Book a Facility

Application guidelines

You must be 21 years of age or older to rent a facility.

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.

Community group discounts

Richmond Hill offers discounted rental rates for community groups. Learn about our Community Group Affiliation Policy and complete the Community Group Affiliation Application Form.

Damage deposit and cancellations

A $300 damage deposit is required one week after you complete booking one of Richmond Hill's facilities.

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:

• Minimum of ten (10) business days written notice is provided to the Facility Booking Clerk
• Payment of cancellation fee of 25% of permit contract total per facility hour affected by the cancellation request will be applied.
• Less than ten (10) business days notification of cancellation, a refund will not be issued

Cancellations for Special Occasion Permit Holders are as follows:

• Permits cancelled more than fourteen (14) days in advance will be charged a $10.70 administration fee. The balance of the permit will be refunded
• Less than fourteen (14) days notification of cancellation will result in a forfeit of 100% of the total permit fee
• If notification of cancellation is not provided to the Facility Booking Clerk prior to the permitted time, a refund will not be issued

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

Payment

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.

Personal information

Your personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act. Any personal information Richmond Hill collects through our booking process will only be used for booking facilities, according to the Municipal Act, R.S.O, 1990, Chapter M-45 as amended, s.207, par. 28.

Policies and procedures

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 Policy
• Municipal Alcohol Policy

Rental fees

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

Reservations

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.