Scope
This procedure supports the Rental of Institute Facilities Policy (the “Policy”) and should be followed and applied in relation to the rental of facilities under the Policy. Terms not otherwise defined in this procedure are as defined in the Policy.
Procedural Guiding Principles
All requests and the administration of the rental of Institute facilities are managed by JIBC’s Facilities Division.
- Requests for the use of Institute facilities are submitted using a Facilities Rental Application Form.
- The Director, Campus Planning & Facilities Operations (“DCPFO”) will determine whether to approve the rental request, in consultation with Institute administration and when deemed necessary, the Threat Assessment Management Team.
- An approved Rental Agreement is required for all rentals.
User Groups & Priority
The following groups, in order of priority, use JIBC campuses:
- Priority 1 User Groups: All JIBC programming, campus-wide activities, administrative activities and JIBC Student Union events; use of facilities is free of charge, and such use shall take precedence over any other type of use.
- Priority 2 User Groups: All non-profit organizations, ministries, and affiliated agency activities approved by the DCPFO; use of facilities is considered a rental and will be charged a fee.
- Priority 3 User Groups: All for-profit and commercial organizations and individuals, approved by the DCPFO; use of facilities is considered a rental and will be charged a fee.
Use Regulations
- All rentals require supervision by a JIBC Representative as a condition of use and may include additional costs. Persons involved must follow all reasonable requests and directions given by the JIBC Representative and Campus Security.
- Depending on the activity and the type of facilities used, a rental may require the presence of a specialized attendant (e.g., first aid, fire technician, track) and may include additional costs.
- Facilities and equipment can only be used for the activities for which they have been designated in the Rental Agreement.
- Facilities will not be available to rent to groups or individuals with delinquent rental invoices.
- User Groups must provide proof of $5m general liability insurance naming JIBC as an additional insured.
- User Groups must provide proof of non-profit status when requested.
- All rentals require a Rental Agreement to be in place prior to the commencement of the rental. The Rental Agreement will contain schedules detailing additional terms and conditions, rates, and permissible site and equipment usage.
- JIBC reserves the right to approve or deny a rental request or to revise or cancel a Rental Agreement at any time, with or without cause.
- The term of a Rental Agreement must not exceed one year.
- Pre-payment may be required for any rental. Otherwise, payment terms are net 30 days. Late payments will be charged a fee.
Schedule of Charges & Availability
The DCPFO will develop, on an annual basis, a Schedule of Charges & Availability detailing charges and the availability of Institute facilities for rental use.
Charges and availability for renting Institute facilities will be subject to the approval of the Vice-President, Finance & Operations.
All requests for a reduced charge or waiver of charge must be referred to the Vice-President, Finance & Operations for approval.
Guidelines for Program Area Affiliated Agency Rentals
The DCPFO will develop guidelines, in consultation with program areas, for managing the rental of Institute facilities by affiliated agencies in the Priority 2 User Group category.
Related Policies and Procedures
Documents and Forms
- Facilities Rental Application Form (Form under development. In the interim email facilitiesservicedesk@jibc.ca.)
- Guidelines for Program Area Affiliated Agency Rentals (For internal use only.)
- Rental Agreement Template (For internal use only. Template under development. In the interim email facilitiesservicedesk@jibc.ca.)
- Schedule of Charges & Availability (Under development.)