RESERVATIONS

This facility agreement between the Rural Municipality of Hanover and the person(s) renting the facility, who will be henceforth known as the Client, begins once the request for a rental is submitted.

Prior to this agreement date, the Client will have submitted a request for the rental of the facility.

Once the request has been approved, the Client will receive an invoice detailing the information regarding the rental of the facility which includes the date of creation, the payee, the Client contact information, the facility name, date(s), time(s), and cost(s) of rental, any transactions that have taken place, the options of how to pay for the rental, and the total balance due.

Rental keys will be available for Client’s in the following manner:

• Pickup at the Rural Municipality of Hanover head office located at 28 Westland Drive, Mitchell, MB R5G 2N9 during office hours of Monday – Friday, from 8 AM to 4 PM.

• In a lock box with a code, that Clients will be given prior to their rental, depending on facility location.

• If no keys are available for that facility, staff will ensure that the doors that the Client’s need access to for their rental are opened and accessible.

• With at least 7 days of prior notice, Clients can request to meet staff at the facility location for pickup and/or return of keys.

Rental keys are to be returned by the end of the rental.

If the head office is not open at the end of the rental, Clients will be required to drop the keys off in the drop box located at the front doors of the head office at 28 Westland Drive, Mitchell, MB R5G 2N9.

If clients are unable to come into the office with 7 days of prior notice, keys can be returned to the leading staff member at the facility.

Any facility rental requests that are submitted within 14 days prior to the requested rental date, a payment will be required at time of booking and/or approval.

HOURS OF OPERATION

All activities, including cleanup and equipment or property removal, shall conclude no later than the end of the approved rental time on the date of rental. If more time is required, the Client needs to submit a request for additional time, subject to approval.

The Client will be held responsible for all guests on the premises after the end of the approved rental time unless prior approval has been obtained.

The Client will be permitted to enter the facilities at the beginning of the approved time of rental. If additional set-up time is required, the Client needs to submit a request for additional time, subject to approval.

SERVICES OFFERED

The Rural Municipality of Hanover will provide staff during the event should any issues arise. If staff are unavailable, the Rural Municipality of Hanover will supply an emergency contact number.

The staff will provide entry to the facility as well as close the facility upon conclusion of the rental unless the Client has picked up keys and/or other arrangements have been approved.

The staff will not serve any items during the event.

The staff will not set up tables or chairs, or decorate during or before the event, unless set-up request has been approved and paid. Request for additional set-up assistance is subject to approval.

If table and chair services are requested the client must provide a layout for the event before the event date.

The facility will provide deep cleaning both before and after the event. It is the Client's responsibility to inspect the facility prior to the start of rental and to perform basic cleanup, following the cleaning guidelines attached to their rental invoice, at the conclusion of the rental.

CANCELLATION AND REFUND POLICY

See the link here for cancellation and refund policies.

FEES

The Rural Municipality of Hanover reserves the right to change fees for the rentals at any time without notice.

All fees for rentals are subject to GST (Goods and Services Tax), totaling 5%.

A minimum $50.00 cleaning fee will be charged to the client if the facilities are not left clean.

A $25.00 administrative fee will be charged to the Client if the cancellation is within 14 days of the rental date.

If any damage is found to the facility, the Client will be subjected to additional fees subject to the cost of the repairs of the facility.

If any extra services are required for the rental, the Client will be required to pay the extra cost of these services subject to the type of service provided.

PAYMENT

Full payment for the rental is due within 7 days of receiving the invoice. If the payment is not made, the facility rental can be subject to cancellation.  

The Client will make all cheques out to the RM of Hanover. In the memo line on the cheque, the Client will write “Recreation - INV #”.

Payment options are as follows:

The Client can login and pay online with credit. The Client’s username/password can be sent through email if requested. Once the Client logs in, they will click “Go to my Account”. The Client will then click the Account Tab. The Client will then click the green function button to pay online with debit/credit. 

The Client will pay in person by debit, credit, cash, or cheque at the Rural Municipality of Hanover head office located at 28 Westland Drive, Mitchell, MB R5G 2N9 during office hours, Monday-Friday, 8:00am-4:00pm.

If the Client is unable to pay online or in person, the Client can leave cash or cheque payments in the drop box by the front doors of the head office at 28 Westland Drive, Mitchell, MB R5G 2N9, outside of office hours at their own risk.

If the Client cannot pay online, in person, or is unable to use the drop box, the Client will send the Rural Municipality a cheque through the mail to 28 Westland Drive, Mitchell MB R5G 2N9 and will notify staff that the cheque is in the mail.

RULES AND REGULATIONS

All renters must be 18 years of age or older.

No live animals will be allowed on the premises (excluding service animals).

No alcohol is permitted anywhere on the premises without proper licensing.

Alcohol consumption during any event requires prior approval by the Rural Municipality of Hanover and will require additional security, subject to the rules and regulations of the Liquor, Gaming & Cannabis Authority of Manitoba (LGCA).

Alcoholic beverages sold to guests must only be provided by a person who holds all required licenses.

No individuals below the legal age required for legal alcohol consumption shall be permitted to consume alcohol at any time at the facility.

Games of chance, lottery, or gambling in any form, contrary to law, is strictly forbidden without proper licensing, subject to the rules and regulations of the Liquor, Gaming & Cannabis Authority of Manitoba (LGCA).

No smoking (including e-cigarettes) is permitted anywhere in the facility or within 10 ft of any entrances.

Open flames are not permitted unless fully enclosed in a non-flammable container.

The Rural Municipality of Hanover will not be held liable for any property left on the premises after the event's conclusion.

The Rural Municipality is not responsible for any theft or damage to personal property during the rental.

All guests attending the event shall remain within the designated areas.

All facility staff will be permitted to enter the premises at any time during as well as after the event.

The Client's number of guests may not exceed the allowed number of people in the facility at any time during the event.

INSURANCE

The Rural Municipality of Hanover maintains general liability, fire, and property insurance.

The Rural Municipality of Hanover insurance policies do not cover or protect against loss of Client's property or damage or injury to Client's guests or their property.

SECURITY

The Client shall provide ample security for all guests during the event.

In the event of youth or underage event, additional security may be required. The Client may provide chaperones for the youth event with prior authorization.

INDEMNIFICATION

The Client agrees on behalf of themselves and all other person(s) they permit to use the facility pursuant to these terms & conditions and rental agreement to hold facility harmless shall any liabilities, claims, or causes of action that may take place because of the Client's use of the facility.

The Rural Municipality of Hanover shall not be held liable for any damages, loss or injuries to personnel or guests during the event. 

ACCEPTANCE

The Client understands that failure to comply with the terms and conditions outlined by the Rural Municipality of Hanover, in this document, that they may be required to vacate the premises before the end of their rental time, that it may result in a cancellation of rental and/or refusal of future rentals.

The Client shall pay any additional charges necessary arising out of violation of any of the above stated terms and conditions whether caused by themselves or anyone they permit to use the facility pursuant to the terms & conditions and/or the rental agreement.

Any variation(s) and/or change(s) that are requested from these terms and conditions must have written approval from the Rural Municipality of Hanover prior to rental.

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