Faculty of Kinesiology Building Rules and Procedures

(1) BUILDING INFORMATION 

   1.1 Hours. Standard operating hours are: can be found here https://active-living.ucalgary.ca/about-us/hours. Bookings outside of standard operating hours may be subject to higher fees. 

   1.2 Eligible Client Groups. Bookings are accepted from internal University members and external clients who have executed a Booking Permit (and an Event Space Services Agreement, if applicable).  

   1.3 Booking Slots. Bookings for event spaces are scheduled to begin and end on an hourly or half-hourly basis. 

   1.4 Available Spaces. Please find a full list of available spaces in the Facility Spaces | Faculty of Kinesiology | University of Calgary 

(2) BOOKING PROCEDURE

   2.1 Priority. Space is allocated based on the Booking Timelines set-out on the Kinesiology Operations webpage.  The Prioritization for bookings and spaces can be found within the   Faculty of Kinesiology – Sport and Recreation Facilities Space Assignment and Use Operating Standard 

   2.2 Requests. Requests to use Space may be made via the online facility booking form: Facility Booking Form | Faculty of Kinesiology | University of Calgary. 

   2.3 Booking Details. Requests for use of Space will be processed and a Booking Permit will be forwarded to the authorized client contact. The Booking Permit will be used to specify the booking time, location, services required (catering, equipment rentals, labour, etc.) and any additional requirements.  The Booking Permit will also outline the fees that will be charged for the event.

   2.4 Payment.

             2.4.1 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.

             2.4.2 Rental Fee: The Rental Fee payment schedule depends on the total contracted amount. 

• For Rental Fees totaling $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 totaling $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. 

             2.4.3 Event Agreements: the payment schedule will be attached to the Event Agreement. 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. 
• Cheques can be paid to 

  • Accounts Receivable 

    The Governors of the University of Calgary 

    2500 University Drive NW 

    Calgary, AB, T2N 1N4

    Canada 

• The client must pay invoices 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. 

   2.5 Confirmation. A booking will be confirmed only after: 

• the client has signed the Booking Permit with no modifications; 
• the client has paid the Security Deposit; and 
• the University and the client have signed an Event Space Services Agreement (if applicable). 

       The Faculty of Kinesiology will have no obligation until the booking is confirmed in accordance with above. 

(3) SUBSTITUTION POLICY

   3.1 Substitution. The Faculty of Kinesiology reserves the right to replace the reserved space with a comparable alternative space. The cost for the substitution of space will be either the standard rate for the substituted space or the previously agreed rate for the initially reserved space, whichever is less

   3.2 Space Reallocation. The Faculty of Kinesiology retains the right to reallocate space within its facilities based on confirmed attendance numbers. Such reallocation will occur only when necessary to adhere to the “highest and best use” principle, which aims to optimize space utilization within the facilities while complying with health and safety regulations established by the City of Calgary. In all instances, the Faculty of Kinesiology will engage in reasonable consultation with the client prior to the booking.

(4) CANCELLATION AND MODIFICATION POLICY

   4.1 Request Must Be Sent By Email.  All cancellations and change requests must be received in writing via email.  Once received, the Booking Permit will be cancelled from the Facility Bookings software system and the time slot will be open to other clients.

   4.2 Cancellations.

      4.2.1 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%.

      4.2.2 Bookings which total $5,001 or more: 

              4.2.2.1 Cancellation must be within 90 days before first booking, or the client will be charged a cancellation fee of 25%.

              4.2.2.2 If the cancellation is within 30 days before the first booking, the client will be charged a cancellation fee of 50%.

              4.2.2.3 For cancellations less than 30 days before the first booking, the client will receive no refund. 

     4.2.3 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. 

     4.2.4 The University of Calgary reserves the right to revise or cancel Facility Booking Permits and Event Agreements as required.

   4.3 Modifications. he Faculty of Kinesiology will make reasonable efforts to accommodate modification requests, subject to availability, and the Rental Fee will be adjusted accordingly. If the client requests changes to the initially reserved space that reduces the Rental Fee then the client will be charged in accordance with the Section 4.2. Clients will be responsible for any non-cancellable financial obligations incurred by the University on the client’s behalf. 

   4.4 Overholding. Overholding, or not vacating a space at the agreed upon end time, will not be tolerated in order to support smooth operations. Clients must vacate the space promptly once their Booking Permit has ended. Overholding will be subject to an Additional Time Fee as specified in the Booking Permit and could have an impact on a client’s ability to book a space.

(5) SERVICES AND SUPPLIERS

   5.1 Services. Please discuss all requests for rental equipment and production services with the Faculty of Kinesiology Events and Bookings team. There may be some Services that the University of Calgary can provide internally, at an additional cost. Services by a third party must be declared as per the section titled: Approval Required for Client Service Providers.

   5.2 Equipment. The client must obtain prior written permission from the Faculty of Kinesiology before using any University equipment.  Any permitted use of equipment shall be subject to availability and shall be charged in accordance with posted equipment price list rates, as amended from time to time. The client shall comply with all applicable operating requirements prescribed by the Faculty of Kinesiology in connection with the use of Equipment. 

   5.3 Concession. The Faculty of Kinesiology has the right to operate a concession at events. The Faculty of Kinesiology will notify the client within two weeks if they are unable to provide concession services.  Where concession service is requested, the Client shall be responsible for a minimum level of gross concession sales in the amount of three hundred dollars ($300) per shift, or seven hundred dollars ($700) for any shift exceeding five (5) hours in duration. If actual concession sales fail to meet the applicable minimum, the Client shall be invoiced for the difference between the minimum required amount and the actual concession sales. 

   5.4 Merchandise Sales. All merchandise sales are subject to approval by the Faculty of Kinesiology. Clients are responsible for all aspects of merchandise sales activity with Faculty of Kinesiology space. Note that any external POS devices are not to be connected to University of Calgary wifi.

   5.5 Catering. The University maintains an exclusive catering arrangement with Aramark.  

   5.6 Approval Required for Client Service Providers. The University retains the exclusive right to provide services within its space. Only University-approved service providers may be used in the space. Clients must obtain prior written approval from the University before any outside services are provided at the Faculty of Kinesiology. The approval of a Client Service Provider will be in the sole discretion of University and may be subject to additional requirements including but not limited to additional terms and conditions, fees, insurance requirements and the execution of a third-party service provider waiver. Clients will be responsible for all Client Service Providers it invites to the Space. 

(6) BUILDING RULES

   6.1 Client Responsibility. Clients are responsible for the conduct of their employees, patrons, agents, contractors, service providers, guests and invitees and all references to “Clients” in this section will include these groups.  

   6.2 Concurrent Use. The Faculty of Kinesiology reserves the right to allow the concurrent use of other facilities and areas of the building during the time of the booking as long as it does not unreasonably interfere with the Client’s use of the booked space. 

   6.3 Condition of Space. Clients are expected to leave the space in the same condition as it was before their booking, reasonable wear and tear excepted. All materials not previously in the space, including outside equipment, supplies, and boxes must be removed promptly at the end of an event. Clients shall not relocate or move any University property or equipment without prior consent of University staff.  

   6.4 Facility Safety. Clients shall immediately notify the University upon the Client becoming aware of any accident or defect in the Space or of any other condition which may cause harm, injury or damage to the Space or any person or property therein located. In the case of a life-threatening emergencies, the Client is to contact 911 immediately. For non-life-threatening emergencies, contact Campus Security at (403) 220-5333. University staff will always have full and free access to the space in the event of an emergency.  

   6.5 No Outside Food or Drink. Clients shall not bring any food or beverage, including alcohol, into University facilities.  

   6.6 No Outside Entertainment. Clients shall not arrange to have any entertainment, of any kind whatsoever, on University facilities without the expressed prior written consent of the University. 

   6.7 No Animals. Clients shall not bring any animals, other than service dogs as defined under the Alberta Service Dogs Act, onto any part of the University Campus.  Official service dog documentation is required and must be shown upon request.  

   6.8 No Hazardous Materials. Clients shall not bring or allow any hazardous substances, materials, or pollutants to be present anywhere near the University Campus.  

   6.9 No Fire Elements. Clients shall not utilize fire elements (including candles, sparklers, torches, butane burners, fireworks, pyrotechnics, smoke, haze, fog, or smudging) unless expressly permitted in writing by the University prior to the event. The client shall be responsible for all costs associated with any required control, monitoring, or safety measures and liable for any charges imposed by the City of Calgary resulting from accidental fire alarm activations, including those caused by smoke, haze, or fog effects. No flammable oils or other flammable, dangerous, corrosive or explosive materials may be brought into the space or the building. Requests for Smudging must be made to the Maintenance and Operations Manager at least 15 days prior to the event. 

   6.10 No Smoking. Smoking, vaping, the use of smoking-related products, and marijuana are prohibited within 7.5 metres of indoor areas, including but not limited to building entrances, exits, windows, air intakes, storage areas, and any attached parking structure.  

   6.11 No Electrical Devices. Clients shall not use any devices that could cause electrical overloads, such as heaters,  lighting, or machinery. 

   6.12 No Adhesives. Clients will not use tape, tacks, or any other attachments to fix posters, flyers, written materials, or objects to walls, doors, floors, ceilings, rafters, or chattel (including tables, chairs, staging, and equipment) in the event space and/or the building without the prior written approval of the University.

   6.13 No Confetti or helium balloons. Clients will not distribute confetti, glitter, rice, helium balloons or any similar materials that require extensive cleanup or could cause damage in the event space or in the building. Failure to abide with this requirement will result in a $100 per hour cleaning charge.

   6.14 Right of Removal. The University retains the right to deny or remove any person from University property at any time and for any reason. Clients will comply with all University demands to vacate any University space.  

   6.15 Client Property. The University is not responsible for items, materials, exhibits, displays, products or any other property brought onto the University campus. 

   6.16 Abuse. Verbal or physical abuse of University staff will not be tolerated and may result in the termination of the Booking Permit. 

   6.17 Nuisance. Clients will not unduly interfere with the University’s equipment or operations. Clients will not obstruct the entrances, passages, escalators, elevators, and staircases of the building or the sidewalks and driveways outside the building. Clients will not do anything or allow anything to be done on or around the University campus that would be considered a nuisance, or that would violate any law, University policy, rule, or regulation, or that would cause annoyance to the University or neighbouring properties occupants/landowners. 

   6.18 Parking. Clients will park in designated parking areas. The Faculty of Kinesiology suggests lots 10 and 11 which are accessible from 32 Ave NW.  

   6.19 Signage and Marketing. Unless specified otherwise in writing, external clients shall not use the University’s name and logo unless solely to indicate the location of their event. External clients shall ensure that no educational or programmatic affiliation with the University is implied or stated when marketing their event.  External clients will not post any signs on the University’s property without prior written approval from the University. All printed or electronic advertising of an event must state: ‘THIS EVENT IS NOT AFFILIATED WITH, NOR ENDORSED BY THE UNIVERSITY OF CALGARY.”