Rent a Facility

Wondering how to book a facility? Consider the following:

1. What date and time do you prefer? What is your second choice of date/time?
2. Do you have a location preference?
3. How many guests will be in attendance?
4. Are you playing music?
5. Are you planning on serving alcohol?
6. Familiarize yourself with the Facility Rental Terms and Conditions
7. Will this event be for youth between the ages of 13 and 17? **

** Specific rental rules apply to this type of Teen Rental. Contact the Facility Booking Office for further details.

5 Steps to book!

1. Visit the venue or watch the Virtual Tour
2. Contact the Facility Booking Office to check availability
3. Complete the Facility Booking Rental Request Form
4. Provide payment and sign the permit
5. 21 days prior to the event, you must submit a room set-up sheet and liquor license (if applicable). If your booking required an initial payment, the balance of the rental fee is also due at this time.

Phone: 905-619-2529, ext. 7200
Email: facilitybookings@ajax.ca
Fax: 905-427-0739

Address:
Ajax Community Centre
Recreation, Culture & Community Development, Administration Office, 2nd Floor
75 Centennial Road

Hours:
While the offices remain closed to the public, facility booking representatives are available:
Monday to Friday: 8:30 a.m. to 4:30 p.m.
Saturday/Sunday: Closed

Phone: 905-619-2529, ext. 7200
Email: outdoorrentals@ajax.ca
Fax: 905-427-4003

Address:
Operations & Environmental Services
800 Salem Road North

Hours:
Monday to Friday: 8 a.m. to 4 p.m.
Saturday/Sunday: Closed

Rental Terms & Conditions

All Town of Ajax Facility Rentals are subject to the applicable terms and conditions agreed upon by the Permit Holder and all subsequent facility users must abide by them. Failure or refusal by the Permit Holder/Users to adhere to these Facility Rental Terms and Conditions may result in cancellation and refusal to grant any future rental permits for the use of Town of Ajax Facilities.

Please Note: Facility Rental Terms and Conditions are being reviewed and updated to reflect the Province of Ontario Stage 3 and Durham Region Public Health recommended guidelines.

Facilities and Rental Fees

The Town of Ajax has many recreation facilities available for use by individuals, groups or organizations.

Rental Fees

All facility rental fees and other applicable charges quoted are resident fees and are contained in the Town's Fee Schedule approved each year by Town Council. 

Rental Fees listed below are effective January 1 to December 31, 2020.

Fees do not include tax, mandatory insurance and SOCAN/Re:Sound music fees, if applicable.

Non-Resident Permit Fees/Proof of Residency

A non-resident permit fee will applied to functions/events booked in some Town facilities or on Town property. Proof of residency is required from the individual who will act as the permit holder.

Check out the Things to know before you book and use the Facility Booking Rental Request Form to begin the booking process.

 Methods of payment

Payment can be made by:

• Cash
• Cheque made payable to the Town of Ajax
• Interac
• Credit Card (American Express, MasterCard or VISA).

Insurance

All functions/events booked in Town facilities or on Town property require commercial general liability insurance. Insurance fees are in addition to the facility rental fee and are mandatory. Rates vary and the Town reserves the right to determine or amend the insurance requirements based on, but not limited to, risk assessment and event size.

Cancellation and Transfer Policies

Please Note: Facility Rental Cancellation and Transfer policies noted below are being reviewed and updated as a result of COVID-19.  All facility booking permit holders will be advised of any changes to these policies.  

Cancellation Policy

Ice, Floors, Gymnasiums, Sports Fields (ball and soccer), Carruthers Marsh Greenspace, Trail and Amphitheatre, Greenwood Greenspace and Picnic Areas/Shelters, Paulynn Park Greenspace and Picnic Areas/Shelters and Rotary Park Picnic Areas/Shelters do not receive a refund.

Community Halls (Ajax Community Centre HMS, Commodores, McLean Community Centre, Hartrick House, Quaker Meeting House, 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/Re:Sound fees.

Community Hall (Audley Recreation Centre (Full Hall or 1A or 2B or 3C))

All initial payments are non-refundable. Written requests for a cancellation received less than 90 days prior to the rental date is only refunded insurance and SOCAN/Re:Sound 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 date a $40.00 + HST Administrative Fee 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 and 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 date a $40.00 + HST Administrative Fee 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)

Written requests for a cancellation are required. If the request is received more than 21 days prior to the rental date a $40.00 + HST Administrative Fee 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 is refunded.

Transfer Policy

A rental date, time or location may be transferred once per permit to another date, time or location based on availability and at a cost of $10.00 + HST Administrative Fee, with 21 days written notice. Transfers must be booked within a calendar year from the original date booked. The difference in fees as a result of the transfer, if any, will either be charged or refunded.

The exception to this policy is for the Audley Recreation Centre Community Hall (or the individual sections within), where transfers of date, time or location are NOT allowed.

Permit Holders shall not assign or transfer their permit to another user whatsoever.

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.  Please note that not all Town facilities allow the serving of alcohol. Refer to the MAP Planning Guide for a complete list of Town Approved Venues for SOP Events and all requirements related to serving alcohol in Town facilities.

For all AGCO functions, certified “Smart Serve” bartenders must be utilized. The bar must close no later than 1 a.m. according to SOP.

Refer to the MAP Planning Guide provided at the time of inquiry for full details and requirements for events where alcohol is served.

SOCAN and Re:Sound Music Fees

All functions and room rentals using recorded music such as iPods, smart devices, MP3 players, CD's or any other recording as a source of music are required to pay SOCAN and/or Re:Sound music fees in addition to any other rental fees.

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. 

Virtual Tours

Are you thinking of renting a space in a Town facility for your meeting, event or celebration and want to check out the venue? 

Take a virtual tour and explore the interior and exterior of our arenas, pools, community spaces and meeting rooms.

• Ajax Community Centre
• Audley Recreation Centre
• McLean Community Centre
• St. Francis Centre
• Ajax Waterfront
• Carruthers Marsh Pavilion
• Greenwood Discovery Pavilion
• Rotary Park Pavilion
• Hartrick House
• Audley Ball Diamonds