Facility Use / Rental Agreement

Please read these terms before requesting the hall. When you’re done, close this tab and tick the box on your booking form to confirm you’ve read and accept them.

1. Purpose of Rental

The Renter agrees to use the Alberta Hindi Parishad facility solely for the following purpose. No other activities may be conducted without prior written approval from AHP.

2. Responsibilities of the Renter

The renter agrees to:

  • Use the facility respectfully and only for the approved purpose.
  • Leave the premises clean and in the same condition as received.
  • Remove all garbage generated during the rental. Cleaning charges will be applicable if the place is not clean.
  • Return all tables, chairs, and equipment to their original locations.
  • Wipe kitchen counters and clean any appliances used.
  • Sweep floors and clean spills immediately.
  • Ensure washrooms are left in a clean condition.
  • Turn off all lights, appliances, and water taps before leaving.
  • Lock all doors and windows if responsible for closing the facility.
  • Report any damage immediately to an AHP representative.
  • Supervise all children attending the event.
  • Follow all Alberta fire, health, and safety regulations.
  • Respect neighboring businesses by keeping noise to a reasonable level.
  • Ensure parking areas remain accessible and emergency exits remain unobstructed.
  • Food and beverages are permitted only in designated areas unless otherwise approved by AHP.
  • The renter shall ensure that the number of attendees does not exceed the maximum occupancy permitted by fire regulations.
  • The renter is responsible for obtaining any permits or licenses required for the event.
  • Food or any other liquid (biodegradable) needs to be cleaned after the event.
  • There will be a replacement fee applicable if there is any loss to key or any equipment with in the premises.

5. Prohibited Activities

The following are not permitted unless specifically approved by AHP:

  • Alcohol or illegal substances
  • Smoking or vaping inside the building
  • Open flames, candles, fireworks, or hazardous materials
  • Gambling activities
  • Any unlawful activity
  • Permanent decorations, nails, screws, staples, tape, or adhesives that may damage walls or ceilings
  • The facility shall not be used for religious education or worship services, political campaigning or activities that conflict with Policies of AHP unless approved in writing.

6. Damage

The renter accepts responsibility for any damage caused by themselves, guests, contractors, or participants during the rental period. Repair or replacement costs may be deducted from the damage deposit or billed separately if they exceed the deposit.

7. Insurance and Liability

The renter assumes responsibility for all participants attending the event.

Alberta Hindi Parishad shall not be responsible for:

  • Personal injury
  • Loss of personal property
  • Theft
  • Damage to equipment brought onto the premises

For larger events other than regular teaching classes (Which includes more than 100 people), AHP may require proof of liability insurance. Alberta Hindi Parishad reserves the right to require proof of General Liability Insurance for events involving large groups, public attendance, commercial activities, or were deemed necessary.

8. Cancellation

  • 15 or more days before the event: Full refund (less any administrative fee, if applicable).
  • Between 7-14 days before the event: 50% Refund subject to approval by AHP.
  • Less than 7 Days no refund.
  • AHP reserves the right to cancel the booking due to emergencies, maintenance requirements, or circumstances beyond its control. Any rental fees paid will be refunded.
  • AHP may cancel the booking with 14 days written notice for operational, safety or organizational reasons. Any fees by the renter will be refunded in full.

9. Access

Keys, access codes, or entry arrangements will be provided by an authorized AHP representative.

Alberta Hindi Parishad reserves the right to have an authorized representative enter the premises at any time during the rental period for inspection, security, safety, or emergency purposes.

Keys and access devices must be returned immediately after the rental.

Replacement costs for lost keys or access devices shall be the responsibility of the renter.

10. Compliance

Failure to comply with any terms of this Agreement may result in one or more of the following:

  • Immediate termination of the rental without refund.
  • Forfeiture of the security deposit.
  • Charges for additional cleaning, repairs, replacement of damaged property, or overtime.
  • Suspension or refusal of future facility rental privileges.

11. Indemnification

The renter agrees to indemnify and hold harmless Alberta Hindi Parishad, its Board of Directors, officers, employees, volunteers, and representatives from any claims, liabilities, damages, losses, costs, or expenses arising from the renter's use of the facility, except were caused by the negligence of Alberta Hindi Parishad. The agreement is governed by the laws of Alberta.

Questions about these terms? Ask the board.