RENTAL TIMES MUST INCLUDE ANY SETUP AND TAKE DOWN TIME

WHCA will be closed on the follow dates: Sept 4, Oct 9, Nov 11, Dec 25, Dec 26, 2023. Jan 1, Feb 19, March 29, May 20, July 1, Aug 5, Sept 2, Oct 14, Nov 11, Dec 25, 26, 2024. Condensed hours on some of the long weekends.

RENTAL TERMS: Renters must sign and agree to rental terms for every rental. No person, firm or organization will have access to WHCA rental facilities without executing a written permit.

PAYMENT AND FEES: Payment is due 14 days prior to first booking date. No times can be held and your request cannot be completed until payment is made.

CREDIT CARD PAYMENT: Please call (403) 283.0464 x 6 or 7. Payments can also be made by logging into your online WHCA ActiveNet account.

MONTHLY BOOKINGS: Payments are due at the beginning of each month and will be processed automatically on a credit card.

CHEQUE PAYMENT: Please make cheques payable to the West Hillhurst Community Association.

LATE PAYMENT FEES: Any past due payments are subject to a 3% service charge per 30 days. Rental rates are updated regularly and subject to change.

CANCELLATION POLICY: WHCA requires 30 days notice to cancel a booking. If you are cancelling a full contract with more than a single booking 90 days notice is required from the start of the first booking.

ICE BOOKINGS: No one will be allowed onto the ice until the Olympia (ice cleaner) has left the ice and the gate has closed. Any group jumping onto the ice before the Olympia has left the service will be warned once. A second offense could automatically result in the cancellation of the permit and future bookings as well forfeiting of any fees paid.

CSA approved helmets are strongly recommended for all participants during ice activity and in particular for children and youth.

No shoes/boots etc. on the ice, skates must be worn. With the exception of authorized coaching staff.

No writing on the ice, boards, glass or walls (exceptions must be approved by the WHCA General Manager)

Food and beverages (with the exception of water) are not permitted on the ice including sport drinks and coffee.

DRESSING ROOMS: The renter agrees to have vacated the arena dressing rooms within 30 minutes of the end of their scheduled booking. ALCOHOL IS NOT PERMITTED

DAMAGES TO THE FACILITY: Any damage or vandalism caused to the facility from user groups will be at the expense of the renter or group having caused the damage. User groups will be notified and charges will be processed on the credit card on file.

CLEAN-UP: The Renter shall be responsible for all damages to the room used during the time of the Renters event, including damages caused by Renters or guests. The Renter is responsible for cleaning the space and returning it to its original condition.

Anything belonging to the renter must be removed immediately after the booking.

All trash must be cleaned up and placed in the bins provided and floors must be reasonably clean

Tables, chairs and benches must be wiped off and returned to their original location.

Renters will be responsible for the cost of cleaning up any area that, as a result of Renters use, will require more than normal clean-up. Clean-up penalty, in addition to rental fees, is $150.00 plus any additional fees incurred in the clean-up of the rental space.

BEHAVIOUR: Events not conforming to accepted community standards or any event that has been scheduled due to untrue or misleading information provided by the Renter shall be rejected or canceled. Any such cancellation shall be at the sole discretion of the General Manager of WHCA. If at any time the Renter has misrepresented intended use of the room, WHCA has the right to cancel the event even if the event is in progress. The Renter will be financially responsible, in full, for the terms as set forth in the permit.

YOUTH SUPERVISION: Event organizers must ensure youth athletes under the age of 18 have adult supervision at all times. There are to be no warm-ups, running, or playing with equipment outside of the space provided to the event/rental (no warming up in hallways or other spaces). Take all reasonable steps to supervise and control the activities of all players, coaches, officials, trainers, volunteers, fans, agents, employees or invitees of the Renter.

SMOKING: Is prohibited in accordance to the City By laws. Recreational drugs are prohibited. Anyone suspected of being under the influence of drugs will be denied access to the rental facilities.

LIABILITY INSURANCE: Fitness instructors, event rental groups with more than 300 participants (spectators, players, attendees, officials, volunteers), or other high risk bookings must provide their own comprehensive liability insurance in the amount of a minimum of $2,000,000.

FIRST AID: There will be at least one facility staff member with Standard First Aid certification present during smaller events (less than 200 people). Events with more than 200 participants or spectators are required to have a dedicated first-aid responder with Standard First Aid & Level C CPR with AED training. For certain higher risk events, the General Manager may require additional trained staff and/or staff trained at a higher level.

ZERO TOLERANCE: Verbal or abusive conduct towards staff or other persons will not be tolerated.

Promptly report the existence of any hazardous condition to WHCA.

Provide WHCA with a copy of each injury report completed and submitted to Hockey Alberta following each use of the License Area (if applicable).

Only permit reasonably trained volunteers for operation of the concession (if applicable)

At the end of this Rental Agreement, remove all its property from the License Area. If any improvements have been made with the consent of WHCA, the improvements will be surrendered to WHCA in reasonably acceptable condition to the Owner or removed by the Renter as directed by WHCA.

At all times abide by all bylaws, legislation and policies of their Provincial governing body and, if applicable, the local Association with respect to its activities.

The Renter may not assign this Rental Agreement, either in whole or in part without the consent of WHCA, which consent will not be unreasonably withheld.

ALCOHOL: Due to strict AGLC regulations, no alcohol will be allowed in the dressing rooms, gymnasium, or any other part of the facility except in the designated licensed areas. Any groups found breaking this rule will automatically result in the cancellation of the permit as well as any subsequent booking. Any fees paid up to that time will also be forfeited.

HOLD HARMLESS AGREEMENT

I [we] agree to indemnify and save harmless West Hillhurst Community Association (WHCA) against all loss and damage, including damage to person or property arising from any act of, or negligence of, mine [ours] or of any person acting on my [our] behalf while engaged in the performance of the above rental contract with WHCA, or while in or about the WHCA buildings or premises, or arising from accident or any injury not caused by an act of WHCA, its agents or employees, to anyone attending the event for which I [we] have rented the Arena or arising from liens or claims resulting from the performance of this contract.

INDEMNIFICATION OF WEST HILLHURST COMMUNITY ASSOCIATION: The Renter bears full responsibility for his attendees; accordingly, Renter shall indemnify WHCA, its Board of Directors, officers, agents, and employees against any and all defense costs and fees or judgment liability arising from any claim or lawsuit brought by a third party arising out of the Renters rental of the premises.

VIOLATION of any of these rental terms will result in an automatic fine of a minimum of $150.00 and/or loss of rental/arena privileges.

By confirming your rental agreement and entering our facility, you are releasing the West Hillhurst Community Association, Board of Directors and its employees from any liability. Full responsibility falls upon each person who enters the facility. You will enter our building at your own risk. Although your times are confirmed, please be aware that time adjustments or cancellations could still occur. WHCA reserves the right to adjust/cancel rental times as needed.

By paying for this permit including monthly payment plans you are agreeing to all terms, conditions, rules and regulations.