The following Rules and Regulations govern the use of all Lambton Kent District School Board and St. Clair Catholic District School Board facilities. Failure to comply will result in immediate permit cancellation at no cost or liability to the school boards. 

Responsibilities of the Permit Holder
The permit holder shall be responsible for the conduct and supervision of all persons admitted to school buildings and grounds, and shall ensure that all regulations are strictly observed.

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FACTORS TO NOTE: 
-  No applicant shall be granted a permit to use school facilities unless the individual is a responsible person at least 21 years of age.
-  School facilities shall not be used in any manner contrary to the Ministry of Education rules and regulations.
-  School facilities are NOT available to private groups for personal activities, such as;  dances, receptions, birthday parties, wedding or baby showers or other privately sponsored activities.
-  Assignment or subletting of the permitted premises to a third party is prohibited and is grounds for immediate Permit cancellation.
-  Permit holders must have a copy of the approved permit at each event. Persons unable to produce the permit may have entrance to school facilities delayed pending verification by a board representative.
-  A board employee, familiar with emergency and security procedures, must be on site for all activities. He/she is on duty for the care and protection of school property, not as a supervisor or  participant of an activity in progress. 

LIABILITY & INSURANCE
All groups must submit proof of comprehensive general liability insurance when applying to rent a school facility by submitting a Certificate of Insurance, for an amount not less than $2 million. The certificate must name the Lambton Kent District School Board AND the St. Clair Catholic District School Board as 'Additional Insured'. The insurance policy must cover the activities of the Authorized User and the activities of any other person for whom the party is responsible. Groups that do not submit proof of liability insurance with the rental application will have the cost of insurance included on their invoice. The rental office shall determine the premium charge by referring to the "User Group Rating Schedule" provided by the Insurance Company. All groups are responsible for the deductible amount in the event of a claim.

PROPERTY DAMAGE/LOSS
Damages arising out of the use of schools by any user group must be reported immediately to the on-site school board representative and to the Rental Office the next school day. Financial responsibility for damages to school board property must be borne by the permit holder. Groups shall not hold CLASS, the school boards, their staff or agents responsible for damage to, destruction of, or loss of property to the group or group participants.

HEALTH AND SAFETY
Nuts, nut products, shellfish, fragrances, and latex may pose a significant health risk to students and community members and are not permitted on school properties. In the interest of health and safety, animals, with the exception of service animals, are not permitted on school property. If food is prepared, consumed and/or sold, the user group must obtain Rental Office approval and comply with Ministry of Health and Fire Safety Regulations.

The following activities are NOT permited on school property: games of chance, lotteries, gambling, activities involving the discharge of weapons, such as; guns, archery, knives, crossbows,  the use or sale of tobacco or alcohol or the use of fireworks, dry ice, fog/smoke machines or pyrotechnical devices.

ADVERTISING
Advertising by permit holders in or about school property is forbidden without written permission from the school board.

SLEEPING ACCOMMODATION
Schools may not be used for sleeping accommodation except in unusual circumstances and contingent upon the necessary approvals. (i.e. Superintendents of Education and the Chief Fire Official)

 
 
  

SUPERVISION
The permit holder assumes full responsibility for the proper supervision and conduct of any activities and for any claims arising out of improper supervision or conduct of activities.

  1. All groups using school facilities must have adequate on-site adult supervision for the duration of the rental period, one of which being the person indicated on the permit as the Event Supervisor.
  2. Participants may not enter the school before the Event Supervisor arrives and the Event Supervisor must stay until the premises are vacated and whenever possible, notify the on-site school board representative when leaving.
  3. The Event Supervisor must ensure that participants remain within designated rental areas and associated corridors/washrooms.
  4. For safety reasons, the Event Supervisor must have a working cell phone with them during the rental period. The Supervisor's name and cell number must be submitted during the application process. 
  5. Youth programs should be supervised by adults at a 1:20 ratio.
  6. Groups renting multiple spaces must have a supervisor in charge of each space.
  7. Supervisors must ensure start/finish times indicated on the rental permit are adhered to.
  8. No person, in possession of, or under the influence of, intoxicating beverages, narcotics or hallucinatory drugs shall be permitted on school property.

FACILITIES AND EQUIPMENT

  1. Use of school equipment is at the discretion of the school principal and must be arranged in advance.
  2. In the event that equipment is lost or damaged, the user group shall be responsible for all costs resulting from replacement, and/or repairs.
  3. Vehicle parking is permitted only in designated parking areas.
  4. The use of materials on walls or other parts of the building is prohibited; this includes the use of screws, nails, staples, safety pins or adhesive materials to secure curtains, scenery, or anything else in the space.
  5. Playing baseball, golf, rugby, football, tennis, dodgeball, floor hockey or  lacrosse is not permitted in schools. Baseball bats and hockey sticks are not permitted inside schools.
  6. The application of powder, wax or other preparation to floors for any purpose is prohibited. 
  7. Non-scuff rubber soled shoes are to be worn in gymnasiums for all sports activities.
  8. Board approved, indoor soccer balls must be used for all indoor soccer activities.
  9. Food and flavoured beverages are prohibited in gymnasiums and auditoriums.
  10. Board representatives only, may adjust mechanical equipment such as; thermostats, fans, folding partition doors, bleachers, etc.
  11. All items brought onto school property by the rental group shall be removed promptly after the permit activity.
  12. Storage space for equipment is not available in the schools.
  13. If classrooms are used, chalkboards, equipment, and teacher aids must not be disturbed and the rooms must be left in original state of order.

EMERGENCY, SAFETY AND SECURITY REGULATIONS

  1. Permit holders must have an appropriate plan to deal with medical emergencies and/or medical conditions while on school property.
  2. If an accident or injury occurs during the rental period it is the responsibility of the Event Supervisor to report the incident immediately to the on-site school board representative and thePermit Holder must report the incident to the Rental Office the next school day.
  3. User groups shall not hold CLASS, the school boards, their staff or agents responsible for any instances of bodily injury, sickness, disease or death sustained while on school property.
  4. Permit holders are responsible for the enforcement of all Fire Safety Regulations and must ensure that no obstructions are placed in corridors or in front of fire exits.
  5. Rental groups are responsible for coordinating access of arrivals. Specifically, doors may not be propped open during the rental period.
  6. Valuable materials must be maintained in a secure fashion.
  7. Licensed security guards may be required for events of 200 or more participants.
  8. Where a permit holder has reasonable and probable grounds to believe a person is on the premises without permission or is carrying on a prohibited activity on the premises and the offending person refuses to leave the premises as directed, the permit holder shall immediately notify the board representative. If the board representative is not available, the permit holder shall use due diligence to determine if they should contact the police directly.

CANCELLATIONS/'NO-SHOWS' AND REFUND PROCEDURES

  1. School use takes priority of school space and the Rental Office reserves the right to cancel a permit or date within a permit if the school requires use of the space for a school/board program. CLASS and the school boards assume no responsibility for any additional expenses, distress, disappointment, frustration and/or inconvenience as a result of such cancellation or alteration to a permit.
  2. All use of schools by outside groups shall be cancelled when schools are closed due to inclement weather, or any other causes beyond control of the school boards.
  3. Rental groups are asked to do their best to only apply for the dates they will be using. If a permit holder needs to make a change to a permit they are asked to send a note through the 'Discussion Area' of the applicable rental permit at least five days in advance. Refer to the Rental Fees section on the website to review Adminstrative Fees which apply to the cancellation and alteration of permits.
  4. No Show Fee - Permit holders that do not provide a minimum of three business days notice to advise the Rental Office that they are not using a time slot in their permit, will be charged a No Show Fee. Refer to the Rental Fees section on the website to review applicable charges.

*Please Note: Additional Rules and Regulations apply to Auditorium Rentals

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