Booking Procedures

BOOKING PROCEDURES

Hanover School Division is committed to opening our school facilities to local communities, residents of HSD and outside users, provided that such functions do not interfere with any school activities or maintenance and are of a nature acceptable with the Board.

Request forms are accepted starting at 6:00 am on the first day of each Booking Term. Requests received prior to 6:00 am on opening day will be placed at the bottom of the request list.

Booking requests are processed based on Class and time received. Booking priority will be given in this order; Class A, B, then C.

A $15 non-refundable administration fee is applied to each permit issued. A $15 administration fee will be applied for each change made to an existing permit.

All non-school weekday (PD Day) rentals have hourly fees applied with a three-hour minimum charge.

All facilities are closed for rentals during spring break, summer break and Christmas break to accommodate scheduled maintenance. New booking requests will not be processed during these periods.

Hanover School Division reserves the right to cancel bookings if the facility space is needed for school use. While every effort is made to avoid disruptions, affected groups will be offered an alternative space or date whenever possible.

To ensure fair access to gym space, groups are limited to two days per week per school. You may rent two days at multiple schools during the same week. Additional days may be requested seven or fewer days in advance.

2026-27 School Year

Booking Steps

1. Review Rental Rates.
2. Review booking term dates. Requests for dates beyond the current booking term will not be processed.
3. Review Availability Calendars – calendars are updated throughout the day and may not always reflect true availability. Alternate dates, times and locations can be added
   under “Other Information” on the Booking Request Form.
4. Submit a Booking Form. Requests must be submitted at least five school days in advance of your event.
   • If requesting facilities at multiple schools, you are required to complete a separate permit for each school.
   • To request multiple dates on a Booking Form, enter each individual date and time in the “Other Information” section.
5. Upon approval, you will receive a permit, including total fees and a copy of our Terms and Conditions. Review, sign and return your permit and Terms and Conditions.
6. Purchase liability insurance through Manitoba School Board Association’s online portal.
7. Complete permit payment – We accept online credit card payments through PayPal, e-transfer, cheque payments (in person or via mail) or cash (in person only).

Permits will only be valid once all documents are signed, permit fees have been paid and your completed liability insurance has been received. You will receive a confirmation email upon completion.

Please contact us via email at community@hsd.ca with further questions.

These terms and guidelines are subject to change.

RENTAL FEES

Rental Rates are calculated based on:

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

Fees updated July 2026

PERMIT FEES

FACILITY USE FEES (includes GST)

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

Permit holders are required to purchase personal liability insurance through the Manitoba School Board Association’s online facility user program, Instant Risk. To complete your application and processing fee, you will need to create an account. Please visit the following link: msba.instantriskcoverage.com

For more information about rental coverage, please view the following Instant Risk Coverage Portal FAQ for Renters (PDF)

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