BOOKING POLICY

The Calgary West Soccer Centre shall have in place policies to define the system of field distribution to users of the facility

Field Distribution Priority                 
Year One

1)Calgary Minor Soccer Association

2)Alberta Soccer Association Members and Affiliates

3)Calgary West Soccer Centre Leagues, play-off, and tournament matches

4)CWSC Advertisers and Sponsors

5)Non ASA organizations

Year Two and Successive Years

1)Previous years bookings with first rights in above order

2)Calgary Minor Soccer Association

3)Alberta Soccer Association Members and Affiliates

4)Calgary West Soccer Centre Leagues, play-off, and tournament matches

5)CWSC Advertisers and Sponsors

6)Non ASA organizations

Soccer League Bookings

1)Booked by a date set annually by the CWSC

2)Paid no later than two weeks in advance of the start of league play from September to December 31^st and January 1^st to March of each indoor season

3)Cancellations or schedule alterations will be the responsibility of the booking league

General Bookings

1)Will be paid in full prior to confirmation and usage.  A booking can be reserved after field availability  is verfied; however, until the payment is received, the booking is not confirmed. 

2)Subject to applicable rates as defined from year to year by CWSC

3)Must cancel in writing a minimum of 14 days prior to usage date to be eligible for refund. A $30.00 administration fee will be deducted from all eligible refunds.

4)May be subject to discounts or special terms for block non-prime bookings

5)Times not booked through other processes may be rented within 24 hours prior to usage ( Discount rates to be included under applicable rates defined annually by CWSC )

6)Available times to be posted by CWSC

Allocation Authority

Allocation authority shall reside with the Executive Director of the Calgary Minor Soccer Association and the CWSC Manager, who shall demonstrate at all times that they act in the best interests of the CWSC, striving to ensure the operational sustainability of the CWSC without unnecessarily compromising the level of service provided to the CMSA Members and other users . They will work to ensure the most equitable distribution of prime and non prime time to maximize usage and revenue to the CWSC, while respecting the interests of the CMSA members and other users.

Service Levels

Indoor field surfaces are for all groups/associations to use in maximizing the provision and development of their chosen sport.

User Responsibility

The user group/organization/individual shall at all times be responsible for the activities of the participants and spectators associated with their activities

Length of Indoor Season

The indoor season will commence on or about October 1^st of each year and end on or about March 30^th of each year

Booking /Confirmation Timelines

Booking/confirmation timelines will be reviewed defined in May of each year and communicated to all existing and potential users of the facility.

Prime Time

Prime Time shall be defined as between 4 PM and 12 AM on weekdays and 8 AM and 12 AM on weekends

Non-Prime Time

Non prime time shall be defined as between 8 AM and 4 PM on weekdays

Special Events

The Manager of CWSC may authorize special events that require utilization of part or all of the facility. This process

Rates and Fees

Rates and fees will be determined annually and communicated to all existing and potential users of the facility

Advertising/Timelines/Notification/Deadlines

Timelines/deadlines with associated notification/advertising strategies will be defined annually during the budget process

Booking Rules and Regulations and Procedures

Applicable rules and regulations will be defined/reviewed annually and included as Schedule A of all rental contracts. Booking procedures will be defined/reviewed annually, included within the facility operating manual and communicated to users within the booking process. These will include but not be limited to:

• Rates and Fees
• Booking Forms
• Regulations
• User Responsibilities
• Contracts
• Cash handling procedures
• Cancellations
• Payment
• Facility closure dates
• Special event pricing, policies and procedures
• Annual Timelines

The above procedures have been reviewed and are accepted as the first year Booking Policy document for the Calgary West Soccer Centre.

_____________________________           ____________________________
Daryl Leinweber, CMSA                               Tim Ward