Recreation rentals

Due to the current COVID-19 pandemic, City of London Recreation is not processing any new rental requests or additions to current contracts for the rest of 2020. This includes rentals at community centres and Civic Gardens.

The City of London offers a wide variety of indoor and outdoor rental spaces for private functions.  Our facilities are affordable, clean and located right in your community. Interested in learning more about booking one of these venues for your next function, but unsure what location will best suit your needs?

Fill out our facility rental inquiry form below and a member of our customer service team will call you with more information.

Facility Rental Inquiry Form


Booking your event at a City facility

We can accommodate events from 15 to 300 people, with a variety of room sizes to choose from.  Whether you're organizing a wedding, birthday party or family function, we want to ensure your day is a memorable one. 

With a number of facilities to choose from, consider planning your next wedding, anniversary, community gathering, birthday party, sports event, business meeting or picnic with us!

All facility rentals are based on rates that have been approved by City Council.  Rates are based on the type of function and room size selected.  Please call Parks and Recreation Customer Service at 519-661-5575 for specific rates.

Depending on the rental facility, we can provide tables and chairs, room set-up and take down, kitchen facilities, free parking and audio-visual equipment. Please confirm available services prior to booking your event. 

To book a facility or for information about rental rates and availability, please call 519-661-5575 or email recreation@london.ca.

Use of music

If live or recorded music is played at your event, we are required to collect and remit a licensing fee on your behalf for the right to play music. The fees are remitted to the Society of Composers, Authors and Music Publishers of Canada, who collects fee on behalf of the artists and record companies for their performance rights.  

These tariffs are based on the room capacity (not the number of people attending your function), and whether dancing will be included in the rental.

Alcohol

There are limited City of London locations that permit alcohol to be served.  If you're planning to host an event with alcohol, there are a number of steps you must follow.  Please see the important information about the Municipal Alcohol Policy below.

Liability insurance

Evidence of a minimum of $2 million liability naming the City of London as an "Additional Insured" is required for anyone who rents a City facility for any activity.  Renters are encouraged to obtain insurance through their personal policies, but insurance is also available to purchase through the City's user insurance program. 

Facility rental contract information

The City of London’s Facility Rental Agreement is a contract between the City and a Licensee (renter) that gives the renter the right to occupy the facility for the length of time and purpose described in the Agreement. 

Since the rental agreement is an important part of the City – Licensee relationship, it is in writing. The written agreement outlines the terms and conditions agreed to by both parties. Once the contract is signed, it cannot be changed unless both parties agree. 

The contract presented to renters, beginning in August 2008, contains terms and conditions relating to responsibilities and insurance requirements that are similar to contracts in earlier years. However, the changes make the legal responsibilities of both parties clearer than previous contracts did. These changes were deliberately made to reduce the chance of either party misunderstanding their obligations.

Note: For more information about insurance coverage, we suggest Renters contact their own agent or broker for advice about their specific circumstances.

Frequently asked questions
Q: When did the City begin using this Agreement?

A: The revised standard Facility Rental Agreement was put into place August 2008. It is used for all types of rentals. Various clauses are added depending on the specific nature of the rental.

Who can be a contract holder?

The City of London will only contract with the following “Licensees”:

(a)  a Corporation

If the “Licensee” is a corporation, the corporation will be liable under the contract. Only authorized representatives of the corporation may sign the contract on behalf of the corporation; 

OR

(b) one or more individuals

One individual, or up to three individuals in a group may enter into the contract as the “Licensee”. Such individuals will be personally liable for all members of the group.  Therefore, if one individual signs the contract, that individual will be personally liable for the entire group. Any individuals signing the contract will be signing in their own personal capacity. 

Note: If individual members of a group do not wish to assume personal liability for the group, the group may wish to consider incorporating.

Q: What does it mean that a renter is responsible to ‘inspect the facility?

A: When renters arrive at the facility, they are expected to conduct an inspection of the part of the facility that they will be using to satisfy themselves that they and members of their group will be able to use the facility safely. If they see anything that causes them concern, they can contact City staff on site to take appropriate action.

Q: What does it mean that the City does not provide “assurance regarding the suitability of the Facility for use by the Licensee”?

A: The City designs and maintains its facilities for multiple purposes. The event you have planned may not be exactly what the City expects it will be used for. We require that you provide us with sufficient details to help you prepare for your event. However, we cannot guarantee that everything you may want to do will be anticipated and can be customized for your requirements. We recommend that each renter inspect the facility to ensure it meets their needs.

Q: Why are renters responsible for anyone they bring to the facility?

A: ​When a facility is rented, the renter is expected to attend the event and monitor the activities that occur. The renter is responsible for ensuring that only behaviour appropriate to the nature of their event takes place.

Q: Why are renters required to insure events at City facilities?

A: When injury or damage affects citizens, they are permitted to seek financial compensation for costs they incur. The general liability insurance coverage required by the City of London ensures that renters have insurance that will provide for investigation, legal defense and, if required, settlement costs resulting from their event(s) at City facilities.

Q: Do renters have to buy insurance from the City?

A: ​No. Renters are encouraged to use other insurance if available. (e.g. home or business insurance) The City access to insurance coverage is intended ONLY for those renters who have no other insurance available or who find the insurance through the City more affordable than what they can purchase elsewhere.

Q: If renters want to use their own insurance, what do they need to do?

A: Renters who have other liability insurance available (home liability insurance, for example) can provide evidence of that insurance on request. The renter will be given a City of London standard Certificate of Insurance to be completed and returned by the renter’s insurance representative.

Q: Does the insurance cover the contract holder and their team or group?

A: ​The insurance covers the contract holder (renter), their employees and volunteers; other people attending the event are not insured.

Q: Who pays the $500 deductible?

A: Renters are responsible for paying both the premium and the deductible if there is a claim.

Q: Is insurance required per contract if the contract holder has multiple contracts?

A: ​No. If the contract holder wants to book multiple events, the premium is based on the number of dates coverage is required for. But if the contract holder is booking for different organizations (sports group, for example) a separate policy is required for each different group or different type of event.

Q: Can contract holders obtain a complete copy of the policy?

A: Yes, a customer services representative can provide a copy.

Q: If the event is cancelled, can contract holders obtain a refund?

A: Provided the event is cancelled at least 24-hours before the event is to begin, they can obtain a complete refund of the insurance premium. The City’s administrative fee is non-refundable.

Q: If the contract holder is not present to comply with contract conditions does the insurance still provide coverage?

A: ​The insurance policy provides coverage if someone makes a claim of negligence against anyone insured under the policy. During the claim investigation process all aspects of that particular facility rental are considered. Only after all information on the specific event is obtained can the insurer determine exactly what coverage is provided under the policy.

 

Note: this investigation/decision process applies to all claims investigated by all insurers, not just the Facility User Program insurance policy.

 

 

 

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Last modified:Wednesday, October 28, 2020