RESERVATIONS

This facility agreement between the Rural Municipality of Hanover and the person(s) renting the facility, who will be henceforth known as the Client, begins once the request for a rental is submitted.

Prior to this agreement date, the Client will have submitted a request for the rental of the facility.

Once the request has been approved, the Client will receive an invoice detailing the information regarding the rental of the facility which includes the date of creation, the payee, the Client contact information, the facility name, date(s), time(s), and cost(s) of rental, any transactions that have taken place, the options of how to pay for the rental, and the total balance due.

Rental keys will be available for Client’s in the following manner:

• In a lockbox with a code, that Clients will be given prior to their rental, depending on facility location. The code is sent out the Thursday prior to your rental to the email on your account. If you cannot find the email in your mail, please check spam and junk mail for an email from rec@hanovermb.ca.
• If no keys are available for that facility, staff will ensure that the doors that the Client’s need access to for their rental are opened and accessible.
• If you’re unable to locate the Lockbox email after hours—on weekends or on weekdays after 4 p.m.—please call 204-346-7826, our after-hours emergency rental line.

Rental keys are to be returned by the end of the rental.

If the rental keys are in a lockbox, please make sure to return the keys back to the lockbox at the end of your rental.

Any facility rental requests that are submitted within 14 days prior to the requested rental date, a payment will be required at time of booking and/or approval.

HOURS OF OPERATION

All activities, including cleanup and equipment or property removal, shall conclude no later than the end of the approved rental time on the date of rental. If more time is required, the Client needs to submit a request for additional time, subject to approval.

The Client will be held responsible for all guests on the premises after the end of the approved rental time unless prior approval has been obtained.

The Client will be permitted to enter the facilities at the beginning of the approved time of rental. If additional set-up time is required, the Client needs to submit a request for additional time, subject to approval. Set-up times are only available on weekdays, and only on the day prior to the event. These times must fall between 6:00 p.m. and 10:00 p.m.

SERVICES OFFERED

The Rural Municipality of Hanover may provide staff during the event should any issues arise. If staff are unavailable, the Rural Municipality of Hanover will supply an emergency contact number.

The staff will provide entry to the facility as well as close the facility upon conclusion of the rental unless the Client has picked up keys and/or other arrangements have been approved.

The staff will not serve any items during the event.

The staff will not set up tables or chairs, or decorate during or before the event, unless other arrangements have been made.

If table and chair services are requested the client must provide a layout for the event before the event date.

The facility will provide deep cleaning both before and after the event. It is the Client's responsibility to inspect the facility prior to the start of rental and to perform basic cleanup, following the cleaning guidelines attached to their rental invoice, at the conclusion of the rental.

Special Access Guidelines for Park Use

To ensure the safe and respectful use of public parks, the following guidelines apply to all special access requests:

1. Approval Required
   All special access requests (e.g., gate access, extended hours, equipment drop-off) must be approved by the appropriate authority. Approval is granted at their discretion.
2. Advance Notice Required
   Requests must be submitted at least 48 hours in advance of the scheduled event or rental to allow for proper review and coordination.
3. Permitted Use
   Special access is intended for specific, temporary purposes such as equipment delivery (e.g., tents, barbeques, sound systems). It is not intended for general vehicle access, parking, or unrestricted use of park facilities.
4. No Unauthorized Parking or Use
   Vehicles or equipment granted temporary access must be removed immediately after unloading or use. Parking within the park is not permitted unless explicitly authorized.
5. Non-Compliance
   Failure to follow these guidelines may result in denial of future access requests and/or additional penalties as determined by the park authority.

How to Submit a Request
All special access requests must be submitted via email or phone:
Email: rec@hanovermb.ca
Phone: 204-346-7133

CANCELLATION AND REFUND POLICY

All cancellations need to be provided 14 days before the date of the rental.

All cancellations need to be directed by the Client to the Rural Municipality of Hanover by email at rec@hanovermb.ca. If the Client does not have email, the client can contact the office at 204-346-7133 or 204-326-4488.

Cancellations made up to 14 days before the event may receive a full refund as credit on their account, or a cheque subject to a $25.00 admin fee.

All rentals cancelled within 14 days prior to the date of rental will be subjected to a $25.00 administration fee deducted from the refund.

All cancellations within 3 days prior to the rental may be required to pay the full amount for the rental, subject to evaluation by the Rural Municipality of Hanover.

If the rental needs to be cancelled due to extreme weather or illness, a full refund will be provided in the form of a cheque or a credit into the Client’s wallet, subject to evaluation by the Rural Municipality of Hanover.

If the date or time needs to be changed, the Client needs to contact the Rural Municipality of Hanover up to 7 days prior to the rental, otherwise the rental will be considered booked and the client will be charged for the full price of rental.

FEES

The Rural Municipality of Hanover reserves the right to change fees for the rentals at any time without notice.

All fees for rentals are subject to GST (Goods and Services Tax), totaling 5%.

A minimum $50.00 cleaning fee will be charged to the client if the facilities are not left clean.

A $25.00 administrative fee will be charged to the Client if the cancellation is within 14 days of the rental date.

If any damage is found to the facility, the Client will be subjected to additional fees subject to the cost of the repairs of the facility.

If any extra services are required for the rental, the Client will be required to pay the extra cost of these services subject to the type of service provided.

PAYMENT

Full payment for the rental is due within 7 days of receiving the invoice. If the payment is not made, the facility rental may be subject to cancellation.  

The Client will make all cheques out to the RM of Hanover. In the memo line on the cheque, the Client will write “Recreation - INV #”.

Payment options are as follows:

The Client can login and pay online with credit. The Client’s username/password can be sent through email if requested. Once the Client logs in, they will click “Go to my Account”. The Client will then click the Account Tab. The Client will then click the green function button to pay online with debit/credit. 

The Client will pay in person by debit, credit, cash, or cheque at the Rural Municipality of Hanover head office located at 28 Westland Drive, Mitchell, MB R5G 2N9 during office hours, Monday-Friday, 8:00 a.m.-4:00 p.m.

If the Client is unable to pay online or in person, the Client can leave cash or cheque payments in the drop box by the front doors of the head office at 28 Westland Drive, Mitchell, MB R5G 2N9, outside of office hours at their own risk. Postdated cheques will not be accepted for rental payments.

If the Client cannot pay online, in person, or is unable to use the drop box, the Client will send the Rural Municipality a cheque through the mail to 28 Westland Drive, Mitchell MB R5G 2N9 and will notify staff that the cheque is in the mail.

Facility rentals made within 14 days of the desired rental date will be required to make payment upon booking and/or approval.

RULES AND REGULATIONS

All renters must be 18 years of age or older.

No live animals will be allowed on the premises for indoor facility rentals (excluding service animals).

No alcohol is permitted anywhere on the premises without proper licensing.

Alcohol consumption during any event requires prior approval by the Rural Municipality of Hanover and will require additional security, subject to the rules and regulations of the Liquor, Gaming & Cannabis Authority of Manitoba (LGCA).

Alcoholic beverages sold to guests must only be provided by a person who holds all required licenses.

No individuals below the legal age required for legal alcohol consumption shall be permitted to consume alcohol at any time at the facility.

Games of chance, lottery, or gambling in any form, contrary to law, is strictly forbidden without proper licensing, subject to the rules and regulations of the Liquor, Gaming & Cannabis Authority of Manitoba (LGCA).

No smoking (including e-cigarettes) is permitted anywhere in the facility or within 10 ft of any entrance.

Open flames are not permitted within the facility.

The Rural Municipality of Hanover will not be held liable for any property left on the premises after the event's conclusion.

The Rural Municipality is not responsible for any theft or damage to personal property during the rental.

All guests attending the event shall remain within the designated areas.

All facility staff will be permitted to enter the premises at any time during and after the event.

The Client's number of guests may not exceed the allowed number of people in the facility at any time during the event (indoor facility rentals).

INSURANCE

The Rural Municipality of Hanover maintains general liability, fire, and property insurance.

The Rural Municipality of Hanover insurance policies do not cover or protect against loss of Client's property or damage or injury to Client's guests or their property.

SECURITY

The Client shall provide ample security for all guests during the event.

In the event of youth or underage event, additional security may be required. The Client may provide chaperones for the youth event with prior authorization.

INDEMNIFICATION

The Client agrees on behalf of themselves and all other person(s) they permit to use the facility pursuant to these terms & conditions and rental agreement to hold facility harmless shall any liabilities, claims, or causes of action that may take place because of the Client's use of the facility.

The Rural Municipality of Hanover shall not be held liable for any damages, loss or injuries to personnel or guests during the event. 

ACCEPTANCE

The Client understands that failure to comply with the terms and conditions outlined by the Rural Municipality of Hanover, in this document, that they may be required to vacate the premises before the end of their rental time, that it may result in a cancellation of rental and/or refusal of future rentals.

The Client shall pay any additional charges necessary arising out of violation of any of the above stated terms and conditions whether caused by themselves or anyone they permit to use the facility pursuant to the terms & conditions and/or the rental agreement.

Any variation(s) and/or change(s) that are requested from these terms and conditions must have written approval from the Rural Municipality of Hanover prior to rental.

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