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Frequently Asked Questions

Select a question below to link to its corresponding answer.

How do I rent the gym at my local school?

How much does it cost to use school facilities?

How old do I need to be to rent a gym or soccer field?

How do I know what my user group category is when requesting to rent a facility?

How can my group prove our not-for-profit status?

How are user groups prioritized when requesting to rent a facility?

Do we need to have insurance?

Can we serve alcoholic beverages at our event?

How can I make changes to my rental permit?

Once I submit my rental request, it is approved?

How do I know if my rental permit request is approved?

How long will it take before my rental request is approved?

How do I rent the gym at my local school?

Renting a school facility is a simple four-step process you can complete online.

  1. Select Rent a Facility on the Community Use of Schools section of the Board's website.
  2. Select Online Registration.
  3. Create a New Account or Login to an Existing Account. New accounts must be approved by the Facility Booking Clerk before permits can be created. You will be notified by e-mail once your account is approved.
  4. Click create a new permit and follow steps one through five then click submit.
  • All permits require insurance and a credit card.
  • Add any special instructions i.e. equipment needs
  • Update your permitif you require extra time/space

Once your application is approved, a rental permit is sent to you electronically and you are invoiced the applicable rental fees. Visit Rent a Facility to learn more.

How much does it cost to use school facilities?

Rental fees are determined by category, visit Rental Fees to see our category classifications. To create affordable access to community facilities the Government of Ontario developed the Community Use of Schools Grant which subsidizes rental rates for not-for-profit groups. Refer to the category classifications to determine if your group is eligible.

How old do I need to be to rent a school facility or outdoor space?

Applicants must be 21 years of age for a rental permit.

How do I know what my user group category is when requesting to rent a facility?

Visit Rent a Facility to see the user group categories. If you are still unsure, you can contact the rental office at 613-735-0151 ext. 2262.

How can my group prove our not-for-profit status?

To claim not-for-profit status, groups must submit a registered charitable organization number.

If incorporated, a copy of letters patent is required. If not incorporated, a fiscal financial statement and an affidavit from the executive director confirming status as a not-for-profit organization are required. See Community Use of Schools Grant information above for additional details.

How are user groups prioritized when requesting to rent a facility?

Schools have first priority for use of school facilities. Facility usage priorities ensure the community has fair and equitable access to all school facilities. Visit Rent a Facility to see information pertaining to priority use of facilities.

Do we need to have insurance?

Yes, everyone must have a minimum of $2 million liability insurance, with the Renfrew County District School Board listed as an additional insured. Visit Rent a Facility for detailed information about liability and insurance.

Can we serve alcoholic beverages at our event?

No. The use, sale or supply of alcohol is not permitted in any building or on any property owned or operated by the Renfrew County District School Board.

How can I make changes to my rental permit?

Please indicate any change requests or additions through the discussion option on your permit. Organizations are granted one free alteration to their permit. There is a $10 processing fee for each subsequent alteration.

Once I submit my rental request, it is approved?

No. There may be other requests ahead of yours awaiting approval. 

How do I know if my rental permit request is approved?

You will receive an email notification once your permit is approved. You can also login to view the status of your permit. Be sure to check the dates in the listing.

How long will it take before my rental request is approved?

All permits should be submitted a minimum of two weeks prior to the permit start date, to ensure sufficient processing time. Permits may be processed more quickly, depending on request volume. 

 

Contact

Renfrew County District School Board (RCDSB)

Mary Cahill - Community Outreach

Community Use of Schools Rental Office

1270 Pembroke Street West

Pembroke, Ontario K8A 4G4

T: 613-735-0151 ext. 2270

TF: 1-800-267-1098

F: 613-735-6315