Facility Rentals

The Town of Oakville 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.

Priority listing:

• Town of Oakville programs
• Youth CORE
• Adult CORE
• Youth Non-CORE
• Adult Non-CORE
• Commercial
• Non-resident

Permit confirmation

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. For details on expected conduct and consequences for violations, please review the Acceptable Use of Town Facilities page.

Payment

Payment is required in-full or via monthly post-dated cheques at the time that the permit is signed and confirmed.

Non-sufficient funds

An administration charge of $40 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.

All permits for town-owned or operated facilities require liability insurance. Generally, $2 million liability insurance is required for all permits, however, for events or permits involving alcohol, the insurance requirement is $5 million. Insurance may be provided by the permit holder’s own insurance company or may be purchased through the Town of Oakville’s Facility User Group Insurance Program if the activity meets the required criteria.

Permit Holder Insurance Policy

If the permit holder chooses to provide their own insurance coverage, they must provide a certificate of liability insurance for the appropriate amount, naming the Town of Oakville as additional insured.

Facility User Group Insurance Program

If the permit holder chooses to purchase insurance through this program, it will be added to the permit directly.

Insurance is provided through one of two providers. For information on the individual policies including coverage and deductibles,  please refer to the documents below:

• Game Day insurance details – $2 million (PDF)
• Game Day insurance details – $5 million (PDF)
• BFL insurance details – $2 million (PDF)
• BFL insurance details – $5 million (PDF)

Rates for insurance through the Facility User Group Insurance Program vary according to the provider, activity and number of participants. Please contact the facility booking staff at 905-815-5989 for details on the appropriate insurance rates.

To cancel a booking you must provide a written notice 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.

CORE Queen Elizabeth Park Community and Cultural Centre (QEPCCC) 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.

For more information

Visit the CORE page for more information and to download an application form.

If you witness or experience any inappropriate behaviour by users of our public areas and facilities, please report them through our online Inappropriate Behaviour Reporting Form.