FAQ (Frequently Asked Questions)

How long before my event should I request a permit?

Do all schools cost the same?

Yes, rates are based on the classification of an organization. We have 4 classifications:

Group A – Youth Related/Charitable Organizations (exempt from rental fees, subsidized custodial fees)
Group B – Adult Activities/Community Clubs (subsidized fees)
Group C – Commercial/Private/Religious (full fees)
Group D – Reciprocal Agreements (exempt from fee)
Group E - Music Instructors (full fees)

A description of the classifications can be found in our AP 550 Use of Facilities.

In addition, when requesting a weekend permit at a school that is not on municipal water, there will be additional charges to have the custodian perform water duties. Schools can also require custodial presence for security reasons or large attendance events.

Why do you need to know how many participants?

Why do you need to know if participants are under 18?

Can we rent out classroom space?

What if I want a room that is not listed?

What times can I request?

What does the red highlighted area mean?

Red indicates that there is a conflict with the date. That particular space is not available on the time or day you have requested. You can hold your cursor over the entry to receive an explanation. Click on it to adjust the time, day or school. Conflicts can be removed by clicking ‘remove’. All PD Days and board holidays (including March & Christmas Breaks) will show as conflicts. Well watered schools are not available through the summer months.

Our group wants to use school equipment

Permit holders may be allowed the use of the tables and chairs, gym equipment etc. as listed on the permit, if they are available at that school. The use of any equipment is at the discretion of the principal, and must be requested on your permit. If the equipment is expensive and/or specialized i.e. sound system, lighting, etc. then the school may want to charge for it’s use and/or want to have someone on site to run the specialized equipment. These arrangements vary from school to school and any arrangement is between the school and the permit holder.

What if we need to make changes to our permit once we have input it and/or it is approved?

If I have a question about my permit what should I do?

Once I submit my request is it approved?

How long will it take before my request is approved?

How will I know if my permit is approved?

Will there be any additional or “hidden” costs added to my permit?

Please review your approved permit for any changes. If the school has requested a custodial presence (whether just a 4 hr open/close or for the duration of the permit), the fees will have been added to the permit.

Please note: Additional charges can be applied to your invoice after the event has occurred if for example, the facility was left in a mess and/or damages were made to equipment or property, etc.

Will I be charged for cancelling a booking/permit?

Are custodial rates the same for all bookings?

Why do I need to provide insurance?

As per AP 550 Use of Facilities – any individual, group or organization using the school facility must provide proof of liability insurance.

All permit holders are required to provide a Certificate of General Liability Insurance with a minimum coverage of $2 million. The certificate must list the Avon Maitland District School Board as an additional insured.

If you have insurance:
Please send your insurance certificate to: [email protected]

If you do not have insurance:
If you do not currently have liability insurance, you can purchase coverage online through Instant Risk Coverage (IRC) at: osbie.ca/FacilityUserInsur
For help with the online Insurance process, insurance rates, or policy information, please contact IRC directly at: [email protected]

Important:
Do not purchase insurance until you receive confirmation that your permit is on hold.
We will place your permit on hold once the school has indicated it will be approved. At that point, you may proceed with purchasing the insurance.
Once the purchase is complete, the insurance certificate will be automatically sent to our Community Use Team. Your permit will then be removed from hold and approved.

What type of payment do you accept?

Will my booking be cancelled for weather?

Questions or concerns?

Please contact the Community Use of Schools Office at [email protected]