Facility Booking and Permitting

• Arena Division Ice Allocation Policy – 0044
• Outdoor Field & Court Allocation Procedure

The City of Peterborough is committed to providing affordable, equitable access to day camps for children and youth. Camps are provided through a combination of municipally operated programming, partnerships with local sport and recreation organizations, and rentals of municipal facilities to organizations to enable day camp operations. To ensure the safety of participants, applicants wishing to operate a day camp on municipal property must meet the following criteria:

1. Applicant must be an incorporated organization.
2. Apply to rent a facility that has continuous access to shade (i.e. pavilion access) and washroom facilities.
3. Applicant must acknowledge that their program has the proper procedures in place for situations including, but not limited to: meeting public health guidelines, extreme weather, and infectious disease outbreaks. City Staff may request a copy of your policies, procedures, and manuals at any time to confirm this.
4. Meet the City of Peterborough’s insurance requirements, as follows:
   • Commercial General Liability policy with a minimum limit of $5,000,000
   • List the Corporation of the City of Peterborough, 500 George Street, Peterborough, ON K9H 3R9 as an additional insured, with 30 days notice of policy cancellation
   • Description of Operations must evidence:
     • That coverage extends to all facility use dates included in the facility agreement
     • A list of all activities being conducted

Rentals will fall into one of the below categories based on the information provided on the request form. The Facility Booking Team will determine which payment procedure applies. Payment requirements will be stated in the facility agreement as follows:

Recurring rentals: These rentals are defined as renters who are accessing facilities on a regular basis for an extended period of time, as noted in the facility agreement. Payment is due on the 1st of the month for that month of rentals. 

Single event bookings: These rentals are defined as one-off bookings, or events that take place over a short period of time, such as a tournament. Payment is due in full at the time of booking, unless otherwise specified in the facility agreement.

Insurance is mandatory for all rentals that take place in municipally operated or permitted facilities. Insurance provides protection against third party liability claims resulting from an injury to a third party and/or damage to their property. The City of Peterborough does not provide insurance coverage for your event.

Insurance requirements will be determined by the Facility Booking Team based on the information provided in the facility rental application. 

There are two ways to provide a Certificate of Insurance to the City of Peterborough:

1) Insurance Program - Instant Risk Coverage

Facility renters have the opportunity to apply for coverage through Instant Risk, a third-party online insurance portal in which facility users can purchase coverage. If you choose to obtain insurance and your event can be covered through Instant Risk, a copy of your Certificate of Insurance will be automatically emailed to the City when your payment through the Instant Risk portal is complete.

• How to apply: Visit the Instant Risk online portal: https://peterborough.instantriskcoverage.com/login
• When to apply: Applications through the Instant Risk online portal must include the Facility Agreement number. You will receive this number after your event is confirmed through receipt of a facility agreement. The number can be found at the top of this agreement. Please do not apply for insurance until your date has been confirmed by the City.
  
• Questions: questions regarding the Instant Risk program must be directed to the IRC staff team. You can reach out by accessing the live chat function within the IRC portal, emailing support@instantriskcoverage.com, or calling 1-800-517-1390. You can also check out the Help Document for frequently asked questions.

Please note that this program may not be able to extend insurance in every circumstance. Misrepresentation of activities may void any insurance provided.

2) Third Party Coverage - Insurance company of your choosing 

Event organizers can provide a Certificate of Insurance through a company of their own choosing. If you select this option, a copy of the Certificate of Insurance must be provided to facilitybooking@peterborough.ca for review and approval at least 30 days prior to your event date, and must meet the following requirements:

1. Commercial General Liability in an amount that is agreeable to the City of Peterborough. Minimum liability amounts are based on the information provided in your facility rental application.
2. List the Corporation of the City of Peterborough, 500 George St. N., Peterborough, ON K9J 3R9 as the Certificate Holder.
3. Ensure that the Corporation of the City of Peterborough is afforded both additional insured status as well as provided with 30 days notice of cancellation.
4. Clearly describe the terms of your rental agreement with the City under the “Description of Operations” section of the certificate.

The City of Peterborough and its partner organizations reserve the right to cancel or delay facility rentals at any municipally permitted facility due to current or a prolonged period of inclement weather. Events cancelled by the City due to inclement weather will be removed from the renter’s contract. A credit will be applied to the renter’s account for the cancelled event, which will be applied to the following month’s invoice.

Facility restrictions will remain in effect until the inclement weather conditions cease and when staff are confident that access to the sport facility can commence without causing significant damage.

If the renter is found to be accessing the facility after staff have informed the renter of the cancellation, the City of Peterborough reserves the right to cancel the rental agreement for the duration of that rental agreement and prevent access by that user group for future agreements.

Outdoor Conditions: Cancellations/delays to outdoor sport facilities are assessed by any of the following criteria:

• Amount of precipitation that has occurred and the amount expected to fall in the future
• Noticeably slippery surface on courts, or the potential for this to occur
• Visual ponding, sponging of water on turf surface
• Draining characteristics of the field or court
• Existing conditions and maintenance requirements
• The time of year and cumulative amount of stress on the field
• What kind of damage could occur to the field if the field were to remain open

Cancellation Communication Plan: Staff will attempt to provide as much notice as possible to the contract holder regarding cancellations, but last-minute cancellations may be required. Staff will communicate to the contract holder and up to one additional contact if one has been provided. Contact will be made by both email and phone.

Renter Responsibilities: The contract holder is responsible for ensuring the contact information on the contract is current. All communication issued from the City of Peterborough will be considered received, and is to be forwarded to all officials, coaches, and media as required. The City of Peterborough will not accept failure to communicate as an excuse for non-compliance by coaches and officials, nor will it be held responsible for any inconveniences created by communicated cancellations.

If City staff have not already advised user groups that facilities have been closed due to inclement weather, user groups are permitted to cancel their rental with no penalty provided.

Ice & Floor Rentals – the Contract Holder must provide advanced written notice by email of the pending cancellation to facilitybooking@peterborough.ca.

Outdoor Sport Rentals – the Contract Holder must provide written notice by email to facilitybooking@peterborough.ca within 24 hours of the cancellation, noting inclement weather for the reason for cancellation. If City staff dispute the cancellation, the booking will remain on the contract and payment will be required in full. 

On occasion, due to unforeseen circumstances including but not limited to scheduling adjustments, maintenance, or outbreak of infectious disease, the City of Peterborough reserves the right to:

• Reasonably postpone, reschedule, or cancel any permitted activity as deemed necessary and justified in the given circumstances.
• Cancel a Facility Booking Agreement or portion thereof, without notice, should there be a breach of the conditions or regulations, or should the City be of the opinion that the facilities are not being used for the purposes contained in the application.

The City of Peterborough will not be held responsible for any losses due to a rental cancellation.

Rentals will fall into one of the below categories based on the information provided in the request form. The Facility Booking Team will determine which rental cancellation applies. Cancellation language will appear in the facility booking agreement as follows:

Small Events: Payment is required in full to confirm your booking. Cancellations or postponements that are requested with more than 30 days notice incur a 15% administration fee. Cancellations or postponements within 30 days of the event will not be refunded.

Large Events: If rental the fee is $500 or more, a deposit of 50% is taken at the time of the booking, with the balance owed 30 days prior to the first day of the rental. Cancellations/postponements within 90 days of the first day of the rental will forfeit their deposit. Cancellations/postponements within 30 days of the first day of the Rental will not be refunded.

Recurring indoor rentals (excluding arena ice/floor): Once a Facility Booking Agreement has been executed, renters are expected to fulfil their contract. Single dates may be cancelled or postponed if that event date is scheduled more than 30 days prior to the event cancellation request. Within 30 days, refunds are not provided for cancelled or postponed dates. If a renter wishes to cancel their facility agreement early, the request must be received in writing, at which point the cancellation policy will be applied. Refunds will not be provided for rentals within 30 days and the renter will be subject to a 15% administration fee for all remaining dates in the contract.

Arena Ice/Floor - Ongoing user group cancellations: Please see the Cancellation of facility time procedure.

Outdoor Sport Facilities - Ongoing user group cancellations: 

Once a Facility Booking Agreement has been executed, the following cancellation policies are in effect:

1. User groups have until April 15 annually to adjust times or dates on their facility agreement for the months of May, June and July. After April 15, rental dates and times are to be paid in full as they are executed on the contract, except for those dates that are cancelled due to inclement weather (as approved by the Facility Booking Team).
2. User groups have until July 31 annually to adjust times or dates on their facility agreement for the months of August, September, and October. After July 31, rental dates and times are to be paid in full as they are executed on the contract, except for those dates that are cancelled due to inclement weather (as approved by the Facility Booking Team).