves the right to charge the credit card on file for:

• Any damage to exterior facilities, park areas, or CGRA property
• Cleaning charges due to use of prohibited items (e.g., confetti, glitter, smoke bombs, excessive mess)
• False emergency response fees (e.g., fire extinguisher triggered by renter actions)
• Storage or abandonment fees for items left behind

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 damage claims.

If a charge is required, CGRA will notify the renter within 3–5 business days following the event.

I acknowledge and accept the damage deposit policy.

4. BOOKING POLICIES & RENTAL CONDITIONS

• Rentals are processed on a first-come, first-served basis.
• One rental hold is permitted for up to 2 calendar days. Multiple concurrent holds are not allowed.
• Rentals must end no later than 10:00 PM to comply with City of Edmonton Noise Bylaw #7255. Outdoor amenities are not available past this time.
• The renter must be at least 18 years of age and must be present for the entire duration of the event.
• The renter is responsible for the conduct and supervision of all guests.
• Setup and takedown must occur within your booked time. A complimentary setup hour is not provided for outdoor rentals.
• A $50 late fee applies for every 15 minutes (or portion thereof) past your scheduled end time.
• All equipment brought in (e.g., tents, soft play, décor, yard games) must be pre-approved in writing by the rental coordinator.
• CGRA is not responsible for supervising or securing any items brought in by the renter. Renters are responsible for managing their own setup/take down and ensuring equipment is monitored or secured as needed.
• All third-party rental items must remain within the boundaries of the rented room.

I acknowledge and accept these rental conditions.

4.1 OPTIONAL ADD-ONS & EQUIPMENT USE

• CGRA offers optional enhancements such as decor, yard games, and additional rentals.
• Inflatables from outside vendors are strictly prohibited due to liability concerns.
• 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.
• 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. MODIFICATIONS & CANCELLATIONS

• Changes to rental time, space, or setup must be submitted in writing at least 14 days before the event.
• Changes are subject to availability and may be subject to a $15.00 administrative fee.
• Cancellations must be submitted in writing by email. Refunds will be processed as follows:
• Full refund for cancellations made 14 or more days in advance (less $15 admin fee)
• 50% refund for cancellations made 7–13 days in advance (less $15 admin fee)
• No refund for cancellations made less than 7 days prior to the event
• In cases of inclement weather (e.g., rain, snow, smoke, or poor air quality), renters may cancel up to 12 hours before the event for a stored credit or reschedule.

I acknowledge and accept the cancellation policy.

6. FEES, PENALTIES & ADDITIONAL CHARGES

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

• Exceeding contracted rental time: $50.00 per 15-minute increment
• Early arrival/setup before your contracted time: $50.00 per 15-minute increment
• Storage fee for large items left behind: $100.00 per hour, billed in 15-minute increments, until items are retrieved
• Abandonment of items not retrieved within 24 hours: Subject to disposal, donation, or off-site storage at the renter’s expense. Additional handling or removal fees may apply
• Damage to outdoor chairs: $200.00 each
• Damage to picnic tables: $400.00 each
• Use of prohibited items (e.g., confetti, glitter, smoke bombs, rice, birdseed): $100.00 fine plus cleaning or replacement costs
• False fire extinguisher activation: $150.00 fine per unit plus replacement cost
• NSF cheque fee: $50.00 per occurrence

I acknowledge and accept these additional fees and penalties.

7. FACILITY USE & RESTRICTIONS

• Rentals are for private functions only. Public events, ticket sales, product marketing, or commercial activity is not permitted.
• Guests must remain within the rented space.
• Children under 12 must be supervised at all times.
• Guest capacity includes all attendees, vendors, contractors, caterers, entertainers, event hosts, and others present.
• Parents/guardians dropping off minors do not need to be listed unless they stay onsite.
• Children aged 2 and under must be listed for emergency purposes but do not count toward total guest capacity.
• You are granted exclusive use of the picnic table or gazebo space you have rented and shared use of all surrounding outdoor amenities.
• Please note that CGRA park space remains accessible to other residents and guests during your rental. Exclusive use of the full park is not guaranteed unless specified in writing.
• Inflatables from outside vendors are not permitted on CGRA property due to liability concerns.
• Our bouncy castle is only available for use inside the Chappelle Veterinary Room.
• Indoor rentals may access outdoor amenities such as the splash park, skating rink, playground, green space, and related facilities.
• Outdoor rentals do not include access to indoor spaces (e.g., main hall, lounge, craft room, indoor play area).
• Pets, bicycles, scooters, skateboards, rollerblades, and other wheeled transportation are not permitted within the park.
• If your event exceeds the approved guest capacity without prior written permission, CGRA reserves the right to apply additional charges, retain your damage deposit, or terminate the event without refund.

I acknowledge and accept these usage restrictions.

8. CONDUCT & TERMINATION

CGRA reserves the right to immediately end any rental if:

• Unruly, inappropriate, or unsafe behavior occurs
• The event was misrepresented in purpose or scope
• Police intervention is required

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

I acknowledge and accept these conduct terms.

9. FOOD, ALCOHOL & NOISE

• All food and beverages must remain within the rented picnic area.
• Alcohol is not permitted in any outdoor spaces.
• City of Edmonton Noise Bylaw #7255 applies.
• Noise levels must remain respectful and must not disrupt or interfere with other users of the facility, including concurrent rentals, staff, or residents.
• Amplified sound, DJs, or live music must be pre-approved by CGRA and must comply with all municipal noise regulations.

I acknowledge and accept these food, alcohol, and noise policies.

10. SMOKING & FIRE SAFETY

• Smoking and vaping are not permitted anywhere in park areas or on CGRA property.
• Unjustified use of fire extinguishers will result in a $150.00 fine per unit plus replacement cost.
• Smoke bombs, fog machines, and similar effects are prohibited.

I acknowledge and accept these fire safety policies.

11. DECORATIONS, SETUP & CLEANUP

• Only painter’s tape or sticky putty may be used. No nails, staples, or regular tape.
• Confetti, glitter, smoke bombs, rice, and similar materials are strictly prohibited.

The renter is responsible for:

• Removing all decorations and personal belongings by the end of the rental
• Bagging all garbage and placing it near the designated outdoor waste area
• Ensuring any large decorations, rentals, or equipment brought to the space are removed within the rental time
• Setup and takedown of any additional structures (e.g., tents, play structures) must occur within your rental time unless otherwise approved in writing.
• Items left behind that cannot be easily moved or stored in our lost and found (e.g., tents, games, rentals) will be subject to a storage fee of $100 per hour, billed in 15-minute increments.
• 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, donate, or relocate items at the renter’s expense.

CGRA is not responsible for the safekeeping or return of items left on-site.

I acknowledge and accept these decoration and cleanup policies.

12. LIABILITY & INDEMNIFICATION

The renter agrees to indemnify and hold harmless CGRA, its staff, and volunteers from any claims, damages, or liabilities arising from their rental.

This includes risks associated with outdoor amenities (e.g., splash park, skating rink), which may present slipping hazards or other physical risks. Guests use these amenities at their own risk.

CGRA is not responsible for:

• Weather-related conditions (e.g., mud, wet grass, snow, ice)
• Lost, stolen, or damaged items
• Supervision of children on playgrounds or shared facilities
• Injury or damage caused by renter-provided equipment or activities

Renters are responsible for bringing a basic first aid kit and handling minor injuries that may occur during the event.

I acknowledge and accept this liability clause.

13. FINAL AGREEMENT & SIGNATURE

I have read, understood, and agree to comply with this Outdoor Rental Agreement in its entirety.

Renter Name: [FIRST NAME] [LAST NAME]

Signature:

Date: Sunday, November 2, 2025