Permit applications must be submitted to the Facility Booking Clerk at least 10 business days before your event. Applications are processed as soon as possible. Please note that some requests are processed ahead of others due to the date of the event.

Each permit outlines any requirements and service charges.

Let us know as soon as possible if you need to cancel a booking to avoid higher cancellation fees.

Cancellation Provisions:

After a contract permit is signed, single or occasional use cancellations will be permitted only if initiated by the contract holder and under the following conditions:

• Two weeks’ notice – a full refund will be processed, less the Administration Fee 
• Less than two weeks’ notice – a refund will be processed, less 50% of the permit fee 
• Less than 1 week notice - No refund will be issued 

You will be financially responsible for facility rentals, as booked, if unused for your own reasons.

A damage deposit may be required dependent on event type.

You must pay the full hourly rental fee for the facility you've booked within 48 hours of confirming the booking. The following payment methods are accepted:

• Cheque made payable to Richmond Hill
• Money order made payable to Richmond Hill
• Visa
• Mastercard

Post-dated cheques are not accepted.

If your rental requires bond deposits, refunds are mailed 10 to 12 business days after your event.

Your booking will be cancelled if you don't make your full payment by the deadline of two weeks before your event.

Richmond Hill has some policies and procedures that must be followed for booking facilities in the community. This ensures a fair system for all members of the community to have the opportunity to book a facility.

• Facility Booking Guide
• Community Group Affiliation Application
• Municipal Alcohol Policy

To minimize single-use plastics in City facilities, permit holders and facility guests are encouraged to replace single-use items with reusable alternatives whenever possible. 

All fees and rates subject to HST.

For Large events you may be required to pay a damage deposit to secure your event. 

Prime time is Monday to Friday from 5 – 11 p.m. and Saturday, Sunday & Statutory Holidays 
Non-Prime time is Monday to Friday from 9 a.m. – 5 p.m.

What's provided?

Richmond Hill's Community Services Department provides the following to people who wish to rent one of our facilities:

• Booking assistance
• Use of the area specified by the permit
• Tables and chairs
• Copy of the Municipal Alcohol Policy

You are responsible for providing other items, including:

• Special occasional permit
• Any alcohol or mix for drinks
• Table coverings
• Dishes, cutlery or coffee maker
• Catering services
• D.J., music or band and equipment
• Set-up and clean-up staff
• Smart Serve Certified bartenders

Please don't use tape on the walls of any of our facilities to put up decorations.

Call Access Richmond Hill at 905-771-8800 for more information about facility bookings.

Frequently Asked Questions 

Q: What facilities can I book?

A: You can book a wide range of City of Richmond Hill facilities, including community centres, meeting rooms, sports fields, arenas, gymnasiums and multi‑purpose spaces. View a list of indoor locations and features.

Q: Do I need an account to book a facility?

A: Yes. A City of Richmond Hill online account is required. If you don’t already have one, you can create one through the booking portal.
All applicants must be at least 18 years of age to apply for a permit.

Q: How do I request a facility rental permit?

A: Select Facility Booking Permit Request Form at the top of the page to open the booking application. Enter your contact information, then choose your facility, date and time, and submit your request. Permit requests are processed in accordance with Richmond Hill’s Facility Space Allocation Policy. After submitting the form, you will receive an email with a confirmation number. You will receive a follow-up email regarding your request from a facility booking clerk within 5 business days.

Please note that bookings can only be processed once a permit request form has been submitted.

Q: How far in advance can I book a facility?

A: Booking windows vary by facility and season. Please check the booking portal calendar for available dates and any associated rules. Due to City programming and long‑term user group permits, indoor availability cannot be provided more than three months in advance.

Q: Where can I find rental fees?

A: Rental fees can be found on the book a facility section of the City of Richmond Hill website. These include fees for indoor facility rentals, sports dome rentals, ice and floor rentals, and outdoor space rentals.

Q: When and how do I pay for my permit?

A: Payments are due at the time of booking and can be made online through your ActiveRH account using Visa, Mastercard, Amex, or cheque. Full payment for your hourly rental must be made within 48 hours of confirming your booking.

If paying by cheque, please confirm this with the booking clerk you are corresponding with.

Q: Where can I find availability for facilities?

A: Availability can be viewed online at Richmond Hill – ActiveRH.

Please include at least 30 minutes in your schedule for setup and take‑down when reviewing available times. Outdoor facilities cannot be searched online.

Please note that availability showing is based on what is available at the time of viewing and may change after the facility rental application form is submitted.

Q: What is the cancellation process?

1. Two or more weeks’ notice (10 or more business days): Full refund, minus an administration fee.

2. Less than two weeks (5 -10 business days): 50% refund of the permit fee.

3. Less than 1 week (less than 5 business days): No refund.

Q: What is provided for indoor facility rental permit?

A: Tables, chairs, and the reserved room/space.

Q: When can I access the room?

A: You may be granted shared access to the space a maximum of 15 minutes before the start time listed on your permit.

Q: What is the setup and take‑down procedure?

All set up and take down time must be included within your permitted time.

Q: What is the minimum booking time required for all permits?

A: Minimum 1 hour.

Important: Ice rentals would include 50 minutes of ice time and 10 minutes for resurfacing.

Q: Are third party vendors allowed at facility rentals?

A: Yes, you can hire an outside company to entertain at your event. Facility booking staff will need to approve the vendor, type of entertainment taking place, and outside equipment being brought before proceeding.

Depending on the type of entertainment being brought, the third party vendor may need to provide insurance information on our City insurance form.

Q. What is the difference between a party package and regular facility booking?

A. Richmond Hill offers a variety of birthday party packages that all have different themes and activities for you and your guests to enjoy. If interested in learning more about party package options as well as booking a party with one, please visit the party packages webpage. 

A regular facility booking would involve a private event or party that does not involve any of the party package options. If wanting to proceed with a regular facility booking, you would need to proceed with submitting the regular facility booking request form.

Q: Is skating equipment available for rent at the arenas?

A: No. Skates, helmets and other equipment are not available for rent. All participants must bring their own gear.

Q: Are Richmond Hill’s community centres and arenas accessible for all visitors?

A: Except for David Dunlap Observatory, all community centres and arenas have accessible entrances, which may include ramps, automatic sliding doors, and/or door operators. All locations also include at least one accessible washroom stall.

Important Note – David Dunlap Observatory

The Observatory and Administration Buildings are historic structures and do not meet current accessibility standards. Both buildings are only accessible by stairs. Washrooms and program rooms are located on stair‑accessible floors, and neither building has an elevator.

Q: What is the difference between Community Group and Community Affiliated Group rates?

A: Richmond Hill offers discounted rental rates for approved Affiliated Community Groups. This policy applies to volunteer, non‑profit groups that provide recreational, cultural, social or sports programs to residents.

Community Group Affiliation Application Form

Q: How do I make a film permit with the City of Richmond Hill?

A: If planning to film in the City of Richmond Hill, you will need to apply for a film permit in order to proceed. Learn more about filming in Richmond Hill as well as applying for a film permit. 

Q: Can I sublet or transfer my permit to another user?

A: No. Subletting or transferring a permit to another user would expose you and the City of Richmond Hill to significant legal liability. If a permit holder sublets or transfers their permitted facility space to another group or organization, the City of Richmond Hill will cancel all future bookings held by that permit holder. In such a situation, the permit holder will be provided a refund of permit fees paid for the canceled bookings.

Q: What are entandem fees? When are these applied?

A: Entandem fees are required to be applied when music is played in public settings. Through Entandem you will receive both RE:SOUND and SOCAN licenses which are required to play music in public. This per-event fee is based on room capacity as well as the way in which music will be used (with or without dancing). This is charged in addition to the facility rental rate.

For more information regarding these fees, visit www.entandemlicensing.com