School Rental

General Procedures

4.0       Procedures

4.1    General Procedures - Facility Rental Outside of School Hours

4.1.1.      Liability - The permit holder shall agree to indemnify and save harmless the School Board from all damages, claims, actions, suits or demands arising from or out of the use of Division facilities, equipment or grounds by the permit holder, its members, invitees or persons authorized or sponsored by it, except bodily injuries caused to

such persons because of defects in such premises, equipment or grounds which were known or ought to have been known to the School Board or caused by any negligence

or care on the part of any employees or servants of the School Board.

4.1.2       Rental Application - The applicant shall complete the prescribed rental application (available on-line at  www.gvsd.ca/rentalform, or at the schools) permit and shall become familiar with the conditions and obligations therein and on the user’s permit.

4.1.3       Permits - All permit holders including Joint Use Agreement Holders must receive a permit for the intended use. Permits may be issued for school and statutory holidays. All such holidays are posted on the Divisional website under

www.gvsd.ca/permits. It shall be the permit holder’s responsibility to check the website on a regular basis.

4.1.4       Cancellations - The Division reserves the right to cancel a permit at any time.  To cancel a permit, permit holders are required to contact the school with details (permit number, date, time, reason, etc.).

4.1.5       Equipment - Permission for the use of any equipment in the school must be obtained from the Principal. The permit holder shall not bring on site nor utilize equipment not indicated on the permit.

4.1.6       Damage - The Permit holder is responsible for the cost of repair or replacement should damage or loss occur. The Permit holder is also responsible for the condition of the facility for anything beyond normal cleaning.

4.1.7       Inspection - The School Board or any person authorized by the School Board, may inspect the premises at any time and may stop any activity which contravenes Division policy or any other use of or activity being carried out on the premises which in the opinion of the School Board or such authorized personnel may cause damage to the school or its equipment. Any person found in violation of the above regulations may be evicted, and the permit holder’s privileges may be cancelled.

4.1.8       Personal Belongings - The School Board, and/or its employees, do not assume any responsibility for personal belongings permit holders brought into or left in a school or on school premises whether by permission or otherwise.

4.1.9     Renewal - Permits will be reconsidered on an annual basis in the Spring for the following year.

Policy Purpose and Scope

1.0       Purpose

To facilitate the use and rental of Garden Valley School Division school facilities by the community.

2.0       Scope

All employees, community persons or groups, and outside agencies.

3.0       Policy

The Garden Valley School Division is committed to the concept of the community use of schools. While the Board encourages the widest possible usage of Division’s facilities by the immediate community, the requirements of any school shall receive first priority when there are multiple requests for the use of any school building or grounds.

The facilities under the jurisdiction of the Board, although primarily for use in the education of children of the Division in Kindergarten to Grade 12, are available for use by the community, subject to the procedures outlined in this policy.  The Board desires to cooperate with the City of Winkler, the Town of Plum Coulee, villages of and the R.M. of Stanley, the R.M. of Rhineland, and community organizations by making available school facilities and specified items of equipment whenever it is feasible to do so.

In order that minimal or no extra costs accrue to the Division from the use of school facilities for non- Division purposes, fees may be charged as outlined herein. The schedules of rentals and service charges shall be based on operation and maintenance costs.

The Board may enter into short or long term use agreements with community groups, businesses or organizations outside the terms of this policy.

School Rental

School Rental Philosophy

Garden Valley School Division believes that facilities under the jurisdiction of the Board, although primarily for use in the education of children of the Division in Kindergarten to Grade 12, are available for use by the community, subject to the procedures outlined in Policy DFC. The Board desires to cooperate with the City of Winkler, the Town of Plum Coulee, villages of and the R.M. of Stanley, the R.M. of Rhineland, and community organizations by making available school facilities and specified items of equipment whenever it is feasible to do so. 

In order that minimal or no extra costs accrue to the Division from the use of school facilities for non-Division purposes, fees may be charged as outlined herein. The schedules of rentals and service charges shall be based on operation and maintenance costs. The Board may enter into short or long term use agreements with community groups, businesses or organizations outside the terms of this policy.

School Rental Procedure

Individuals/groups can view the booking schedule online to determine the availability of GVSD school facilities. Click on the school links below to view the booking schedule for a school. Individuals or groups wishing to reserve and use GVSD school facilities are asked to contact the office of the school being requested. Note:  Due to after-school activities in our schools (eg. sports practices, tournaments, dramas, etc.), facilities are not always guaranteed to be available to the community for booking. Individuals/groups can also begin the reservation process by (1) printing the rentalform.pdf , (2) filling it out, (3) submitting it to the school office in person together with payment.

Division Rental Agreement Policy:

To find out more about the community use of GVSD school and facilities, please check the links below to view the different parts of the divisional rental agreement policy:

Policy Purpose and Scope

General Procedures

Permit Terms and Conditions

Class 1 - Joint Facility Use Agreement Groups

Class 2 - Community Support Groups

Class 3 - Community Groups for Recreation Purposes

Class 4 - Community Groups for Social or Commercial Purposes

Class 5 - Long Term Use/Private Groups

Class 6 - Community Softball/Baseball/Soccer Indoor Practices

Class 7 - Special Arrangements

Rental Fees/Revenues

Download entire  pdf Policy_Community_Use_of_Schools.pdf  document