Facility Booking Indoor Rooms Request Form

Step 1 of 3

33%

Acknowledgement(Required)

I acknowledge.

This application form is submitted electronically to facilitybookings@ajax.ca and you will receive an email auto-response of your request responses. This is a rental request only and does not guarantee, secure or hold the facility/date/time. Bookings are not firm until payment has been made, all applicable documentation has been received and a rental permit has been created. Facility Booking Staff will review your request on a first-come, first-serve basis during regular business hours (Monday-Friday 8:30am-4:30pm) and will reach out via email to continue the rental process.

Age(Required)

I acknowledge that I am at least eighteen (18) years of age at the time of booking and must be present in the facility during the permitted times.

Applicant Contact Information

Name(Required)

First Last

Are you making this request on behalf of an organization?(Required)

Yes

Organization Name(Required)

Address(Required)

Street Address City Province Postal Code

Primary Phone(Required)

Alternate Phone

Email Address(Required)

Event Information

Event Description(Required)

Birthday Party

Bridal/Baby Shower

Wedding/Engagement Party

Meeting/Conference

Vendor Market

Other

Are you selling tickets in advance or charging admission at the door?(Required)

Yes

Will you be advertising this event?(Required)

Yes

How many attendees do you expect?(Required)

Please enter a number from 1 to 500.

What type of Vendors Market are you planning?(Required)

How many vendors do you expect?(Required)

Please enter a number from 1 to 500.

Will you be selling food/beverages?(Required)

Yes

Will you be serving alcohol?(Required)

Yes

Will you be selling alcohol?(Required)

Yes

Please describe your crowd control plan and how you will manage facility capacity numbers.(Required)

Facility Type(Required)

Community Hall (over 60 capacity)(Required)

ACC HMS Community Hall (320 capacity)

ACC HMS Community Half Hall (130 capacity)

ACC Commodores Room (120 capacity)

ARC Community Full Hall (500 capacity)

ARC Community Hall 1A (200 capacity)

ARC Community Hall 2B (150 capacity)

ARC Community Hall 3C (150 capacity)

MCC Community Full Hall (128 capacity)

MCC Community Half Hall (60 capacity)

Community Rooms (under 64 capacity)(Required)

ACC Admirals Room (32 capacity)

ACC Carruthers Room (18 capacity)

ACC Captain Room (30 capacity)

ACC Duffins Room (18 capacity)

ARC Community Room (64 capacity)

ARC Studio Room (40 capacity)

MCC Room 3 (48 capacity)

MCC Room 2 (32 capacity)

Will you require an on-site AV Technician for this event?(Required)

Yes

Will your event include any videos or presentations?(Required)

Yes

Will your event include a musical or instrumental performance?(Required)

Yes

How many microphones will you require?(Required)

Pavilions(Required)

Carruthers Marsh Pavilion (64 capacity)

Greenwood Discovery Pavilion (64 capacity)

Rotary Park Pavilion (40 capacity)

Number of Attendees(Required)

'Number of event attendees cannot exceed room capacity and may be affected by room setup style.

Date Choices, Start and End Times

Facility, date and time are subject to availability and must be within facility operational hours. Minimum # of rental hours may apply. Indoor facilities cannot be booked more than 8-months in advance of the event date, with the exception of the ARC Community Hall-Full, which can be booked for a full day rental, 2 years in advance.

Event Date – First Choice(Required)

Event Start Time(Required)

Hours

Minutes

AM/PM

Please note: permit start and end time includes customer setup/tear down time

Event End Time(Required)

Hours

Minutes

AM/PM

Please note: permit start and end time includes customer setup/tear down time

Event Date – Second Choice(Required)

Must be different date than the first choice.

Event Start Time(Required)

Hours

Minutes

AM/PM

Please note: permit start and end time includes customer setup/tear down time

Event End Time(Required)

Hours

Minutes

AM/PM

Please note: permit start and end time includes customer setup/tear down time

Event Date – Third Choice

Must be different date than the first and second choice.

Event Start Time

Hours

Minutes

AM/PM

Please note: permit start and end time includes customer setup/tear down time

Event End Time

Hours

Minutes

AM/PM

Please note: permit start and end time includes customer setup/tear down time

Additional Booking Details

Additional charges may apply.

Will you be playing recorded music?(Required)

Yes

Will you be having a live band?(Required)

Yes

Will there be dancing?(Required)

Yes

Is this event for youth/teens ages 13-17?(Required)

Yes

Additional rental conditions apply.

Do you require the portable stage for ACC HMS?(Required)

Yes

Not available at all facilities.

Do you require the retractable stage for the ARC Community Hall – Full or 1A(Required)

Yes

Not available at all facilities.

Do you require a microphone (fee applies)?(Required)

Yes

Not available at all facilities.

Do you require a podium?(Required)

Yes

Not available at all facilities.

Will there be alcohol at your event?(Required)

Yes

Only select facilities allow for the serving of alcohol and rental conditions apply. Refer to the Town of Ajax Municipal Alcohol Policy Planning Guide for Special Occasion Permit (SOP) requirements for bookings involving alcohol.

Applicant Sign Off

I agree to comply with all the terms outlined in the MAP.

Insurance

All functions/events booked in Town facilities or on Town property require commercial general liability insurance. Insurance fees are in addition to the facility rental fee and are mandatory. Rates vary and will be determined at time of booking. The Town reserves the right to determine or amend the insurance requirements based on, but not limited to, risk assessment and event size.

Will you be purchasing the Town of Ajax Insurance?(Required)

Yes

Will you providing your own Certificate of Insurance?(Required)

Yes (The COI is due to the town at least 45 days prior to the event date.)

If a permit is created, how do you intend to make payment?(Required)

CASH/CHEQUE

DEBIT/CREDIT

Payment is due at time of booking.

Facility Rental Terms and Conditions(Required)

I have read, understand and agree to comply with all rental terms and conditions as stated within.

All Town of Ajax Facility Rentals are subject to the applicable terms and conditions agreed upon by the Permit Holder, and all subsequent facility users must abide by them. Failure or refusal by the Permit Holder/Users to adhere to the terms and conditions may result in cancellation and refusal to grant any future rental permits for use of Town of Ajax Facilities. Facility Rentals Terms & Conditions will be reviewed at time of booking.