General Rental Information - Town of Ajax
Editable...

General Rental Information 

Facility Rental Insurance Policy

All functions/events booked in Town facilities or on Town property require insurance. The Town offers an affordable Municipal Facility Users Insurance Program for those who wish to use Town of Ajax facilities for rentals, special events or programs. The insurance is in addition to the facility rental fee and is mandatory.  Rates vary and will be determined at time of booking.

Municipal Alcohol Policy (MAP) and Bar Requirements

Download the printable MAP document.

For all Alcohol and Gaming Commission of Ontario (AGCO), Special Occasion Permit functions, certified "Smart Serve" bartenders from the Town's Staff Pool must be utilized at a ratio of 1 bartender to 130 attendees and for a minimum time of 3 hours total.  The bartender must be on site 30 minutes prior to and 30 minutes following the function end time set out in the SOP and paid for their time (minimum time of 3 hours total).  Bartenders are paid by the Permit Holder, in cash, on the day of the function, at the following rate: $15/hour/bartender at community centres and $20/hour/bartender at all other locations. Rates are double for statutory holidays and New Year's Eve.

The bar must close no later than 1:00 a.m. according to the Special Occasion Permit.

To book a bartender email ajax.bartender@ajax.ca or call 905-619-2529 ext. 7244 and leave a message.  The lead bartender will reply to confirm details of function.

Special Occasion Permits (SOP)

An SOP is issued by the Alcohol and Gaming Commission of Ontario (AGCO) and are mandatory for all functions serving alcohol, including beer and wine. All requirements related to serving alcohol in Town facilities can be found in the Municipal Alcohol Planning Guide.

SOCAN Fees

SOCAN is the Canadian copyright collective that licenses the use of music in Canada. They collect license fees and distribute royalties to performance artists. All receptions, conventions and dances using CD's, cassettes, tape recordings as a source of music and are required to pay a SOCAN fee in addition to the facility rental fee. These fees are additional at the time of renting Town facilities.

Smoke Free Facilities

All recreation facilities are non-smoking facilities as per Durham Region Smoke-Free By-Law 66-2002 and Town of Ajax By-Law 87-88.  Refer to the Town of Ajax - Facility Rental Agreement for further information and your agreement as a permit holder.

Rental Terms and Conditions

Download the printable Rental Terms and Conditions document.

The Permit Holder is required to have the Permit available for inspection on the date(s) and time(s) specified in the Permit. 

The Permit Holder must be a minimum of 18 years of age at the time of booking and present in the Facility during the permitted times. Any person in the Facility under the age of 18 must be supervised by an adult/or Permit Holder at all times.

The Town reserves the right to limit or refuse usage of facilities at the discretion of the Director of Recreation & Culture.

The Permit Holder is responsible for the conduct and supervision of all persons using the Facility pursuant to the Permit and shall ensure all Terms and Conditions contained in the Permit are observed. Vandalism, littering, abusive behavior and language, interference with other Town facilities and alcohol use without a license shall be deemed as a just cause to cancel the Permit or deny future permit applications.

The Town shall not be liable to any Permit Holder in the event that the Facility is not available at the start time as set out in the Permit due to the use of the Facility by a prior Permit Holder.  In such an event the start time and end time will be adjusted accordingly.

The Permit Holder shall be responsible for any charges related to extended use of the Facility past the date or time set out in the Permit. A $50.00 charge will be levied for each half hour or part thereof in excess of the end time set out in the Permit.

The Permit Holder is required to have a certificate of liability insurance in the amount of $2,000,000.00 per occurrence naming the Town as additional insured. Such insurance shall not be cancellable except on prior notice to the Town. A copy of the insurance certificate shall be delivered to the Town prior to 21 days prior to the start date set out in the Permit.

Persons using the Facility pursuant to the Permit shall not be allowed access to areas outside the Facility unless such areas are open to the public during the rental period.

The Permit shall not be assigned or transferred whatsoever.

Unless otherwise set out in the Permit, the Permit Holder shall be solely responsible for providing all first aid supplies and any specific emergency services required as a result of the nature of the use of the Facility by the Permit Holder.

The balance of the Permit fee and total attendance numbers are due twenty-one days priorto the start time set out in the Permit. Set-up diagrams should be delivered to the Town at this time as well. 

The Deposit is non-refundable unless the Permit is cancelled other than as result of the actions of the Permit Holder.

The Permit Holder shall remove all articles, goods, equipment, event supplies and decorations from the Facility immediately following the conclusion of the event, and shall be responsible for any costs incurred by the Town as a result of a false alarm caused by any person in the Facility for the purpose of the Permit.

The Town is not responsible for damages, loss or theft of equipment or clothing of any Permit Holder or their invitees.  Please secure your valuables.

The Permit Holder shall be responsible for costs associated with damages arising from the use of the Facility by all users and invitees during their permitted times.

Sale of refreshments, food and beverages and other items on Town property is prohibited unless otherwise authorized in under the Permit.

All fire exits, fire routes and pedestrian walkways must be kept clear at all times. The Permit Holder is responsible for restricting activities to the Facility only.  All concerns, safety and otherwise should be reported immediately to a Town Staff member.

The consumption of alcoholic beverages is strictly prohibited in the Facility except where permitted by the issuance of a Special Occasion Permit issued under the authority of the Liquor License Act (Ontario).

For all Alcohol and Gaming Commission of Ontario (AGCO), Special Occasion Permit functions, certified "Smart Serve" bartenders from the Town's Staff Pool must be utilized at a ratio of 1 bartender to 130 attendees and for a minimum time of 3 hours total.  The bartender must be on site 30 minutes prior to and 30 minutes following the function end time set out in the SOP and paid by the Permit Holder for their time (minimum time of 3 hours total).  Bartenders are paid in cash, on the day of the function.  The bar must close no later than 1:00 a.m. according to the Special Occasion Permit.  Please see the Municipal Alcohol Policy Planning Guide for instructions on how to book your bartender and for their rate of pay.

Use of an open flame is subject to the discretion, restriction and prior approval of the Facility Manager. This includes but is not limited to candles and ceremonial pots.  Sparklers are not permitted.

The throwing of rice and confetti and other food items and the use of decorative sparkles/glitter, etc., is not permitted.

Please respect our facilities.  All garbage/recycling should be placed in bags or containers provided.  Tables, chairs, counters and floors should be cleared of debris at the completion of the rental. Town staff will be responsible for sweeping and mopping the floor and cleaning tables prior to and after the function.  Any additional maintenance duties will result in extra charges being levied where extraordinary cleanup is required.

Lottery licences are only issued to charitable or religious organizations, not private individuals.  See www.agco.on.ca for more information. Games of chance, lottery or gambling is strictly prohibited.

In the case of ice rentals no player, coaches or other official or person associated with the Permit is allowed on the ice until the resurfacing machine has left the ice surface and the doors have been closed.  Street shoes are not permitted on the ice surface at any time.

All participants must wear approved head gear with the exception of pleasure skating during schedule recreational skating periods and figure skating programs.

In the case of an ice rental if a scrape or flood is required, the time required will be taken at the beginning of the start time set out in the Permit. It is understood that for the purpose of an ice rental one hour includes fifty ( 50 ) minutes of which the ice may be used and ten ( 10 ) minutes of maintenance time.

The Town provides arena change rooms on the basis of one room per team or one room per 20 adults, to a maximum of 2 rooms per hour of rental time. The Town will make every effort to provide access to dressing rooms 30 minutes prior to start time in the Permit.

The Permit Holder agrees to vacate the arena change rooms within 30 minutes of the end time set out in the Permit. Change rooms must be left in a clean and usable condition.

During the regular ice season all games will be under curfew.  During play-offs, league organizers shall allocate sufficient time for overtime game play.  In the event a game goes beyond the permitted time groups are expected to co-operate in order to facilitate the successful completion of the game. 

There may be instances of delay during play-offs.  During Tournament play the host group will be responsible to build in buffer time to allow for additional time for unforeseeable delays.  The Facilities Manager/ Facilities Supervisor or Arena Operator will be responsible for coordinating time adjustments as required.

Youth events, where the majority of guests are between the ages of 13 and 17, and where admission is "by invitation only" require adult supervision at a ratio of one (1) adult for every fifteen (15) youth.  One of the adult supervisors must be the permit holder.  Adult chaperones must actively supervise the permitted space, ensuring only invited guests enter.  They are also responsible for supervising youth outside of the permitted space (i.e., outside smoking, or in common areas such as lobbies, hallways and washrooms).  Teen Rental Check List (REC-584) must be completed by a Facility Manager prior to the booking.

Pay duty police officers from the Durham Regional Police Service must be pre-booked by the permit holder and present for the entire time, for:

  • any ticketed event (event for which tickets are sold to the general public as opposed to "by invitation only"), whether or not alcohol is served; no ALL-AGES events are permitted - youth events where the majority of guests are between 13 and 17 years of age (at the discretion of the facility manager).

Cancellation Policy:

  • Ice, Floors, Gymnasiums, Fields, Greenwood Conservation Area, Paulynn Park and Rotary Park Picnic Area rentals do not receive a refund if cancelled.
  • Community Halls (HMS, Commodore's Room, McLean BH, St. Andrew's CC, Kinsmen Heritage Centre and St. Francis Centre):  All Initial Payments are non-refundable.  Should written notice of a cancellation be received less than 21 days prior to the rental date, only applied insurance and SOCAN fees will be refunded.
  • Pool Rentals:  An administration fee of $40.00 (plus HST) will be charged for each cancellation.  Should written notice of a cancellation be received less than 21 days, only the insurance will be refunded.
  • Rooms:  An administration fee of $40.00 (plus HST) will be charged for each cancellation.  Should written notice of a cancellation be received less than 21 days, only the insurance and SOCAN fee will be refunded.
  • Transfers: 21 days written notice is required to process a transfer request. A rental date may be transferred to another date based on availability at a cost of $10.00 (plus tax).  Transfers must be booked within a calendar year from the original date booked.  Example of request for transfer: death in the family, injury, illness.

All recreation facilities are non-smoking facilities as per Durham Region Smoke-Free By-law 66-2002 and Town of Ajax By-Law 87-88.

Effective immediately, smoking tobacco is prohibited within 20 metres of playgrounds and sporting areas, and on spectator areas adjacent to sporting areas. The permit holder agrees and acknowledges that the permit holder, visitors, guests and business invitees shall not smoke within 20 metres of playgrounds and sporting areas, and on spectator areas adjacent to sporting areas.

A breach of this Addendum by the permit holder shall be deemed a material breach of the Agreement and grounds for immediate termination of the Agreement.