UTM Rental Request Form

Facility Rental Request Webform

Please read the Rental Policies listed and complete the below webform to request a rental of the facilities of the UTM Recreation, Athletics & Wellness Centre.

Rental Policies

  1. The renter must complete a facility request form in full no later than 3 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 1 week from submission, delays may occur during peak times)
  3. For large events (> 50 participants) organizers must provide the requisite number of staff certified in Standard 1st aid.
  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. Operating hours are M-F 6am-11pm & Sat/Sun 9am-8pm.
  5. Tournaments and large events may be subject to an extra caretaking, on-site supervisor fee and/or be required to have the cover mats put down to protect the gym floor (also an additional fee).
  6. All events must adhere to the UTM Fair Play Code criteria, which must be communicated to all participants.
  7. Consumption and distribution of food or drinks is prohibited within the RAWC (water and sports drinks in sealable/nonbreakable containers are accepted).
  8. UTM is a Smoke-Free campus. Please utilize Designated Smoking Areas if needed.
  9. Once the rental request is approved, the lessee will be sent a FIRM RENTAL BOOKING AGREEMENT/CONTRACT which must be signed and returned within 5 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.
  10. Once this signed agreement is returned to the Department, the lessee must provide the following within 20 BUSINESS DAYS of the first booking:
    • Remaining 75% Payment of Rental
    • Proof of Insurance (Not applicable to internal bookings)
    • Name and copy of 1st aid providers qualification (if applicable)

‚ÄčFailure to provide this information within the 20 business 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 $25.00 administration fee.

Rental Rates

Current Rates: May 2019 - April 2020

Rental Requirements (rentals remain tentative requests until all of the following items have been completed)

  • Rental request webform submission
  • Proof of Insurance (Reciept acknowledged by UTM DRAW Facilities Office)
  • Signed “firm” contract and security payment (Reciept acknowledged by UTM DRAW Facilities Office)
  • Full payment of rental invoice (contact 905-828-3714 to remit payment)
  • Credit card damages form submission (Reciept 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.
  2. “The Governing Council of the University of Toronto” must be named as “additionally insured” on this policy.
  3. Potential insurance providers include (but are not limited to) www.sports-can.ca & www.allsportinsurance.com

Cancellations

  1. Any cancellation to a rental agreement must be made IN WRITING, 20 business days in advance of the start date. This is considered complete when the lessee submits a CANCELLATION REQUEST FORM and is subject to a $50 administration fee. Email to: draw.admin@utoronto.ca 
  2. Cancellations made between 10 and 20 business days prior to the start date will be refunded all but 25% the total rental cost.
  3. There will be no refunds for rentals cancelled less than 10 business days prior to the first booking.
Please list all items requested, including but not limited to sport equipment, A/V equipment, floor covering, tables, chairs etc.
Please select
Please select the day(s) of the week you would like the booking to occur. Note: This is only for recurring bookings.
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Indicate if you have a preference on day of week (rank order your 1st, 2nd, 3rd choices), ideal number of bookings and any other details outside of the days/times listed above. It is also helpful to include exception dates to your booking request.
By selecting "Yes", you acknowledge that you have read the above conditions in full and agree to their application to this rental request.
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