Community Rooms Terms & Conditions
1. Room rentals are for the designated room and time on the contract only. The time on the contract INCLUDES set up and take down.
2. The room rental includes the use of chairs, tables, projector and screen(s). Renters are to provide all other required materials, be responsible for securing their own materials and removing them from the facility following their function.
3. Renters are welcome to bring in food/potluck for their event. Use of the kitchen/canteen is by permission from the Y’s men, extra fees for use apply. No renter may sell food or do a giveaway of any type without permission from the Y’s men.
4. If alcohol is required for your function, then the renter must contact the Y’s Men. Special Occasions permits are not permitted.
5. Decorations are permitted. Absolutely no tacks or adhesive tape (scotch tape) is to be used on the walls; only low tack masking tape is permitted. If in doubt, please check with staff or Unit supervisor. No decorations may be hung from the ceiling.
6. The renter is liable for any and all damage to the facility and will be responsible for paying for damage caused during the use of the facility.
7. Community Rooms close at 12 a.m. for special event rentals only.
8. The City of Fredericton reserves the right to reject any application.
9. Special/Community Event requests must be submitted for consideration in accordance with the City of Fredericton Special Events Application Forms.
10. Absolutely no smoking or vaping in the building.
11. No confetti in or around the building.
Fees
12. Fees include set-up of tables and chairs according to floor plan submitted or discussed with staff.
13. Renters using a community room(s) on a continual basis must pay for the rental according to the terms and conditions on this contract agreement.
14. All one time rentals must be paid at time of booking.
Cancellations
15. In the event that inclement weather forces cancellation of an event, the refund will be in full.
16. Cancellations are required 7 days in advance for a full refund. Cancellations can be made by calling Service Fredericton at 460-2020.
Cleaning
17. After an activity or event, users will be required to clean up the room by picking up their garbage, cleaning off tables, tidying up the room, cleaning kitchen (if applicable). Failure to do so can jeopardize future rental opportunities and groups may be charged a cleaning fee if deemed necessary by staff.
18. Users will not be responsible for taking down tables, cleaning washrooms, or washing floors
NOTE ABOUT RISK
Every activity carries with it a degree of risk, and sometimes participants are injured. The City of Fredericton does what it reasonably can to minimize risks and I/we understand and accept that I/we share that responsibility. I/we agree to abide by the posted rules, to advise staff immediately if I /we observe a dangerous situation and to exercise reasonable caution in my activities. I/we understand that the City of Fredericton will deny any liability if a participant is injured due to an accident of their own behavior.
Community School Gymnasiums Terms & Conditions
1. All footwear worn outdoors must be removed upon entering gymnasium.
2. Participants must follow the direction of Recreation Division Supervisors. Ensure that a group leader is present and responsible for the supervision of program participants and spectators.
3. Areas/equipment not required by your group will remain locked. Storage areas and equipment (mats, balls, etc...) are NOT provided.
4. Tables and/or chairs may be arranged for upon request (not regularly included in rentals).
5. NO FOOD OR DRINK permitted in gymnasiums. Please respect school policies regarding nut-free and scent-free environments.
6. Users are responsible for own set-up and take-down of equipment. This must done during scheduled rental time as stated on this contract.
7. Users must vacate the facility 15 minutes after the contract time has ended. If Recreation staff needs to stay beyond their normal supervisory hours to clean up after your group, you will be invoiced for the additional time. Larger events and tournaments may require additional cleaning costs through Anglophone School District West.
8. Contract holder/groups should bring a first aid kit.
9. The City of Fredericton is not responsible for lost/stolen equipment or personal items. Contract holder must accept full responsibility for any damages or loss of equipment.
10. Report all problems or concerns to the Recreation and Social Facilitation Division by phoning 460-2020 or e-mailing recreation@fredericton.ca.
11. Cancellation of Gym Time must be made seven days prior to rental date for a full refund.
12. The Recreation and Social Facilitation Division reserves the right to move/reallocate gym time (adjust this contract) in the fall and spring shoulder seasons to better utilize facilities.
13. Request for additional gym time or changes to this contract must be made at least 7 days in advance. Request less than one week in advance will depend upon staff availability.
Gym Availability
14. All gyms are closed on statutory holidays. Gyms are closed when schools are closed for storm days. For information regarding storm closures on weekends follow us on Facebook @ FrederictonRecreation or on Twitter @CityFredRec.
15. Special events may occasionally cancel booked events. Users will be informed well in advance of scheduled activity. Due to circumstances beyond control, bookings may be cancelled at the last minute; however, Account Managers will try to inform all user groups as soon as possible.
16. Anglophone School District West reserves the right to book gymnasiums for activities over City of Fredericton scheduled events.
Emergencies
To reach staff for emergencies only Mon – Fri before 4:30pm please call 506-460-2020.
NOTE ABOUT RISK
Every activity carries with it a degree of risk, and sometimes participants are injured. The City of Fredericton does what it reasonably can to minimize risks and I/we understand and accept that I/we share that responsibility. I/we agree to abide by the posted rules, to advise staff immediately if I /we observe a dangerous situation and to exercise reasonable caution in my activities. I/we understand that the City of Fredericton will deny any liability if a participant is injured due to an accident of their own behavior.
Fredericton Seniors Centre Terms & Conditions
1. Use of the kitchen is available to all groups renting a room. Exclusive use of the kitchen is only available when the whole facility has been rented for one event.
2. Alcohol is permitted for events with the application of a Special Occasions Permit from the Department of Public Safety. No groups can bring in their own alcohol without a Special Occasions permit.
3. Room rental is for the time noted on the contract; this INCLUDES set up and clean up time. Renters are responsible for own set up and take down.
4. Cancellations must be seven (7) days prior to an event for a full refund.
After a Rental
5. Turn off all lights and close windows.
6. Turn thermostats down to 15 degrees C or 60 degrees F.
7. Check stoves and all appliances (unplug where appropriate).
8. If the kitchen is used, please wash and dry all dishes/cutlery and store in proper place.
9. Wipe all counters and stove (including any spills in the oven).
10. Do not leave leftover food in the refrigerator or freezer.
11. Remove all decorations, streamers, balloons, tape, and tacks.
12. Return all tables and chairs to the sides of the room. DO NOT STACK CHAIRS OR TABLES IN FRONT OF ANY DOORWAYS OR ON THE WHEELCHAIR RAMP.
13. Dry mop or sweep the floor in all rooms used, including the kitchen. Use the wet mop to wipe up any spills.
14. All garbage it to be taken out and placed in the dumpster at the end of the building, next to the woodworking shop. Extra garbage bags can be found in the janitor room.
15. Turn on the alarm switch and the exterior light located at the main entrance before leaving. LOCK THE OUTSIDE DOOR.
NOTE ABOUT RISK
Every activity carries with it a degree of risk, and sometimes participants are injured. The City of Fredericton does what it reasonably can to minimize risks and I/we understand and accept that I/we share that responsibility. I/we agree to abide by the posted rules, to advise staff immediately if I /we observe a dangerous situation and to exercise reasonable caution in my activities. I/we understand that the City of Fredericton will deny any liability if a participant is injured due to an accident of their own behavior.
Arena Use Terms & Conditions
1. The City may not consider the application for acceptance unless signed at least ONE WEEK prior to proposed date of the use.
2. The rental times are NOT TRANSFERABLE, and the Contract holder is NOT PERMITTED TO SUBLET FACILITY TIME.
3. Contract holder will advise the City of any changes to the contract holder’s address and telephone number.
4. The City of Fredericton reserves the right to cancel or adjust the time on this agreement, or any reserved/booked times, at least one week prior to the date of the use, or by reason beyond the control of the City of Fredericton (weather, power outages, ice conditions, unexpected year end High School or University playoff games, mechanical failure or any other unforeseen circumstances). Any monies paid for cancelled times will be refunded or credited to account.
5. Cancellation must be received at least 7 days in advance before the scheduled use of time. The contract holder will be responsible for payment for any cancellations received less than 7 days unless cancellation is due to inclement weather. Tournaments, camps and special event bookings must be cancelled 30 days in advance.
6. Tournaments and special event organizers must submit schedules to the Facilities Coordinator at least 2 weeks in advance of the tournament. If no schedules are submitted, the City reserves the right to cancel the tournament and return the ice to regular users.
7. It is the responsibility of the contract holder to pick up key(s) for room(s) and dressing rooms as assigned from the “on-duty” Ice Attendant. A deposit of the contract holder’s car keys is required in order to secure a dressing room key. Dressing rooms must be returned back in general condition found. Players are responsible to pick up their garbage and put it in the garbage cans provided.
8. Rental of the facility is based upon 60 minutes per hour or any part thereof. No one shall enter on the ice until the ice resurfacer and staff has left the ice surface. Dressing rooms shall be VACATED THIRTY (30) MINUTES following the end of the rental time.
9. Contract holder is responsible for any damage incurred to the Facility or City property /equipment because of any act or omission of the Contract holder or the group represented by or affiliated with the Contract holder, your members, users, and invited guest. In the event of any damage, the City of Fredericton will make all repairs necessary and the Contract holder will be responsible for repayment to the City of Fredericton.
10. The City of Fredericton shall not be liable for any damage or loss of property brought into the facility in conjunction with the use by the contract holder or the group represented on the signed contract.
11. Contract holder agrees to follow and obey the Facility rules as posted and to supervise and control all members of his/her group and to ensure that all members are aware of the rules and terms of this agreement.
12. The following activities are not permitted:
- Alcohol is prohibited in all areas of the building unless during a licensed event
- No Smoking or vaping
- No banging of sticks on the rink boards
- Any other activity that, in the sole opinion of City Staff or representative of the City of Fredericton deems inappropriate
13. Any breach of the terms of this agreement by the contract holder or members of his /her group (including invitees) may, at the City’s discretion, result in immediate termination of this agreement by the City and forfeiture of any funds held by the City.
14. The City may, but is not obligated to, abide by the following guidelines for suspension or termination of the agreement due to the behavior of the Contract holder or its members regarding breach of contract agreement or the facility rules and regulations.
- 1st (first) Offense - Verbal Warning. Staff may issue a verbal warning. This verbal warning will be documented and kept on file.
- 2nd (second) Offense - Written warning. Contract holder will receive a written warning regarding its behaviours or behaviours of its members
- 3rd (third) Offense – Termination of agreement
15. The licensee agrees that any additions or deletions of rental times during the duration of the current ice season, the following contract agreement and signature will be binding.
NOTE ABOUT RISK
Every activity carries with it a degree of risk, and sometimes participants are injured. The City of Fredericton does what it reasonably can to minimize risks and I/we understand and accept that I/we share that responsibility. I/we agree to abide by the posted rules, to advise staff immediately if I /we observe a dangerous situation and to exercise reasonable caution in my activities. I/we understand that the City of Fredericton will deny any liability if a participant is injured due to an accident of their own behavior.
Killarney Rotary Centennial Terms & Conditions
1. Room rentals are for the designated room only and include the use of chairs, tables and kitchen facilities Renters are to provide all other required materials, be responsible for securing their own materials and removing them from the facility following their function.
2. Rental is for the time noted on the contract and this INCLUDES the setup time and take down/clean up time. If facility supervisors need to stay beyond their normal supervisory hours to clean up after your group, the renter will be invoiced for the additional time.
3. If alcohol is to be served, the renter must provide a copy of the license from the Department of Public Safety, and it must be displayed where the alcohol is being distributed. All rules and regulations from the department of Public Safety must be followed.
4. Renters are welcome to bring in their own food/potluck for the event or use any caterer of their choice.
5. Decorations are permitted. Absolutely no tacks or adhesive tape (scotch tape) is to be used on the walls; only low tack masking tape is permitted. If in doubt, please check with the facility supervisor. No decorations may be hung from the ceiling.
6. The renter is liable for any and all damage to the facility and will be responsible for paying for damage caused during use of the facility.
7. Ensure that a group leader is present and responsible for the supervision of program participants and spectators at all times.
8. The City of Fredericton reserves the right to reject any application.
9. Absolutely no smoking or vaping inside the lodge. Smoking is not permitted in wooded areas or on any of the decks or patio.
10. No confetti in or around the building.
Fees
11. Fees include set-up of tables and chairs according to floor plan provided by renter.
12. Renters using the lodge on a continual basis must pay for the rental according to the terms and conditions on this contract agreement.
13. All one-time rentals must be paid at time of booking.
Cancellations
14. Rotary Room cancellations received with less than one month notice will forfeit their deposit of $100.00. All other cancellations must be received a minimum of 7 days to receive a full refund.
15. In the event that inclement weather forces cancellation of a rental, the refund will be in full.
Cleaning
16. After an event, renters will be required to clean up the room by picking up their garbage and taking it to the front door, cleaning off tables, tidying up the room, sweeping the floors, cleaning kitchen and washing all dishes used (if applicable).
17. Users will not be responsible for taking down tables, cleaning washrooms, or washing floors.
18. If you have paid for janitor service, it will be noted on the contract.
Emergency
19. To reach staff Monday to Friday before 4:30pm contact Service Fredericton at 460-2020.
NOTE ABOUT RISK
Every activity carries with it a degree of risk, and sometimes participants are injured. The City of Fredericton does what it reasonably can to minimize risks and I/we understand and accept that I/we share that responsibility. I/we agree to abide by the posted rules, to advise staff immediately if I /we observe a dangerous situation and to exercise reasonable caution in my activities. I/we understand that the City of Fredericton will deny any liability if a participant is injured due to an accident of their own behavior.
Nashwaaksis Field House Terms & Conditions
1. Cancellation must be received at least seven days in advance of scheduled use of time for a full refund; unless cancellation is due to inclement weather. Tournaments must be cancelled a minimum of 2 weeks in advance. Tournaments schedules must be submitted at least 2 weeks in advance of the tournament. If no schedules are submitted, the City reserves the right to charge the organization for all gym time previously booked for the tournament.
2. All footwear worn outdoors must be removed upon entering.
3. Participants must follow the direction of Field House supervisors. Ensure that a group leader is present and responsible for the supervision of program participants and spectators.
4. Areas/equipment not required by user group will remain locked. If user needs access to these areas, the Field House supervisor will open them. Field House supervisors will distribute equipment.
5. NO FOOD OR DRINK permitted in the gyms.
6. Users are responsible for own set up and takedown of equipment. If Field House supervisors need to stay beyond their normal supervisory hours to clean up after your group, you will be billed for the additional time.
7. Users should bring a game ball if they wish to have a quality ball; Field House equipment is used daily and may not meet standards.
8. City of Fredericton is not responsible for lost/stolen equipment or personal items. Groups must accept full responsibility for any damages or loss of equipment.
9. Report all problems or concerns immediately to the Recreation and Social Facilitation Division by phone 460-2020 or e-mail recreation@fredericton.ca
Availability
10. The Field House is closed on statutory holidays. When school gyms are closed when for storm days the Field House may remain open. For information regarding storm closures on weekends follow us on Facebook @ FrederictonRecreation or on Twitter @CityFredRec
11. Special events may occasionally cancel booked event. User groups will be informed well in advance of scheduled activity. Due to circumstances beyond control, bookings may be cancelled at the last minute; however, Account Managers will try to inform all user groups as soon as possible.
12. Anglophone School District West reserves the right to book gymnasiums for activities over City of Fredericton scheduled events.
Insurance
13. Proof of a Comprehensive Policy of Public Liability (Certificate of Insurance) of no less than $2 million dollars must accompany this application form when submitted to the City of Fredericton’s Recreation Department. The Certificate must name the City of Fredericton and the Nashwaaksis Field House Maintenance Committee as an additional insured. Certificate of Insurance is required if your group meets the following requirements: Delivering a skill, such as instruction in Martial Arts, Gymnastics, etc… A group whose activity is not a gym or sports related activity or event.
NOTE ABOUT RISK
Every activity carries with it a degree of risk, and sometimes participants are injured. The City of Fredericton does what it reasonably can to minimize risks and I/we understand and accept that I/we share that responsibility. I/we agree to abide by the posted rules, to advise staff immediately if I /we observe a dangerous situation and to exercise reasonable caution in my activities. I/we understand that the City of Fredericton will deny any liability if a participant is injured due to an accident of their own behavior.
Odell Lodge Terms & Conditions
1. Room rentals are for the designated room only and include the use of chairs, tables and kitchen facilities Renters are to provide all other required materials, be responsible for securing their own materials and removing them from the facility following their function. Rental fee does NOT include set up of tables and chairs.
2. Rental is for the time noted on the contract and this INCLUDES the set up time and take down/clean up time. If facility supervisors need to stay beyond their normal supervisory hours to clean up after your group, the renter will be invoiced for the additional time.
3. If alcohol is to be served, the renter must provide a copy of the license from the Department of Public Safety, and it must be displayed where the alcohol is being distributed. All rules and regulations from the department of Public Safety must be followed.
4. Renters are welcome to bring in their own food/potluck for the event or use any caterer of their choice.
5. Decorations are permitted. Absolutely no tacks or adhesive tape (scotch tape) is to be used on the walls; only low tack masking tape is permitted. If in doubt, please check with the facility supervisor. No decorations may be hung from the ceiling.
6. The renter is liable for any and all damage to the facility and will be responsible for paying for damage caused during use of the facility.
7. Ensure that a group leader is present and responsible for the supervision of program participants and spectators at all times.
8. The City of Fredericton reserves the right to reject any application.
9. Absolutely no smoking or vaping inside the lodge. Smoking is not permitted in wooded areas or on any of the decks or patio.
10. Only facility supervisor can put wood in the fireplace.
11. Vehicles are not permitted to drive on grass or remain in the park. Temporary vehicle access to lodge for drop off and pick-up may be coordinated with facility supervisors.
12. In accordance with City of Fredericton By-Law No. L8; no person shall use parklands, or any part thereof for the purpose of holding or carrying on a fair, carnival, bazaar and any other activity for profit or gain, except with the permission of the City Council.
Fees
13. Renters using the lodge on a continual basis must pay for the rental according to the terms and conditions on this contract agreement.
14. All one time rentals must be paid for at time of booking.
Cancellations
15. All cancellations must be received a minimum of 7 days to receive a full refund.
16. In the event that inclement weather forces cancellation of an event, the refund will be in full.
Cleaning
17. After an event, users will be required to clean up the room by picking up their garbage, tidying up the room, sweeping the floors, cleaning kitchen and putting back tables and chairs.
18. Users will not be responsible for cleaning washrooms or washing floors
Monday to Friday before 4:30pm contact Service Fredericton at 460-2020.
NOTE ABOUT RISK
Every activity carries with it a degree of risk, and sometimes participants are injured. The City of Fredericton does what it reasonably can to minimize risks and I/we understand and accept that I/we share that responsibility. I/we agree to abide by the posted rules, to advise staff immediately if I /we observe a dangerous situation and to exercise reasonable caution in my activities. I/we understand that the City of Fredericton will deny any liability if a participant is injured due to an accident of their own behavior.
Sport Fields Terms & Conditions
1. All minor and adult league groups must supply a complete players list (team roster) which includes players’ names and Recreation Card number. This is required for recreation stats, as well as providing information to participating Local Service Districts and contributing Community Partners within the Shared Recreation Services Agreement.
2. Field payments must be submitted before your first game of the season, along with player list.
3. Tournament fees must be paid in full by the Wednesday of the week prior to the event. For staffing and scheduling purposes, the tournament schedule must also be submitted two weeks prior to the event.
4. Consuming alcohol on or around city fields is prohibited. Violators risk losing future access to all city sports fields. Request for alcohol at outdoor facilities (i.e. tournaments) requires an application through City of Fredericton Special Events.
5. All cancellations must be received seven days prior to rental date for a full refund. Credits for rainouts or cancellations by City will be honored.
6. Weekend request for field bookings received after 5:00pm on the Thursday prior cannot be guaranteed. Staff will try to accommodate the request if possible.
7. Only Recreation vehicles and authorized maintenance employees are permitted to drag or work on the fields. Other motorized vehicles of any description are not permitted in city parks (By-Law No. L-8)
8. We request your assistance in keeping the sports fields clean and instruct all users to use the garbage receptacles.
9. No teams are to practice on sports fields without booking through the Recreation and Social Facilitation Division.
10. Tampering with lighting or other city-owned equipment is prohibited. Any group misusing the fields, causing public disturbance, or harassing City maintenance staff will be suspended from any further play on City facilities and all fees will be forfeited.
11. During any tournament play, field maintenance crews must be given clear access to fields to carry out their duties. Players must leave the playing area. Failure to do so could mean loss of field privileges.
12. The City of Fredericton is not responsible for damage to vehicles from balls out of play.
13. In the event of inclement weather check the website www.fredericton.ca or follow us on twitter @CityFredRec or on Facebook at “Fredericton Recreation”. Please note, that due to field conditions, some fields may be open while others must remain closed.
14. The City of Fredericton reserves the right to cancel or adjust the time on this agreement or any reserved times upon notification at least one week prior to the date of the use, or by reason beyond the control of the City of Fredericton (weather, power outages, icy conditions, etc…).
15. Contract holder is responsible for any damage incurred to the Facility or City property and equipment because of any act or omission of the contract holder or the group represented by or affiliated with the contract holder, your members, users, and invited guest. In the event of any damage, the City of Fredericton will make all repairs necessary and the contract holder will be responsible for repayment to the City of Fredericton.
16. The City may, but is not obligated to, abide by the following guidelines for suspension or termination of the agreement due to the behavior of the contract holder or its members regarding breach of contract agreement or the facility rules and regulations:
- a. 1st (first) Offense - Verbal Warning. Staff may issue a verbal warning. This verbal warning will be documented and kept on file.
- b. 2nd (second) Offense - Written warning. Contract holder will receive a written warning regarding its behaviors or the behaviors of its members
- c. 3rd (third) Offense - Termination of agreement
Turf Field Regulations
17. Only rubber molded cleats, no metal pointed cleats. Make sure cleats are clean and clear of all soil matter.
18. Only water is permitted on turf fields (no glass bottles). No chewing gum or food of any kind is allowed.
19. Fold out lawn chairs are not permitted on the turf. Only free-standing sun shelters allowed. No stakes or post holes can be driven into the turf.
20. Dogs are prohibited on turf fields.
NOTE ABOUT RISK
Every activity carries with it a degree of risk, and sometimes participants are injured. The City of Fredericton does what it reasonably can to minimize risks and I/we understand and accept that I/we share that responsibility. I/we agree to abide by the posted rules, to advise staff immediately if I /we observe a dangerous situation and to exercise reasonable caution in my activities. I/we understand that the City of Fredericton will deny any liability if a participant is injured due to an accident of their own behavior.
