This page will guide you through the steps involved in booking a Town of Halton Hills facility for rental.
Step 1 - Submit the facility request form
Use the online version of the facility request form or pick up a copy 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. If you have completed a hard copy you can choose submit your form by fax to 905-873-1587 or drop it off at the facility closest to you.
You may wish to call the noted permit coordinator responsible for booking your desired facility type to inquire about suitability of the facility and availability prior to submitting a facility request form.
Step 2 - Sign permit and provide deposit
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. Upon acceptance of your signed permit, a 25% non-refundable deposit will be required.
Step 3 - Provide necessary documentation
The permit coordinator may ask you to provide the following documentation: Insurance, SOP (Special Occasion Permit) 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. See below for more information regarding serving food and alcohol.
Step 4 - Final payment
The final portion of the payment will need to be paid a minimum of 14 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. For detailed information on rental payments and cancellations see Rental Terms and Conditions.
Zero Tolerance Policy
The Town of Halton Hills enforces a zero tolerance policy on violence, vandalism and bullying. Before renting our facilities, please review our Zero Tolerance Policy.
Serving food
Depending on how you are serving food at your event, certain regulations may apply.
My rental/event is private, I will only be serving my guests
Private events are not subject to Halton Health guidelines, however for the safety of your guests it is important to follow the food safety tips outlined by Halton Health. For information regarding safe food preparation, storage and transportation, visit Halton Region's food safety website.
My rental/event 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. Download the Event Food Service License Application. 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 or has been provided by licensed food vendor ie. Tim Hortons, McDonalds, Pizza Pizza). 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, please download and complete the Town of Halton Hills Event Food Service Application.
Questions about serving food?
For more information about serving food at your event please contact the Town of Halton Hills at 905-873-2600 ext. 2350. For information and contacts at the Halton Regional Health Department, visit the Halton Region Public Health website.
Serving Alcohol
Please read the Municipal Alcohol Policy and Municipal Alcohol Procedures for complete details regarding serving alcohol in Town facilities.
In order to obtain a facility rental permit for an event where alcohol will be served, you must provide the following items:
- Special Occasion Permit (SOP)
- Smart Serve Servers
- Insurance
- Agreement Forms
- Signage
Special Occasion Permit (SOP)
A Special Occasion Permit (SOP) is the required documentation when holding an event where alcohol will be served or sold. Please read the guidelines and requirements that accompany your SOP to ensure that you are complying with the Liquor License Act. The fee for the SOP varies depending on whether alcohol will be served or sold. When applying for your Special Occasion Permit, please ensure that the name and contact information provided matches the name and contact information on your Town of Halton Hills facility request form/facility rental permit. On the day of your event, your Special Occasion Permit must be posted next to your serving station and made visible to all in attendance.
For more information regarding SOPs and to obtain a SOP application visit your local LCBO or download the SOP application form by visiting the Alcohol and Gaming Commission of Ontario's website.
Smart Serve Servers
Smart Serve Ontario is a non-profit organization dedicated to developing and delivering a responsible service training program to all individuals who serve alcoholic beverages or work where alcoholic beverages are served in the Province of Ontario. A certified Smart Serve server will have successfully completed Smart Serve training which practices responsible service of alcohol as specified in current Ontario liquor laws.
In order to receive your facility rental permit, you must complete the Municipal Alcohol Policy Server Information form which outlines who will be serving at your event and what time(s) each server will be on duty. The Town of Halton Hills requires that all persons serving alcohol are to be Smart Serve certified.
To learn more about Smart Serve, visit the smartserve website.
Insurance
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.
You can choose to purchase insurance through the Town of Halton Hills or you can purchase insurance through a provider of your choice. If you choose to purchase insurance through an outside agency you must provide the permit coordinator with an insurance certificate prior to receiving your facility rental permit. Your insurance certificate must state, where applicable that the coverage included is for food handling/serving and the serving of alcohol.
Agreement Form
The Alcohol Risk Management Policy contains two forms which must be signed and returned to your permit coordinator prior to a facility rental permit being issued. Please complete Appendix A (page 12) the Activity Agreement Form and Appendix C (page 14) the Agreement for Special Permit Holders. These agreements state that you will comply with the Alcohol Risk Management Policy and you are aware of the consequences should you fail to do so. Download the Alcohol Risk Management Policy.
Signage
You will be provided 4 signs upon receipt of your facility rental permit. You must post these signs at your event to clearly indicate who is permitted to attend your event, the rights of your servers, the application of the Town of Halton Hills Alcohol policy, prices and limits of alcoholic and non-alcoholic beverages and the local police telephone number (911). For full details, please see Appendix D of the Alcohol Risk Management Policy.
Questions about serving alcohol?
For more information about serving alcohol at your event please contact 905-873-2600 ext. 7722
Want to plan a public event instead?
If you are planning an event where the public is invited, we want to help! Visit our public events webpage.