Cowichan Sportsplex Rental Policies

General Rental

GENERAL RENTAL REQUIREMENTS

No Littering – Garbage cans are provided.

No alcoholic beverages on-site without valid permit. See Liquor Policy below.

Ensure the site is left cleaned, raked (rakes provided in Ball Storage) and ready for rental by the next group. ($20/hour clean-up fee will be enforced).

At the end of each rental, empty garbage bags into the dumpsters near the office, and replace with new bags (found in Ball Storage).

EVENT REQUIREMENTS

Provide volunteers to do litter control and washroom checks throughout the event.

See Liquor License below.

Rental Fees are due prior to the event, unless otherwise approved.

At the end of each tournament night, empty garbage bags to dumpsters and replace with new bags (found in Janitor’s Cupboard).

TOURNAMENT REQUIREMENTS (BALL)

A minimum of 5 toilets are required to be on-site for the duration of a 2-day tournament (6 for a 3-day tournament). These toilets may include use of the two already on-site. (see below) Call Coast Environmental 748-4611 to arrange delivery and pick-up.

Renters shall pay for additional servicing of the 2 on-site toilets if applicable.

Provide volunteers to do litter control and washroom checks throughout the event.

See Liquor License below.

Tournament Fees are due prior to the event.

At the end of each tournament night, empty garbage bags to dumpsters and replace with new bags (found in Ball Storage).

OTHER INFORMATION

ACCESS & KEYS – Keys for gates, garbage bins can be found in the Public Storage room (grey door beside track across from concession). Contact the office for keyless entry code. These keys must be returned to Public Storage immediately after use.

GATES – Gates will be locked at 10pm and unlocked at 8am the following day.

DAMAGE DEPOSIT – A $100/ day damage deposit may be charged at the discretion of the Executive Director. This will cover damage to property including tents and clean-up fees (charged at $20/hour if necessary).

INSURANCE REQUIREMENTS – All renters shall provide a copy of their $2 million liability insurance policy with Chesterfield Sports Society (Cowichan Sportsplex) listed as an additional insured, prior to the event.

FOOD VENDORS – Are required to provide a Temporary Food Booth certificate approved by Vancouver Island Health Authority (tel: 746-1414, fax: 746-1408). Forms are available from the Sportsplex.

CLEAN-UP POLICY – Renters are responsible for clean-up during and at the end of their booking. This includes garbage, cigarette buts, etc. A clean-up fee charged at $20/hour will be levied if clean-up is not satisfactory. Renter privileges and future bookings may be withdrawn at the discretion of the Sportsplex.

CANCELLATION POLICY – 48 hours notice of cancellation is required.

LIQUOR POLICY – No alcoholic beverages on-site without valid liquor license. When a license is in effect, no alcohol is to be consumed outside the designated area. Renters are responsible for patrolling players, spectators and parking areas to enforce these rules. Failure to do so may result in loss of rental privileges. Renters will fill out Beverage Garden Application form provided by the Sportsplex. Upon approval, the renter will provide the Sportsplex with a copy of the beverage garden license prior to the event. The Sportsplex shall be assigned as the charity to benefit from the proceeds of the license.

LIGHTS – The light switches are located in Ball Storage, the key is in the Public Storage facility and can be accessed by a keyless entry code from the office prior to booking. The lights are set on a timer so they cannot be turned on before a certain time. The lights need about 20 minutes to come to full power, so renters can turn them on when dusk approaches. The lights will go out by timer just after 9:30 pm. However, if a renter is finished well before that and no other renters have shown up, they can turn the lights off manually.

The Sportsplex has been built by people like you and me. We are very proud of what this community has accomplished. Remember, we are a non-profit organization with limited resources. Whether you come here for a serious workout or a nice walk with a friend, we need your help keeping it a safe and pleasant place to be.

Thank you,

Catherine Kay, Executive Director

Track Etiquette

Lanes 1 to 3 are used for athletes doing timed measured workouts only. Lane 1 for the timed run, Lanes 2 and 3 are for recovery. Please, all other walkers and runners use lanes 4 to 8.

If you are part of a large group such as a school class or running clinic, please use lanes 4,5, and 6 so that others can continue to follow the rules above and not be inconvenienced by your numbers.

Training athletes always have the right of way and are often very focused on their workout. So please look before changing lanes or crossing the track.

Children must be supervised while on the track to avoid collisions with athletes in training. No bikes or tricycles are allowed on the track.

If you hear someone yell “Track” it means a runner is coming up behind in your lane and is asking you to step quickly to the outside.

The standard direction around the track is counter clockwise. If you choose to go clockwise, please yield to others.

Occasionally the track will be closed to the general public because of a paid booking. Signs will be posted and if you still would like to get your workout in, you can use the gravel walking trail that goes around the ball diamonds.

For everyone’s safety and protection of the track surface, absolutely no skateboards, roller blades, bicycles of any kind are permitted.

Please use the outside lanes for strollers and wheelchairs and yield to others.