Chappelle Gardens School Group Booking Agreement & Waiver

CGRA School Group Booking Agreement & Waiver

1. Rental Requirements

To confirm and secure a school group rental, the following conditions must be met:

Submission of a completed School Group Booking Agreement and Waiver, signed with acknowledgment of all terms and conditions
Full payment of the rental invoice within 48 hours of booking confirmation
Credit card information on file for potential damage-related charges (see Section 3)
Submission of proof of school district insurance coverage or equivalent third-party liability insurance upon request

Failure to meet these requirements may result in cancellation of the reservation.

2. Insurance Requirements

Chappelle Gardens Residents Association (CGRA) does not provide insurance for school group rentals.
It is the responsibility of the school to:

Confirm coverage under its school district insurance policy or
Obtain equivalent third-party liability insurance

Proof of insurance must be submitted to CGRA upon request.
CGRA assumes no responsibility for damages, injuries, or claims arising from school group activities.

3. Damage Deposit Policy

While CGRA does not collect a damage deposit upfront, credit card information is required and securely held on file prior to the rental period. No charges will be applied unless damages or excessive cleaning are required.

CGRA reserves the right to charge the card on file for:

Damage to CGRA structures, equipment, or amenities
Cleaning costs related to prohibited items (e.g., confetti, glitter, smoke bombs)
Emergency response fees resulting from facility misuse

If charges are necessary, the renter will be notified within 3–5 business days following the rental.
Charges will reflect the actual cost of repair, replacement, or cleaning. If costs exceed what can reasonably be charged to the card, an invoice will be issued for the remaining balance.

4. Booking Policies & Conditions

Bookings are processed on a first-come, first-served basis
Group size is limited to 150 students plus supervising adults
Supervising adults must meet Alberta Public School Division ratios (typically 1:10)
Available session options:
- Morning Session: 9:00 AM – 12:00 PM
- Afternoon Session: 12:00 PM – 3:00 PM
- All-Day Session: 9:00 AM – 3:00 PM (cost is double)

Groups must vacate the facility promptly at the end of their scheduled session.
Overtime fees apply at a rate of $50.00 per 15-minute increment past the scheduled end time.
All bookings are weather-dependent and subject to cancellation or rescheduling.

5. Modification & Cancellation Policy

Requests to modify date, time, or group size must be submitted in writing at least 14 days in advance
All cancellations must be submitted in writing via email
Refunds are processed as follows:
- 100% refund (minus $15 administrative fee) for cancellations made 14+ days prior
- 50% refund (minus $15 administrative fee) for cancellations made 7–13 days prior
- No refund for cancellations made less than 7 days prior

Weather-related cancellations are eligible for a full refund or free rescheduling.

6. Facility Rules & Conduct

Supervising adults are responsible for student safety and behavior at all times
Safe and respectful conduct is required on all CGRA amenities, including playgrounds, splash parks, and skating areas
Horseplay, unsafe equipment use, or aggressive behavior is not permitted
Students must remain within the designated rental area
CGRA reserves the right to terminate a booking without refund if unsafe or disruptive behavior occurs

7. Facility Use & Cleanliness

Groups are expected to maintain cleanliness in both the Skate Change Room (winter) and outdoor spaces
Please minimize tracking dirt, snow, or moisture indoors
All belongings, trash, and debris must be removed before departure
CGRA-provided equipment must be treated respectfully and used appropriately

8. Prohibited Items

The following are not permitted:

Confetti, glitter, rice, birdseed, silly string, smoke bombs, fireworks, sparklers
Alcohol, controlled substances, or cannabis products
Smoking or vaping anywhere on CGRA property
Open flames or pyrotechnics without written CGRA approval

Violations may result in immediate termination of the event without refund and charges for cleaning or repairs.

9. Snack Shack

The Snack Shack may be open during your session, offering sodas, chocolate bars, and chips
Supervisors are responsible for monitoring student purchases
Payment methods may vary—please contact CGRA in advance for details

10. Photo, Video & Security Policy

CGRA does not record or photograph school groups for promotional use without prior written approval from school administration
Security cameras are active on site for facility safety monitoring only
By participating, you acknowledge your group may appear in routine video security footage

11. Liability Waiver

Participation in CGRA activities involves inherent risks, including but not limited to slips, trips, falls, weather-related hazards, and other incidents.

By signing this agreement, the school and its supervising adults release CGRA from liability for injuries, illness, loss, or damage to personal property incurred during the booking.

12. Weather Disruptions

CGRA monitors weather conditions to ensure a safe experience for all groups.

If severe weather occurs before or during a session, CGRA reserves the right to cancel or end the session early.
If the event is cut short due to weather, refunds or rescheduling may not apply, but will be considered on a case-by-case basis.

13. Final Agreement & Signature

By submitting this booking request, I confirm that I have read, understood, and agree to comply with the Chappelle Gardens School Group Rental Agreement in full.