Rental Policies and Procedures

Please read the Rental Policies listed prior to completing the UTM Rental Request Form.

Rental Policies

1. The renter must complete a facility request form in full no later than three weeks prior to the day of the event.
2. All rental request forms will be reviewed by the Facility Manager for approval.
   • Normal response time for requests is one week from submission, delays may occur during peak times.
3. For rentals with more than 50 participants, organizers must provide a staff person certified in Standard First Aid.  If an rental group is unable to provide a designated SFA-certified person, a supervisor will be added to the rental booking at an additional cost.
4. Requests outside operating hours will be approved at the discretion of the Department.
   • Supervisors are mandatory for all rentals outside of normal operating hours at an additional cost. Please see our Hours or Operations page for more information.
5. Tournaments and large events may require additional caretaking, additional staff, and/or be required to have the cover mats put down to protect the gym floor, all of which require additional fees.
6. All events must adhere to the UTM Fair Play Code criteria, which must be communicated to all participants.
7. Bookings for the specific purpose of photography or filming (including TV, movie, or commercials) must be specifically booked as a rental for the purpose of filming.
8. Consumption, distribution, and selling of food or drinks is prohibited within the RAWC. Water and sports drinks in sealable and non-breakable containers may be distributed for personal consumption but may not be sold.
9. UTM is a Smoke-Free and Vape-Free campus. Rental attendees must use designated smoking areas if needed.
10. Once the rental request is approved, the lessee will be sent a FIRM RENTAL BOOKING AGREEMENT/CONTRACT which must be signed and returned within five business days along with a security payment equal to 25% of the total rental cost and a valid credit card to be used in lieu of a damage deposit.
11. Once this signed agreement is returned to the Department, the lessee must provide the following within at least 30 days prior to the first booking:
    • Payment of the remaining total rental cost
    • Proof of Insurance (Not applicable to internal bookings)
    • Name and copy of first aid providers qualification (if applicable)

​Failure to provide this information within the 30 days will result in a cancellation of the rental agreement and loss of security payment. *Note: each change made to a contract after confirmation is subject to a $25 administration fee.

Rental Rates 

Please contact Tom Tippin (tom.weatherall.tippin@utoronto.ca) for more information.

Rental Requirements 

Rentals remain tentative requests until all of the following items have been completed

• Rental request webform submission
  • UTM Rental Request Form
• Proof of Insurance
  • Receipt acknowledged by UTM DRAW Facilities Office
• Signed 'firm' contract and security payment
  • Receipt acknowledged by UTM DRAW Facilities Office
• Full payment of rental invoice
  • Contact 905-828-3714 to remit payment
• Credit card damages form submission
  • Receipt acknowledged by UTM DRAW Facilities Office

Insurance Policies

Internal bookings are exempt

1. All rental groups must have a minimum $2 million general liability insurance coverage. The minimum required amount increases to $5 million coverage for rentals for the purpose of filming.
2. “The Governing Council of the University of Toronto” must be named as “additionally insured” on this policy.

Cancellations

1. Any cancellation to a rental agreement must be made by completing a CANCELLATION REQUEST FORM and  submitting the completed form to the Facility Manager, Tom Tippin (tom.weatherall.tippin@utoronto.ca)