Recreation & Parks Department FAQs

Are there any specific times when interments are not performed?

Interments are not performed on Sundays or holidays.

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Are there programs that are not available on Reg-e?

Programs will indicate an Add or Waitlist button under the Basket column if they are accessible for online registration. There are several possible reasons a program may not be accessible for online registration. The registration start date may be in the future. The program may have already started or have been cancelled. In rare situations, a program may not be listed because the nature of that program is not suitable for registering online. If you are interested in a program that is not listed or accessible in Reg-e, e-mail us at rege@haltonhills.ca or call the Program Information Hotline at 905-873-2601, ext. 2275.

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Can I be waitlisted if a program is full?

Yes! We encourage you to place yourself on the waitlist of your program of choice. Opting to be on a waitlist means you would be called if a spot becomes available or new classes are created. There is no fee processed for being on a waitlist so you have nothing to lose! We request that you place yourself on only ONE(1) waitlist per program type. This provides us with an accurate picture of which classes are truly in demand so that we can direct our resources to those classes that need accommodation.

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Can I book and/or pay for a space online?

At this time booking or payment of rentals cannot be done online. For your convenience, we do offer a Facility Availability tool that will allow you to easily see what dates and times your desired facility is available.

Once you have selected your facility and have checked that it is available, you can then complete our online Facility Request form

When the form is received it will be placed in priority sequence and the permit coordinator will then contact you to confirm your rental and your booking.

• Find more information - "http://reg-e.haltonhills.ca/Facilities/FacilitiesSearchWizard.asp
• Online Form - Facility Request

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Can I put a space on hold?

All rentals are booked on a first come, first serve basis, there for we are unable to tentatively hold a reservation.

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Do I require a foundation for my monument or marker?

Foundations support the monuments and markers on the lot. All monuments must have foundations installed before they can be placed on the lot or plot. Foundations are not mandatory for markers, but they are recommended. Your monument company will advise you if a foundation is required. The Monument Company will submit the foundation order along with payment to the Sales and Service Coordinator - Permitting and Cemeteries. Installation of foundations occurs approximately four times a year weather permitting in May, June, September and November.

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Does the Town offer products for dedication to my loved one?

The Town has a number of products to create a lasting tribute recognizing the life experiences of friends and family ranging from Commemorative benches, plaques, trees and vases. Contact Manager of Parks and Open Spaces at 905-873-2601 Ext 2274 for more information.

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Examples of activities that REQUIRE a license (i.e. games of chance):

In order to host an event which includes games, gambling, silent auctions or raffles you may need to obtain a license. Please see the lists below to see which activities require a license. Please note: Only a registered charitable or non-profit organizations may obtain a license.

Examples of activities that REQUIRE a license (i.e. games of chance):

• Raffles, 50/50 Draw
• Crown & Anchor
• Arms Length of Tickets

Examples of games that are permitted WITHOUT a license (i.e. games of skill):

• Fish/Duck Pond - Catch a fish/duck with number which coincides with a prize.
• Silent Auction - where you bid on an item
• Loonie Toss - Closest to the prize wins
• Hole in One Golf - Putting Green
• Ball Toss, Beanbag Toss etc.
• Limbo Contest
• Trivia Contest
• Guess the actual retail price - closest wins
• Loonie Drop - drop into a cup in a bottle of water, if it goes in the cup, the person wins.
• Hockey Shoot - Shoot ball through a small opening
• Balloon Stomp - purchase a balloon, tie on ankle, last one with a balloon wins a prize.
• Guess amount in jar - closest wins
• Bowling - Must keep up one coloured pin to win a prize
• Ring Toss / Hula hoop toss

To inquire about other activities that are not listed above, please call 905.873.2601 ext 2350 to speak with the Corporate Service Department.

• Find more information - http://www.agco.on.ca/en/home/index.aspx
• Online Form - Application to Manage and Conduct a Raffle Lottery

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How can I find out if a program still has a spot available?

Search for your program of interest under the Programs tab and click on the program name. Under the Spots Avail column, if it reads 0, the program is full. Otherwise it will show the number of spots still available. Please be aware that the number of spots available may change as other people register.

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How do I add a Monument, Marker or Corner Stone to my Lot?

The size and type of your lot will determine the type and size of memorial that can be placed. The Sales and Service Coordinator - Permitting and Cemeteries will be able to advise you on the type of lot you have purchased. The lot must be paid for in full before a marker or monument can be installed and there must be sufficient burial records to ensure there are no misunderstandings or errors. Once the type of memorial is determined for your plot you will need to contact a Monument Company of your choice to order your memorial.

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How do I book a facility?

Booking a facility is comprised of four easy steps.

1. Submit the Facility Request form
2. Sign Permit & Provide Deposit
3. Provide Necessary Documentation
4. Final Payment

1. The Facility Request Form can be found online or at any of our facilities. The information provided will help us to better understand your rental needs while also providing us with your contact information to ensure a timely and efficient response.

Online: Simply click here to complete the form and submit it through our online system.

Fax: Please fax your completed Facility Request form(s) to 905.873.1587.

In- Person: Completed forms can be dropped off at any of the following Town facilities: Civic Centre, Acton Arena and Community Centre, Mold-Masters SportsPlex, Gellert Community Centre or Georgetown District Seniors Centre.

You may wish to call the booking hotline 905.873.2601 x.7722 to inquire about suitability and availability of the facility prior to submitting a facility request form.

2. Once we have received your completed facility request form, you will receive confirmation from our permit coordinator. The coordinator will then discuss any further information that is needed in order to complete your facility request form, including the terms and conditions associated with the permit.

3. Upon acceptance of your signed permit and receipt of a 25% non-refundable deposit, the permit coordinator may ask you to provide the following documentation: Insurance, Special Occasion Permit (SOP) and Smart Serve Certification. These items are typically only required if you are having a licensed event and alcohol will be served. These items, if requested, must be provided 10 business days prior to your event. If these items are not submitted within the allotted time your permit will be cancelled and you will lose access to the facility.

4. After you have submitted the requested items (where applicable) you will then be asked to pay the balance of your rental fee. This portion of the payment will need to be paid a minimum of 10 days prior to your booking. If payment is not submitted within the allotted time your permit will be cancelled and you will lose access to the facility.

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How do I ensure you have all health, anaphylactic allergy, special needs and emergency contact information for my children attending your programs?

When registering your children for Recreation & Parks programs online, providing that information is built into the registration process (excluding swimming lessons unless a health condition or special need is of a concern). When registering your children for programs manually, please ensure to complete the bottom portion of the paper copy of the Children & Youth Registration form and submit it to Recreation & Parks at the Civic Centre well in advance of your child's program start date. Forms can also be faxed to 905-873-1587.

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How do I get Insurance?

You can choose to purchase insurance through the Town of Halton Hills. Alternatively, you can purchase insurance through a provider of your choice. Please speak with your permit coordinator regarding insurance rates and other related inquiries.

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How do I know if I am waitlisted online?

If there are no spots available, you will only be able to select the WAITLIST button. You will not see an ADD button. Once you are waitlisted, it will indicate so under the Fee column. No fee will be charged for the Waitlist spot. After clicking on Checkout and before printing your receipt, please check within the body of the receipt whether it indicates 'Registration' or 'Waitlist'. On rare occasions, you may select ADD to register for a last available spot at the same time as someone else. The unsuccessful registrant will be automatically placed on a waitlist and no fee charged.

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How do I obtain a Fitness Par-Q or Parmed-X Pregnancy Form?

If you have registered for any fitness or aqua fitness program, it is important that your instructor is aware of any existing health conditions or special needs. Please complete the downloadable Fitness Participant Questionnaire (Par-Q) Form or the Parmed-X for Pregnancy Form and return it to your fitness instructor the first day of class. These forms are available on the Reg-e website to download and print under Print Additional Program Information Here at the bottom of the web page. If you do not have access to a printer, please call Recreation & Parks at 905-873-2601, ext. 2275 and we will be happy to mail or fax you a copy.

• Find more information - http://www.haltonhills.ca/recandparks/importantDocuments.php

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How do I obtain an Aquatic Parent Guide?

All parent/guardians of new registrants in the Recreation & Parks' Lifesaving Society Swim Program should read the Aquatic Parent Guide. This guide is a valuable resource containing important information about sending your child to swimming lessons and ensuring that it is an enjoyable and safe experience. The Aquatic Parent Guide is available on the Reg-e website to download and print under the 'Print Additional Program Information Here' area at the bottom of the web page. If you do not have access to a printer, please call Recreation & Parks at 905-873-2601, ext. 2275 and we will be happy to mail you a copy.

• Find more information - http://www.haltonhills.ca/recandparks/pdf/aquatics-parents-guide.pdf

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How do I purchase a Lot or Columbarium Niche?

Contact he Sales and Service Coordinator - Permitting and Cemeteries at 905-873-2601 Ext 2281 to arrange for appointment to discuss availability, locations and rates. A contract for Cemetery Supplies? will be completed. An instalment payment plan is available which requires a 25% down payment with the full amount to be paid within six months. You will receive an Interment Rights Certificate once payment has been made in full.

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How do I schedule an Interment?

All Interments can be arranged through a funeral home of your choice which will coordinate your arrangements with the Sales and Service Coordinator - Permitting and Cemeteries. Cremation Interment arrangements can also be made directly with the Sales and Service Coordinator - Permitting and Cemeteries. An Interment Services Contract will need to be completed, signed and an original Burial Permit or Cremation Certificate is required.

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How do I sell or transfer my Lot or Niche?

The Town of Halton Hills will buy back unused Lots or Niches from the owner listed on the Interment Rights Certificate for the original purchase price less the amount of the Care and Maintenance Fund. If the original purchase price cannot be determined, the Town will pay $50.00. To transfer or sell your lot or niche to the Town of Halton Hills, you must complete a Transfer of Ownership form and provide Transfer of Ownership fee payment.

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How much Insurance do I need?

All groups and individuals using Town and/or District School Board(s) facilities must provide proof of insurance in the amount of $2 million naming the Town (and the specific school board(s) where applicable) as additional insured.

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How much notice is required for Interments?

A minimum of 48 hours notice is required otherwise interment will be scheduled at the discretion of cemetery staff and a Late Notice Fee will apply.

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I don’t have a Personal ID # or Family PIN. Can I still use Reg-e?

Without a Personal ID # or Family PIN, you can browse through our programs and check for program availability and details. However, you will not be able to register or waitlist for a program online.

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Is a damage deposit required?

A damage deposit may be required on room rentals and depending on the nature of the event, the Town may also require Police or security staff supervision at an event at the expense of the person renting the space. Should you choose to rent additional items such as Audio/Video equipment you will be requested to provide a damage deposit. These costs vary based on the item borrowed and the nature of the rental. Refer to specific terms and conditions from the rental permit here.

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Is there a discount available for charitable groups?

At present, there is not a discounted rate for charitable or not-for-profit groups. The Town of Halton Hills has a number of municipal assistance programs that can help you and your group.

• Find more information - http://www.haltonhills.ca/policies/index.php

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Is there literature available with cemetery information?

A Handbook is available from the Recreation and Parks Department which contains standard regulations, roles and responsibilities, illustrations and photographs. This e handbook is a valuable tool to anyone contemplating the purchase of a lot or niche; this, and the full Cemetery By-law area available on-line at www.haltonhills.ca.

• Find more information - http://www.haltonhills.ca/cemeteries

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May I retain a caterer?

Yes, you may hire any caterer that you choose.

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May I serve my own food?

The regulations surrounding serving food in Town facilities vary depending on who will be attending your event. Choose the option below that best describes your event and follow the instructions accordingly.

My Rental/Event is Private, I will only be serving my guests...
If your event is private you are not required to notify the Halton Health Department, however for the safety of your guests it is important to follow the food safety tips outlined by the region. For information regarding safe food preparation, storage and transportation, please click here: Halton Health Food Safety Tips

My Rental/Event is Private, and will be catered...
The caterer will need to obtain an Event Food Service License with the Town of Halton Hills in order to serve food at your event. Click here to download the Event Food Service License Application(.pdf). Local caterers may already be licensed with the Town of Halton Hills, however if your caterer is based out of another municipality, they will need to obtain a Town of Halton Hills Event Food Service License.

My Rental/Event is open to the public…
If you are selling, preparing and/or serving food at your event, the Town of Halton Hills requires you to obtain an Event Food Service License (even if food is not being sold, has been provided by licensed food vendor ie. Tim Hortons, McDonalds, Pizza Pizza or is pre-packaged ie. bags of chips, cans of pop). In order to obtain an event food service license, you will need to complete an application with the Town of Halton Hills as well as a second application with Halton Region. To learn more about food vendor requirements and to download applications, please click the appropriate links below:

Halton Region Food Vendors Package (.pdf)
Halton Region Food Vendors Application (.pdf)


Questions?

For more information about serving food at your event please contact Valerie Petryniak, the licensing and business relations officer at 905-873-2601 x 2350 or email valeriep@haltonhills.ca

To contact the Halton Regional Health Department, please contact Cristina Tassopoulos at 1-866-442-5866 x. 7191 or email Cristina.Tassopoulos@halton.ca

• Find more information - http://www.halton.ca/cms/one.aspx?portalId=8310&pageId=11890
• Online Form - License Food Service

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What are Family PIN and Personal ID #’s?

To register you and your family members into programs using Reg-e, you must login using your Personal ID # and Family PIN. Your Family PIN is the overall account number and the Personal ID #’s are assigned to each family member. The Personal ID # also tells Reg-e which family member is signing in to register. Personal ID #’s are linked to their applicable Family PIN as an extra level of security in our database. For your convenience Reg-e Family PIN’s are valid for all Recreation & Parks programs as well as preschool Library programs requiring pre-registration.

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What are the payment options?

Payment must be made to your permit coordinator. For your convenience we accept cash, cheque, debit, Visa and Mastercard. If paying by credit card, payment can be accepted over the phone.

For information regarding payment options, please contact the facility permit coordinator at 905.873.2601 x.7722

Approved regular rentals may pay by monthly installments at start of season.

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What can I do in Reg-e?

You can use Reg-e to register yourself and family members in all Recreation & Parks programs as well as Library preschool programs requiring pre-registration. You can check program availability; check your account information or your recent registration history.

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What do I need to register with Reg-e?

To use Reg-e you will require one Family PIN, and a Personal ID # for each family member. Visa or Mastercard credit cards are required for payment of Recreation & Parks programs. Preschool Library programs are free of charge.

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What if I don’t have, or don’t want to use, a credit card online?

You can pay by cheque or cash and register using these traditional methods by: Mail: Town of Halton Hills, Recreation & Parks, 1 Halton Hills Drive, Georgetown, L7G 5G2 Drop off: Recreation & Parks programs: Halton Hills Civic Centre, 1 Halton Hills Drive or Acton Community Centre, 415 Queen St (Hwy #7), Acton or Gellert Community Centre, 10241 Eighth Line, Georgetown Library programs: Acton Branch, 17 River Street, Acton or Georgetown Branch, 9 Church Street, Georgetown Fax: Recreation & Parks: 905-873-1587 Library: 905-873-6118

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What is included in the rental rate?

For halls and meeting rooms the rental rate includes set-up prior to the start of the event plus post rental take-down and maintenance.

Standard equipment includes:

• Tables
• Chairs
• Podium
• Microphone
• Screen for projectors
• Piano (only at certain facilities)

• Find more information - http://www.haltonhills.ca/recandparks/facilities.php
• Online Form - Facility Request

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What is SOCAN?

SOCAN is an organization that administers the communication and performing rights of virtually the worlds entire repertoire of copyright protected music, when it is used in Canada. SOCAN collects licence fees, then distributes the fees as royalties to members and affiliated performing rights organizations (PROs) worldwide. SOCAN ensures that music creators and publishers get paid for the communication and public performance of their music in Canada.

The Town of Halton Hills collects fees on SOCANs behalf. These fees are based on the number of people in attendance as well as the the type of activities occurring at the event.

To learn more about SOCAN, visit their website at www.socan.ca

• Find more information - http://www.socan.ca

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What is the cancellation policy for meeting rooms?

In order to cancel your permit you must provide written notice to the permit coordinator no less than 14 days prior to your event. If you choose to cancel your permit, you will be refunded your payment less the 25% deposit. Additional administration fees may apply.

No refund will be provided if the cancellation is less than 14 days prior to the rental. However, staff will make every effort to re-book the rental space and refund the payment (less deposit and administration fees) if feasible.

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What is your refund policy for Recreation & Parks programs?

If a registered participant cancels at least 2 business days prior to the first day of the program, a credit less an administration fee will be issued. Credits are redeemable for up to 2 years from date of issue. A refund may be provided in lieu of a credit upon request. Sorry, no credit vouchers/refunds once the program has started. If the entire program is cancelled by Recreation and Parks, a full refund will be given. Please allow two weeks for processing. If you have any questions, please call 905-873-2601, ext. 2275.

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What options do I have for interments?

Full Interments can occur in a plot which can consist of single, double or larger graves. One single grave holds one full interment and three cremation interments. Full Interments are performed all year. Cremation Interments can occur in a plot as noted above, cremation plots or Columbarium Niche. Cremation Interments are performed April 1 to November 30 and are determined by weather conditions. Cremation plots are available in two sizes: 4’ x 4’ which holds four cremations or 2’ x 2’ which holds two cremations. Columbarium Interments can occur all year but at the discretion of Town staff. One niche holds two cremations. Urns that are sized to fit into the 300 x 300 mm (12 x 12 inch) columbarium niche are required. Scattering Grounds are an area of the cemetery set aside in a garden setting where the scattering of human cremated remains is permitted. This service (available later in 2010) is available to those wishing an alternative to in-ground or columbarium options

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When can I register?

Registration Start Dates

• Find more information - http://reg-e.haltonhills.ca/Start/Start.asp?SCheck=666569675&SDT=40603.5666087963

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When do I have to remove my wreaths?

Wreaths are allowed from October 15 to April 1. Anything outside of this time will be removed at the discretion of Town staff .

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Which e-mail address should my family provide for registration services?

Only the email address of the Main Contact is logged into the system. This enables the Main Contact (a parent or guardian) to control that has access to the Family PIN with the "I Forgot my Personal ID and Family PIN" function. We recommend providing an email address that you access regularly and will receive responses to ‘I Forgot My Personal ID and Family PIN’ in a timely fashion.

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Who do I contact for maintenance issues at a cemetery?

The Supervisor of Parks and Cemeteries will be able to assist you and can be reached at 905-873-2601 Ext 2286.

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Why do I need Insurance?

Hosting an event whether it be a reception where alcohol is served or a tournament where sports are played, involves certain element of risk. In the unfortunate event that something happened to you or your guests, insurance can protect you and your group from being held liable. Insurance will provide protection when lawsuits are brought against individuals, organizations or companies who host single/ multi-day functions with alcohol service. Insurance coverage for licensed events is mandatory. Note that the Town of Halton Hills can provide insurance from providers for various types of events at rates dependent on the nature of the event.

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Why does the system say I don’t meet the age requirements when I do?

A birth date is required in order for each family member to be entered into the registration database. All participants must meet the program age requirements as listed on the Town website or in the Community Activity and Service Guide. The system first verifies a family member’s birth date and will not register anyone that does not meet the specific age requirements of a program. If the Reg-e indicates a family member does not meet a program’s age requirement, information on your account may be incorrect. To check, select My Account and log in if you have not already done so. Click on the DETAILS button of the person you are registering. Check their birth date. If the birth date is blank or incorrect, please contact us at 905-873-2601, ext. 2275 or rege@haltonhills.ca.

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