Chappelle Gardens Outdoor Rental Agreement
Last updated: May 3, 2025
1. Rental Requirements
To confirm and secure your outdoor rental booking, the following conditions must be met:
- Signature on this Rental Agreement.
- Full payment of the rental invoice within 48 hours of booking confirmation.
- Submission of a $50.00 damage deposit via credit card.
Failure to meet these requirements may result in the cancellation of your rental.
I agree to these requirements. Initial Here
2. Insurance Requirements
The Chappelle Gardens Residents Association (CGRA) does not provide insurance for private rentals. Renters assume full responsibility for all event-related activities 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. *Please note: Alcohol is not allowed in the outdoor space*
CGRA is not responsible for any damages, claims, or injuries related to your rental.
I agree to these requirements. Initial Here
3. Damage Deposit Policy
A $50.00 damage deposit via credit card is required. If no damages, violations, or extra cleaning are needed, the deposit will be securely destroyed within 48 hours, at the sole discretion of the Event Coordinator.
The damage deposit may be fully or partially retained for:
- Damage to exterior facilities, park areas, or CGRA property.
- Cleaning required due to confetti, glitter, or excessive mess.
- False emergency response if a fire extinguisher is triggered.
Pre- and post-event inspections with a CGRA staff member are mandatory. Failure to complete inspections waives your right to contest damage claims. If a deduction is required, CGRA will notify you within 3–5 business days after your rental.
I understand this damage deposit may be retained by CGRA for damages, excessive cleaning, or violation of the rental terms.
Initial Here
4. Booking Policies & Rental Conditions
- Rentals are processed first-come, first-served. One hold is permitted for up to 2 days.
- Multiple concurrent booking 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 18+ and must be present for the full duration of the event.
- The renter is responsible for the conduct of all guests.
I agree to these conditions. Initial Here
5. Modifications & Cancellations
- Changes (to time or setup) must be submitted in writing at least 14 days before the event.
- Changes are subject to availability and a $15.00 admin fee.
- Cancellations must be submitted by email. Refunds are issued as follows:
- 100% refund if cancelled more than 14 days in advance (minus $15 admin fee)
- 50% refund if cancelled 7–13 days in advance (minus $15 admin fee)
- No refund if cancelled less than 7 days before the event
- In cases of inclement weather (e.g., rain, snow, storms, or high air quality index), renters may cancel up to 12 hours before the event for a stored credit or reschedule.
I agree to these cancellation conditions.
Initial Here
6. Fees, Penalties & Additional Charges
- Exceeding rental time: $50.00 per 15 minutes
- Arriving/setup before booked time: $50.00 per 15 minutes
- Damaged outdoor chairs: $200.00 each
- Damaged picnic tables: $400.00 each
- Use of confetti, glitter, rice, birdseed, or similar: $100.00 fine + cleaning/replacement costs
- False fire extinguisher use: $150.00 fine per unit + replacement costs
- NSF cheque fee: $50.00 per occurrence
I acknowledge these additional charges.
Initial Here
7. Facility Use & Restrictions
- Rentals are for private use only. Public events, ticket sales, product marketing or selling are prohibited.
- Guests must remain in the rented space. Children under 12 must be supervised at all times.
- Parents/guardians dropping off minors do not count toward guest limits, but if they stay, they must be included.
- Children age 2 and under must be listed for emergency purposes but do not count toward total guest count.
- Guest capacity includes all attendees, vendors, contractors, caterers, entertainers, event hosts (including those organizing or leading the event), and other persons present.
- Please note that CGRA park space remains accessible to other residents and guests during your rental. Exclusive use of the entire park is not guaranteed unless specified in writing.
- Indoor rentals are welcome to use the outdoor space, including the splash park, skating rink, playground, green space, and related amenities.
- Outdoor 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.
- Pets are not permitted in the park.
- Bikes, skateboards, scooters, roller skates, rollerblades, or any other wheeled transportation are not permitted in the park.
I agree to these use and guest policies.
Initial Here
8. Conduct & Termination
- CGRA reserves the right to end any rental immediately due to unruly, inappropriate, or unsafe behavior.
- Events found to be misrepresented in their purpose may be shut down with no refund.
- Police may be called at CGRA's discretion. Future rentals may be denied.
I agree to these conduct terms.
Initial Here
9. Food, Alcohol, & Noise
- All food and beverages must remain in the picnic table area.
- Alcohol is not permitted in the park.
- City of Edmonton Noise Bylaw #7255 applies.
- Amplified sound, DJs, or live music must be pre-approved by CGRA and must comply with all noise bylaws. Failure to comply may result in early event termination.
I understand these rules and will comply.
Initial Here
10. Smoking & Fire Safety
- Smoking and vaping are not permitted in park areas or anywhere on CGRA property.
- Unjustified use of fire extinguishers will result in a $150.00 fine plus replacement cost.
I understand and accept these fire safety policies.
Initial Here
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 are strictly prohibited.
- All garbage must be bagged and left near the designated exit.
- Decorations, equipment, and personal belongings must be removed by the end of your rental.
I acknowledge these decoration and cleanup expectations.
Initial Here
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 all risks associated with the use of outdoor amenities such as the spray park and skating rinks. These areas may present slipping hazards or other inherent risks. Renters and their guests use these amenities at their own risk, and CGRA assumes no liability for injuries, accidents, or property loss occurring in these areas.
CGRA is not responsible for weather-related impacts to the condition of the park or outdoor surfaces, including but not limited to mud, wet grass, or ice. Renters are advised to prepare accordingly and ensure appropriate footwear and safety measures for guests.
Any third-party equipment (e.g., tents, inflatables, generators) brought into the space must be pre-approved by CGRA. Renters are responsible for the setup, takedown, safe operation, and any damage caused by such equipment.
Renters are responsible for bringing a basic first aid kit and managing minor injuries or incidents that may occur during their rental.
CGRA is not responsible for the supervision of children on playground equipment or other shared amenities. Use of these features is at the guest’s own risk.
Any items left behind will be held in CGRA’s lost and found for up to two (2) weeks. Unclaimed items may then be donated or discarded. CGRA does not guarantee the safekeeping or return of lost items.
This includes all risks associated with the use of outdoor amenities such as the spray park and skating rinks. These areas may present slipping hazards or other inherent risks. Renters and their guests use these amenities at their own risk, and CGRA assumes no liability for injuries, accidents, or property loss occurring in these areas.
CGRA is not responsible for weather-related impacts to the condition of the park or outdoor surfaces, including but not limited to mud, wet grass, or ice. Renters are advised to prepare accordingly and ensure appropriate footwear and safety measures for guests.
Any third-party equipment (e.g., tents, inflatables, generators) brought into the space must be pre-approved by CGRA. Renters are responsible for the setup, takedown, safe operation, and any damage caused by such equipment.
Any items left behind will be held in CGRA’s lost and found for up to two (2) weeks. Unclaimed items may then be donated or discarded. CGRA does not guarantee the safekeeping or return of lost items.
This includes all risks associated with the use of outdoor amenities such as the spray park and skating rinks. These areas may present slipping hazards or other inherent risks. Renters and their guests use these amenities at their own risk, and CGRA assumes no liability for injuries, accidents, or property loss occurring in these areas.
CGRA is not responsible for lost, stolen, or damaged personal items.
I accept these terms of liability.
Initial Here
13. Final Agreement
I have read, understood, and agree to comply with this Outdoor Rental Agreement in its entirety.
Renter Name: [FIRST NAME] [LAST NAME]
Signature:
Sign Here
Date: Friday, June 6, 2025