Facility Rental GuideTown of Essex-Community Services

The Perfect Location For All Occasions

Who to Contact for Rentals Arenas & Harbour 519-776-8717 Includes rinks (ice/floor), berth rentals and all purpose rooms Contact: Facility Clerk Address: 60 Fairview Ave. West Essex, ON N8M 2Y1 Outdoor Sports Facilities 519-776-8717 Includes sports fields, ball diamonds and rooms Contact: Facility Clerk Address: 60 Fairview Ave. West Essex, ON N8M 2Y1 Essex Recreation Complex 519-776-8992 Includes pool, gyms and all purpose rooms Contact: Facility Clerk Address: 242 Talbot St. North Essex, ON N8M 2E1 Essex Community Centre 519-776-8992 Includes gyms and all purpose rooms Contact: Facility Clerk Address: 25 Gosfield Townline West Essex, ON N8M 0A1

Facility Rentals for Many Occasions The Town of Essex has a wide range of facilities available for rent to suit a variety of occasions. From small meetings with just a few people to large gatherings with up to 550 guests, we can accommodate your social and business needs, both indoors and outdoors.

Services and Amenities Let our friendly staff help you plan the most enjoyable function possible. Think of us as your advisors in planning your event. A variety of amenities are available, depending on the facility being rented, which may include: Coffee making equipment Microwave, stove, fridge and freezer Audio-visual equipment (TV, VCR, DVD, screens, projectors, and PA-systems) Stage and dressing rooms Tables and chairs Sport equipment (hockey sticks, balls, etc.) Wheelchair Accessible Many Town of Essex facilities are wheelchair accessi-ble. See insert for details. Smoking Regulation All Town of Essex facilities are non-smoking, according to the Smoke-Free Ontario Act which is enforced by the Windsor Essex County Health Unit.

Indoor Rentals Rooms and halls available for numerous occasions: Receptions, banquets, dances, parties, events Plays, concerts, recitals Sporting events and tournaments Bridal and baby showers Business or community group conferences, meetings, seminars, workshops Clinics, craft shows and more Pools for: Birthday parties Team parties Swim practice and swim meets Group events Rinks (ice/floor) for: Birthday parties Sport activities Tournaments and special events Trade shows Receptions, banquets and events

Outdoor Rentals

Sports field and ball diamonds for: Sport activities, tournaments and special events Scenic parks, pavilions, gazebos, and courtyards for: Wedding, prom, and family portrait photography Receptions and concerts Family reunions Special events

Municipal Outdoor Sign Rentals Select from locations in high traffic areas and advertise your business or upcoming activities and events in the community. Locations include: Essex Centre Sports Complex Essex Recreation Complex McGregor Community Centre and Library Harrow Kinsmen Sign

Facility Rentals Fees

Fees vary per location and rental type. Please contact the appropriate centre, or see the insert to inquire about pricing.

Block Booking Requests If you would like to rent one of our facilities on a regular basis, you may arrange a block booking to reserve space on an ongoing basis. Please note the following deadlines for submit-ting block booking requests:

Facility Booking Deadlines Rental Period

Ice Surface at Arena June August to April

Floor Surfaces at Arena

April May to August

Swimming Pools June September to September

Ball Diamonds/Sport Fields

February April to September

Colchester Harbour Town of Essex-Community Services operates a harbour facility on Lake Erie. The harbour offers daily, weekly, monthly, and seasonal berthage for water craft of all sizes. Fuel and snacks are also available. Whether you are embarking on a day-trip or looking for longer-term docking for your pleasure craft, why not visit Colchester Harbour! Harbour Services and Amenities: Water and hydro berthage Can accommodate boats up to 45’ in length Charter boats Launching ramp Fuel Sewage pump-out 24 hour security during season On-site snack shop Beach area Pirate playship and splashpad and much more Rates vary with boat size and floats. Visit our website at www.essex.ca for current prices.

Birthday Parties Looking for an easy and affordable way to cele-brate that special day? Well, look no further! The Town of Essex has the Birthday Party Package to suit your needs. Let our staff organize a fantastic birthday party for your child! Up to 2 hours of birthday activities. We supply pizza and juice, and leave the clean up to us!

Sport/Activity Birthday Parties Children can engage in a variety of activities in-cluding basketball, soccer, floor hockey, crafts, parachute games, and much more. The party also includes pizza and juice for lunch or dinner.

Aquatic Birthday Parties

Join us for an hour in the swimming pool where you can rent any of our 3 pools. You can also in-clude our 33 metre water slide, the Tarzan rope, or the Tot Slide. This party is followed by one hour in our party room where the children eat pizza and juice, open presents, and play games.

Skate and Stay Birthday Party Skating birthday parties are a great way to celebrate your child’s special day. Join our regularly sched-uled public skating before or after your 1 hour party! Setup, takedown, pizza and juice all provided by our party staff will ensure a positive experience for everyone who attends. Bring the guest of honour, friends and cake—our birthday party team takes care of the rest.

Specialty Birthday Party Theme Package Our theme party packages are an exciting alterna-tive for your preschooler or young child. They are tailored for this age group and include games, crafts, pizza and juice. They run 2 hours in length.

Party Theme Packages Available: 1. Party Princess for a Day! - Be crowned Birthday Princess on your special day! Come and enjoy a prin-cess-worthy craft and many princess games that you and your friends will love! 2. L’il Builders Party - Build, create and celebrate! Join us in the workshop for a one-of-a-kind creation, crafts, games and more! You and your friends will build a fantastic birthday memory together! 3. Ahoy Matey, Pirate Party - Hoist the flag, it’s time to celebrate. Our friendly party staff will help you en-ter the world of pirates with a jolly pirate craft, and treasure hunt. 4. L’il Chef’s Party - Let us help you celebrate by cooking up a storm! You and your friends will be able to cook your very own birthday cupcakes, as well as play lots of exciting birthday games.

Facility Rental Locations Whether you are looking for a rural or in-town location, there is a Town of Essex - Community Services facility close to suit your occasion. Please call to arrange aviewing to help choosewhich facility and room is suited your needs.

Serving Alcohol The Town of Essex has an Alcohol Risk Management Policy: You will need to obtain a Special Occasion Permit, issued by the Alcohol and Gaming Commission of Ontario. This permit must be posted at the rental facility in which you are serving alcohol. To obtain a permit for renting one of our facilities, you must pick up a copy of our Alcohol Risk Management Policy and sign the Alcohol Permit Agreement. Only Smart Serve trained personnel are permitted to serve alcohol in Town facilities; copies of Smart Serve certificates must be provided to facility booking staff. (Smart Serve Ontario is an organization that provides training for responsible alcohol beverage service). On behalf of Smart Serve, the Town l ends out training kits and stocks manuals for purchase. You may also certify online at www.smartserve.ca. Ratios for certified personnel to guests When alcohol is being served in a Town of Essex facility, you must follow specific guidelines for the ratio of certified bartenders/servers/monitors/volunteers to guests. The Town of Essex Municipal Alcohol Policy details these requirements.

Playing Music All events where music is played are subject to a SOCAN fee (Society of Com-posers, Authors and Music Publishers of Canada), as required under federal legis-lation. The Town collects the fee, on behalf of SOCAN for all bookings involving music.

Equipment We ask that all renters provide the Town with a detailed list of the equipment that will be brought in for your event. This equipment will be subject to approval by facility staff.

Rental Rates Our fees are based on rates approved by Town Council. Discounts are available for pool rentals for all schools of the Greater Essex County District School Board wishing to use the Essex Recreation Complex during the day. Please contact the Manager - Recreation and Culture for details.

Terms and Conditions Please read and take note of the detailed terms and conditions in your copy of the rental contract permit. Please also note the following: There are additional terms involving admittance requirements for pool rentals, which will be noted in your permit. Piñatas are not permitted in our facilities. Smoke machines, or any portable heat producing equipment are not permitted in our facilities. Inflatable air bouncers are permitted in our facilities, but must be TSSA approved and are subject to approval by facility booking staff to ensure the rental venue can accommodate according to size, height and other safety considerations.

Payment Details To book your rental, payment is due at time of booking. For regular and ongoing rentals, monthly post-dated cheques may be submitted rather than payment up-front. A refundable damage deposit cheque is required for all rentals serving alcohol, and this cheque will be returned to you at the end of the rental assuming no damage has been done to the facilities. Payment methods include: - Cash - Cheque - Visa/MasterCard - Debit

Facility Rental User Liability Insurance

Liability insurance for your event is important as it will cover the participants with regard to legal liability for bodily injury to, or damage to property of others (such as spectators, passers-by, property owners and others), resulting from your activity. Liability insurance coverage of at least $2 million is now mandatory for all rental users. Community Services has implemented a cost-effective program and will offer it to rental users of Town of Essex facilities who do not carry their own or adequate insurance when renting a Town facility. Facility users with their own liability insurance will be required to verify that the Town of Essex is named as an additional insured.

Facility booking staff will assist you in ensuring your

rental has the appropriate coverage.

Trails, Walkways, and Bikeways

Whether you are walking, running or biking, the Town of Essex has trails in your communityto suit your needs: Sadler’s Nature Park and Trail - Essex Pollard Park and Participark Trails - Harrow

Special Events The Town of Essex hosts the Essex Fun Fest on Fairview Avenue West in July, Colches-ter Villagefest in July, and the Harrow Fair on Labour Day weekend on the Harrow Fairgrounds. These events are sure to be an amazing time for you and your family.

Pavilions The Town of Essex has numerous pavilions throughout the community in our parks. These are for your use, whether you are celebrating a family reunion, or a loved one’s birthday. You may use the pavilions at any time, but priority is given to those that book in advance.

Parks The Town of Essex has many parks in numer-ous locations throughout the community. We offer playground equipment for your chil-dren, baseball diamonds and soccer fields and there are many open and shaded areas to enjoy the outdoors.

Rentals Checklist In summary, the following items are required to confirm your rental with the Town of Essex: Payment Contract permits signed outlining the rules and regulations of each facility List of equipment being used If alcohol is being served: Special Occasion Permit from Alcohol and Gaming Commission of Ontario Photocopy of Smart Serve certifications Proof of insurance Damage deposit (cheque) Other permits or documentation may be required for situations such as food being served, tents be-ing set up, etc. Facility booking staff will be able to advise you on any additional requirements.

Helpful Hints

Include set up and take down time in your rental. Adhere to your rental times; your insurance covers your rental period only, and there may be other rentals before or after your time slot. After the event, please leave the room in the same condition as when you arrived. If there are any concerns during your rental, please speak to one of the Town’s facility staff. If there is going to be a change to your original rental, you must contact a facility booking staff to confirm the change. Do not wait to the last minute to book your rental, you may be disappointed.

If you have any questions, please do not hesitate to contact us!