Kinesiology Facility Bookings

1. All cancellations and change requests must be received in writing via email. Once received, the booking will be cancelled from the Facility Bookings software system and will be open to all clients.
2. Bookings which total $5,000 or less: Cancellation must be within 30 days before first booking, or the client will be charged a cancellation fee of 25%.
3. Bookings which total $5,001 or more:

• Cancellation must be within 90 days before first booking, or the client will be charged a cancellation fee of 25%.
• If the cancellation is within 30 days before the first booking, the client will be charged a cancellation fee of 50%.
• For cancellations less than 30 days before the first booking, the client will receive no refund.

4. Event Agreements: Failure to provide payment in accordance with the payment schedule set out in the Event Agreement will result in cancellation fees as set in the Event Agreement, and cancellation of the booking.
5. Partial Cancellations/Change Requests: If a booking is changed or partially cancelled it is subject to a $25.00 administration fee, unless negotiated otherwise in an Event Agreement. The cancellation fees set out in 2, 3 and 4 above will apply to change requests and partial cancellations.   
6. The University of Calgary reserves the right to revise or cancel Facility Booking Permits and Event Agreements as required.

1. Security Deposit: The University requires a Security Deposit equal to 25% of the total booking amount. The Security Deposit is due upon signature of the agreement. If the Security Deposit is not required to cover damage or additional charges, it will be applied as a credit to the Client’s final invoice. Any remaining balance, if applicable, will be refunded within thirty (30) days after the booking time.
2. Rental Fee: The Rental Fee payment schedule depends on the total contracted amount.
   • For Rental Fees totalling $5,000 or less: In addition to the Security Deposit, 75% of the Rental Fee is due upon signature of the agreement. The remaining 25% is due after the completion of the Booking Time. If the Security Deposit is not used, the unused portion will be applied to the final invoice rather than refunded.
   • For Rental Fees totalling $5,001 or more: The Security Deposit is due upon signature of the agreement. 75% of the Rental Fee is due 30 days before the event start date, with the remaining 25% due after the completion of the Booking time.
3. Event Agreements: the payment schedule will be attached to the Event Agreement and may be different from 1 and 2 above as negotiated with the Kinesiology Operations Manager or Oval Leadership Team.
4. Payments can be made by credit card, cheque, debit, or invoice.
   • In-person - credit, debit, and cheque payments can be made at the Kinesiology Facility Bookings office, and the Olympic Oval Guest Services Desk for Olympic Oval Facility Bookings.
   • Credit card payments can be made over the phone at 403-220-2831.
   • Invoice – If the Client requests an invoice our staff will create an invoice and send an email copy of the invoice to the client. The client then pays the invoice through Central Finance.

Failure to provide payment following the procedure in this Payment Policy or the payment schedule set out in the Event Agreement will result in cancellation of the booking.

By booking a facility, you agree to our rental Terms and Conditions. Please read them prior to booking a facility.