Facility Rentals

Casual bookings

Short-term or single-use bookings are available after the permit confirmation deadline for each season on a first-come, first-served basis.

Permits are confirmed when signed by an authorized representative. Confirmed permits require full payment or an approved monthly payment plan for the period of the scheduled bookings.

Email your completed Facility Request form to Facility Booking staff for the fastest response.

Casual bookings at Queen Elizabeth Park Community and Cultural Centre are handled by the Special Events/Membership/Scheduling Coordinator at QEPCCC.

Check out our Build-Your-Own Skating or Swimming Birthday Parties, too!

Same-day and last-minute ice bookings

Looking for last-minute ice time? You can request ice bookings up to two days in advance! For example, if you call on Monday, you can now book for the same day, Tuesday or Wednesday ice times.

*Please note that insurance fees vary by number of people and length of play.

Email or call the specific arena to confirm availability. Complete the contract, pay, and you're ready to get on the ice!

Bookings must be approved with a confirmation email or call from the Town of Oakville.

Requests are processed based on date and time stamp of delivery, so email is best. Send your completed Facility Request form to:

• Glen Abbey Community Centre – gabookafacility@oakville.ca
• Joshua’s Creek Arenas – jcabookafacility@oakville.ca
• Kinoak, Maple Grove and Oakville Arenas – bookafacility@oakville.ca
• River Oaks Community Centre – robookafacility@oakville.ca
• Sixteen Mile Sports Complex – SMSCbookafacility@oakville.ca
• Trafalgar Park Community Centre – tpbookafacility@oakville.ca

When do I request an ice or arena floor permit?

Current clients that are in good standing will be asked to submit their requirements to the booking clerk before each season's deadline.

Seasonal permits and advance requests are processed based on the approximate timelines provided. Actual request deadlines vary year-to-year.

Arena Ice

• September to March, applications due March 31
• April to August, applications due November 15

Arena Floor

• April to August, applications due November 15

Rental fees for arena ice and floors (effective September 1, 2019)

HST will be added to the following rates.

Prime time ice

• Youth, $257
• Adult, $309
• Commercial/non-resident, $419

Non-prime ice

• Youth, $221
• Adult, $227
• Commercial/non-resident, $242

CORE youth (approved minor sport organizations only)

• Prime, $204
• Non-prime, $160

What else do I need to know?

• All rates are per 50-minute hour.
• Dressing rooms are available to permit holders 20 minutes before their permitted ice time and must be vacated within 30 minutes after the permitted ice time.
• The team/group is required to obtain a key for the dressing rooms. The town will not be held responsible for any loss or theft of personal items.
• No persons shall enter the ice surface while the ice resurfacer is on the ice and/or the arena service door is open.
• Capacity restrictions apply.
• Warm up activities must be confined to the designated area and properly supervised. No running in the hallways or stairways nor use of the parking lot are allowed.

When do I request a room or gymnasium permit?

Current clients in good standing will be contacted and requested to submit their requirements to the booking clerk before each season's deadline.

Seasonal permits and advance requests are processed based on the approximate timelines provided. Actual request deadlines vary year-to-year.

• September to March, applications due April 15
• April to August, applications due November 15

Rental fees for meeting rooms and gyms (effective September 1, 2019)

HST will be added to the following rates.

Small Meeting Rooms

• Meeting, $27.50
• Social, $35
• Licensed, $68.50
• Commercial Meeting, $41
• Commercial Licensed $97

Medium Meeting Rooms

• Meeting, $34.25
• Social, $56.25
• Licensed, $ 68.50
• Sport Activity, $34.25
• Commercial Meeting, $47.50
• Commercial Social, $81.50
• Commercial Licensed, $97
• Commercial Sport, $47.50

Large Meeting Rooms

• Meeting, $61.75
• Social, $63
• Licensed, $ 89.50
• Sport Activity, $61.75
• Commercial Meeting, $61.75
• Commercial Social, $89.50
• Commercial Licensed, $115.75
• Commercial Sport, $61.75

Single Gym

• Meeting or sport activity, $56.25
• Social, $81.50
• Licensed, $109.25
• Commercial meeting or sport activity, $68.50
• Commercial social, $109.25
• Commercial licensed, $134.50

Double Gym

• Meeting or sport activity, $68.50
• Social, $118
• Licensed, $134.50
• Commercial meeting or sport activity, $81.50
• Commercial social, $134.50
• Commercial licensed, $163.25

What else do I need to know?

All licensed function are required to provide proof of valid liquor license and proof of $5 million liability insurance naming the Town of Oakville as additional insured.

All licensed functions also require proof of bartenders (ratio 1:100 patrons) with a Smart Serve certificate. Visit the Smart Serve website for details. All permits, with the exception of room rentals over $100 must be signed and paid in full at the time of booking to reserve location(s).

Social Events require a $150 Damage Deposit to reserve location(s).
Room set up sheets should be completed and returned to the appropriate site one week prior to booking date.

Events with live/recorded music are required to pay applicable SOCAN and Re:Sound fees. How is Re:Sound different from SOCAN?

• Re:Sound provides compensation to individuals who create sound recordings ( i.e. artists and record companies).
• SOCAN provides compensation to individuals who create the composition that accompanies these sound recordings ( i.e. composers and music publishers).

Room capacities will vary depending on type of activity and room set up requirements. There is two hour minimum rental time for all room bookings unless in combination with ice or pool party packages.

Enjoy Oakville's beautiful parks during your next family, organization or company picnic. Tables and a barbeque pit can be booked in designated areas at Lions Valley Park and Coronation Park.

Coronation Park

Picnic Area 1 will remain closed for the season due to construction, while sites 2 to 5 are available for booking.

When do I request a picnic permit?

Submit your completed form by January 1. Requests received after this date will be processed on a first-come, first-served basis.

Large groups and additional services

Groups larger than 100 participants/guests or requiring additional services (alcohol, catered food, sales, inflatables, animals, etc.) must apply for a Special Event permit as additional requirements, fees and approvals are applicable.

What else do I need to know?

• Bring charcoal for the barbecue pits, it is the only type of barbecue allowed. Personal barbecues may NOT be brought onto any municipal parkland. Parks are patrolled.
• Alcoholic beverages are strictly prohibited. Refer to the Special Events application form for exceptions and additional requirements (including licensing, fencing, Smart Serve certifications, etc.).
• Concession contracts are in place at Coronation Park. NO catered food service is permitted in this location without written permission from the Parks department.

When do I request a pool permit?

Current clients in good standing will be contacted and requested to submit their requirements to the booking clerk before each season's deadline.

Seasonal permits and advance requests are processed based on the approximate timelines provided. Actual request deadlines vary year-to-year.

• September to June, applications due May 1
• July and August, applications due April 15

Rental fees for pools(effective September 1, 2019)

HST will be added to the following rates.

Pool rentals per hour

• CORE Youth $99
• Youth $129
• Adult $180
• Pool Rental - Commercial $246

Lap Pool (IRCC) rentals per hour

• CORE Youth $132.50
• Youth $165.50
• Adult $206
• Commercial $324

What else do I need to know?

• Rates are based on a maximum of 30 people on deck.
• Additional charges for lifeguards will apply for larger groups.
• All swimmers must shower before entering the pool.

Community Use of Schools

The Town of Oakville is able to provide community access to school facilities, both indoor and outdoor, because of a reciprocal agreement with the Halton District School Board, the Halton Catholic District School Board and the City of Burlington, Town of Milton and Town of Halton Hills.

The department provides this benefit to CORE members only. Non-CORE school facilities requests must be submitted directly to the respective school board.

Each school board provides an inventory of facilities to rent. Availability must be confirmed by the school boards. Visit the appropriate board's website for details.

When do I request school facilities?

Current clients in good standing will be contacted and requested to submit their requirements to the booking clerk before each season's deadline.

Seasonal permits and advance requests are processed based on the approximate timelines provided. Actual request deadlines vary year-to-year.

• September to June, applications due April 30
• July and August, applications due January 31

Requests received after the deadline will be processed first-come, first-served and will be subject to a late processing fee.

What else do I need to know?

• Community groups utilizing schools through the reciprocal agreement are obligated to meet the conditions of the rental permits as outlined by the school board, a copy of which is available at the Recreation and Culture department office.
• No additional access to facilities or equipment is implied including use of hallways, tables & chairs.
• No food service (by sale or donation) is allowed without written permission from the Town of Oakville.
• All requests must be made in writing to the Recreation and Culture department at least two weeks prior to the event.
• All weekend rentals will include a mandatory clean up fee per location.

Rates and fees

The school boards set the community use of school rental rates annually. The current fee structure reflects reduced rental rates as a result of funding provided by the provincial government. Fees do not include applicable taxes.

• Halton District School Board hourly rental rates
• Halton Catholic Disctrict School Board hourly rental rates

Please note: Saturday and Sunday bookings of Halton District School Board facilities will incur additional custodial fees.

Visit the Sports Fields page for the listing and information about field closures.

When do I request a sport field permit?

A timetable for requests and permit confirmation deadlines is set annually. Current clients in good standing will be contacted and requested to submit their requirements to the booking clerk before each season deadline.

Grass sport fields and diamonds

• April to September, applications due December 15

All-weather turf fields (weather dependent)

• March to November (weather dependent), applications due December 15

Please note: Turf fields at the schools will be completed by February 28.

What else do I need to know?

• All grass fields are closed between October 1 and April 30. This allows the much needed time for the fields to rest, especially during the wettest time of the year when the most damage can occur.
• This also provides the opportunity for our parks staff to provide routine maintenance, undertake necessary repairs, improvements, and renovations on an annual rotating basis.
• Outdoor facility permits are required for any organized activity including picnics, practices, games, special events, tournaments and camps, and are only permitted in designated areas.
• Parking is restricted to designated areas only.
• Washrooms will be cleaned and stocked on a daily basis during the regular season.
• Seasonal user group permits will be reduced by 5 per cent on the assumption that rain will force some cancellations of field use. For casual bookings, the fee will be returned if the game must be cancelled and an alternate date cannot be found.

The Town of Oakville provides meeting rooms at Town Hall for non-profit, charitable and community organizations. The allocation policy for meeting rooms includes first priority rating for all Town of Oakville business operations.

Please note: Town Hall is closed on all statutory holidays and between December 25 to January 1 each year.

When do I request a Town Hall permit?

Current clients in good standing will be contacted and requested to submit their requirements to the booking clerk before each season's deadline.

Seasonal permits and advance requests are processed based on the approximate timelines provided. Actual request deadlines vary year-to-year.

• September 1 to June 30, applications due March 30
• July 1 to August 31, applications due November 15

What else do I need to know?

• All permits must be signed and paid in full at the time of booking to reserve location(s).
• All meetings must be open to the public.
• Room set up sheets must be completed and returned at least one week prior to booking date.
• Bookings may require a damage deposit due at the town’s discretion.
• Requests for technology can be accommodated for bookings on Tuesdays, Wednesdays and Thursdays. All requests for technology equipment including access to PA systems, projectors, screens, microphones, etc. must be requested at the time of booking, and may be dependent on amenities specific to the permitted room. ONSITE REQUESTS CANNOT BE ACCOMMODATED. Permit holders are responsible for bringing their own laptops/computer equipment.
• Events with recorded or live music are required to pay legislated applicable music licensing fees. Visit the SOCAN and Resound websites for details.
• Public Wi-Fi is available throughout Town Hall.
• White boards are available in some meeting rooms, markers not supplied.
• Billing will occur for additional cleanup, damage, or overrun meetings.
• No food or beverages of any kind can be brought into Town Hall. Any food or beverages must be arranged through the contracted Town Hall caterer operating Acorn Grill. For more information, please call 905-845-6601, ext. 3015.
• All approved licensed functions are required to provide proof of valid liquor license, and copies of server’s Smart Serve certificate(s) at a ratio of 1:100 patrons. Visit the Smart Serve website for details.