Town of Banff Programs, Classes and Facility Rentals Terms & Conditions

Welcome to Univerus Rec, the Town of Banff’s online recreation platform (“Platform”). By creating an account, registering for programs, booking facilities, purchasing memberships, or otherwise using the Platform, you agree to the following Terms & Conditions. Please read them carefully.

Accounts & Eligibility

• Users must be 18 years or older to create an account.
• Parents/guardians may register minors under their account and accept these Terms on their behalf.
• Users are responsible for keeping login credentials confidential and for all activity on their account.
• False or incomplete information may result in suspension or termination of account access.

Program Registration

• Registration is available on a first-come, first-served basis. Waitlists do not guarantee placement.
• Refunds are not provided once a program has started, except for documented medical reasons.
• The Town reserves the right to cancel or reschedule programs due to low enrollment, instructor availability, emergencies, or other operational reasons.
• Program details (instructor, time, location) may change without notice.

Food and beverage

• Commercial outside food and beverage is permitted at the Fenlands. Please contact Rentals@banff.ca for more details.
• Outside Alcohol is not permitted at the Fenlands.

Facility Rentals & Bookings

• Full payment is required at the time of booking. Deposits and/or damage holds may apply.
• Cancellations:
  • 30+ days prior → 75% refund (less $25 admin fee)
  • Less than 30 days → no  refund
• Renters may be required to provide $2,000,000 liability insurance, naming the Town of Banff as “additional insured.”
• Permits/licences (e.g. liquor, vendor, SOCAN) are the responsibility of the renter.
• Renters are responsible for all damage, clean-up, and attendee conduct.
• Use of facilities must comply with Town bylaws, policies, and posted rules. Additionally, the Renter agrees to follow the rules and regulations outlined in the rental agreement.
• The Town reserves the right to cancel a rental at any time for operational, safety, or emergency reasons.
• A damage deposit will be charged to the Renter and is conditionally refundable provided there is no damage to the facility or equipment as a direct result of the rental and if the Renter and its participants fully adhered to the Facility Guidelines and Rules and Regulations.
• It is the renter’s responsibility to ensure that all required insurance or licenses are secured and provided to the facility booking staff prior to the event (i.e. Liquor License, and Liability Insurance).
• Town of Banff business licenses are required for vendors contracted by facility renters. The Renter is responsible to inform the Town of Banff of all vendors supplying services to the booking. For more information about business licensing please contact 403.762.1215.

Fees, Payments & Refunds

• All fees must be paid in full at the time of registration or booking.
• Refunds or credits are issued only according to these Terms and the Town’s refund policy.
• No refunds for  no-shows or late cancellations
• Administrative fees may apply for cancellations, changes, or transfers.

Code of Conduct

• All participants and renters must treat staff, volunteers, and other users with respect and courtesy.
• Harassment, discrimination, unsafe behaviour, or bylaw violations may result in immediate suspension or termination without refund.
• Facility-specific rules must be followed at all times

Assumption of Risk & Waiver

• Participation in recreation activities involves inherent risks (injury, illness, equipment failure, etc.).
• By registering or booking, you agree to assume all risks and hold harmless the Town of Banff, its staff, volunteers, and partners from claims of injury, loss, or damage, except in cases of gross negligence

Suspension or Termination

• The Town may suspend or terminate account access if:
  • You breach these Terms.
  • You misuse the Platform.
• Fraudulent or abusive activity is detected.
• Termination does not cancel outstanding payment obligations.

Changes to Terms

• The Town may update these Terms at any time.
• Changes will be posted on the Platform and effective immediately.
• Continued use of Univerus Rec after changes means you accept the revised terms.

 

Facility Rentals 

1. INSURANCE and LICENSING

   Renters are required to provide a certificate of insurance prior to commencement of a rental that includes:

   • A  minimum of $2 Million (2,000,000) of Commercial General Liability per occurrence; and
   • That lists the Town of Banff and His Majesty the King in the Right of Canada as represented by the Parks Canada Agency as additional insured with no limitation on the scope afforded.

   It is the Renter’s responsibility to ensure that all required insurance and/or licenses are secured and provided to the facility booking staff prior to the rental start date (i.e. liquor license, vendor license, insurance, etc.).  

   A valid business license is required by vendors contracted by the Renter. For more information about business licensing please contact (403) 762.1215.

   RULES AND REGULATIONS

   The Renter agrees to follow the rules and regulations outlined below:

   1. The Renter shall restrict the use by participants and/or attendees to the rental space.
   2. The Renter shall be responsible for ensuring the safe, responsible and respectful use of the rental by the participants and/or attendees.
   3. The Renter shall ensure that any damages to the rental space is reported to Town of Banff and the Renter shall be charged for the cost of replacement and/or repairs for such damages. 
   4. Warm-ups, meetings, setup and takedown, etc. times must be within the times specified in the rental.
   5. The Renter accepts the rental space “as is, where is”. 
   6. The Renter shall not make or erect any installations, alterations, modifications, or additions to the rental space without prior written consent from the Town of Banff 
   7. Where applicable, the Renter is responsible for obtaining a license from SOCAN when using music, live or recorded, during the rental. 
   8. The Renter will take reasonable steps to ensure that no unauthorized persons enter the rental space during the time of the rental.
   9. The Renter shall use the rental space for the Purpose of Use and for no other purposes. The Renter shall not permit the use of the rental space by any other person without prior written approval of the Town of Banff. 
   10. The Renter shall not sell or distribute food and/or beverages for consumption and/or sell goods or services without the permission of the Town of Banff and then only after securing the necessary permits and/or licenses. 
   11. The Town of Banff may take a percentage of ticket sales or revenues for commercial events and/or bookings. 
   12. The Director of Community Services may at any time cancel the Rental Contract with or without cause. 
   13. The Renter shall ensure that all participants and attendees adhere to the Facility Guidelines. These guidelines include zero tolerance for having and or consuming alcohol in non-licensed areas.  

   Representatives of the Town of Banff may remove participants and/or attendees who are believed to be in violation of the above specified rules and regulations. The Town of Banff reserves the right to charge and collect from the Renter fees that it incurs as a result of the rental (i.e. legal, contractor (i.e. for repairs/damages), cleaning, etc.).

   The Renter agrees to abide by applicable federal, provincial and Town of Banff bylaws, regulations and corporate policies. In addition:

   1. The Renter agrees to use the rental space at their sole risk. 
   2. The Renter understands that the personal information collected in the process of issuing the rental permit is obtained under the Freedom of Information and Protection of Privacy Act and is necessary for the issuance of such rental contract/permit. 
   3. The Renter is responsible for obtaining the necessary insurance (inclusive of general liability insurance) for the duration of the Rental. 
   4. The Renter shall indemnify and hold harmless each of the Town of Banff and its elected officials, officers, employees and agents from and against any and all claims, actions, demands, damages, losses, liabilities and expenses arising out of or as the result of:
   5. Any breach, violation or non-performance of the terms and conditions on the part of the Renter as set out in this Rental Contract;
   6. Any damage to property occasioned by the use of the rental space by the Renter, its employees, volunteers, members, coaches, participants, guests and invitees;
   7. Any injury, illness or death of any person or any damage to property or other losses arising from or resulting from the use of the rental space by the Renter, its employees, volunteers, members, coaches, participants, guests and invitees;
   8. Any act or omission (including theft or negligence) on the part of the Renter, its employees, volunteers, members, coaches, participants, guests and invitees; and/or
   9. Any breach of any intellectual property rights arising from or resulting from the use of the rental space. 

   FOOD AND BEVERAGE

   External Food services may be permitted with prior approval from the Rentals Department.

   Alcoholic Beverages are served exclusively by the onsite caterer at The Fenlands.

   CHANGES / CANCELLATION 

   If the Renter provides written notice of cancellation 30 days from the date of rental 75 percent of the total rental payment will be refunded. If a cancellation or reduction in rental time is within 30 days of the rental, no refund will be issued.  A $25.00 administrative fee will be charged for all rental changes and cancellations (per occurrence).

   PAYMENT

   Payment is required at the time of booking.

   *Note: Bookings that exceed $1000 are be considered a unique booking and require a minimum deposit of $1000 or 25% of the total booking, whichever is greater. 

   A damage deposit of $500 will be charged to the Renter prior to the rental and is conditionally refundable provided there is no damage to the facility or equipment as a direct result of the rental and if the Renter and its participants fully adhered to the Facility Guidelines and Rules and Regulations.