Daycare & OSC Group Rental Agreement

CHAPPELLE GARDENS DAYCARE & OSC GROUP RENTAL AGREEMENT

Last updated: June 19, 2026

1. RENTAL REQUIREMENTS
   1. To confirm and secure a booking, the following conditions must be met:
      1. Completion of this 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 any required 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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2. INSURANCE REQUIREMENTS
   1. The Chappelle Gardens Residents Association (CGRA) does not provide insurance coverage for daycare or OSC group bookings.
   2. Daycare and OSC operators are responsible for obtaining and maintaining any insurance required for their organization and activities.
   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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3. DAMAGE DEPOSIT POLICY
   1. 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 organization 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.

   
   I acknowledge and accept these terms.

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4. BOOKING POLICIES AND CONDITIONS
   1. Bookings are processed on a first-come, first-served basis.
   2. CGRA will hold a booking for up to two (2) calendar days. Multiple concurrent holds are not permitted.
   3. Block bookings are not permitted unless approved by management.
   4. A staffing fee of $65.00 per hour applies to bookings extending beyond 9:00 p.m.
   5. Bookings must conclude no later than 12:00 a.m.
   6. Rental periods include setup and cleanup time.
   7. Approved rental extensions requested and approved prior to the scheduled end time will be billed at the applicable hourly rental rate.
   8. Unauthorized occupancy, delayed checkout, 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.
   9. The Lead Contact must be at least eighteen (18) years of age and must remain on site for the duration of the booking.
   10. The Lead Contact is responsible for ensuring that all staff, volunteers, contractors, participants, and visitors associated with the booking comply with this agreement.
   11. Children under twelve (12) years of age must be supervised by a responsible adult at all times.
   12. 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.
   13. All vendors, equipment, structures, entertainment, and special activities must be pre-approved in writing by CGRA.
   14. 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.
   15. Where required by CGRA, the Lead Contact must provide participant counts and any other information reasonably requested by CGRA.
   16. CGRA reserves the right to refuse, cancel, or terminate a booking where information provided by the organization is inaccurate, incomplete, misleading, or materially changes from the information originally provided at the time of booking.
   17. Bookings are intended solely for daycare and out-of-school care programming and activities and may not be used for private functions, public events, or commercial purposes without prior written approval from CGRA.

   
   I acknowledge and accept these terms.

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5. SUPERVISION REQUIREMENTS
   1. Visiting staff are responsible for the supervision, conduct, and safety of all participants for the duration of the booking.
   2. Daycare and OSC groups must maintain all supervision ratios required by applicable legislation, licensing requirements, and organizational policies.
   3. Children must remain supervised at all times. Participants may not be left unattended anywhere on CGRA property.
   4. Visiting staff are responsible for participant behaviour management and discipline.
   5. Visiting staff are responsible for administering medications and ensuring that required medications are readily available throughout the booking.
   6. Visiting staff are responsible for maintaining access to emergency contact information for all participants throughout the booking.
   7. Visiting staff are responsible for providing and administering basic first aid as required. Groups are responsible for supplying their own first aid kits and medical supplies.
   8. Washroom supervision remains the responsibility of visiting staff.
   9. CGRA employees, volunteers, and contractors are not responsible for supervising participants or administering medication.
   10. The Lead Contact is responsible for ensuring that all staff, volunteers, contractors, 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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6. GROUP CAPACITY AND SPACE RESTRICTIONS
   1. Group capacities and permitted areas are determined by the booking confirmation and the facilities reserved.
   2. Participant counts must include all children, staff, volunteers, contractors, and visitors associated with the booking.
   3. Parents or guardians dropping off children do not need to be included in participant counts unless they remain on site.
   4. Groups are responsible for ensuring that participant counts remain within approved capacities and supervision ratios.
   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, 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. Children two (2) years of age and under must be included in participant counts and supervision ratios.
   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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7. 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 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.
   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. Groups 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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8. MODIFICATION AND CANCELLATION POLICY
   1. Requests to modify the booking date, time, or participant count 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 group elects to cancel due to weather conditions, air quality, or other circumstances affecting attendance, CGRA may, at its sole discretion, offer stored credit toward a future booking, program registration, or outstanding fee payment.
   6. If a booking is cancelled by CGRA due to weather, air quality, facility conditions, or other safety concerns, the organization 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.

   Initial Here

    

9. 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 renter-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 organization, 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.

   
   I acknowledge and accept these terms.

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10. FACILITY RULES AND CONDUCT
    1. The Lead Contact 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. Groups 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 organization, participants, staff, volunteers, contractors, or visitors, the organization may be responsible for associated costs.

    
    I acknowledge and accept these terms.

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11. 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. Glass containers or glass bottles.
       8. Stakes, posts, anchors, tent pegs, or other ground penetrations without explicit written approval.
       9. Any activity, equipment, or material that CGRA reasonably determines to present a risk to participants, staff, property, or other users of the facility.
       10. Drones, remotely piloted aircraft, or similar devices without explicit written approval.
       11. Activities or equipment that interfere with the safe use and enjoyment of the facility or surrounding amenities by others.
       12. Portable cooking equipment, deep fryers, flat-top grills, propane appliances, or similar devices without explicit written approval.
    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 organization 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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12. SNACK SHACK, FOOD, AND SMOKING
    1. Groups are responsible for providing and supervising all food and beverages brought to the facility.
    2. Food and beverages must remain within approved areas.
    3. Groups are responsible for managing allergies, dietary restrictions, and food safety requirements applicable to their participants.
    4. Groups 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 participant 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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13. 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. Security cameras are in use throughout the property for safety, security, and operational purposes.
    3. By attending, participants, staff, volunteers, contractors, and visitors acknowledge that they may be recorded for security monitoring purposes.
    4. Visiting staff are responsible for ensuring that any permissions or consents required by their organization regarding photographs, videos, or recordings are obtained and respected.
    5. CGRA assumes no responsibility for photographs, videos, or recordings captured by participants, staff, volunteers, contractors, visitors, or other third parties.
    6. 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.
    7. Organizations 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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14. 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 Contact acknowledges and accepts responsibility for the conduct, supervision, and safety of all participants, staff, volunteers, contractors, and visitors associated with the booking.
    3. Visiting staff are responsible for maintaining required supervision ratios, 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 organization 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 organization-provided equipment, activities, contractors, volunteers, or third-party services.

    
    I acknowledge and accept these terms.

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15. 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. Visiting staff are responsible for monitoring weather conditions and ensuring participants arrive prepared for anticipated weather conditions and activities.
    5. Refunds, stored credits, and rescheduling options relating to weather disruptions 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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16. 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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17. ORDER OF LIABILITY
    1. 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.
    2. The renter or organization 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. 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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18. FINAL AGREEMENT AND SIGNATURES
    1. I have read, understood, and agree to comply with this agreement in its entirety.
    2. I confirm that I am authorized to enter into this agreement on behalf of the organization and accept responsibility for ensuring that participants, staff, volunteers, contractors, and visitors associated with the booking comply with the terms and conditions contained herein.

Organization Name: [Organization_Name]

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

Lead Contact Signature:

Date: Friday, October 23, 2026