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Town of Essex-Community Services The Perfect Location For All Occasions

Your guide to the community facilities of the Town of Essex,

with important information you need to know when renting a

Town facility for a family, group, or business function.

Facility Rentals for Many Occasions The Town of Essex has a wide range of facilities available for rent to suit a variety of occasions. From small meetings with just a few people to large gatherings with up to 550 guests, we can accommodate your social and business needs, both indoors and outdoors.

Who to Contact for Rentals

Arenas & Harbour 519-776-8717 Includes rinks (ice/floor), berth rentals & all pur-pose rooms Contact: Facility Clerk Address: 60 Fairview Ave. West Essex, ON N8M 2Y1 Outdoor Sports Facilities 519-776-8717 Includes sports fields, ball diamonds, & rooms Contact: Facility Clerk Address: 60 Fairview Ave. West Essex, ON N8M 2Y1 Essex Recreation Complex 519-776-8992 Includes pool, gyms, & all purpose rooms Contact: Facility Clerk Address: 242 Talbot St N Essex, ON N8M 2Y1 Essex Community Centre 519-776-8992 Includes gyms, & all purpose rooms Contact: Facility Clerk Address: 25 Gosfield Townline W. Essex, ON N8M 0A1

Service and Amenities Let our friendly staff help you plan the most en-joyable function possible. Think of us as your ad-visors in planning your event.

A variety of amenities are available, depending on the facility being rented, which may include: Coffee making equipment Microwave, stove, fridge, & freezer Audio-visual equipment (TV, VCR, DVD,

screens, projectors, and PA-systems) Stage and dressing rooms Tables and chairs Sport equipment (hockey sticks, balls, etc.)

Wheelchair Accessible Many Town of Essex facilities are wheelchair ac-cessible. See insert for details.

Smoking Regulation All Town of Essex facilities are non-smoking, ac-cording to the Smoke-Free Ontario Act which is enforced by the Essex Health Department.

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Outdoor Rentals

Sports fields, and ball diamonds for: Sport activities, tournaments, and special

events Scenic parks, pavilions, gazebos, and courtyards for: Wedding, prom, and family portrait photog-

raphy Receptions, and concerts Family reunions Special events

Indoor Rentals Many rooms and halls available for numerous oc-casions: Receptions, banquets, dances, parties, events Plays, concerts, recitals Sporting events and tournaments Bridal and baby showers Business or community group conferences,

meetings, seminars, workshops Clinics, craft shows, and more Pools for: Birthday parties Team parties Swim practice, & swim meets Group events and more Rinks (ice/floor) for: Birthday parties Sport activities Tournaments and special events

Municipal Outdoor Sign Rentals Select from a variety of locations in high traffic areas and advertise your business, or upcoming activities and events in the commu-nity. Locations include: Essex Centre Sports Complex Harrow & Colchester South Community Centre Essex Recreation Complex

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Colchester Harbour Town of Essex-Community Services operates a harbour facility on Lake Erie. The harbour offers daily, weekly, monthly, and seasonal berthage for water craft of all sizes. Fuel, bait, and snacks are also available. Whether you are embarking on a day-trip or looking for longer-term docking for your pleasure craft, why not visit the Colchester Harbour! What the Harbour Offers: Water and hydro berthage Can accommodate boats up to 45’ in length Charter boats Launching ramp Fuel Sewage pump-out 24 hour security during season Beach area, kids playground and much more Rates vary with boat size and floats, please visit our website at www.essex.ca, or see the insert for the current prices.

Facility Rentals Fees

Fees vary per location, and rental type. Please contact the appropriate centre, or see the insert to inquire about pricing.

Block Booking Requests If you would like to rent one of our facilities on a regular basis, you may arrange a block booking to reserve space on an ongoing basis. Please note the following deadlines for submit-ting block booking requests:

Facility Booking Deadlines Rental Period

Ice Surface at Arena June August to April

Floor Surfaces at Are-na

April May to August

Swimming Pools June Sept. to Sept.

Ball Diamonds/Sport Fields

February April to September

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Jr. Firefighter’s Birthday Party Children love fire trucks and parties—and it’s a piece of cake for the parents too! Guests at the party are provided a tour of the station, appa-ratus, and fire safety activities. Guest also are shown demonstrations of the firefighting equip-ment, play games with firefighters, and are given the chance to pretend to be firefighters with ac-tivities that simulate actual firefighting.

Saturday ONLY 11:00am to 1:00pm **Fire crews must remain in-service at all times in order to respond to emergencies. For this reason, it may not be possible for us to guaran-tee their attendance, although every effort will be made.

Birthday Parties Looking for an easy and affordable way to cele-brate that special day? Well, look no further! The Town of Essex has the Birthday Party Package to suit your needs. Let our staff organize a fantastic birthday party for your child! Up to 2 hours of birthday activities. We supply pizza, and juice, and leave the clean up to us!

Sport/Activity Birthday Parties Children can engage in a variety of activities in-cluding basketball, soccer, floor hockey, crafts, parachute games, and much more. The party also includes pizza and juice for lunch or dinner.

Aquatic Birthday Parties

Join us for an hour in the swimming pool where you can rent any of our 3 pools. You can also in-clude our 33 metre water slide, the Tarzan rope, or the Tot Slide. This party is followed by one hour in our party room where the children eat pizza and juice, open presents, and play games.

Specialty Birthday Party Theme Package Our theme party packages are an exciting alter-native for your preschooler or young child. They are tailored for this age group and include games, crafts, pizza and juice. They run 2 hours in length.

Party Theme Packages Available: 1. Party Princess for a Day! - Be crowned Birthday Prin-

cess on your special day! Come and enjoy a princess worthy craft and many princess games that you and your friends will love!

2. L’il Builders LEGO® Party - Build, create and celebrate! Join us in the workshop for a one of a kind creation, crafts, games and more! You and your friends will build a fantastic birthday memory together!

3. Ahoy Matey, Pirate Party - Hoist the flag, it’s time to celebrate. Our friendly party staff will help you enter the world of pirates with a jolly pirate craft, and treas-ure hunt.

4. L’il Chef’s Party - Let us help your birthday by cooking up a storm! You and your friends will be able to cook your very own birthday cupcakes, as well as play lots of exciting birthday games.

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Facility Rental Locations Whether you are looking for a rural or in-town loca-tion, there is a Town of Es-sex - Community Services facility close to suit your occasion. Please call to ar-range a viewing to help choose which facility and room is suited your needs.

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Serving Alcohol

The Town of Essex has an Alcohol Risk Manage-ment Policy: You will need to obtain a Special Occasion Permit, is-

sued by the Liquor Control Board of Ontario This permit must be posted at the rental facility in

which you are serving alcohol To obtain a permit for renting one of our facilities, you

must pick up a copy of our Alcohol Risk Management Policy and sign the Alcohol Permit Agreement

Only Smart Serve trained personnel are permitted to serve alcohol in Town facilities; copies of Smart Serve certificates must be provided to facility booking staff. (Smart Serve Ontario is an organization that provides training for responsible alcohol beverage service). On behalf of Smart Serve, the Town lends out training kits and stocks manuals for purchase. You may also certify online at www.smartserve.ca.

Ratios for certified personnel to guests When alcohol is being served in a Town of Essex facility, you must follow these guidelines for the ratio of certified bartenders/servers/monitors/volunteers to guests:

Playing Music All events where music is played are subject to a SOCAN fee (Society of Composers, Authors & Mu-sic Publishers of Canada), as required under fed-eral legislation. The Town collects the fee, on behalf of SOCAN, for all bookings involving music.

Number of Guests

Location Smart Serve Certified

19+ Years Not Certified

Under 50 Door Entrance Bar

Bar Tickets Floor

- 1

1 (where applicable) 1 (host)

- - - -

50-100 Door Entrance Bar

Bar Tickets Floor

1 2

1 (where applicable) 1 (host)

- - - -

Over 100 Door Entrance Bar

Bar Tickets Floor

1 2

1 (where applicable) 1/100 guests

As Required -

As Required As Required

Equipment We ask that all renters provide the Town with a detailed list of the equipment that will be brought in for your event; this equipment will be subject to approval by facility staff.

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Payment Details To book your rental, payment is due at time of book-

ing. For regular and ongoing rentals, monthly post-dated cheques may be submitted rather than pay-ment up-front

A refundable damage deposit cheque is required for all rentals serving alcohol, and this cheque will be re-turned to you at the end of the rental assuming no damage has been done to the facilities

Payment methods include: - Cash - Cheque - Visa/MasterCard - Debit

Rental Rates Our fees are based on rates approved by Town Council; our standard pricing is indicated in the insert. Discounts are available for pool rentals for all schools of the Greater Essex County District School Board wishing to use the Essex Recreation Complex during the day. Please contact the Man-ager - Recreation and Culture for details.

Terms and Conditions Please read and take note of the detailed terms and conditions in your copy of the rental contract permit. Please also note the following: There are additional terms involving admittance re-

quirements for pool rentals, which will be noted in your permit

Piñatas are not permitted in our facilities Smoke machines are not permitted in our facilities Inflatable air bouncers are permitted in our facilities,

but must be TSSA approved and are subject to ap-proval by facility booking staff to ensure the rental venue can accommodate according to size, height and other safety considerations

Facility Rental User Liability Insurance

Liability insurance for your event is important as it will cover the participants with regard to legal liability for bodily injury to, or damage to property of others (such as spectators, passers-by, property owners and others), re-sulting from your activity. Liability insurance coverage of at least $2 million is now mandatory for all rental users. Town of Essex - Community Services has implemented a cost-effective program and will offer it to rental users of Town of Essex facilities who do not carry their own, or ad-equate insurance when renting a Town facility. Facility users with their own liability insurance will be required to verify that the Town of Essex is named as an additional insured.

Facility booking staff will assist you in ensuring your rental has the appropriate coverage.

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Parks The Town of Essex has many parks in numerous locations across the community. We offer play-ground equipment for your children, baseball di-amonds and soccer fields, and there are many open and shaded areas to enjoy the outdoors.

Pavilions The Town of Essex has numerous pavilions throughout the community in our parks. These are for your use, whether you are celebrating a family reunion, or a loved ones birthday. You may use the pavilions at any time, but priori-ty is given to those that book in advance.

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Trails

Whether you are walking, running, or biking, the Town of Essex has trails in your community to suit your needs including the Sadler’s Park Trail and Frank Matthys Way in Essex, Chrysler Canada Greenway in Harrow and McGregor and the Kins-men Participark Trails in Harrow. The Town of Es-sex is also home to the first “green” cycle path lo cated in Colchester.

Special Events

The Town of Essex hosts the Essex Fun Fest on Fairview Avenue West in July, the Summer Music Series throughout the summer on Monday nights in Essex and Wednesday nights in Colchester, and the Harrow Fair on Labour Day weekend at the Harrow Fairgrounds. These events are sure to be an amazing time for you and your family.

Rentals Checklist In summary, the following items are required to confirm your rental with the Town of Essex: Payment Contract permits signed outlining the rules

and regulations of each facility List of equipment being used

If alcohol is being served: Special Occasion Permit from LLBO Photocopy of Smart Serve certifications Proof of insurance Damage deposit (cheque)

Other permits or documentation may be required for situations such as food being served, tents be-ing set up, etc. Facility booking staff will be able to advise you on any additional requirements.

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Helpful Hints

Include set up and take down time in your rental

Adhere to your rental times; your insurance covers your rental period only, and there may be other rentals before or after your time slot

After the event, please leave the room in the same condition as when you arrived

If there are any concerns during your rental, please speak to one of the Town’s facility staff

If there is going to be a change to your original rental, you must contact a facility booking staff to confirm the change

Do not wait to the last minute to book your rental, you may be disappointed

If you have any questions, please do not hesitate to contact us