- How can I find out if the space that I want to rent is suitable for the program/activity that I am running?
Once you’ve logged into your school rental booking account you can utilize the ‘Schools’ page to access facility pictures, descriptions such as square footage, seating capacity, etc. It’s also possible to arrange a site visit by calling the Rental Office.
- What if I want to rent a room that is not listed?
A variety of facilities are available for rent including gymnasiums, high school classrooms, cafeterias, auditoriums, libraries and outdoor sports fields. Specialized rooms, such as; weight rooms, computer labs, food rooms, science labs and tech rooms, are not available for rent. If you want to rent a room which is not listed, please contact the Rental Office.
- How can I find out what’s available?
After your account has been created and approved you can log into your account and utilize the ‘Calendar’ to view available facilities/spaces. Also, during the application process you can utilize the search availability tool which is available during step 2 of the application process.
- How long before my event (or first rental date) should I apply?
You should apply at least ten business days before your event; however, if you are applying for use of an auditorium we suggest that you apply 4-6 weeks prior to your event.
- How long will it take for my application to be approved?
Depending on when you input your request it could take 2-3 weeks to process. The application process for the next school year opens September 1st so September and October are very busy and applications may take a bit longer to process than at other times of the school year. Payment and insurance must be received before an application is approved so adding a credit card to your account and providing proof of insurance when you submit your application will speed along the permit approval process. Once your application has been approved you will receive an e-mail copy. There may be some dates missing from your original request so be sure to check the dates in the listing.
- How do I pay for my rental?
The most convenient way to pay is by adding a credit card to your account. Visa or MasterCard credit cards are accepted however Visa Debit is not an acceptable form of payment.
- When will my credit card be charged?
The permit application fee and applicable insurance are charged immediately. Generally, any remaining rental fees will get charged on the last day of each month for the dates used to date (continuous permits). The full amount is charged immediately for permits involving events. Please note: the full permit amount is due and may be charged upon approval or in the event of failed transactions. If deemed necessary, some accounts may be charged a deposit or the full amount upon permit approval.
- Does the custodian need to be in the school?
Yes, custodial staff are familiar with emergency and security procedures and must be on site for the duration of all rental permits. He/she is on duty for the care and protection of board property, not as a supervisor or participant of a rental activity.
- What if I have a question about my permit or want to make changes to it?
There’s a ‘discussion’ tab at the top of your permit. Click on the tab and enter your comments. The Rentals Department will respond via the permit. Additions to approved permits incur a $10 permit alteration fee. If you do not provide at least 3 business days’ notice to advise you will not be using a time slot in your permit you will be charged No-Show Fees.
- Can we use school equipment and/or can we store our equipment at the school?
The use of school equipment and/or storage of items at a school is at the discretion of the school Principal and must be arranged before your rental begins.Damages arising out of the use of school equipment must be reported to the custodian and then to the Rental Office the next school day. Financial responsibility for damages to Board property are borne by the permit holder. Rental groups shall not hold CLASS, the Boards, their staff or agents responsible for damage to, destruction of, or loss of property belonging to the rental group.
- What happens if buses aren’t running, are schools still open for community use rentals?
If buses are cancelled but schools are open, then community use permits are still scheduled to take place. If schools are open during the day but the weather becomes questionable, rental groups are asked to notify the Rental Office no later than 3pm if they are cancelling their evening booking. If groups do not notify the Rental Office by 3pm on the day of their booking and do not show-up for their evening rental, then No-Show charges apply.
- How can I appeal a decision regarding my rental application?
If a rental group wishes to formally dispute any terms or conditions applying to the rental of school facilities, they may submit an Appeal. Appeals must be presented in writing and should describe in detail the nature of the concern. The Rental Office shall consult with the CLASS Appeal Committee. All decisions made by the CLASS Appeal Committee are final. Should you wish to file an Appeal please click here.