Rentals - Parkland Village Community Centre

Please review the following information to ensure it is correct then complete and sign the contract. 

THIS RENTAL AGREEMENT made {date41}
Between:
Parkland Village Community Centre
(hereinafter referred to as “PVCC”)
-and-
{name} - {typeA13}
(hereinafter referred to as “THE RENTER”)

PVCC owns and operates the Community Hall, located at
#60, 53222 RR 272, Spruce Grove, Alberta
-and THE RENTER wishes to use the premises for the purposes described below.

Warning: If you indicate "NO" to having alcohol at your event, but any alcohol—or evidence of alcohol—is found on the premises, your damage deposit will be automatically forfeited. Additional actions may also be taken.

Please be honest in your response to avoid penalties.

If you answer "YES" to having alcohol at your event, you must provide a copy of your Party Alcohol Liability Insurance (PAL Insurance) to the Parkland Village Community Centre (PVCC). The insurance must list Parkland Village Community Centre and Parkland County as additionally insured for $5 million. This document must be submitted to PVCC before your event and also displayed at the event.

Please remember the following important rules:

• Homemade wine, beer, or liquor is not permitted under Alberta Liquor Control Board regulations.
• Alcohol must not be brought into the hall until the day of your event.
• PVCC is not responsible for any lost or damaged alcohol.

THEREFORE, THE PARTIES AGREE TO THE FOLLOWING:

 

Agreement for Renting the Hall

 

1. Hall Use Guidelines and Reservations

• Hall rentals are accepted on a first-come, first-served basis.
• PVCC may cancel or change a rental if needed for its own activities.
• PVCC has the right to refuse or cancel a rental at any time for any reason.
• Renters must be at least 25 years old to rent the hall.
• The hall cannot be rented for bachelor/bachelorette parties or after-grad parties.
• Renters do not have exclusive access to the outdoor areas, including the playground.
   

2. Renter Responsibilities

• Renters must follow the entry and exit times as agreed upon. If they stay beyond the allowed time, extra charges will apply.
• If alcohol is served, the renter must get a valid liquor license and provide a copy to the PVCC Rental Coordinator before the event. This can be sent by email or delivered in person. If this is not done, the rental will be canceled.
• If alcohol is served or if high-risk activities (like bouncy castles or sports events) are planned, the renter must obtain Host Liquor Liability Insurance or Special Events Liability Insurance with at least $5,000,000 in coverage. The insurance must list Parkland Village Community Centre and Parkland County as additional insured parties. A copy must be sent to the PVCC Rental Coordinator before the event. If this is not done, the rental will be canceled.
• The hall has a maximum capacity of 150 people at any time. Renters will be responsible for any fines if this rule is broken.
• Renters must follow all fire, safety, health, and liquor laws, as well as Parkland County regulations. Noise levels must not exceed 55 decibels between 10 PM and 9 AM.
• Renters cannot sublet or transfer their rental to another person or group without written permission from PVCC.
• If there is inappropriate behavior by the renter or guests, PVCC may cancel the event immediately without a refund. Inappropriate behavior includes, but is not limited to:
  • Blocking exits, doors, stairways, or hallways.
  • Damaging or destroying any part of the hall or its property.
  • Creating unsafe conditions for guests, volunteers, or staff.
• Renters must remove all their equipment and belongings before leaving the hall.
• Renters are responsible for the hall from the moment they enter until they leave, including setup and cleanup days.
• The hall must be left in the same condition it was found. Cleaning or repairs required due to renter use will be deducted from the damage deposit.
• Renters are responsible for the actions of all guests and participants during the entire rental period, including setup and cleanup.
• The individual named on the rental agreement is responsible for keeping access codes confidential.
• Any misuse of the hall or violation of rules may result in loss of the damage deposit. If damages exceed the deposit, the renter must pay the additional costs.
• Fireworks are not allowed inside or outside the hall.
• Renters must bring their own disposable supplies such as napkins, plates, cups, and cutlery.
• Fire extinguishers may only be used in real emergencies. Misuse will result in charges for replacement or refilling.
• Confetti, rice, and similar materials are not permitted inside or outside the hall.
• Tables and chairs are not allowed outside the hall at any time.
• Appliances, including the coffee machine, must not be moved from their original positions.
   

3. Damage Deposit

• A damage deposit must be paid at the time of booking.
• If there is no damage and no extra cleaning required, the deposit will be refunded within 30 business days following the inspection.
• If any damage occurs, repair or replacement costs will be deducted from the deposit.
• If the hall is not cleaned properly, a cleaning fee of $150 per hour will be deducted from the deposit.
• If the total damage or cleaning costs exceed the deposit amount, the renter is responsible for paying the remaining balance.
   

4. Termination of Agreement

• PVCC may cancel the rental if liquor laws, hall policies, or Alberta Liquor Control Board regulations are not followed.
• The renter is fully responsible for any accidents, injuries, or property damage that occur during the rental period.
• PVCC is not responsible for lost, stolen, or damaged personal property.
• If the renter cancels the booking:
  • A $25 administrative fee per rental day will be charged.
  • If the cancellation occurs within 30 days of the event, PVCC may retain the entire damage deposit.
     

5. Cleaning Rules and Responsibilities

• If the hall is not cleaned properly, cleaning fees will be deducted from the deposit.
• All decorations must be removed after the event.
  • Do NOT use duct tape, nails, or staples on walls.
  • Painter’s tape is allowed, and hooks are provided for decorating.
• Confetti, rice, and similar materials are not allowed inside or outside the hall.
• All bottles and cans must be removed from the hall and surrounding grounds unless otherwise stated.
• Smoking and vaping are prohibited inside the hall.
  • The renter is responsible for any fines or cleaning costs if this rule is broken.
  • Smoking is allowed only in designated outdoor areas with proper disposal of cigarette butts.
• Tables and chairs must be cleaned, free of tape or paper, and neatly stacked in the storage room.
• Floors must be swept and mopped using the cleaner provided by PVCC.
• Bathrooms must be cleaned, and garbage must be emptied.
• Kitchen surfaces, appliances, coffee makers, coolers, and refrigerators must be cleaned thoroughly.
• The dishwasher must be drained properly.
  • If the drain plug is lost, the renter must replace it at cost.
• No food or beverages should be left in the refrigerator or cooler.
• All garbage must be taken out to the PVCC garbage bin in the parking lot.
• Recyclables must be removed unless otherwise noted.
• Before leaving, ensure all doors are locked and all lights are turned off.
• The outside area must be cleaned and free of debris.
• Any damage must be reported immediately to the Rental Coordinator.

After the event, a PVCC representative will inspect the hall using a checklist. If three or more issues are found, a deduction from the deposit will apply.

Failure to follow these rules may result in losing part or all of the damage deposit.

 

The hall must be cleaned and restored to its original condition before you leave. The following tasks are required:

Indoor Cleaning:

• Sweep and wet mop all floors using the cleaners provided under the kitchen sink.
• Wash, dry, and put away all dishes in their proper storage locations.
• Wipe down countertops and cupboard doors to ensure all surfaces are clean.
• Check walls and remove sticky-tack, painter’s tape, or string. Walls must be free of marks.
• Clean tables and return them to their designated storage areas.
• Stack and store chairs properly in the designated storage area.
• Remove all food, beverages, and containers from the hall.
• Clean the bar area, ensuring it is left tidy and free of debris.
• Clean bathrooms, including floors, toilets, sinks, and counters.
• Empty all garbage, including bathroom bins, into the parking lot garbage bin and replace with new bags.

Outdoor Cleaning:

• Clean the outside premises, ensuring all areas are free of litter and debris.

Decorations:

• Remove all decorations from the hall.
• Do NOT use pushpins, tacks, nails, or duct tape.

Cleaning Supplies:
Some cleaning supplies are provided to help restore the hall to its original condition.

Supplied by PVCC:

• Mr. Clean (for floors)
• Dish soap
• Hand soap
• Paper towel
• Garbage bags
• Brooms and mops

Please Bring:

• Dish cloths and towels

Important Note:
Failure to follow these cleaning guidelines may result in partial or full loss of the damage deposit. Any additional cleaning needed beyond standard expectations is charged at $150 per hour.