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THE TOWN OF BEAUSEJOUR
Recreation & Culture
RECREATION FACILITY RENTAL POLICY
Subject: Recreation Facility Rental
Policy: RCS 06-2024
Effective Date: Immediately
Replace Policy No.: No previous policy
Resolution Date: April 23, 2024
Resolution No.: 2024-147
1.
PURPOSE
1.1
The Town of Beausejour, with its' designate Community Services Department,
has the responsibility to manage the use of Recreation Facilities including parks
and green spaces owned and operated by the Town of Beausejour.
1.2
Through a Council mandate, deliver a fair and equitable means renting
Recreation Facilities to user groups and individuals.
1.3
Community Services is responsible to provide a safely operated facility for all
stakeholders wanting to pursue leisure and recreation.
1.4
Community Services is responsible for reducing the risk of injury to persons using
the Recreation Facilities or damage to the Recreation Facilities.
2.
SCOPE
2.1
Community Services will implement this policy (and subsequent guidelines) as
outlined, in a co-operative manner with all stakeholders and individuals renting
the recreation facilities.
2.2
Community Services will responsibly manage its' recreation facilities to ensure
optimum usage and programming, reflecting Town Council's strategic priorities.
2.3
Community Services will apply this policy (and subsequent guidelines) outlined in
this document, to manage any recreation facilities rentals.
2.4
By reading this policy and signing the subsequent guidelines, all user group(s) or
individual(s) herein called Renter have demonstrated to the satisfaction of the
Town of Beausejour that there will be sufficient controls in place to follow the
conditions of the rental policy and to prevent foreseeable harm or property
damage related to activities associated with the rental.
3.
TOWN OF BEAUSEJOUR RECREATION FACILITES
3.1
The following recreation facilities are available for rent. The capacity limit of
each facility is listed beside the facility and may be subject to change (decrease)
based on the nature of the facility rental.
3.1.1 Beausejour Sportsplex multi-Purpose Room: 164
3.1.2 Ice Breaker Lounge: 189
3.1.3 Lower-Level Curling Club Spectator Area: 107
3.1.4 Arena Fixed Seating and Upper Mezzanine: 556
3.1.5 Beausejour Sportsplex Main Floor Concourse: 450
3.1.6 Beausejour Curling Club Concrete Surface:
3.1.7 Beausejour Sportsplex Concrete Arena Surface*:
3.1.8 Splash Pool Aquatic Center:
3.1.9 Beausejour Ball Diamonds:
3.1.10 Beausejour Ball Diamond Beer Garden:
3.1.11 Outdoor Skating Rink:
3.1.12 Parks & Green Spaces**
*Those wishing to book the Beausejour Sportsplex Ice Surface must follow the Town of
Beausejour Ice Allocation Policy.
** Organizations wishing to host a community event utilizing a park or green space, must refer
to the current Parks & Open Spaces Event Policy.
4. RENTAL PROCEDURE
The procedures of this document and subsequent guidelines support the Council
directed mandate as set out above. These procedures provide Community Services with
a set of guidelines to follow in order to achieve a consistent, fair and equitable means of
due process for the rental of facility spaces. Community Services Department acts on
behalf of the Town of Beausejour and is responsible for the implementation of this
policy, its procedures and subsequent guidelines.
4.1
Rental requests for any of the listed recreation facilities will be granted on a first-
come first-served basis.
4.2
Council directed events, or large special events such as tournaments,
conferences, elite sporting events, etc. will be given priority booking status and
may result in individual room rentals being cancelled.
4.2.1 In the event of a cancellation due to a priority booking, a suitable
replacement date will be discussed. If no replacement date can be agreed
upon, a full refund will be issued to the Renter.
4.3
Requests for facility rentals can be made up to 365 days in advance.
4.4
Requests made within 24 hours of the rental-time will only be granted on a case-
by-case basis.
4.5
Rentals requested for evenings or weekends in June, July and August will only be
approved on a case-by-case basis.
4.6
Rentals must be booked online through the Town of Beausejour booking
software, or by contacting the Community Services Department. To confirm a
reservation of a space, Renters must:
4.6.1 Read and acknowledge the Recreation Facility Rental Policy
4.6.2 Read and sign the associated facility guidelines.
4.6.3 Pay the rental fee and/or damage deposit.
4.6.4 Provide a copy, or pay for, liability insurance (when applicable).
4.6.5 Provide a copy of an Occasional Use Liquor Permit (when applicable).
4.6.6 Provide a copy of a lottery license (when applicable).
5. RENTAL CONDITIONS
5.1
The Renter who signs the facility guidelines must always be on-site and readily
accessible to the Town of Beausejour Staff or communicate during the booking
process a designate who will be on-duty during the booking.
5.2
The Renter shall be given access to the facility they have booked within the start
and end times they have booked it. In addition, the Renter will be given access
to the public washroom facilities associated with the rented space, when
applicable.
5.3
Due to the demand on the Recreation Spaces, the renter may not extend the use
of the rented space before or after the requested time unless it has been
requested and approved in writing (email) with advance notice by the Town of
Beausejour Staff.
5.4
Rentals are not transferrable between different individuals or user groups.
5.5
The Renter will protect, indemnify and save harmless the Town of Beausejour, its
servants or agents, of and from all claims for damages that may arise out of the
use of the Town of Beausejour Recreation Facilities by the Renter.
5.6
The Renter is responsible for the behavior and actions of all persons associated
with their rental, program or event.
5.7
The Town of Beausejour is not responsible for any personal injuries occurring to
the Renter, their guests, agents or independent contractors acting on their
behalf during the period the facility is under their control.
5.8
The Town of Beausejour staff reserve the right to make management decisions
for the well-being of the people in attendance or to help reduce potential
damage to the recreation facilities. The Town's decision shall be FINAL.
5.9
When an event is booked outside the normal facility operating hours, the renter
will be required to pay for a Town of Beausejour staff member on site. The
applicable labour rates as identified in the Fees and Charges By-Law. Normal
operating hours change throughout the year and are up the discretion of the
Facility Coordinator to define at the time of booking.
5.10
The Town of Beausejour shall have the right at any time to eject from Recreation
Facilities or refuse admittance to any person who, in the opinion of the Town, is
creating a disturbance or behaving in an objectionable or unacceptable manner.
5.11
The Town of Beausejour shall refuse rental requests to any user groups or
individuals who have outstanding balances for previous facility rentals.
5.12
Recreation Facilities are subject to all by-laws of the Town of Beausejour and
regulations thereunder governing the use of recreation facilities within the Town
of Beausejour.
5.13
Depending on the circumstances of the rental, the Town of Beausejour may
require the Renter to provide security for the duration of a scheduled event at
the Renters expense.
5.14
The Renter will be responsible for the cost of any facility loss, damage, or
excessive mess resulting from the use of the Renter, his/her guests, agents or
independent contractors acting on his/her behalf.
5.14.1 Town of Beausejour staff will inspect the rented Recreation Facility after
each rental.
5.14.2 In the event the facility is damaged or left in an unacceptable condition, the
condition of the space will be documented through photos and a written
report by the Facility Coordinator.
5.14.3 If damage to the rented Recreation Facility occurs and the cost of the repair
is less than the amount paid for the Damage Deposit, the Town of
Beausejour will utilize funds from the Damage Deposit to repair the facility.
5.14.4 If the cost to repair damage is above the amount of the Damage Deposit, it is
the Renters responsibility to pay the additional cost required to repair the
facility.
5.15
Whenever possible, the Renter shall request the number of tables, chairs or
other furniture required during the booking process. Additions or changes to
these requests can be made up to 24 hours before the event. We cannot
guarantee the availability of furniture at the time of the booking.
5.15.1 Set-up and take-down of a facility space is up to the Renter.
5.15.2 Set-up and take-down can be done for the Renter at an additional cost, to be
added to the facility rental fee. The cost for this service can be found in the
Fees and Charges By-Law.
5.16
The Town of Beausejour staff will make available in each booked space: 1
garbage can with bag, 1 recycling can with bag.
5.17
Additional cleaning supplies can be made available at the request of the Renter,
to the discretion of the Town employees.
5.18
SMOKING, the use of marijuana and vapes are strictly prohibited in the Town
of Beausejour Recreation Facilities.
5.19
The use of chewing tobacco is not allowed in the Town of Beausejour Recreation
Facilities. The act of spitting will not be tolerated.
5.20
The sale or supply of food and/or refreshments must be approved by the Facility
Coordinator.
5.21
The selling of any tickets, collections, ticket sales, raffles or promotions must be
approved by the Facility Coordinator. A Lottery License must be provided when
applicable.
Any violations of these conditions will result in the immediate termination of use privileges in
any Beausejour Recreation Space.
6. DAMAGE DEPOSITS
6.1
A Damage Deposit Payment is required in addition to the Space Rental Fee to
secure the Rental date and time.
6.2
All Damage Deposit payments are due upon reading this policy and signing the
subsequent facility guideline.
6.3
The Town of Beausejour accepts cash, cheques made out to "Town of
Beausejour", debit payments made in person and credit card payments made in
person or online.
6.4
Renters who have previously caused damage to any of the Recreation Facilities
may be charged a higher damage deposit or denied access to the facility.
6.5
The following damage deposit terms apply:
6.5.1 A $100 damage deposit is required for all rentals at the Beausejour
Sportsplex, Splash Pool, and Beausejour Baseball Diamonds unless item 6.5.3
applies.
6.5.2 Full payment is required at the time of booking (online payments using Credit
Cards) or 48 hours prior to the booking start time (in person payments of
cash, cheque or debit).
6.5.3 If a renter is planning a social or party style event that goes beyond 9PM
and/or a rental will have alcohol, a $300 damage deposit is required.
6.6
The Town of Beausejour will refund the Damage Deposit following the event.
Renters are responsible for the pick-up of their Damage Deposit when made in
cash or cheque following the event. Cheque may be destroyed at the direction of
the Renter.
7. REFUNDS AND/OR CANCELLATIONS
7.1
The Town of Beausejour, acting reasonably, reserves the right to change or
cancel any of all booked time and the Renter has no claim for losses, damages or
compensation of any kind. Time may be reallocated when convenient and
agreed upon by both parties. In the event a reallocated time cannot be agreed
upon, a full refund will be issued.
7.2
In cases where the Renter would like to cancel or change the date/time of their
rental, they must submit a request for cancellation or change in writing via
email. Requests to cancel a booking made within 48 hours of the booking will
NOT be granted a refund.
7.3
In the event of inclement winter weather (such as significant snow events and
poor visibility), the Town of Beausejour will follow the Ice Allocation Policy in
that:
7.3.1 If the facility remains open and a renter chooses to not attend their rented
facility space due to weather, they will still be charged the full rental amount.
7.3.2 Town of Beausejour staff reserve the right to close a facility due to weather
by no later than 3:00pm each day. This decision will be made after consulting
the Manitoba Highway reports and predicted weather outcomes from the
Manitoba Weather Network. In the event the rented facility is closed, the
Renter will be notified by e-mail and/or phone and will be given the
opportunity to re-schedule their rental at no additional cost or receive a full
refund.
7.4
In the event of inclement summer weather (such as sudden thunderstorms)
when renting an outdoor facility, the Town of Beausejour will follow the
Provincial outdoor pool guidelines:
7.4.1 The facility will be closed immediately at the sight of lightning and/or upon
hearing thunder.
7.4.2 The facility will remain closed until 30minutes has passed since the last sight
of lightning and/or heard thunder.
7.4.3 If the renter is not able to use the facility at all during the schedule rental
time, the Renter will be given the opportunity to re-schedule their rental at
no additional cost or receive a full refund.
7.4.4 Refunds will not be given if the Renter is able to use the facility during their
rented time.
7.5
Events that are scheduled outside of normal operating hours and/or are social
events scheduled to go beyond 9:00PM that are cancelled within 7 days of the
event booking will not be granted a refund.
8. LIQUOR SERVICE
8.1
Renters wanting to have alcohol and liquor services at their facility rental are
required to apply for an Occasional Use Permit through the Manitoba Liquor &
Lotteries Corporation and will abide by all requirement and conditions of the
permit.
8.2
No liquor is to be brought onto, served and/or consumed on the premises
without specific approval of the Town of Beausejour and a valid Occasional
Liquor Permit.
8.3
The Town of Beausejour staff are not in charge of the liquor permit and are not
responsible for controlling entrances and exits of the facility.
8.4
The signer of the Occasional Use Permit must be on sight at all times and sober.
8.5
The Occasional Use Permit must be displayed on the premises at all times during
the rental while alcohol is being served.
8.6
Liquor use is NOT permitted at the Splash Pool.
8.7
Service of alcohol stops at 1:00AM.
8.8
Renters must ensure the removal and/or disposal of all alcoholic beverages
brought to the Recreation Facility by 1:30AM.
8.9
All Town of Beausejour facilities are subject to inspection by a Town designate,
the Manitoba Liquor & Lotteries Inspector and RCMP at any time. Any violations
of the Occasional Liquor Permit or Rental Agreement will result in the rental
being immediately terminated and the premises fully vacated. This includes
infractions during the scheduled Event Set-Up and Take-Down. Refunds will not
be granted.
8.10
The Town of Beausejour and Manitoba Liquor & Lotteries notify the RCMP of all
rentals/activities with Liquor Permits that occur at the Town of Beausejour
Recreation Facilities.
8.11
Renters are responsible for the organization and payment of the following:
8.11.1 Bartender scheduling and payment. Occasional Use Permits require at least
one sober individual with a Safe Serve Certification to hand out all drinks.
Having a cooler accessible for all individuals in attendance is NOT acceptable.
The Bartender can be a volunteer or associated with the booker, but all fees
associated with the Bartender are up to the Renter to pay.
8.11.2 DJ Services, Bands, Music, etc.
8.11.3 Food/Catering Services
8.11.4 Food Accessories (napkins, plates, cutlery, serving bowls, serving spoons,
knives, etc.)
8.11.5 Coffee, Coffee Crafts, Tea, Coffee/Tea Accessories (sugar, cream, cups, etc.)
unless purchased as an additional service which is available in some cases.
(See the associated Facility Guidelines)
8.11.6 Lemons, Limes, Juice, Water
8.11.7 Bags of Ice
8.11.8 Event Décor
8.11.9 Alcohol
8.11.10
Mix, juice, water, pop.
9. FACILITY SPECIFIC GUIDELINES
9.1
The Community Services Department will provide the renter with Facility Specific
Guidelines that reflect the facility used in the booking.
9.2
The Guidelines may be changed as needed. Renters must sign and acknowledge
the Guidelines that are in effect during the month of their booking.
9.2.1 Guidelines may change from the time a rental is scheduled and when the
rental happens. If this is the case, it is up to the Town of Beausejour staff to
provide the renter with the guidelines that are in affect during the rental
period.
9.2.2 Guidelines changes will come into effect at the first of each month, as
needed.