Forms can be submitted to:
Town of Oakville Recreation and Culture Department
ATTN: Booking Clerk
1225 Trafalgar Rd
Oakville, ON L6H 0H3
Facility allocation policy
The department of Recreation and Culture is committed to serving the needs of the user groups and residents who wish to permit and utilize our arena facilities. A facility allocation policy is in effect to be fair and transparent and to be applied consistently and equitably to all ice users. The policy:
- Ensures that the town’s facilities are used for the benefit of the entire community.
- Recognizes the need for flexibility to effectively respond to changing needs and demands.
- Balances the needs of the participants of the town as a whole.
The actual number of hours allocated to each client is reviewed annually. Before any league development or expansion is considered, please consult with the supervisor of permitting and scheduling at 905-845-6601, ext. 3156. Supporting documents to determine a group's placement as per the facility allocation policy including group membership rosters may be requested before a permit is issued.
- Town of Oakville programs
- Youth CORE
- Adult CORE
- Youth Non-CORE
- Adult Non-CORE
Permits must be signed by a contact person listed on the file over the age of 18 years as confirmation of the booking(s) and understanding of the facility rules and regulations, and permit conditions of use.
All permits require proof of $2 million dollars liability insurance naming the Town of Oakville as additional insured, or $5 million dollars for any alcohol-related events. For groups that do not have their own insurance, coverage is available through a community-based insurance program (pdf, 110kB) and the extra cost will be added to permits.
Payment is required in-full or via monthly post-dated cheques at the time that the permit is signed and confirmed.
An administration charge of $35 is levied for all payments returned due to insufficient funds. Statements will be sent to customers with non-compliance payments. Future permits may be cancelled by the town.
Overdue accounts are subject to a 1 per cent per month interest charge. Accounts in arrears are sent to third party collection and the client is denied access to future facility bookings.
To cancel a booking you must provide a written notice to the booking clerk a minimum of 14 days prior to the date(s) affected, otherwise full costs will apply. To cancel a tournament or special event with bookings of more than eight hours during a 24-hour period, written notice must be received a minimum of 45 days prior to the date(s) affected.
Any credit balances will be refunded if requested at the end of the season.
The leasee is not permitted to exchange, give or sublet their booked time to any group or team without consent of the arena’s manager.
The town reserves the right, through its agent or agents, to cancel a room rental agreement and close any function for failure to observe all conditions of the permit, and/or retain full or portions of the damage deposit.
CORE is a membership-based program that offers community groups and organizations support in delivering their services to the community. Members receive a variety of benefits including access to Oakville-based school board facilities and priority status for facility access as outlined in the Facility Allocation Policy. Visit the CORE page for more information and to download an application form.
CORE Queen Elizabeth Park Community and Cultural Centre memberships
CORE QEPCCC memberships are open to volunteer-based non-profit Oakville arts and cultural organizations. Benefits include preferred cultural room rental and storage rates. Visit the CORE page for more information and to download an application form.
The Rzone is a zero tolerance operating procedure that applies to all Town of Oakville recreation, cultural centres, facilities, parks and programs. The Rzone procedure enforces zero tolerance of violence, vandalism and inappropriate behaviour for participants and the public. The goal of the Rzone is to improve the safety and leisure environment in our facilities and parks. The R stands for RESPECT and RESPONSIBILITY. Respect for yourself and others and responsibility for your actions.