Rental Guide

Lion Dick Brûlé Community Centre Facility Rental Guide

Step by Step Rental Process:

1. First, go to our rental calendar and check to see if the Hall is available on the date and time you wish to rent the Hall.
2. If the date and time are not “Busy”, click  on the Rental Application  and complete the form.
   • Complete the Organization Information section only if you are representing a specific organization.
   • Using the event type and acceptable activities chart, complete the rental requirements section.
   • When indicating the start time and end time for your event, please note that the Kanata-Hazeldean Lions provides 60 minutes of setup time before your event and 60 minutes of teardown time after your event at no charge.  Rental periods are calculated on no less than half hour intervals.
   • If alcohol is to be served at your event, indicate whether you need bar service provided by the KHLC or if you will obtain your own Special Occasion Permit. Details regarding your responsibilities should alcohol be served are found in the Special Terms and Conditions for Rental of the Dick Brûlé Community Centre.
3. Should you need clarification or assistance to complete the form, please contact the Lions Rental Manager at rental@khlions.com.  When you have completed the form, click on “Submit Rental Request Now”.  Your application will automatically be sent to the Rental Manager and you will receive verification that the application was sent.
4. Upon receipt of your application, the Lions Rental Manager will review and, if necessary, seek clarification from you regarding aspects of your application. The Lions Rental Manager will confirm the rental fees associated with your event including the Refundable Deposit.  A Rental Agreement  Number will be assigned to your application and the approved application will be sent back to you.
5. All renters require liability insurance coverage to a limit of $2,000,000 inclusive per occurrence for bodily injury, death and damage to property.  If we do not receive proof of insurance, we cannot complete your rental request.  The City of Ottawa has contracted with Instant Risk Coverage Inc. to provide access to very reasonably priced insurance for facility rentals.  You will need to go to the IRC Portal to create an account and apply for insurance by providing the company with the details of your proposed rental, including the Rental Agreement Number on your rental application.  The name of the facility is “Lion Dick Brule Community Centre”. If you accept their quote and purchase their insurance, we will receive a copy of your Certificate of Insurance (COI).OTHERWISE:  You may consult your insurance provider to send us a Certificate of Insurance (COI) naming the City of Ottawa and the Kanata-Hazeldean Lions Club as also insured in the amount of $2,000,000.00.  The COI should be sent to rental@khlions.com .
6. Upon receipt of the COI, the Lions Rental Manager will book the specified date and time for your event and provide you with instructions regarding how to pay for your rental. Instructions for using Interac e-transfer to submit the rental payment are found here.
7. Should it be necessary to modify or cancel the rental contract, immediately notify the Lions Rental Manager at rental@khlions.com.  Please see the Specific Terms and Conditions of Rental of the Lion Dick Brûlé Community Centre for details regarding reimbursement of rental fees following the cancellation of a rental contract. Late cancellation of rental bookings may result in complete loss of rental  fees.  Modifications to or refunds of insurance fees may be made through the IRC Portal.
8. Prior to the event, the Lions Rental Manager will provide you with a KeyBox Code that will open the KeyBox on the door to the Hall and an Alarm Code to turn off the Security system. For one time users, the KeyBox code will allow you to access the key to the Hall for a specific period of time on a specific date.  Instructions on how to use the lock box and instructions for how to manage the Alarm system will be included with the codes.
9. During the time of your rental you are expected to adhere to the conditions of rental found in Specific Terms and Conditions of Rental of the Lion Dick Brûlé Community Centre, including your responsibilities for set-up and take-down after your event.
10. At the end of the rental period, you will ensure the kitchen door and all external doors are locked, turn on the security system prior to leaving and then return the key to the lock box.  You are expected to be out of the Hall by the time specified on the Rental Agreement.  If you are not out by the specified time, you will be charged a late rental fee for every half hour or portion thereof you remain in the Hall at the hourly rental rate in your agreement.
11. The Refundable Deposit will be used to offset the cost of any damage to the Hall or its amenities; to cover the cost of extra cleaning resulting from your rental; to cover the cost of sending someone to set the alarm or lock the door should you fail to do so; or to cover any late rental fees.  The balance of the unused portion of the Refundable Deposit will be returned by Interac e-transfer within 7 calendar days. Note that if the cost of repairs or cleaning exceed the Refundable Deposit, you will be notified and held responsible to cover the entire cost.

RENTAL RATES

Note: Rental Rates are effective August 1, 2019 and are GST/HST Exempt

Not for Profit activity: An activity that fits with the City of Ottawa mandate and is not intended to generate a profit. This activity must be open to everyone.

Private Activity: A not-for-profit activity that does not fit with the City of Ottawa mandate and/or is intended for select members of the community.  e.g. birthday party, wedding reception, etc.

Commercial Activity: Activity run by a business or group charging non-cost recovery fees, e.g., Dance classes, exercise classes, instructional classes, craft fairs.