General Rental Information - Town of Ajax
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General Rental Information 

Facility Rental Insurance Policy

All functions/events booked in Town facilities or on Town property require liability 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. Insurance fees are in addition to the facility rental fee and are mandatory.  Rates vary and will be determined at time of booking.

The Town reserves the right to determine or amend the insurance requirements based on, but not limited to, risk assessment and event size.

Special Occasion Permits (SOP)

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

Municipal Alcohol Policy (MAP) and Planning Guide

For all Alcohol and Gaming Commission of Ontario (AGCO) functions, certified "Smart Serve" bartenders must be utilized.  Bartenders must be on site 30 minutes prior to and 30 minutes following the function end time set out in the SOP.  The bar most close no later than 1:00 a.m. according to the Special Occasion Permit.  Refer to the MAP Planning Guide for complete details.

Download the printable MAP 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.

Facility Rental - Terms and Conditions

Download the printable Facility Rental - Terms and Conditions document

Cancellation Policy

Ice, Floors and Gymnasiums rentals do not receive a refund if cancelled.

Community Halls (Ajax Community Centre HMS, Commodores Room, McLean Community Centre, Hartrick House, Quaker Meeting House, St. Andrew’s Community Centre and St. Francis Centre):
All initial payments are non-refundable. Written requests for a cancellation received less than 21 days prior to the rental date is only refunded insurance and SOCAN fees.

Community Pavilions (Carruthers Marsh, Greenwood Discovery and Rotary Park):
Written requests for a cancellation are required.  If the request is received more than 21 days prior to the rental day, an Administrative Fee + HST is applied and the remainder of the fees are refunded.  If the request is received less than 21 days prior to the rental date, only the insurance and SOCAN fees, if applicable, are refunded.

Meeting Rooms (ACC Admirals, Captains, Carruthers, Duffins, ARC Community Room, Studio, MCC Community Room 1 and Community Room 3):

Written requests for a cancellation are required.  If the request is received more than 21 days prior to the rental day, an Administrative Fee + HST is applied and the remainder of the fees are refunded.  If the request is received less than 21 days prior to the rental date, only the insurance and SOCAN fees, if applicable, are refunded.

Pools (ACC, ARC, MCC, and AMP):

Written requests for a cancellation are required.  If the request is received more than 21 days prior to the rental day, an Administrative Fee + HST is applied and the remainder of the fees are refunded.  If the request is received less than 21 days prior to the rental date, only the insurance and SOCAN fees, if applicable, are refunded.

Non-resident fees are non-refundable.

In the case of emergency situations, unscheduled facility maintenance, labour disruption, and government elections, inclement or severe weather or for safety concerns, the Town reserves the right to limit or refuse usage of facilities or cancel a Permit or individual bookings. In such cases, the Town will notify the impacted users with as much advance notice as possible. The Town of Ajax will contact the Permit Holder and it will be their responsibility to inform participants/registrants of the cancellation.