7.02        Facility Rental Policy


Date of Review:  Feb 2018

Expiry Date:       Feb 2019

Accountability:    COO / Maint Ctte


  1. The main purpose of the gymnasium and kitchen facilities is educational, and secondly, to serve the Christian community for religious or recreational activities, weddings and anniversaries. Renting Christian organizations or individuals would conduct activities which are consistent with our statement of faith as expressed in our By-Laws Policy 1.02. The Board of Immanuel Christian School reserves the right to refuse the use of the school facilities and the Board is under no obligation to give reasons for such refusals.


  1. The applicant shall assume full responsibility for the conduct of those in his/her party using the facilities and is solely responsible for any claims arising out of improper supervision or arising in any other manner, be that facilities, equipment, etc.  The Board is not responsible for personal injury or damage, or for the loss or theft of personal effects or equipment of the applicant or for any person attending on the invitation of the applicant.  Damage to the building or equipment, misuse of facilities, or lack of adequate supervision may result in the cancellation of further meetings; the cost of repairing any damage shall be charged to the applicant. The applicant or your organization is responsible for the cost of a false fire alarm call should a pull station be activated.  Bills incurred by the Fire Department will be charged to the applicant.

  1. Liability insurance of $2,000,000 is recommended. Renters must provide proof of at least $1,000,000 general commercial or personal liability and bodily injury / property damage insurance (a homeowner’s insurance often covers this).  Event insurance may be obtained through an extension of a personal insurance policy, through brokers, or online through agencies such as PAL Insurance Canada (www.palcanada.com) or as “special risk” on the school insurance policy (see the office for a quote)


  1. A non-refundable deposit of 50% of the rental fee is required at the time of booking. The premises must be vacated by the time arranged to allow for sufficient cleaning time.  The applicant is responsible for leaving the room(s) used in a suitable  and fit condition after each use.

  1. Liquor of any kind is prohibited at all meetings except wedding receptions and anniversaries, where wine may be served (two servings per adult).  Arrangement for a liquor license is the applicant’s responsibility. Smoking is prohibited in the school building and on the school grounds. Confetti is not permitted on the school property.


  1. The maximum seating capacities are: (a) standing 789, (b) seating (421), (c) tables and chairs 332, and (d) receptions 287.  ICS does not have tables and chairs to seat up to the maximum numbers.

  1. The applicant is responsible for ensuring that proper footwear is worn for recreational activities.  Only shoes with non-marking soles may be worn in the gym during sport activities.


  1. No peanuts or peanut-based products are allowed anywhere within the school building, including the gym and kitchen.  Refer to the Anaphylaxis Policy posted on the bulletin board in the kitchen.


  1. Once booked, the school principal will make every reasonable effort to plan school activities around rental dates.  In the event that this is impossible and it becomes necessary to change a rental date, a refund will be given.  This will be an extreme exception.


  1. Rentals on Sundays will be only for family functions (birthdays, anniversaries, etc.) and church events.  Parking must be negotiated with the Aylmer Christian Reformed Church for am and pm services.

  1. Special relationship with Aylmer Christian Reformed Church: Based on a shared history, ICS and ACRC share a commitment to Christian education. Both facilities support Christian education at various times. ICS does not charge ACRC rental fees. Normal booking arrangements and conditions apply.


7.02 Appendix A – ICS Booking Form

Print Name and Group (if applicable)  ____________________________  

Contact phone # / email: ______________________________           

Booking Date and Details of the Event::  ___________________________________


Special Arrangements? (examples: mics, tables, chairs, tablecloths, equipment by arrangement with Principal)

□   entered in the ICS booking book (with building attendant)

□   entered in the ICS Google calendar


Upon rental of the gym and/or kitchen, following is a list of your responsibilities:

If Gym only is used: Put away all tables, chairs and/or equipment used

If Kitchen is used: Wash & put away all dishes/utensils used, sweep floor (broom beside freezer). Laundry and tablecloths should be in the dirty linen bin.

Bathrooms used (wheelchair, boys, girls): check bathrooms, make sure all toilets are flushed


□ copy of $1M insurance certificate received        Expiry date:


Fee Payment (a copy of this form serves as the receipt):


Rental Fee ______________________________  


Deposit Received ______________  Date __________________


Amount Owing ________________   Paid on _______________ by cheque #_____ or _____ cash

I have read, understood and will abide by the ICS Facility Rental Policy 7.03 (copied on the reverse of this form).


___________________________                                       ______________________

         Signature of Applicant                                                                    Date


____________________________                                     ______________________

                School Official                                                                          Date

7.02 Appendix B Gym Equipment Room Use