The Community Services Department is committed to serving the needs of the user groups and residents who wish to permit and utilize our arenas, sports fields and community facilities. This user guide provides all of the necessary information and forms required to apply for these various facilities and will be applied consistently and equitably to all users.
To view the full Facility Allocation Guide please refer to the information below. To book a facility in BWG please fill out the Facility Booking Application form.
| Applying for a Season Ice Permit | ||||||||||||||||||||
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Ice Renewal For ice renewal, every effort will be made to provide your group/organization first rights to the exact same dates, times and locations as the previous season. Each year, Community Services will coordinate a User Group meeting, typically held in May, to confirm the following season's requirements. Please Note: Where any group/organization requires changes to existing times or locations, accommodation will only be made where other groups and organizations are not compromised and will be at the discretion of the Community Services Department. All user groups must take into consideration the available facilities when considering potential growth in programs within their organizations. New Ice Dates and Times If you are a current client in good standing and are requesting additional ice and/or an additional arena facility or change in arena facility, your request will be considered after all seasonal permit holder applications are processed. Such requests for new space or a change in space will be processed in the date order received. Please ensure you fill out the "New Ice Arena Permit Request Form" in the Facility Booking Application. Indicate clearly and accurately:
Please ensure that the forms are completed in their entirety to ensure proper processing. Signed permits must be returned to Community Services prior to any facility use. Please include your association's proof of Insurance, naming the Town of Bradford West Gwillimbury as an "additional insured", for our records. Contact the Bookings Clerk Teresa Fairbarn, Bookings Clerk 905-775-5369 Ext. 5202 Monday to Friday, 8:30 am - 4:30 pm Bradford West Gwillimbury residents are given priority over non-residents (groups must consist of 80% Bradford West Gwillimbury residents to be considered as a resident rental). Rental requests will be prioritized and handled as follows:
Past ice participant's requests are processed first based on allocating the same ice time and location they have had in previous years. When ice time is turned back, the order of allocations process will apply. It is not the intent of this guide to remove ice time from historical users. Deadlines
Casual Permits: Short term, single use or spot bookings are available following the permit confirmation deadline for each season, on a first come, first served basis. |
| Appendix A - Ice and Floor Rentals |
| The terms and conditions contained in this Appendix A form a binding part of your permit and have the same effect as if the information contained herein were contained in the body of the permit. Payment All rental fees payable under this Permit must be paid by the payment date by: Visa, MasterCard, Debit, Cash or Cheque. Cheques must be made payable to "Town of Bradford West Gwillimbury". Cheques will only be accepted if provided at least 30 days prior to the Start Date. NSF Cheques - A service charge of $50.00 will be charged for payments made by the Customer that are returned to the Town of Bradford West Gwillimbury. For single use or spot bookings, payments are due at the time of the booking confirmation. Overdue accounts will be subject to an interest charge of 1.25% per month. Accounts in arrears will be sent to third party collection and the client will be denied access to future Town bookings.
Failure to have your signed Permit and payment delivered (and received) at Community Services (3541 Line 1 1) by the payment date will void this Permit. Permanent seasonal cancellations will only be accepted until September 15 of that season (for fall/winter). For spring/summer, the cancellation deadline is April 15. There will be no cancellations allowed for bookings in September or on "Halloween" October 31.
The Permit Holder may be entitled to the return of the aforementioned cancellation fee, less 25% of the total cost of the cancelled time, where the Town successfully sells the cancelled time to another party. The Town reserves the right to cancel this Permit at any time and for any reason, without notice, should it be determined in the Town's sole and absolute discretion that the Permit Holder has failed to comply with the terms of this Permit. The Permit may be cancelled on a short-term notice due to mechanical failures or infrastructure safety reasons. The Town shall not be liable in any manner for any losses claims or damages resulting from changes or cancellations. No person, organization, association or minor sports group shall transfer or sublet any time allocated, or part thereof, for value or otherwise. If any person, organization, association or minor sports group transfers or sublets any time allocated or any part thereof, or permits such transfer or sublet, their Permit shall be terminated without notice and the Town will issue a refund of fees on a prorated basis. Policy Adherence The Customer shall be responsible for the conduct and supervision of all persons attending the Town Facility pursuant to this Permit and shall see that the Terms and Conditions of this Permit, including the following By-Laws, policies and provisions are adhered to:
Insurance, Waiver of Liability and Indemnification: The Permit Holder hereby agrees to indemnify and save completely harmless the Corporation of the Town of Bradford West Gwillimbury, its elected officials, agents, employees, servants and/or volunteers, from and against all claims, demands, losses, damages, debts, actions, causes of action, suits, proceedings or costs whatsoever, at law or in equity, suffered or incurred by the Town whether directly or indirectly, as a result of this Permit, including but not limited to any failure by the Permit Holder to comply with the terms of this Permit, or as a result of any other matter or thing in connection therewith or pertaining thereto except to the extent that such loss arises from the independent gross negligence of the Town. Without limiting the generality of the foregoing, the Corporation of the Town of Bradford West Gwillimbury will not be responsible for personal injury or damage or for the loss or theft of any property of the Permit Holder, or anyone attending the Town facility as a result of this Permit. Under no circumstance shall the Town be responsible for the care of or safekeeping of any property of the Permit Holder, its invitees or guests, or any damages thereto by any cause whatsoever, despite any undertaking unless such undertaking is provided in writing. Further, the Permit Holder shall be responsible for damages to Town facilities and/or Town property arising out of the use of the Town facilities by the Permit Holder, its guests or invitees further to this Permit. Prior to the start date and for the entire duration of this Permit, the Permit Holder shall obtain and maintain insurance coverage as outlined below, provided by an insurance company licensed to transact business in the Province of Ontario. Evidence of such insurance shall be provided by the Town in the form of a Certificate of Insurance signed by an authorized signatory prior to the start date and as otherwise specified below:
Insurance policies required to be maintained by the Permit Holder must:
The cost of premiums for each and every such policy shall be paid by the Permit Holder. Time One hour of ice/floor rental shall consist of 50 minutes. Resurfacing is at the discretion of the Town's Arena Supervisor. No one other than Town Staff are permitted on the ice during resurfacing.
For Public Skating Programs, the Permit Holder shall ensure proper and appropriate ice supervision in accordance with ORFA Recommended Practice for Public Skating Safety, as follows:
1 Ice Patrol (1 to 59 persons) 2 Ice Patrol (60 to 1 19 persons) 3 Ice Patrol (120 to 180 persons) Source: ORFA Recommended Practice for Public Skating Safety The Town has adopted a Facility Allocation Guide. The objective of this guide is to create and define categories of users, determine a priority of allocation for each of the groups within these categories. Where organizations using Town facilities require food services for fundraising events they must contact the Concession Operator to acquire said services. Under no circumstances shall such groups prepare, sell, or provide food without receiving the approval of the Concession Operator in writing. This Permit may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument. This Permit may be executed and scanned and delivered by electronic transmission and, when so executed and delivered, will be deemed an original. If any part of this Permit is found to be illegal or otherwise unenforceable by a court of competent jurisdiction, the remainder of this Permit and the application of such provision to other persons or circumstances shall not be affected thereby and shall be enforced to the greatest extent permitted by law. References herein to any legislation, regulation or By-Law or provision thereof include same as amended, revised, and/or consolidated from time to time and successor thereto. The use of words in the singular or plural or with a particular gender will not limit the scope or exclude the application of any provision of this Permit to such party or circumstances as the context otherwise permits. The headings in this Permit are inserted for convenience only and are not to be used as a means of interpreting this Permit. The Town reserves the right to add conditions to this Permit where, acting reasonably, it is deemed in the best interests of the Town to do so. Such amendments shall be provided to the Permit Holder in writing in advance. Should the Permit Holder wish to terminate this Permit as a result of an amendment made pursuant to this section, the Permit Holder shall be entitled to reimbursement of rental fees paid or payable for any remaining time under this Permit. The Town further reserves the right to alter this contract when necessary due to play-offs, special occasions, tournaments, etc. All ice users are expected and agree to use their permitted space only for the intended purpose. Ice users are not to have team "warm up" sessions in any lobby or hallway area, the skate change area or to be running through the arena stands during another group's ice session. Users are not to block public space or stairs or to use a soccer ball (or other similar type of equipment) for warming up. Failure to comply with these expectations may result in suspension of permit and/or payment for any damages that occur. For user groups, Permits shall be signed by the contact person, who will become the Permit Holder, as confirmation of the booking(s) and understanding of facility rules and regulations.
By signing the Permit, the Permit Holder agrees to be bound by the Terms and Conditions of this Permit and hereby warrants and represents that they execute this Permit on behalf of the Permit Holder and has sufficient power, authority and capacity to bind the Permit Holder with their signature. |
| Applying for a Field Permit |
| Scheduling of Sports Fields All scheduling of ball diamonds and soccer pitches in Bradford West Gwillimbury is coordinated by Community Services. Scheduling of sports fields will be based upon the previous year's allocation, unless there is a need to modify the schedule. Community Services reserves the right to allocate permit locations based on appropriate programming space. Each year, Community Services will co-ordinate a User Group Meeting, typically held in March. This meeting will review the past season, report on any new initiatives for the upcoming season, outline the user fees, and confirm user requests for field time and tournament play. All user groups must take into consideration the available facilities when considering potential growth in programs within their organizations. Bradford West Gwillimbury residents are given priority over non-residents (groups must consist of 80% Bradford West Gwillimbury residents to be considered as a resident rental). Rental requests will be prioritized and handled as follows:
Past participant's requests are processed allocating the same time and location they have had in previous years. When time is turned back, the order of allocations process will apply. It is not the intent of this guide to remove time from historical users. Please include your association's proof of Insurance, naming the Town of Bradford West Gwillimbury as an "additional insured", for our records. For Minor Soccer: Seasonal weekly field allocation will be confirmed at the User Group Meeting.
Registration numbers to be submitted to Community Services. May 15 - Permit/invoices will be issued to all groups with full payment due upon receipt. May 1 - Authorized team schedules to be submitted to Community Services.
Signed permits must be returned to Community Services prior to any facility use. Please include your association's proof of insurance, naming the Town of Bradford West Gwillimbury as an "additional insured", for our records. The Supervisor of Parks & Property or designate will assess the condition of the playing surfaces and determine if the facilities will be suitable for play. If deemed unsuitable for play, all affected fields will be marked unplayable as required and the Bookings Clerk will contact all affected user groups. If the facilities are suitable for play at the end of the work day and a weather event causes their condition to become unplayable, the responsibility to postpone the game rests with the umpire or referee. If the user group fails to abide by this, they will be responsible for any additional risk and all damages caused to the facility, and may also result in the loss of permit privileges.
To check field status, please visit the Check Sports Field Status webpage. Sports field lighting is provided at Joe Magani Park, Henderson Field, Henderson Park and Centennial Park and is on a timer system. The start/stop buttons are located in a locked box which can be accessed by a key which is provided to user groups. Lights can be turned on after 7:00pm by accessing the box with the key provided and pressing the start button. At the end of the game, please push the stop button to turn the lights off and ensure the box is locked up again. *** Start time will be adjusted to 6pm after August 15th***
Storage boxes are to be supplied by the user group, and can be stored on site, with the storage box and its location being approved by Community Services. Community Services encourages ongoing communication with all user groups. For any questions, comments or general correspondence, we can be reached at: Town of Bradford West Gwillimbury Community Services Department Attention: Bookings Clerk 3541 Line 11 , PO Box 160 Bradford, Ont., L3Z 2A8 Fax: 905-778-4343 Teresa Fairbarn, Bookings Clerk 905-775-5366 Ext. 5202 tfairbarn@townofbwg.com Melissa Kovacs, Administration Clerk 905-775-5369 Ext. 5200 mkovacs@townofbwg.com |
| Appendix C - Outdoor Sport and Amenity Rentals |
| The terms and conditions contained in this appendix c form a binding part of your permit and have the same effect as if the information contained herein were contained in the body of the permit. Payment All rental fees payable under this Permit must be paid by the payment date by: Visa, MasterCard, Debit, Cash or Cheque. Cheques must be made payable to "Town of Bradford West Gwillimbury" Cheques will only be accepted if provided at least 30 days prior to the Start Date. NSF Cheques - A service charge of $50.00 will be charged for payments made by the Customer that are returned to the Town of Bradford West Gwillimbury. For seasonal contract Permit Holders, post-dated cheques must be dated as per the payment date schedule listed on the permit. For single use or spot bookings, payments are due at the time of the booking confirmation. The Town of Bradford West Gwillimbury has the right to control all outdoor sport and amenity distribution and use of Town owned facilities for the duration of the Permit. The Town has a responsibility to manage the negative impact that returned time has on the Town and the user groups. In order to control this, the Town will apply the following practices regarding unused, returned, amended and cancelled time.
Organizations interested in avoiding specific days or blocks of time within the booking period, must request such exceptions when submitting applications.
After the Permit is signed, single or occasional use cancellations will be permitted only if initiated by the Permit Holder and under the following conditions:
The Customer shall be responsible for the conduct and supervision of all persons attending the Town facility pursuant to this Permit and shall see that the Terms and Conditions of this Permit, including the following By-laws, policies and provisions are adhered to:
Without limiting the generality of the foregoing, the Corporation of the Town of Bradford West Gwillimbury will not be responsible for personal injury or damage or for the loss or theft of any property of the Permit Holder, or anyone attending the Town facility as a result of this Permit. Under no circumstance shall the Town be responsible for the care of or safekeeping of any property of the Permit Holder, its invitees or guests, or any damages thereto by any cause whatsoever, despite any undertaking unless such undertaking is provided in writing. Prior to the start date and for the entire duration of this Permit, the Permit Holder shall obtain and maintain insurance coverage as outlined below, provided by an insurance company licensed to transact business in the Province of Ontario. Evidence of such insurance shall be provided by the Town in the form of a Certificate of Insurance signed by an authorized signatory prior to the start date and as otherwise specified below: Commercial General Liability insurance policy in the amount of $2,000,000 or $5,000,000.00 per occurrence, at the discretion of the Town, that insures against third party claims for bodily injury (including death), personal injury and/or property damage as a result of actual or alleged negligence of the Permit Holder or anyone for whom the Permit Holder may be responsible at law; and Such other insurance which the Permit Holder or the Town, acting reasonably, may require from time to time, in amounts and for risks against which a prudent Permit Holder would insure. Insurance policies required to be maintained by the Permit Holder must:
Procedures for Determining Field use in Inclement Weather During periods of changeable, adverse weather conditions where fields remain open, umpires/referees and team officials will be responsible for pre-game inspections to determine field safety and surface damage potential. If fields are judged to be unfit, the game or practice must not be played. Failure to comply with these conditions may result in a damage charge. If conditions outlined below are present, fields must be deemed unplayable:
On-Site rain outs must be emailed to the Bookings Clerk within 48 hours of the rain out to be accepted. Miscellaneous The Town has adopted a Facility Allocation Guide. The objective of this guideline is to create and define categories of users and determine a priority of allocation for each of the groups within these categories. The Town reserves the right to permit the use of tents, booths and other associated structures, the location of which is subject to the Town's Manager of Parks & Property, or their designates, prior approval. This Permit may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument. This Permit may be executed and scanned and delivered by electronic transmission and, when so executed and delivered, will be deemed an original.
The Town further reserves the right to alter this contract when necessary due to play-offs, special occasions, tournaments, etc. |
| Applying for a Meeting Room/Banquet Hall Permit |
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The Town of Bradford West Gwillimbury offers meeting rooms and banquet halls for rent to the public. If your organization is interested in booking meeting space or hosting your annual banquet, the application form is attached, or can be picked up at the Community Services office. To submit your request, please fill it out and return it to Community Services at 3541 Line 11 or by fax at 905778-4343. You can view facility availability by visiting the Facility Search webpage. |
| Appendix B - Hall Rentals |
| The terms and conditions contained in this Appendix B form a binding part of your permit and have the same effect as if the information contained herein were contained in the body of the permit. Payment All rental fees payable under this Permit must be paid by the payment date by: Visa, MasterCard, Debit, Cash or Cheque Cheques must be made payable to "Town of Bradford West Gwillimbury" Cheques will only be accepted if provided at least 30 days prior to the Start Date. NSF Cheques - A service charge of $50.00 will be charged for payments made by the Customer that are returned to the Town of Bradford West Gwillimbury.A 25% or $50 (whichever is greater) non-refundable deposit is required for all facility bookings. If the event is within 30 days, payment shall be made in full. Payments must be made according to the payment plan as outlined within the permit. Changes or alterations to the Permit (including but not limited to extensions of booking times, or date changes) may only be authorized and agreed upon by the Town and the Permit Holder, jointly, and in writing. Any unauthorized additional time used by the Permit Holder or any guest of the Permit Holder (including setup/clean up time), beyond those booked and stated in the Permit shall be subject to overtime charges. Overdue accounts will be subject to an interest charge of 1.25% per month. Accounts in arrears will be sent to third party collection and the client will be denied access to future Town bookings. Permits are not transferable to any other person or organization. For rentals of the following facilities, the use of the kitchen/kitchenette is included in the rental fees:
Licensed rentals are available at the following facilities:
Unlicensed rentals are available at the following facilities:
Set Up, Take Down and Clean Up Arrangements for setting up for a function must be made at least 14 days in advance of the event date (or at the time of the booking if booking is made less than 14 days prior to event). Town staff will set up tables and chairs according to the floor plan provided, if any for the BWG Leisure Centre rooms only. If no floor plan is provided, tables and chairs will be set up according to the number of attendees. Where tables and chairs are arranged or re-arranged by the Permit Holder, all exits must be kept free and clear of obstructions at all times. Tables and chairs are not to be removed from the facility. Access to the facility on the day of the function will be limited to the start time. Access to the facility prior to the start time will only be permitted upon prior consent of the Town, and payment of an additional charge as provided in the Town's Fees & Service Charges By-Law. The use of confetti, rice, glitter, sparkles or straw bales are not permitted in the facility or anywhere on the premises. Should these items be found following the function, the cost of clean-up will be charged to the Permit Holder and payable within 30 days of date of invoice. Decorations shall not be secured to any walls or ceilings. Free standing decorations are acceptable.
During the function, the Permit Holder shall be responsible for:
Clean up of the facility must be done immediately following the function. Permission shall not be granted to return the next day or thereafter for clean up.
Legislative, By-Law and Policy Adherence The Permit Holder shall be responsible for the conduct and supervision of all persons attending the Town facility pursuant to this Permit and shall see that the Terms and Conditions of this Permit, including the following By-Laws, policies and provisions are adhered to:
In accordance with sections 201 to 207 of the Criminal Code, as amended, all forms of gaming, betting, lotteries and games of change, including but not limited to 50/50 tickets, blackjack tables, roulette wheels, etc., are not permitted and strictly prohibited on the premises, absent a valid provincial gaming license issued to the Permit Holder and produced to the Town prior to commencement of the Permit. Please contact the Town's Licensing Officer for more information. Prior to the start date and for the entire duration of this Permit, the Permit Holder shall obtain and maintain insurance coverage as outlined below, provided by an insurance company licensed to transact business in the Province of Ontario. Evidence of such insurance shall be provided by the Town in the form of a Certificate of Insurance signed by an authorized signatory prior to the start date and as otherwise specified below:
The cost of premiums for each and every such policy shall be paid by the Permit Holder. Liability insurance can be purchased through the Town if Permit Holders do not have their own policy. The signatory on this Permit must be 18 years of age or older and must be in attendance throughout the function. All organizations or groups using a facility must clearly specify the official name of the group in any advertisements. Any announcement or notices to publicize an activity should not be posted or distributed within Town facilities without prior approval from the Town.
By signing the Permit, the Permit Holder agrees to be bound by the Terms and Conditions of this Permit and hereby warrants and represents that they execute this Permit on behalf of the Permit Holder and has sufficient power, authority and capacity to bind the Permit Holder with their signature. |
| Tournaments and Special Events |
| Booking requests for tournaments will be considered if made 1 full year in advance so the dates can appear as exclusion dates on group and organization seasonal permit schedules. This is to ensure the tournament and/or special event is appropriately staffed and has all the necessary equipment it requires to be successful. If you are planning a tournament or special event, please complete the application form attached and return it to the Community Services division. Staff will be in touch with you at a later date to make all necessary arrangements and confirm permit requirements. |
| Facility Watch Program |
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Participation in recreation activities is an important element in the human development process. The Town of Bradford West Gwillimbury operates facilities and programs which encourage such participation, and is committed to ensuring the safety of patrons and Town staff. The Town of Bradford West Gwillimbury recognizes that the majority of patrons use Town facilities in a responsible manner. The cost of repairing facilities that have been damaged through violence should not be the responsibility of patrons or the general public, but should be the responsibility of the offender. As such, the Town of Bradford West Gwillimbury, with the cooperation of the South Simcoe Police Service, has developed the Facility Watch Program to assist with the prevention of violence and vandalism in Town facilities. Please report any violence or vandalism that you happen to witness. |
| Alcohol Consumption |
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The Town of Bradford West Gwillimbury owns and manages facilities where alcohol consumption is not permitted and other facilities where alcohol consumption can be permitted under the authority of a Special Occasion Permit. As per the Municipal Alcohol Policy, alcohol consumption is not permitted in any parks or arena facilities, including dressing rooms. In order to receive a permit from the Town of Bradford West Gwillimbury, each group/organization must read the Municipal Alcohol Policy and sign the Sports and Facility Activity Agreement, attached at the back of this Guide. If this agreement is not signed, a permit will not be issued. Operations personnel have been instructed to report any violation of this policy and where groups are found to be non-compliant, permits will be suspended and/or cancelled. |
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