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Season Request Application

  1. Collection of Personal Information

    The personal information you provide on this form is being collected under the authority of Section 33(c) of Alberta’s Freedom of Information and Protection of Privacy Act. This information will be used by the Town of Banff to facilitate the seasonal request of facilities. By law, your personal information will be kept secure and confidential and will not be shared with anyone outside the Town of Banff administrators of the program. If you have any questions about the collection of this information, please contact the manager of recreation services Amanda Arbuckle, 403.762.1213  or email rentals@banff.ca or mail the Town of Banff, Box 1260, Banff, AB, T1L 1A1.

    For questions about your application, contact  rentals@banff.ca or 403.762.1238.

  2. I hereby authorize that I have the legal authority to act as a representative for the above noted organization. I further agree to act as the official liaison for the organization and to be the main point of contact with the Town of Banff.*
  3. I hereby authorize the Town of Banff to release my contact information to other user groups accessing Town of Banff facilities for the purposes of rental allocation inquiries.*
  4. Season Requests
  5. Breaks (holiday season, spring break, etc.)
  6. REQUEST FOR TOURNAMENTS / SPECIAL EVENTS
  7. INSURANCE and LICENSING

    The Renter is required to provide a certificate of insurance prior to commencement of the organization’s rental. The certificate of insurance must include:

    • Commercial General Liability;
    • All Risk Property;
    • Directors and Officers Liability;
    • Tenant Legal Liability;
    • Abuse Liability;
    • Be a minimum of $5 Million (5,000,000) per occurrence; and
    • Lists the Town of Banff and Her Majesty the Queen in the Right of Canada as represented by the Parks Canada Agency as additional insured with no limitation on the scope afforded.

     It is the Renter’s responsibility to ensure that all required insurance and/or licenses are secured and provided to the facility booking staff prior to the rental start date (i.e. liquor license, vendor license, insurance, etc.).  

    A valid business license is required by vendors contracted by the Renter. For more information about business licensing please contact (403) 762.1215.

     RULES AND REGULATIONS

    The Renter agrees to follow the rules and regulations outlined below:

    1. The Renter shall restrict the use by participants and/or attendees to the rental space.
    2. The Renter shall be responsible for ensuring the safe, responsible and respectful use of the rental by the participants and/or attendees.
    3. The Renter shall ensure that any damages to the rental space is reported to Town of Banff and the Renter shall be charged for the cost of replacement and/or repairs for such damages. 
    4. Warm-ups, meetings, setup and takedown, etc. times must be within the times specified in the rental.
    5. The Renter accepts the rental space “as is, where is”. 
    6. The Renter shall not make or erect any installations, alterations, modifications, or additions to the rental space without prior written consent from the Town of Banff 
    7. Where applicable, the Renter is responsible for obtaining a license from SOCAN when using music, live or recorded, during the rental. 
    8. The Renter will take reasonable steps to ensure that no unauthorized persons enter the rental space during the time of the rental.
    9. The Renter shall use the rental space for the Purpose of Use and for no other purposes. The Renter shall not permit the use of the rental space by any other person without prior written approval of the Town of Banff. 
    10. The Renter shall not sell or distribute food and/or beverages for consumption and/or sell goods or services without the permission of the Town of Banff and then only after securing the necessary permits and/or licenses. 
    11. The Town of Banff may take a percentage of ticket sales or revenues for commercial events and/or bookings. 
    12. The Director of Community Services may at any time cancel the Rental Contract with or without cause. 
    13. The Renter shall ensure that all participants and attendees adhere to the Facility Guidelines. These guidelines include zero tolerance for having and or consuming alcohol in non-licensed areas.  

     Representatives of the Town of Banff may remove participants and/or attendees who are believed to be in violation of the above specified rules and regulations. The Renter and its participants who have violated the above rules and regulations shall additionally forfeit their performance deposit. Repeat violations (more than two) will further result in loss of booked time, with no refund for booking fees paid.

    The Renter agrees to abide by applicable federal, provincial and Town of Banff bylaws, regulations and corporate policies. In addition:

    1. The Renter agrees to use the rental space at their sole risk. 
    2. The Renter understands that the personal information collected in the process of issuing the rental permit is obtained under the Freedom of Information and Protection of Privacy Act and is necessary for the issuance of such rental contract/permit. 
    3. The Renter is responsible for obtaining the necessary insurance (inclusive of general liability insurance) for the duration of the Rental. 
    4. The Renter shall indemnify and hold harmless each of the Town of Banff and its elected officials, officers, employees and agents from and against any and all claims, actions, demands, damages, losses, liabilities and expenses arising out of or as the result of:
    5. Any breach, violation or non-performance of the terms and conditions on the part of the Renter as set out in this Rental Contract;
    6. Any damage to property occasioned by the use of the rental space by the Renter, its employees, volunteers, members, coaches, participants, guests and invitees;
    7. Any injury, illness or death of any person or any damage to property or other losses arising from or resulting from the use of the rental space by the Renter, its employees, volunteers, members, coaches, participants, guests and invitees;
    8. Any act or omission (including theft or negligence) on the part of the Renter, its employees, volunteers, members, coaches, participants, guests and invitees; and/or
    9. Any breach of any intellectual property rights arising from or resulting from the use of the rental space. 

    FOOD AND BEVERAGE

    Food and beverage services are provided by the onsite caterer Oh Bento (asuka@ohbentobanff.com) at the Fenlands.  

    Note: Commercial outside food and beverage is not permitted at the Fenlands. 

     CHANGES / CANCELLATION 

    If the Renter provides written notice of cancellation 30 days from the date of rental, 75 percent of the rental payment will be refunded. If a cancellation or reduction in rental time is within 30 days of the rental, no refund will be issued.  A $25.00 administrative fee will be charged for all rental changes and cancellations (per occurrence).

     PAYMENT

    Payment is required at the time of booking. *Note: Bookings that exceed $1000 are be considered a unique booking and require a minimum deposit of $1000 or 25% of the total booking, whichever is greater. 

     A damage deposit will be charged to the Renter prior to the rental and is conditionally refundable provided there is no damage to the facility or equipment as a direct result of the rental and if the Renter and its participants fully adhered to the Facility Guidelines and Rules and Regulations.

  8. I (the Renter) certify that I have read the above guidelines and agree to conform hereto and to be strictly bound thereby. By signing below I acknowledge that failure to comply with the above will result in a cancellation of rental and loss of payment. *
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