This page will guide you through the steps involved in booking a Town of Halton Hills facility for rental.
Four steps to complete a booking:
Step 1 - Submit the facility request form |
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Use the online version of the facility request form or pick up a copy at any of our facilities. The information provided will help us to better understand your rental needs while also providing us with your contact information to ensure a timely and efficient response. If you have completed a hard copy you can choose to submit your form by:
You may wish to call the noted permit coordinator responsible for booking your desired facility type to inquire about suitability of the facility and availability prior to submitting a facility request form. |
Step 2 - Sign permit and provide deposit |
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Once we have received your completed facility request form, you will receive confirmation from our permit coordinator. The coordinator will then discuss any further information that is needed in order to complete your facility request form, including the terms and conditions associated with the permit. Upon acceptance of your signed permit, a 25% non-refundable deposit will be required. |
Step 3 - Provide necessary documentation |
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The permit coordinator may ask you to provide the following documentation: Insurance, SOP (Special Occasion Permit) and Smart Serve Certification. These items must be provided 10 business days prior to your event. If these items are not submitted within the allotted time your permit will be cancelled and you will lose access to the facility. See below for more information regarding serving food and alcohol. |
Step 4 - Final payment |
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The final portion of the payment will need to be paid a minimum of 14 days prior to your booking. If payment is not submitted within the allotted time your permit will be cancelled and you will lose access to the facility. For detailed information on rental payments and cancellations see Rental Terms and Conditions. |
Rental Liability Insurance
All groups and individuals renting Town and/or District School Board(s) facilities must obtain commercial general liability insurance coverage. It offers you protection against financial exposure resulting from claims that may result from the rental.
Insurance coverage must be $2 million per occurrence. For licensed and higher risk rentals, coverage must be $5 million per occurrence. Our Sales and Service Coordinators can advise you on the insurance coverage required for your rental.
To obtain liability insurance you can:
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Purchase the insurance through the Town during the booking process; or
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Purchase the insurance through an insurance company of your choosing.
You must provide proof of insurance with an insurance certificate. This certificate must name the Town of Halton Hills, and/or specific school board(s) where applicable, as added insured. If applicable, the insurance certificate must say that the coverage included is for the serving of alcohol.
Please call our rental hotline at 905-873-2600, ext. 7722 for assistance.
Public Conduct Policy
The Town of Halton Hills enforces a public conduct policy that provides a positive, safe, and supportive approach to promoting acceptable and appropriate interactions with the public. Before renting our facilities, please review our Public Conduct Policy.
Security Deposit
The Town reserves the right to require a security deposit for any rental event. Payment of a $500.00 security deposit is mandatory for all events serving alcohol as well as all social or leisure events booked in a full hall or on an arena floor. The security deposit will be due to Recreation and Parks fourteen (14) business days prior to the rental date. Entitlement to a refund of the security deposit will be considered within two (2) business days after the rental date and will be based on whether the renter fully complied with the facility rental contract Terms and Conditions.
Security
The Town reserves the right to place police supervision or approved security staff at any event at the expense of the Renter. Prior to the date of the event the Town will notify the authorized representative(s) if police/security staff is required.
The Town and its agents reserve the right and authority to enforce the rules and regulations of the facility and to refuse admission to any person(s) or group(s) who are not in compliance with same.
The name of the contact person(s) for the event must be provided to the Town’s staff or Security staff that is on duty at the time of the event.
The number of persons using the facility must not exceed its approved capacity.
Serving Food
Depending on how you are serving food at your event, certain regulations may apply.
Private events |
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Private events are not subject to Halton Health guidelines, however for the safety of your guests it is important to follow the food safety tips outlined by Halton Health. For information regarding safe food preparation, storage and transportation, visit Halton Region's food safety website. |
Catered events |
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The caterer will need to obtain an Event Food Service License with the Town of Halton Hills in order to serve food at your event. Please contact the Clerk’s office at 905-873-2600 ext. 2350 to arrange for a Food Event Vendor Licence. Local caterers may already be licensed with the Town of Halton Hills, however if your caterer is based out of another municipality, they will need to obtain a Town of Halton Hills Event Food Service Licence. |
Community special events |
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If you would like to organize a community special event at a Town facility and food will be served, please contact our Community Development team at 905-873-2600, ext. 2269 or email commdev@haltonhills.ca. |
Questions about serving food |
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For more information about serving food at your event please contact the Town of Halton Hills at 905-873-2600 ext. 2350. For information and contacts at the Halton Regional Health Department, visit the Halton Region Public Health website. |
Serving Alcohol
Please read the Municipal Alcohol Policy and Municipal Alcohol Procedures for complete details regarding serving alcohol in Town facilities.
In order to obtain a facility rental permit for an event where alcohol will be served, you must provide the following items:
- Special Occasion Permit (SOP)
- Smart Serve Servers
- Insurance
- Agreement Forms
- Signage
- Security Deposit of $500.00 (Due 14 days before the rental date. Entitlement to a refund of the security deposit will be considered within two (2) business days after the rental date and will be based on whether the Renter fully complied with the contract Terms and Conditions)
Special Occasion Permit (SOP) |
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A Special Occasion Permit (SOP) is the required documentation when holding an event where alcohol will be served or sold. Please read the guidelines and requirements that accompany your SOP to ensure that you are complying with the Liquor License Act. The fee for the SOP varies depending on whether alcohol will be served or sold. When applying for your Special Occasion Permit, please ensure that the name and contact information provided matches the name and contact information on your Town of Halton Hills facility request form/facility rental permit. On the day of your event, your Special Occasion Permit must be posted next to your serving station and made visible to all in attendance. For more information regarding SOPs and to obtain a SOP application visit your local LCBO or download the SOP application form by visiting the Alcohol and Gaming Commission of Ontario's website. |
Smart Serve Servers |
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Smart Serve Ontario is a non-profit organization dedicated to developing and delivering a responsible service training program to all individuals who serve alcoholic beverages or work where alcoholic beverages are served in the Province of Ontario. A certified Smart Serve server will have successfully completed Smart Serve training which practices responsible service of alcohol as specified in current Ontario liquor laws. In order to receive your facility rental permit, you must complete the Municipal Alcohol Policy Server Information form which outlines who will be serving at your event and what time(s) each server will be on duty. The Town of Halton Hills requires that all persons serving alcohol are to be Smart Serve certified. To learn more about Smart Serve, visit the Smart Serve website. |
Agreement Form |
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The Alcohol Risk Management Policy contains two forms which must be signed and returned to your permit coordinator prior to a facility rental permit being issued. Please complete Appendix A (page 12) the Activity Agreement Form and Appendix C (page 14) the Agreement for Special Permit Holders. These agreements state that you will comply with the Alcohol Risk Management Policy and you are aware of the consequences should you fail to do so. Download the Alcohol Risk Management Policy. |
Signage |
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You will be provided 4 signs upon receipt of your facility rental permit. You must post these signs at your event to clearly indicate who is permitted to attend your event, the rights of your servers, the application of the Town of Halton Hills Alcohol policy, prices and limits of alcoholic and non-alcoholic beverages and the local police telephone number (911). For full details, please see Appendix D of the Alcohol Risk Management Policy. |
Questions about serving alcohol? |
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For more information about serving alcohol at your event please contact 905-873-2600 ext. 7722 |
Want to plan a community special event instead?
Are you planning a community special event on Town property? Events like markets, charitable events, festivals or sporting events help bring the community together. We can help you plan and prepare! Visit our events webpage.