9. GENERAL BOOKING POLICY

1. 1. Booking types:
      – Activities and Events
      – Golf Events
      – Phase Events
      – Annual General Meetings
      – Private Bookings
   2. Areas that can be booked exclusively:
      – Great Room (with or without Kitchen)
      – East Room (with or without Kitchen – if available)
      – Lower Level – East areas and Lower Level Kitchen Corner
   3. Areas that can be booked with non-exclusive use (without prior approval of the Board of Directors):
      – Lounge (See Section 13-b)
      – Patio
      – Lower Level Games and Activities Areas
      Note:  The Lobby cannot be booked
   4. Only Briar Hill Community residents are able to book facilities for themselves, and on behalf of Briar Hill Groups, Phases or Organizations.
   5. Bookings are to be for Briar Hill Community related Activities, community Events and private Events.
   6. Business Groups, Charities, Not-for-Profit Organizations, whether incorporated or not, Religious and Political Events are prohibited from using Briar Hill Community Centre for meetings or other events.
   7. Any residents wishing to book Activities and/or Events or private bookings (see Section 11) are required to check the calendar via the website at bhccontheweb.ca(calendar) to avoid scheduling conflicts and choose available times, including set-up time if required, prior to submitting their booking request to the Office or contact the Office during office hours to check scheduling and obtain a booking form. Booking requests are reviewed by the Office Manager. Consideration will be given on a first-come basis along with ensuring fairness to all Activities being able to share facility space. No booking of more than one year out will be considered.
   8. Scheduled Activities may be pre-empted as approved by the Board for Community priorities and/or balancing requirements. All efforts will be made to relocate the Activity to another room if suitable space is available.
   9. Nottawasaga accredited golf leagues (NMGA, NLGA, LDGA) are required to set dates annually, (i.e., opening luncheon and closing meetings), given these Events have scheduled start and finish dates. These Events require the use of the kitchen and thus have minimal possibility to be held elsewhere in the Centre. In order to accommodate these dates, they need to be provided to the Office Staff no later than the end of November for bookings in the upcoming calendar year, to ensure that such dates can be held. In the event they are not provided by the end of November the leagues will be required to ensure any required dates are available before requesting to book.
   10. Golf Social Events (Non-League)
       The organizer of the Event should check the calendar availability and clarify with Office Staff to ensure the date(s) required can be accommodated before putting in the request form.
   11. The BHCC facility is to be returned to a “Ready State” (see Diagram and Checklist on Wall for “Ready State”) after its use by the booking resident(s). The booking resident(s) are responsible for any unusual damages, extra cleaning costs and/or maintenance if required. “Unusual” means damage that would not happen in the day-to-day use of the Centre.
   12. Food and non-alcoholic beverages may be provided on a cost recovery basis.
   13. NO SELLING of alcoholic beverages is permitted.
   14. Booking for individuals or groups from outside the Briar Hill Community is NOT permitted.
   15. The Board may approve a unique request, but such approval will not be considered as establishing any precedent.
   16. The Board has the right to refuse any booking request and/or require additional conditions.
   17. Bookings must use the space booked. For example, if only the Great Room is booked then use of the East Room is NOT permitted.
   18. Booking Date confirmation must be received thirty (30) days prior to the date of the event. If confirmation is not received, the date will be released making it available to other residents.