Booking Procedures

BOOKING PROCEDURES

Hanover School Division is committed to opening up our schools for community users. Online availability calendars and specific booking terms are in place to assist in the process.

Starting the first day of each booking term, beginning at 6 am, we will accept online requests for that specific term. Requests received prior to 6 am on a given day will be placed at the bottom of the request list for that day. Requests will be collected each day and reviewed and prioritized the following day.

Bookings will be prioritized for all requests that are received within each day (starting at 6:00 am). Priority will be given in this order, Class A, B and then C. If 2 or more groups within the same classification request the same dates and venue within a given day, priority will be given based on the time that requests are received.

Note that the online calendars are updated throughout each school day, but since more than 1 community user can request the same dates on a given day, and the calendar is not tied directly to the online booking form, it may not always show the exact availability of a given facility. Online requests may include alternate days/locations in the notes field if community users wish to add that information.

If your request for rental includes calendar dates that fall within scheduled school breaks (Spring Break, Summer Break, and Christmas Break), please note that the standard processing time for confirmation of your booking may be delayed. In these instances we must take additional internal steps to confirm facility availability for your requested dates. This is done to ensure that rental requests are not in conflict with any scheduled maintenance during such breaks.

In the case of an emergency or exceptional circumstance, where a school wants or needs to use their facility space during a time slot where a community booking is in place, the school will make that request to Hanover School Division Administration Office for consideration. This will only be approved in exceptional cases and we will make every effort to find alternative space for the community booking.

Due to gym space popularity and to create equity for multiple groups, users/groups will be restricted to 2 days per week per each school gym. So a group could have 2 days in one school and 2 days in another school during the same week. Additional days may be requested, but only 7 or fewer days in advance.

1. Review the facility and insurance rates prior to submitting your request. Liability insurance will be required to be purchased through the Hanover School Division insurance provider at the rates they specify based on activity and size of group.
2. Review the online availability calendar for the school facility that you wish to book. Only request dates that appear to be available on these calendars within the current booking term. Requests for dates beyond the current booking term will not be processed. You can request up to 2 days per week per school.
   NOTE: Community Use Requests will only be processed if the school’s booking calendar shows availability.

ALL COMMUNITY USERS MUST HAVE A VALID HANOVER SCHOOL DIVISION PERMIT PRIOR TO USE OF ANY DIVISIONAL FACILITIES.
Hanover School Division Booking Term Dates

3. Due to gym space popularity and to create equity for multiple groups, users/groups will be restricted to 2 days per week per each school gym. So a group could have 2 days in one school and 2 days in another school during the same week.
4. Complete and submit this form for your Hanover School Division Community Use request at least 5 full school days prior to your event. Please do not contact the schools directly.
5. Be sure to fill in all the information boxes. Only the specific venues listed for each school are available.
6. If you have multiple dates that you are requesting, enter those into the “OTHER INFORMATION” box. Please be sure to enter all the specific dates and not just days of the week – you would enter “October 6, 13, 20, 27” not “Every Thursday in October”.
7. Once we receive your request, we will verify the availability of the school.
8. There is a $15.00 non-refundable administration fee for each permit application. This fee is only due if the date(s) you requested are available and you choose to accept the terms of the permit. If you have multiple dates on one permit there is only one administration fee applied. There will be a $15.00 administration fee for each change to existing permits. This is to cover our administration costs associated with the paperwork required.
9. If the school is available, we will email you a preliminary permit to review, sign and return to us (fax or email is fine), along with full payment, within 14 days of application date or 2 full school days prior to your rental, whichever comes first. Be sure to read, understand and follow all permit details and regulations.
10. You will receive an invoice along with the permit. We accept credit card payments (PayPal online system), e-transfer, cheque payments (in person or via mail) or cash (in person only). Be sure to sign and return a copy of the permit along with your payment.
11. Permits will only be valid once signed by Hanover School Division authorized personnel. Payment must be made in full prior to any permit being authorized / validated. You are to bring the HSD authorized permit to the school facility and present as required upon your arrival. Permits that are not signed by authorized Hanover School Division personnel are not valid. If you do not have a signed permit from us, you will not have authorization to use our facilities. The majority of time we will email you the validated / signed permit.
12. Once you have a permit, please be sure to reference the permit number if you need to contact us with any questions.
13. The majority of our communication to you will be via email.
14. These terms and guidelines are subject to change.

HSD strives to make school facilities available whenever possible to local communities, residents of the Hanover School Division and other outside users, provided that such functions do not interfere with any school activities or maintenance and are of a nature acceptable with the Board.

RENTAL FEES

Rental Rates are calculated based on:

Permit fee + Facility Use (base) fee + Hourly fees + Additional fees + Insurance fee

Each is described below. Fees updated July 2024.

PERMIT FEES

FACILITY USE FEES (includes GST)

*For use longer than 8 hours in a day, facility rate will be increased by x 1.5.

RENTAL HOURS AND HOURLY FEES (includes GST)

*Groups are required to have vacated the facility by the end time on their permit. Groups that are in our facilities beyond the permit time will incur hourly charges based on our Sunday rates with a minimum 1/2 hour charge.

SECURITY FEES (includes GST)

Required for all public events where 250 or more people are in attendance or where Division deems it to be necessary.

ADDITIONAL FEES (includes GST)

**Clean up fees only cover supply of garbage bags and sweeping and mopping of area used

INSURANCE FEES (plus 7% retail sales tax)

*For Activities not listed, contact the School Division for approval

CANCELLATIONS

Cancellation – Refundable

To receive a refund, cancellation notice is required no later than 48 hours or two regular school days, whichever is longer, prior to the usage date. Facility and hourly fees will be refunded. Permit administration fees are non-refundable. Failure to provide required notice will result in all fees being charged as per the permit.

Cancellations should be provided in writing to community@hsd.ca. When canceling a weekend rental after 12 PM on the Friday prior, permit holders must also call the phone number noted on the permit. Failure to do so will result in no-show fees being charged.

No-show Fee

Any group that fails to show up for a booking will incur an additional $75.00 charge. Payment will be required prior to further use of HSD facilities.

Note: In case of schools being closed for weather or other reasons, Community Use of Schools events will be canceled. Full refund or alternate dates will be offered.

CLASSIFICATIONS – TYPES & PRIORITY

Requests will be processed based on date of application and classification priority.

CLASS A: Child-Centered, non-profit

• School / Student
  Any function or activity, organized primarily by and for the students of HSD and supervised by members of the teaching staff or designate, outside of regular school activities.
  e.g. Spring break trip meetings, HSD class or school reunions
• Private Music Lessons
  Individual or small-group music lessons offered during the school day which supplement school instruction opportunities. Instructors are responsible for the costs associated with tuning the piano annually.
  Instructors are subject to approval by the school principal and must complete all volunteer requirements.
• Community Recreation, Child-Centered
  Any function or activity that is organized and sponsored/sanctioned by a municipal or community recreation commission which is child-centered
  e.g. Eastman Immigration Services child/youth event, Steinbach Chamber of Commerce youth event, minor sports associations, DriverZ
• Non-profit, Child-Centered
  Local organized groups such as Scouts, 4H, community sports, homeschool groups, birthday parties for HSD students

CLASS B: ACTIVITIES/FUNCTIONS

• Non-profit, Organized Adult Community Groups
  Groups such as adult sports activities, church groups, volunteer training, meetings of Minor Sports Associations
• Profit, Child-Centered
  Local for-profit groups or organizations for children/youths
  e.g. Karate or dance lessons, recitals
• Productions
  sponsored by local organized community group
  note: Productions will receive 1 no-charge facility fee for set‐up/rehearsal during standard usage hours
• Elections
  Municipal, City, Town, Provincial and Federal Elections
• Local Church Groups
  On a one year contract basis subject to annual review based on staffing availability

CLASS C: Fundraisers, For-Profit, Commercial, Private, Federal/Provincial

• Fundraising Events
  Any fundraising event/activity
  e.g. for local non‐profit service clubs & charitable organizations
• Profit Groups
  Groups where a fee is charged for attendance and instruction for adults or mixed-age groups
• Community Recreation, Community Event
  Any function or activity that is organized and sponsored/sanctioned by a municipal or community recreation commission which is not specifically child-centered (mixed age groups or adults)
• Provincial and Federal Government Department
  Meetings, banquets, events
• Private Functions
  e.g. Activities by Families for gatherings, anniversaries, weddings or other special types of events on an occasional basis
• Other
  All rentals that are not already covered by Class A & B