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”, download and complete the Rental Application and Rental Contract form.  Should you need clarification or assistance to complete the form, you may contact the Lions Rental Manager at rental@khlions.com.  Please note that clients using IOS or Android tablets or phones will need to have the Adobe Acrobat Reader app installed on their devices for them to fill out this form. Click on the Rental application link, save the document to file and then open on your device. When finished simply e-mail the document back to rental@khlions.com .
3. Complete the Organization Information section only if you are representing a specific organization.
4. Using the event type and acceptable activities chart, complete the rental requirements section.
5. 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.
6. Using the definitions and group rates listed below, calculate the rental cost for your event.  Note that rental periods are calculated in no less than half hour intervals.
7. Do not sign the contract … Submit the partially completed Application to the Lions Rental Manager at rental@khlions.com.
8. 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 costs associated with your event.
9. The Lions Rental Manager will then e-mail the finalized Rental Application/Rental Contract for your approval complete with the rental fees including the Damage/Cleaning deposit.  A Rental Agreement  Number will be assigned to your application.
10. When you agree with the contract details, check the appropriate box at the bottom of page 3, print your name as Applicant and date the contract.  We do not need a signature on the form.  Send the completed form back to the Lions Rental Manager.
11. 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 .
12. 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.
13. 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.  Refund of insurance fees is available through the IRC Portal.
14. 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.
15. 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.
16. At the end of the rental period, you will ensure all doors are locked, turn on the security system prior to leaving and then return the key to the lock box. Should there be any significant damage to the Hall, the Damage/Cleaning deposit will be used to offset the cost of repairs of such damage.  The balance of the unused portion of the Damage/Cleaning deposit will be returned to the applicant by Interac e-transfer within 7 calendar days. Note that if the cost of repairs or cleaning exceed the Damage/Cleaning 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.