Facility Rental Agreement Outdoor

CHAPPELLE GARDENS OUTDOOR RENTAL AGREEMENT

Last updated: Jun 19, 2026

1. RENTAL REQUIREMENTS

a.        To confirm and secure a rental booking, the following conditions must be met:

                                                                      i.               Completion of this Rental Agreement, with signed acknowledgment of all terms and conditions.

                                                                    ii.               Full payment of the rental invoice within forty-eight (48) hours of booking confirmation.

                                                                  iii.               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.

                                                                  iv.               Submission of any required supporting documents, including guest lists, proof of insurance, floor plans, or other information reasonably required by CGRA.

b.       Failure to meet these requirements may result in cancellation of the reservation.

I acknowledge and accept these terms.

2. INSURANCE REQUIREMENTS

a.        The Chappelle Gardens Residents Association (CGRA) does not provide insurance coverage for private rentals.

b.       Renters are responsible for obtaining any insurance required for their event. Proof of insurance must be provided upon request.

c.        Alcohol is prohibited during outdoor rentals.

d.       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.

3. DAMAGE DEPOSIT POLICY

a.        Where applicable, a completed Damage Deposit Authorization Form with a valid credit card is required prior to the rental period.

b.       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.

c.        The card on file may be charged for:

                                                                      i.               Damage to CGRA facilities, equipment, furniture, amenities, or fixtures.

                                                                    ii.               Excessive or specialized cleaning beyond routine use.

                                                                  iii.               Cleaning or replacement of CGRA-owned items returned stained or damaged.

                                                                  iv.               Emergency response, staffing, overtime, or early entry costs resulting from misuse of the facility or failure to vacate on time.

                                                                    v.               Storage, handling, or removal costs associated with items left behind beyond what can reasonably be accommodated through standard lost and found procedures.

d.       If charges are required, CGRA will notify the renter within three (3) to five (5) business days.

e.        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.

f.          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.

g.        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.

I acknowledge and accept these terms.

4. BOOKING POLICIES AND CONDITIONS

a.        Bookings are processed on a first-come, first-served basis.

b.       CGRA will hold a booking for up to two (2) calendar days. Multiple concurrent holds are not permitted.

c.        Block bookings are not permitted unless approved by management.

d.       Outdoor bookings must conclude no later than 9:00 p.m. Rental extensions beyond 9:00 p.m. are not permitted.

e.        Rental periods include setup and cleanup time.

f.          Approved rental extensions requested and approved prior to the scheduled end time will be billed at the applicable hourly rental rate.

g.        Unauthorized occupancy, delayed checkout, or use of the facility beyond the scheduled rental period without prior approval will result in a late fee of $50.00 per 15-minute increment.

h.        The Lead Contact must be at least eighteen (18) years of age and must remain on site for the duration of the booking.

i.          The Lead Contact is responsible for ensuring that all guests, vendors, contractors, entertainers, and attendees associated with the booking comply with this agreement.

j.          Children under twelve (12) years of age must be supervised by a responsible adult at all times.

k.        CGRA reserves the right to deny, remove, or require the immediate removal of any unapproved vendor, equipment, structure, entertainment, or activity at its sole discretion.

l.          All vendors, equipment, structures, entertainment, and special activities must be pre-approved in writing by CGRA.

m.     Requests to bring in equipment, structures, decorations, signage, entertainment, or activities requiring additional setup, staffing, or approvals must be submitted in advance and are subject to approval by CGRA.

n.        Bookings are intended for private functions only. Public events, ticket sales, fundraising activities, paid instruction, vendor markets, product sales, third-party services charging fees, or other commercial activities are prohibited unless explicitly approved in writing by CGRA.

o.        Where required by CGRA, the Lead Contact must submit a complete guest list by the deadline specified by CGRA. Guest lists must include all attendees, vendors, contractors, entertainers, and other persons remaining on site during the booking.

p.       CGRA reserves the right to refuse, cancel, or terminate a booking where information provided by the renter is inaccurate, incomplete, misleading, or materially changes from the information originally provided at the time of booking.

I acknowledge and accept these terms.

5. RESIDENT BOOKINGS FOR NON-RESIDENT EVENTS

a.        In cases where a resident is booking on behalf of a non-resident:

                                                                      i.               The resident member must be the primary booking contact and must execute this Rental Agreement.

                                                                    ii.               The resident member must remain on site for the duration of the booking and must be the final representative to leave the facility.

                                                                  iii.               All communications relating to the booking will be directed to the resident member.

                                                                  iv.               The non-resident host may make payment for the booking and may complete the Damage Deposit Authorization Form.

                                                                    v.               The non-resident host is responsible for providing any required documentation, including guest lists, floor plans, and proof of insurance where applicable.

                                                                  vi.               The resident member is responsible for ensuring that the non-resident host, guests, vendors, contractors, entertainers, and attendees associated with the booking comply with the terms of this agreement.

                                                                vii.               If the resident member is not present for the duration of the booking, CGRA reserves the right to terminate the event without refund and may retroactively apply the applicable non-resident rental rates and fees.

                                                              viii.               CGRA reserves the right to pursue recovery of damages, fees, or unpaid balances from any person or party associated with the booking in accordance with this agreement.

I acknowledge and accept these terms.

6. GUEST CAPACITY AND SPACE RESTRICTIONS

a.        Guest capacity limits must be strictly followed:

                                                                      i.               Jagare Ridge Dental Picnic Tables: Maximum thirty (30) guests per section.

                                                                    ii.               Gazebo: Maximum thirty (30) guests.

b.       Resident members may reserve up to two (2) outdoor spaces, with a combined maximum capacity of sixty (60) guests.

c.        Non-residents are limited to one (1) outdoor space and a maximum capacity of thirty (30) guests.

d.       Guest capacity includes all attendees, vendors, contractors, caterers, entertainers, event hosts, and all other persons present during the booking.

e.        Parents or guardians dropping off minors do not need to be included in the guest count unless they remain on site.

f.          Children two (2) years of age and under must be included on the guest list for emergency purposes but do not count toward the maximum guest capacity.

g.        Requests for capacity exceptions must be submitted in writing and are subject to approval by CGRA. Additional fees may apply.

h.        Exclusive use is limited to the picnic table section or gazebo identified in the booking confirmation.

i.          Exclusive use of the park, playground, splash park, pathways, green spaces, or other outdoor amenities is not included unless specifically stated in writing.

j.          Outdoor rentals include access to designated washroom facilities only. Access to indoor spaces or amenities not specifically included in the booking confirmation is prohibited.

k.        Outdoor rental spaces may not be combined with indoor rental spaces unless explicitly approved in writing by CGRA.

l.          If attendance exceeds the approved guest capacity without prior written authorization, CGRA reserves the right to refuse entry to additional guests, apply additional charges, terminate the booking without refund, or refuse future bookings.

I acknowledge and accept these terms.

7. FACILITY USE AND EQUIPMENT

a.        Renters are responsible for maintaining reasonable cleanliness in all areas used during the booking.

b.       All personal belongings, decorations, garbage, and materials brought onto the property must be collected and removed before departure unless otherwise approved by CGRA.

c.        The Lead Contact 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.

d.       CGRA is not responsible for lost, stolen, or damaged personal belongings.

e.        Items left behind that cannot reasonably be accommodated within standard lost and found procedures may be subject to storage, handling, or removal fees.

f.          CGRA-owned furniture, equipment, and amenities must be used appropriately and treated with care.

g.        Additional equipment, structures, tents, decorations, soft play structures, yard games, and similar items must be approved in writing by CGRA prior to the event.

h.        Outside inflatable structures are prohibited. Only inflatable equipment supplied by CGRA may be used, and only in approved spaces.

i.          Access to electrical power is available only at approved locations and for approved uses and may be subject to additional fees.

j.          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.

k.        Designated CGRA fire pits and park-style grills may be used only where available and specifically included in the booking confirmation. Renters are responsible for providing their own wood or charcoal and must comply with all applicable safety requirements. Any propane-based grills, appliances, or similar equipment require prior written approval from CGRA.

I acknowledge and accept these terms.

8. MODIFICATION AND CANCELLATION POLICY

a.        Requests to modify the booking date, time, or guest count must be submitted in writing at least fourteen (14) days prior to the booking date.

b.       Modification requests are subject to availability and approval by CGRA. A $25.00 administrative fee may apply.

c.        Cancellations must be submitted in writing via email.

d.       Refunds for voluntary cancellations will be processed as follows:

                                                                      i.               One hundred percent (100%) refund, less a $25.00 administrative fee, for cancellations made fourteen (14) or more days prior to the booking date.

                                                                    ii.               Fifty percent (50%) refund, less a $25.00 administrative fee, for cancellations made seven (7) to thirteen (13) days prior to the booking date.

                                                                  iii.               No refund for cancellations made fewer than seven (7) days prior to the booking date.

e.        If a renter chooses to cancel due to weather conditions, air quality, or other circumstances affecting their event, CGRA may, at its discretion, offer stored credit toward a future booking, program registration, or outstanding fee payment.

f.          If CGRA cancels a booking due to weather, air quality, facility conditions, or other circumstances affecting the safety of participants, guests, staff, or property, the renter may choose one of the following:

                                                                      i.               A full refund to the original method of payment.

                                                                    ii.               A one-time rescheduling of the booking, subject to availability.

                                                                  iii.               A refund in the form of stored credit toward a future booking, program registration, or outstanding fee payment.

g.        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, guests, staff, property, or other users of the facility.

I acknowledge and accept these terms.

9. FEES, PENALTIES, AND ADDITIONAL CHARGES

a.        The following charges may be applied in connection with the booking:

                                                                      i.               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.

                                                                    ii.               Damage to CGRA-owned furniture, equipment, or amenities, including cleaning, repair, replacement, and associated administrative costs.

                                                                  iii.               Use of prohibited items or materials: $100.00, plus any associated cleaning, repair, or replacement costs.

                                                                  iv.               False fire extinguisher activation: $150.00 per extinguisher, plus replacement costs.

                                                                    v.               False fire alarm activation or emergency response resulting from renter-provided equipment, decorations, activities, vendors, contractors, entertainers, or actions: all associated costs incurred by CGRA.

                                                                  vi.               NSF (Non-Sufficient Funds) fees for returned cheques: $50.00 per occurrence.

                                                                vii.               Storage, handling, removal, disposal, or off-site transportation costs associated with abandoned or oversized items left behind following the booking.

                                                              viii.               Additional staffing costs resulting from policy violations, operational impacts, or delays caused by the renter, guests, vendors, contractors, or attendees.

b.       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.

I acknowledge and accept these terms.

10. FACILITY RULES AND CONDUCT

a.        The Lead Contact is responsible for the conduct and safety of all guests, vendors, contractors, entertainers, and attendees associated with the booking.

b.       Safe and appropriate conduct is required throughout the facility and on all CGRA amenities, including playgrounds, splash park areas, and park spaces.

c.        Aggressive behavior, harassment, intoxication, vandalism, disorderly conduct, and unsafe use of equipment or amenities are prohibited.

d.       Guests must remain within approved booking areas and may not access restricted or unauthorized spaces.

e.        Renters are responsible for ensuring that guests, vendors, and attendees are respectful of other guests, residents, staff, neighbouring properties, and concurrent users of the facility.

f.          The City of Edmonton Noise Bylaw and all other applicable laws and regulations shall apply.

g.        All CGRA staff decisions relating to safety, facility use, and policy enforcement are final.

h.        CGRA reserves the right to end a booking without refund, refuse future bookings, or require the immediate removal of guests or attendees if unsafe, disruptive, inappropriate, illegal, unauthorized, or materially misrepresented activities occur, if the facility is not vacated as required, or if guests fail to comply with the directions of CGRA staff.

i.          If emergency services, law enforcement, security personnel, or additional staffing are required as a result of the actions or conduct of the renter, guests, vendors, contractors, or attendees, the renter may be responsible for associated costs.

I acknowledge and accept these terms.

11. PROHIBITED ITEMS AND ACTIVITIES

a.        The following items and activities are strictly prohibited on CGRA property:

                                                                      i.               Confetti, glitter, rice, birdseed, silly string, smoke bombs, sparklers, or similar materials.

                                                                    ii.               Cannabis, controlled substances, or illegal activities.

                                                                  iii.               Fireworks, pyrotechnics, smoke machines, fog machines, or similar effects without explicit written approval.

                                                                  iv.               Nails, staples, screws, duct tape, packing tape, or other materials that may damage CGRA property.

                                                                    v.               Outside inflatable structures or other equipment prohibited by CGRA.

                                                                  vi.               Animals or pets, except service animals or those explicitly approved by CGRA.

                                                                vii.               Portable cooking equipment, deep fryers, flat-top grills, propane appliances, and similar devices without explicit written approval.

                                                              viii.               Glass containers or glass bottles.

                                                                  ix.               Stakes, posts, anchors, tent pegs, or other ground penetrations without explicit written approval.

                                                                     x.               Any activity, equipment, or material that CGRA reasonably determines to present a risk to participants, staff, property, or other users of the facility.

                                                                  xi.               Drones, remotely piloted aircraft, or similar devices without explicit written approval.

                                                                xii.               Activities or equipment that interfere with the safe use and enjoyment of the park or surrounding amenities by others.

                                                              xiii.               Portable generators without explicit written approval.

                                                              xiv.               Fire pits, propane grills, propane appliances, and similar devices not supplied by CGRA or not expressly approved in writing by CGRA.

b.       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.

c.        Renters are responsible for ensuring that all guests, vendors, contractors, entertainers, and attendees associated with the booking comply with these requirements.

I acknowledge and accept these terms.

12. FOOD, ALCOHOL, NOISE, AND SMOKING

a.        Food and beverages must remain within approved rental areas.

b.       Noise levels must remain respectful and must not disrupt or interfere with other users of the facility, including concurrent rentals, staff, residents, neighbouring properties, and park users.

c.        The City of Edmonton Noise Bylaw and all other applicable laws and regulations shall apply.

d.       Amplified sound, including speakers, amplifiers, public address systems, karaoke machines, DJs, live bands, and similar equipment, is prohibited during outdoor rentals.

e.        Alcohol is prohibited during outdoor rentals.

f.          Smoking and vaping are prohibited except in designated outdoor smoking areas.

g.        Open-flame candles are prohibited except for standard birthday candles, which must be extinguished immediately following use.

h.        Renters are responsible for ensuring that all food, beverages, decorations, and event materials are secured and managed appropriately to prevent litter, damage to property, or impacts to other users of the facility.

I acknowledge and accept these terms.

13. PHOTOGRAPHY, VIDEO, AND SECURITY

a.        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.

b.       Security cameras are in use throughout the property for safety, security, and operational purposes.

c.        By attending, guests and attendees acknowledge that they may be recorded for security monitoring purposes.

d.       Renters are responsible for obtaining any permissions or consents required for photographs, videos, or recordings captured by guests, photographers, videographers, contractors, or others acting on their behalf.

e.        CGRA assumes no responsibility for photographs, videos, or recordings captured by guests, attendees, photographers, videographers, vendors, contractors, or other third parties.

f.          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.

g.        Renters 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.

14. LIABILITY WAIVER AND INDEMNIFICATION

a.        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.

b.       The Lead Contact acknowledges and accepts responsibility for the conduct and supervision of guests, vendors, contractors, entertainers, attendees, and others acting on their behalf associated with the booking.

c.        By signing this agreement, the Lead Contact, and where applicable the Resident Member, 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 guests, vendors, contractors, entertainers, attendees, or others acting on their behalf, except to the extent caused by the gross negligence or willful misconduct of CGRA.

d.       CGRA is not responsible for lost, stolen, or damaged personal belongings.

e.        CGRA is not responsible for the supervision of children or guests attending the event.

f.          Guests and attendees use outdoor amenities and common areas at their own risk.

g.        CGRA is not responsible for injury, damage, or losses arising from renter-provided equipment, decorations, activities, vendors, entertainers, contractors, or third-party services.

I acknowledge and accept these terms.

15. WEATHER DISRUPTIONS

a.        CGRA continuously monitors weather, air quality, and facility conditions to help ensure the safety of participants, guests, staff, property, and other users of the facility.

b.       CGRA reserves the right to cancel, delay, modify, or end activities early if conditions are determined to present a risk to participants, guests, staff, property, or other users of the facility.

c.        Decisions regarding weather-related closures, delays, cancellations, or modifications are made at the sole discretion of CGRA and are final.

d.       Renters are responsible for monitoring weather conditions and ensuring guests arrive prepared for anticipated weather conditions and activities.

e.        Refunds, stored credits, and rescheduling options relating to weather disruptions will be administered in accordance with Section 8 of this agreement.

f.          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.

1. 16.   POLICY UPDATES

a.        CGRA reserves the right to update policies at any time. The version in effect at the time of booking confirmation will apply.

b.       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.

c.        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.

1. 17.   ORDER OF LIABILITY

a.        CGRA reserves the right to pursue recovery of applicable fees, damages, or outstanding balances from the Lead Contact, Organization, authorized cardholder, resident member, or any other responsible party associated with the booking.

b.       The renter or organization agrees to be responsible for reasonable costs incurred by CGRA in recovering unpaid balances, including administrative costs where permitted.

c.        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.

d.       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.

1. 18.   FINAL AGREEMENT AND SIGNATURES

a.        I have read, understood, and agree to comply with this agreement in its entirety.

b.       I confirm that I am authorized to enter into this agreement and accept responsibility for ensuring that all guests, vendors, contractors, entertainers, attendees, and visitors associated with the booking comply with the terms and conditions contained herein.

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

Lead Contact Signature:

Date: Friday, October 23, 2026

Non-Resident Name (if applicable):  [Guarantor_First_Name] [Guarantor_Last_Name]

Non-Resident Signature (if applicable):

Date: [Guarantor_Date_Long]