School Group Booking Waiver Form

CHAPPELLE GARDENS SCHOOL GROUP RENTAL AGREEMENT

Last updated: June 19, 2026

RENTAL REQUIREMENTS
1. To confirm and secure a school group booking, the following conditions must be met:
  1. Completion of this School Group Rental Agreement, with signed acknowledgment of all terms and conditions.
  2. Full payment of the rental invoice within forty-eight (48) hours of booking confirmation unless otherwise approved by CGRA.
  3. Submission of a Damage Deposit Authorization Form when required. No charges or holds are placed on the card unless damage, cleaning, overtime, policy violations, or additional fees are incurred.
  4. Submission of proof of school district insurance coverage or equivalent third-party insurance upon request.
  5. Submission of any other supporting documents or information reasonably requested by CGRA.
2. Failure to meet these requirements may result in cancellation of the reservation.
I acknowledge and accept these terms.
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INSURANCE REQUIREMENTS
1. The Chappelle Gardens Residents Association (CGRA) does not provide insurance coverage for school group bookings.
2. Schools are responsible for ensuring coverage under their school division's insurance policy or obtaining equivalent third-party liability insurance.
3. Proof of insurance must be provided upon request.
4. CGRA assumes no responsibility for damages, liabilities, injuries, claims, or losses arising from activities associated with the booking or use of the facility.
I acknowledge and accept these terms.
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DAMAGE DEPOSIT POLICY
1. Where applicable, a completed Damage Deposit Authorization Form with a valid credit card is required prior to the booking.
2. No charge or pre-authorization is placed on the card unless damages, overtime use, staffing costs, administrative costs, cleaning, policy violations, or additional fees are incurred.
3. The card on file may be charged for:
  1. Damage to CGRA facilities, equipment, furniture, amenities, or fixtures.
  2. Excessive or specialized cleaning beyond routine use.
  3. Cleaning or replacement of CGRA-owned items returned stained or damaged.
  4. Emergency response, staffing, overtime, or early entry costs resulting from misuse of the facility or failure to vacate on time.
  5. Storage, handling, or removal costs associated with items left behind beyond what can reasonably be accommodated through standard lost and found procedures.
4. If charges are required, CGRA will notify the school within three (3) to five (5) business days.
5. Costs exceeding the amount charged will be invoiced separately. CGRA may alternatively invoice applicable charges. Unpaid balances may be charged to the authorized cardholder if payment is not received within the timeline specified on the invoice.
6. Administrative costs may include staff time related to incident reporting, follow-up communications, documentation, coordination of repairs or cleaning, policy enforcement, or recovery of unpaid balances.
7. Pre- and post-booking inspections or walkthroughs may be completed by CGRA staff. Failure to report concerns or damages at check-in may limit the ability to dispute charges identified following the booking.
8. Edmonton Public Schools bookings are not required to submit a Damage Deposit Authorization Form or credit card information. In the event of damage, excessive cleaning, or additional charges resulting from the booking, CGRA will document the issue and invoice the school directly following the event. Payment timelines are subject to Edmonton Public Schools' internal processing procedures.
I acknowledge and accept these terms.
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BOOKING POLICIES AND CONDITIONS
1. Bookings are processed on a first-come, first-served basis.
2. Attendance is limited to a maximum of one hundred sixty-five (165) students on site at any one time unless otherwise approved by CGRA.
3. Schools must maintain supervision in accordance with applicable school board standards and policies.
4. School group bookings may be offered as morning sessions, afternoon sessions, or other timeframes determined by CGRA.
5. School group bookings do not guarantee exclusive use of outdoor amenities unless specifically stated in writing.
6. The Lead Teacher or supervising adult must be at least eighteen (18) years of age and must remain on site for the duration of the booking.
7. The Lead Teacher or supervising adult is responsible for ensuring that all staff, volunteers, participants, and visitors associated with the booking comply with this agreement.
8. The Lead Teacher or supervising adult must check in with CGRA staff upon arrival and complete all required sign-in and sign-out procedures. The Lead Teacher or supervising adult must also be the final representative to leave the site.
9. Approved booking extensions requested and approved prior to the scheduled end time will be billed at the applicable hourly rate.
10. Unauthorized occupancy, delayed checkout, early arrival, or use of the facility beyond the scheduled booking period without prior approval will result in a late fee of $50.00 per 15-minute increment.
11. Children must remain supervised at all times.
12. CGRA reserves the right to deny, remove, or require the immediate removal of any unapproved equipment, structure, activity, or entertainment at its sole discretion.
13. Requests to bring in equipment, structures, signage, entertainment, or activities requiring additional setup, staffing, or approvals must be submitted in advance and are subject to approval by CGRA.
14. Where required by CGRA, schools must provide participant counts and any other information reasonably requested by CGRA.
15. CGRA reserves the right to refuse, cancel, or terminate a booking where information provided by the school is inaccurate, incomplete, misleading, or materially changes from the information originally provided at the time of booking.
16. School group bookings are intended solely for educational and school-related activities and may not be used for private functions, public events, fundraising activities, or commercial purposes without prior written approval from CGRA.
I acknowledge and accept these terms.
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SUPERVISION REQUIREMENTS
1. Supervising teachers, staff, volunteers, and chaperones are responsible for the supervision, conduct, and safety of all participants for the duration of the booking.
2. Schools are responsible for maintaining all supervision requirements established by their school division, policies, and applicable legislation.
3. Students must remain supervised at all times. Participants may not be left unattended anywhere on CGRA property.
4. Supervising staff are responsible for participant behaviour management and discipline.
5. Supervising staff are responsible for administering medications and ensuring that required medications are readily available throughout the booking.
6. Supervising staff are responsible for maintaining access to emergency contact information for all participants throughout the booking.
7. Supervising staff are responsible for providing and administering basic first aid as required. Schools are responsible for supplying their own first aid kits and medical supplies.
8. Washroom supervision remains the responsibility of supervising staff.
9. CGRA employees, volunteers, and contractors are not responsible for supervising participants, administering medication, maintaining emergency contact information, or providing first aid.
10. The Lead Teacher or supervising adult is responsible for ensuring that all staff, volunteers, and visitors associated with the group understand and comply with these requirements.
11. Failure to maintain adequate supervision may result in the suspension or termination of the booking without refund and may affect eligibility for future bookings.
I acknowledge and accept these terms.
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GROUP CAPACITY AND SPACE RESTRICTIONS
1. Group capacities and permitted areas are determined by the booking confirmation and the facilities reserved.
2. Student attendance is limited to a maximum of one hundred sixty-five (165) students on site at any one time unless otherwise approved by CGRA.
3. Required supervising adults, teachers, educational assistants, volunteers, and chaperones do not count toward attendance tiers or pricing.
4. Groups are responsible for ensuring that attendance remains within approved capacities and supervision requirements.
5. Exclusive use is limited to the spaces identified in the booking confirmation.
6. Exclusive use of the park, playground, splash park, green spaces, pathways, skating surfaces, or other amenities is not included unless specifically stated in writing.
7. Access to indoor spaces or amenities not specifically included in the booking confirmation is prohibited.
8. Indoor and outdoor spaces may not be combined unless explicitly approved in writing by CGRA.
9. If attendance exceeds approved capacities without prior written authorization, CGRA reserves the right to apply additional charges, terminate the booking without refund, or refuse future bookings.
10. Schools may exceed their selected attendance tier by up to ten (10) students at a rate of $3.00 per student. Attendance exceeding this allowance will be charged at the next pricing tier.
11. Groups are responsible for ensuring participants remain within approved areas and do not interfere with concurrent users or programming taking place at the facility.
I acknowledge and accept these terms.
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FACILITY USE AND EQUIPMENT
1. Groups are responsible for maintaining reasonable cleanliness in all areas used during the booking.
2. All personal belongings, equipment, garbage, and materials brought onto the property must be collected and removed before departure unless otherwise approved by CGRA.
3. The Lead Teacher or supervising adult is responsible for conducting a final walkthrough of all booking areas prior to departure to ensure no belongings, equipment, garbage, or personal items have been left behind.
4. CGRA is not responsible for lost, stolen, or damaged personal belongings.
5. Items left behind that cannot reasonably be accommodated within standard lost and found procedures may be subject to storage, handling, or removal fees.
6. CGRA-owned furniture, equipment, and amenities must be used appropriately and treated with care.
7. Additional equipment, structures, sports equipment, tents, and similar items must be approved in writing by CGRA prior to the booking.
8. Outside inflatable structures are prohibited. Only inflatable equipment supplied by CGRA may be used and only in approved spaces.
9. Schools are responsible for supplying any sports equipment, toys, games, medications, first aid supplies, sunscreen, and other materials required for their activities unless otherwise specified by CGRA.
10. Access to electrical power is limited to approved locations and uses and may be subject to additional fees.
11. The use of extension cords, crockpots, coffee urns, and similar appliances is permitted provided they do not exceed the capacity of available electrical circuits or create safety concerns. CGRA reserves the right to require the removal or disconnection of any equipment that may overload electrical circuits or present a safety risk.
I acknowledge and accept these terms.
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MODIFICATION AND CANCELLATION POLICY
1. Requests to modify the booking date, time, or attendance must be submitted in writing.
2. Modification requests are subject to availability and approval by CGRA.
3. Cancellations must be submitted in writing via email.
4. Refunds for voluntary cancellations will be processed as follows:
  1. One hundred percent (100%) refund, less a $25.00 administrative fee, for cancellations made fourteen (14) or more days prior to the booking date.
  2. Fifty percent (50%) refund, less a $25.00 administrative fee, for cancellations made seven (7) to thirteen (13) days prior to the booking date.
  3. No refund for cancellations made fewer than seven (7) days prior to the booking date.
5. If a school elects to cancel due to weather conditions, air quality, or other circumstances affecting attendance, the school may choose one of the following:
  1. A full refund, less a $5.00 administrative fee.
  2. A one-time rescheduling of the booking, subject to availability.
6. If a booking is cancelled by CGRA due to weather, air quality, facility conditions, or other safety concerns, the school may choose one of the following:
  1. A full refund, less a $5.00 administrative fee.
  2. A one-time rescheduling of the booking, subject to availability.
7. If weather or other safety concerns require the early termination of an ongoing booking, CGRA may, at its sole discretion, provide a partial refund, stored credit, or a rescheduling opportunity.
8. CGRA reserves the right to cancel, delay, modify, or end activities early due to weather, air quality, facility conditions, or other circumstances affecting the safety of participants, staff, property, or other users of the facility.
I acknowledge and accept these terms.
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FEES, PENALTIES, AND ADDITIONAL CHARGES
1. The following charges may be applied in connection with the booking:
  1. Unauthorized occupancy, delayed checkout, early arrival, or use of the facility beyond the scheduled booking period without prior approval: $50.00 per 15-minute increment.
  2. Damage to CGRA-owned furniture, equipment, or amenities, including cleaning, repair, replacement, and associated administrative costs.
  3. Use of prohibited items or materials: $100.00, plus any associated cleaning, repair, or replacement costs.
  4. False fire extinguisher activation: $150.00 per extinguisher, plus replacement costs.
  5. False fire alarm activation or emergency response resulting from school-provided equipment, decorations, activities, participants, staff, volunteers, contractors, visitors, or actions: all associated costs incurred by CGRA.
  6. NSF (Non-Sufficient Funds) fees for returned cheques: $50.00 per occurrence.
  7. Storage, handling, removal, disposal, or off-site transportation costs associated with abandoned or oversized items left behind following the booking.
  8. Additional staffing costs resulting from policy violations, operational impacts, or delays caused by the school, participants, staff, volunteers, contractors, or visitors.
2. All fees and charges described in this agreement form part of the booking contract. CGRA may alternatively invoice outstanding balances. Unpaid amounts may be charged to the authorized cardholder if payment is not received within the timeline specified on the invoice.
3. Failure to pay outstanding balances may result in the suspension or refusal of future bookings.
4. Edmonton Public Schools bookings may be invoiced directly in accordance with their internal payment procedures.
I acknowledge and accept these terms.
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FACILITY RULES AND CONDUCT
1. The Lead Teacher or supervising adult is responsible for the conduct and safety of all participants, staff, volunteers, contractors, and visitors associated with the booking.
2. Safe and appropriate conduct is required throughout the facility and on all CGRA amenities, including playgrounds, splash park areas, park spaces, and other amenities.
3. Aggressive behavior, harassment, vandalism, disorderly conduct, and unsafe use of equipment or amenities are prohibited.
4. Participants must remain within approved booking areas and may not access restricted or unauthorized spaces.
5. Schools are responsible for ensuring that participants, staff, volunteers, contractors, and visitors are respectful of residents, staff, neighbouring properties, and concurrent users of the facility.
6. The City of Edmonton Noise Bylaw and all other applicable laws and regulations shall apply.
7. All CGRA staff decisions relating to safety, facility use, and policy enforcement are final.
8. CGRA reserves the right to end a booking without refund, refuse future bookings, or require the immediate removal of participants, staff, volunteers, contractors, or visitors if unsafe, disruptive, inappropriate, illegal, unauthorized, or materially misrepresented activities occur, if the facility is not vacated as required, or if participants or staff fail to comply with the directions of CGRA staff.
9. If emergency services, law enforcement, security personnel, or additional staffing are required as a result of the actions or conduct of the school, participants, staff, volunteers, contractors, or visitors, the school may be responsible for associated costs.
I acknowledge and accept these terms.
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PROHIBITED ITEMS AND ACTIVITIES
1. The following items and activities are strictly prohibited on CGRA property:
  1. Confetti, glitter, rice, birdseed, silly string, smoke bombs, sparklers, or similar materials.
  2. Cannabis, controlled substances, or illegal activities.
  3. Fireworks, pyrotechnics, smoke machines, fog machines, or similar effects without explicit written approval.
  4. Nails, staples, screws, duct tape, packing tape, or other materials that may damage CGRA property.
  5. Outside inflatable structures or other equipment prohibited by CGRA.
  6. Animals or pets, except service animals or those explicitly approved by CGRA.
  7. Portable cooking equipment, deep fryers, flat-top grills, propane appliances, and similar devices without explicit written approval.
  8. Glass containers or glass bottles.
  9. Stakes, posts, anchors, tent pegs, or other ground penetrations without explicit written approval.
  10. Any activity, equipment, or material that CGRA reasonably determines to present a risk to participants, staff, property, or other users of the facility.
  11. Drones, remotely piloted aircraft, or similar devices without explicit written approval.
  12. Activities or equipment that interfere with the safe use and enjoyment of the facility or surrounding amenities by others.
  13. Portable generators without explicit written approval.
  14. Fire pits, propane grills, propane appliances, and similar devices not supplied by CGRA or not expressly approved in writing by CGRA.
2. Violation of these policies may result in immediate termination of the booking without refund and may result in additional fees, cleaning charges, repair costs, or other charges in accordance with this agreement.
3. The school is responsible for ensuring that all participants, staff, volunteers, contractors, and visitors associated with the booking comply with these requirements.
I acknowledge and accept these terms.
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SNACK SHACK, FOOD, AND SMOKING
1. Schools are responsible for providing and supervising all food and beverages brought to the facility.
2. Food and beverages must remain within approved areas.
3. Schools are responsible for managing allergies, dietary restrictions, and food safety requirements applicable to their participants.
4. Schools are responsible for ensuring that all food, beverages, garbage, and materials are secured and managed appropriately to prevent litter, damage to property, or impacts to other users of the facility.
5. Smoking and vaping are prohibited except in designated outdoor smoking areas.
6. The CGRA Snack Shack may be available during the booking, subject to operating hours and staff availability.
7. Snack Shack orders should be arranged in advance whenever possible.
8. Where advance arrangements have not been made, one supervising staff member may make a single purchase on behalf of the group. Individual student purchases will not be accommodated.
9. CGRA reserves the right to limit, modify, or discontinue Snack Shack service at its sole discretion.
I acknowledge and accept these terms.
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PHOTOGRAPHY, VIDEO, AND SECURITY
1. CGRA may photograph or record activities, events, or facility spaces for promotional, educational, operational, or historical purposes. Reasonable efforts will be made to avoid capturing identifiable individuals who have requested not to be photographed.
2. CGRA does not photograph or record school groups for promotional purposes without prior written consent from the school administration.
3. Security cameras are in use throughout the property for safety, security, and operational purposes.
4. By attending, participants, staff, volunteers, contractors, and visitors acknowledge that they may be recorded for security monitoring purposes.
5. Supervising staff are responsible for ensuring that any permissions or consents required by the school regarding photographs, videos, or recordings are obtained and respected.
6. CGRA assumes no responsibility for photographs, videos, or recordings captured by participants, staff, volunteers, visitors, or other third parties.
7. Security footage and other recordings captured by CGRA are the property of CGRA and may be reviewed, retained, or disclosed where required for safety, security, insurance claims, incident investigations, or as otherwise required by law.
8. Schools may not use photographs, videos, logos, trademarks, or branding in a manner that falsely implies sponsorship, endorsement, or affiliation by CGRA without prior written approval.
I acknowledge and accept these terms.
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LIABILITY WAIVER AND INDEMNIFICATION
1. Participation in activities at Chappelle Gardens involves inherent risks, including but not limited to slips, trips, falls, weather-related hazards, uneven terrain, mud, wet grass, ice, snow, playground activities, splash park use, sporting activities, and other unforeseen incidents.
2. The Lead Teacher or supervising adult acknowledges and accepts responsibility for the conduct, supervision, and safety of all participants, staff, volunteers, contractors, and visitors associated with the booking.
3. Supervising staff are responsible for maintaining required supervision standards, behaviour management, medication administration, emergency contact information, and the provision of basic first aid.
4. CGRA employees, volunteers, and contractors are not responsible for supervising participants, administering medication, maintaining emergency contact information, or providing first aid.
5. By signing this agreement, the school and its representatives agree to release, indemnify, and hold harmless the Chappelle Gardens Residents Association (CGRA), its employees, volunteers, contractors, and representatives from any liability, claims, losses, damages, costs, or expenses arising from participation in the booking, including those resulting from the actions or omissions of participants, staff, volunteers, contractors, visitors, or others acting on their behalf, except to the extent caused by the gross negligence or willful misconduct of CGRA.
6. CGRA is not responsible for lost, stolen, or damaged personal belongings.
7. Participants, staff, volunteers, and visitors use CGRA amenities and common areas at their own risk.
8. CGRA is not responsible for injury, damage, or losses arising from school-provided equipment, activities, volunteers, contractors, transportation arrangements, or third-party services.
I acknowledge and accept these terms.
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WEATHER DISRUPTIONS
1. CGRA continuously monitors weather, air quality, and facility conditions to help ensure the safety of participants, staff, property, and other users of the facility.
2. CGRA reserves the right to cancel, delay, modify, or end activities early if conditions are determined to present a risk to participants, staff, property, or other users of the facility.
3. Decisions regarding weather-related closures, delays, cancellations, or modifications are made at the sole discretion of CGRA and are final.
4. Supervising staff are responsible for monitoring weather conditions and ensuring participants arrive prepared for anticipated weather conditions and activities.
5. Refunds, rescheduling options, and weather-related cancellations will be administered in accordance with Section 8 of this agreement.
6. If weather or other safety concerns require the early termination of an ongoing booking, CGRA may, at its sole discretion, provide a partial refund, stored credit, or a rescheduling opportunity.
I acknowledge and accept these terms.
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POLICY UPDATES
1. CGRA reserves the right to update policies at any time. The version in effect at the time of booking confirmation will apply.
2. Failure by CGRA to enforce any provision of this agreement on one occasion does not waive its right to enforce the same or any other provision in the future.
3. If any provision of this agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
I acknowledge and accept these terms.
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ORDER OF LIABILITY
1. CGRA reserves the right to pursue recovery of applicable fees, damages, or outstanding balances from the Lead Teacher, the school, the authorized cardholder, or any other responsible party associated with the booking.
2. The school agrees to be responsible for reasonable costs incurred by CGRA in recovering unpaid balances, including administrative costs where permitted.
3. Where a Damage Deposit Authorization Form has been provided, CGRA may alternatively invoice applicable charges. Unpaid balances may be charged to the authorized cardholder if payment is not received within the timeline specified on the invoice.
4. Edmonton Public Schools bookings may be invoiced directly in accordance with their internal payment procedures.
5. Nothing in this agreement limits CGRA's right to pursue recovery from any person or entity legally responsible for damages, losses, or unpaid balances arising from the booking.
I acknowledge and accept these terms.
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FINAL AGREEMENT AND SIGNATURES

I have read, understood, and agree to comply with this agreement in its entirety.
I confirm that I am authorized to enter into this agreement on behalf of the school and accept responsibility for ensuring that participants, staff, volunteers, contractors, and visitors associated with the booking comply with the terms and conditions contained herein.

School: [School_Name]

Lead Teacher Name: [FIRST NAME] [LAST NAME]

Signature:

Sign Here

Date: Thursday, October 8, 2026

School Group Booking Waiver Form

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