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 – Exempt From Fee which is youth related activities;
Group B – Cost Recovery/Adult Activity which is not for profit;
Group C – Commercial which is profit making;
Group D – Reciprocal Agreements with Reciprocal Groups.

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. If you or your group/org. do not have insurance, the Board can make arrangements to provide it for you through OSBIE (note: there are some activities that it will not cover ie. kickboxing etc.). Groups A & B that do not have insurance can be covered by OSBIE at no charge to the organization – the cost will be covered by CUS funding; however, Group C (Profit-Making) organizations must pay for this coverage if they do not have their own. For more information and details on insurance please visit our webpage or contact the CUS Coordinator at (519) 527-0111 ext. 600240.

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 1-800-592-5437 Ext. 600240