Rental Agreement Requirements for School Facilities

• School Priority: School activities always take priority. The Division reserves the right to alter or cancel a booking if space is required for school operations.

• Central Intake & Submission Deadline: Booking requests must be submitted directly to Division Central Office at least two (2) weeks prior to the requested date. Principals and site staff do not have the authority to negotiate, approve, or alter booking agreements.

• 7-Day Cancellation Policy: A minimum of seven (7) days' written notice to Central Office is required for any booking changes or cancellations. If adequate notice is not provided, standard facility fees will still be invoiced and charged for all original booked hours.

• Insurance Requirements: The User Group must provide proof of General Liability Insurance of at least $2,000,000.00 naming Red Deer Catholic Regional Schools as an "Additional Insured." Facility access will be denied until this certificate is approved by Central Office.

• Liability & Damages: The User Group assumes full responsibility for participant safety, property damage, and facility restoration. The User Group agrees to indemnify and hold harmless the Division from any claims regarding personal injury or lost/stolen personal property.

• Staff-Led External Bookings & Key Usage: Division staff hosting personal businesses, private sports clubs, or non-sanctioned activities operate strictly as External User Groups. Staff are strictly prohibited from using employee keys, fobs, or door codes to access facilities outside approved permit hours or to grant entry to unapproved groups.

• School Hosts & Door Security: A School Host will arrive 15 minutes prior to the booking to open one designated entrance. Exterior doors must never be propped open under any circumstances.

• Gymnasium Footwear Rule: Outside street shoes are strictly prohibited in gymnasiums and fieldhouses. All participants and spectators must remove footwear at the door to prevent floor damage.

• Approved Areas, Equipment & Catering: Groups must restrict activities strictly to the rooms and washrooms listed on their permit. School equipment (including Audio/Visual gear), loading docks/bay doors, and food/beverages in athletic spaces are prohibited unless explicitly approved in writing on the Central Office permit.

• Bouncy Castle Ban: Temporary inflatable structures (such as bouncy castles and obstacle courses) are strictly prohibited inside or on any Division property.

• First Aid Supplies: The User Group must provide their own First Aid Kit. School medical supplies are reserved strictly for student use.

• Right of Refusal: The Division reserves the right to immediately terminate rental agreements, charge for unauthorized hours, or revoke future booking privileges for policy violations, unapproved access, or activities that contradict the beliefs, teachings, and moral values of the Catholic faith.