Contact

Rent a School Facility

The Renfrew County District School Board (RCDSB) provides access to school facilities across Renfrew County including gymnasiums, auditoriums, classrooms, cafeterias and libraries.

Select a link below to learn more about renting a facility:

Online Registration

You can request to rent a school facility using our online application forms.

Regulations

  • Rental applications must be submitted a minimum of two weeks prior to the requested use date(s).
  • Any event with 100or more participants must submit their permit a minimum of one month in advance.
  • Any permits for overnight school run functions (i.e. 30 Hour Famine) must be submitted a minimum of 12 weeks in advance.
  • Auditorium rental applications must be submitted at least four weeks prior to the event date.
  • Use of schools by outside groups may be cancelled when schools are closed due to inclement weather or any other causes beyond control of the RCDSB. The rental office will notify electronically any affected groups. Groups that operate during school hours (i.e. stepdancing, guitar or piano lessons) may run their programs if permission is granted by the principal on snow days.
  • Applicants must be at least 21 years of age for a rental permit.
  • School facilities are not available to private groups for personal activities such as wedding dances, receptions, private parties or other privately sponsored activities.
  • School facilities should not be used in any manner contrary to the Ministry of Education rules and regulations.
  • Assignment or subletting of the permitted premises to a third party is prohibited and is grounds for immediate permit cancellation.
  • Permit holders must have a copy of the approved permit at each event. Persons unable to produce the permit may have entrance to school facilities delayed pending verification by an RCDSB representative.
  • An RCDSB custodian or qualified designate, familiar with emergency and security procedures, must be on site for all activities. He/she is on duty for the care and protection of school property, not as a supervisor of an activity in progress.
  • Please see Responsibilities of the permit holder/applicant for further details.

Liability and Insurance

If you have your own general liability insurance coverage, you must have the name of the insurance company, policy number and expiration date before entering your permit.

All groups must submit proof of comprehensive general liability insurance when applying to rent a school facility by submitting a Certificate of Insurance naming the Renfrew County District School Board as an additional insured for an amount not less than $2 million. The insurance policy must cover the activities of the authorized user, and the activities of any other person for whom the party is responsible. Groups that do not submit proof of liability insurance with their rental application will have the cost of insurance added to their permit invoice. In the event of a claim, all groups are responsible for the deductible amount.

Permit Approvals

You can login to your account to see the status of your rental permit. When an application is approved, the permit is sent electronically to your email. The application process includes secure online payment.

Priority Use of Facilities

Facility usage priorities ensure the community has fair and equitable access to all school facilities. If two or more groups wish to use the same facility at the same time and location, the following factors are considered:

  • Group's offering youth focused program;
  • The group's category and activity;
  • Potential for alternative venues;
  • Previous history of the group; and
  • Long term bookings compared to single use bookings.

Group Categories

Category

 

Description

1

School Related

Activities sponsored by the district or co-curricular activities sponsored by the school administration as part of the educational program (includes club and athletic activities, commencement exercise, school plays, extra class instruction, professional development meetings, Continuing Education programs and school dances held on a school day.)

2

Community Non- Profit

Youth clubs or groups where no alternate accommodation is available through their affiliation (i.e. boy scouts, girl guides), meetings of school councils, home and school associations, ratepayers associations, RCDSB employee unions or federations, community sponsored political meetings (i.e. Meet the Candidates Night), any municipality-sponsored function operated under a reciprocal RCDSB/municipal agreement, recreational and cultural activities sponsored and arranged by local community organizations where the activity is formally advertised and for which no admission fee or registration fee is charged.

3

Adult Group Non-Fundraising

Adult clubs or groups when the activity is not for fundraising purposes or when all proceeds from the activity are distributed to charity organizations or used for charitable purposes, churches and church schools, municipal nursery schools, partisan political meetings, schools and classes for youth (music, dancing, fitness, etc.) operated for private gain. When a church congregation does not have a building of its own, it may use school facilities at Category 3 rates for a period of three years. After three years, Category 4 rates apply.

4

Adult Group Fundraising/Private Gain

Adult clubs or group when the activity is for fundraising purposes and the proceeds are retained by the club or group, schools and classes for adults (dancing, drama, fitness, music, etc.) operated for private gain, classes or courses sponsored by educational institutions such as Algonquin College or University of Ottawa.

5

Commercial

Functions of a commercial nature whether sponsored by a local or non-local organization and for which admission fees are charged or which are operated for private or corporate gain.

6

Reciprocal

Municipalities or organizations that have a current formal, signed agreement with the Board to share their resources/facilities for the purposes of offering community programs.

Availability

Facilities are generally available for rent:

Month

Available Times

Mid-September to June

Monday to Friday

6 p.m. to 10 p.m. and on weekends

July

Limited availability, 
please contact us for details.

August

Limited availability,

please contact us for details.

December (Christmas Break)

Not available

March Break

Not available

Contact

Renfrew County District School Board (RCDSB)

Community Use of Schools Rental Office

1270 Pembroke Street West

Pembroke, Ontario K8A 4G4

T: 613-735-0151 ext. 2262

TF: 1-800-267-1098

F: 613-735-6315

Twitter: @RCDSB_Outreach