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FAQ – Hastings Lake Hall Rental

Where can I check availability for the hall?
Please click: http://www.hastingslakehall.ca/events/

Can I view the Hall prior to booking it?
Yes. Please email Candis Marquis at: hastingslakerentals@gmail.com to schedule a viewing. Alternatively, you can contact her by phone at: 780-915-9061.

What is the hall capacity?
100 people. If you have more than 100 people for your event, you are required to rent a tent, porta potties for your guests, as well as bring additional drinking water (bottled is fine). The last thing you would want on the day of your event is a sewage back up.

When can I access the Hall for my rental?
Your rental begins at 12:00 PM on the first day of your rental and ends at 12:00 PM on the date following the last day of the rental. We do ask that on the last day of your rental, you have left the grounds by 12PM.

How do I get the Hall keys for my rental?
You will receive an email from our rental coordinator 2 days prior to your rental. She will give you all of the information needed for your rental, as well as the code for lock box, which holds the key to the building, and the shed where the tables and chairs are stored. Although you will receive the lock box information prior to your rental please be aware you will not have access to the building until the day of your rental. If there is a need to access the hall prior to this time, please discuss this with the rental coordinator.

Is there camping on the Hall grounds?
Yes. We have large grounds on which renters and their guests are permitted to camp for $10 per weekend (which is to be paid cash to the rental coordinator) per unit for both tents and trailers. Contact the rental coordinator prior to your rental to discuss where trailers are permitted to park. Please note a camping permit from Strathcona County is required to camp on the ground. These permits are obtained from the rental coordinator.

Is the Hall wheelchair accessible?

What are the tables & chairs like?
The Hall has 25    6-foot, rectangular, white, plastic tables for use inside the hall.
There are 125    folding, stackable chairs.

Does the hall have a dance floor?
There is no designated dance floor, however many renters have created an area within the hall for a dance floor.

Can I put up decorations?
Yes. As long as no decorations are damaging the walls, or paint, you’re welcome to put up any decorations. All decorations must be removed from walls and doorways and disposed of properly at the completion of the rental.

Does the hall have AV equipment & Projector?
No, we do not currently have a AV system & projector available for rent.

Does the hall have a coffee pot?
The Hall has a 100 cup coffee urn that does not require a filter, as well as smaller coffee makers available for use. You are required to provide your own coffee for your rental.

Does the Hall have dishes?
Yes. We do have a full kitchen available which includes & is not limited to: large dinner plates, bowls, mugs, cutlery (forks, spoons, knives), serving utensils, cuttings boards, pots, pans, baking sheets, large mixing bowls. Dish soap, tea towels, and cleaning cloths are also provided.

What appliances does the hall have?
There is a double wide fridge, 2 stoves, microwave, and dish sanitizer. The hall does have a small stand up freezer, however please note it is not a large freezer.

Does the Hall have a BBQ?
At this time we not have a BBQ available for rentals.

Does the Hall have a Fire pit?
Yes. There is a fire pit on the north side of the Hall. Any and all fire bans must be adhered to. The renter must supply all firewood. Please note all fires must be extinguished prior to leaving the Hall.

Do I have to clean the Hall the end of my rental?
Yes. Renters are required to leave the Hall in the same condition it was when they arrived. This includes, but is not limited to, vacuuming, sweeping, mopping, cleaning & putting away the tables and chairs into the shed, cleaning the kitchen counters, emptying the fridge of your contents, taking out & removing garbage from property, and cleaning the bathroom counters and toilets. A cleaning list is posted in the Hall and all cleaning supplies are provided for the Renter. PLEASE NOTE: The Renter is responsible for removing and disposing of all garbage from the hall.

The rental coordinator will complete an inspection within 24 hours of the rental being completed and prior to your security deposit being returned. If the Hall is not cleaned according to the posted guidelines a portion of the security deposit will be held back to cover cleaning costs. Further, when entering the building, if you have concerns in regards to the condition of cleanliness please contact the rental coordinator so these concerns can be discussed.

Can we use an event tent on the Hall grounds?
Yes. Many people rent large tents in order to have their events outside.

Can I use fireworks?
No, fireworks are prohibited by Strathcona County bylaws on Hall property.

Can I bring pets?
Pets are welcome, but you are required to clean after them. Failing to clean up after your dog will result in a fee being deducted from your security deposit.

Who do I contact if there is a problem during my rental?
The Rental Coordinator will give you a contact phone number to use during your rental in the event of any problems.

How do I pay for my Rental?
You can pay by cheque. Fill out the online booking request. Your $500 security deposit will be cashed. PLEASE NOTE that the hall is NOT booked until this deposit has been received.

Cheques should be made payable to:

Hastings Lake Community Association
51080 RR204
Sherwood Park, AB
T8G 1E5

The cost for rentals is as follows:

Member Rate/Hour                                                                         $25
Non-Member Rate/Hour                                                                 $30
Member Rate/Day (24hr)                                                                 $250
Non-Member Rate/Day (24hr)                                                         $300
Member Rate/Weekend (min. 3 days)   Sept-May                           $700
Non-Member Rate/Weekend (min. 3 days)   Sept-May                   $850
Member Rate/Weekend (min. 3 days)   Jun-Aug                             $850
Non-Member Rate/Weekend (min. 3 days)   Jun-Aug                     $1000

Overnight Camping Per Unit:   $10
Dumpster Access                      $40
AV Equipment Rental:               $150
Security Deposit:                       $500

Do I have to pay the Security Deposit when booking?
Yes. Payment of the security deposit is required to hold your booking. This deposit is cashed, and help until after your booking is finished.

When is the final payment due?
The final payment is due 30 days prior to the rental.

When will I get my Security Deposit back?
An inspection of the Hall will occur within 24 hours of your rental being completed. If there are no damages to the Hall or properties, or any additional charges for items such as cleaning, and if the keys have been returned, your Damage Deposit will be refunded within 10 business days.

How will my Security Deposit be returned?
Your security deposit will be returned by cheque through Canada Post.

How do I pay for my Security Deposit?
You can pay by cheque. In order to hold your event, and have the rental confirmed, we do require the security deposit.

Cheques should be made payable to:

Hastings Lake Community Association
51080 RR204
Sherwood Park, AB
T8G 1E5

What documents do I need to provide if there will be alcohol served in the hall during my rental?
In the event the Function is to serve liquor, it is the responsibility of the Renter, at its sole cost and expense, to arrange for and ensure that a Host Liquor Liability Certificate of Insurance has been arranged for and forwarded to the Operator within 7 (seven) days of the Function. The Renter agrees that the insurance policy referred to herein will name the HASTINGS LAKE COMMUNITY ASSOCIATION and STRATHCONA COUNTY as an additional insured on the said policy as their interest may appear and a severability of interest clause or a cross liability clause.

For any other questions, please contact Candis at 780-915-9061 or by email: hastingslakerentals@gmail.com