Events - Aquatics Checklist

2. EVENTS - AQUATICS CHECKLIST

4. Events REQUIRING completion of this Checklist

   Larger-scaled aquatic events and activities held in our facilities, require more staff, details and resources to be successful. Specifically, swim meets and school bookings requiring use of the pool. Please complete the form below.

   Larger-scaled aquatic events and activities held in our facilities, require more staff, details and resources to be successful. Specifically, swim meets and school bookings requiring use of the pool. Please complete the form below.

6. Below is the ‘Events - Aquatics Checklist’, which will assure that you are receiving all required information to hold a successful event on municipal property. Please complete the following form on your own, or arrange a meeting with the Events Coordinator, Don Engerdahl, for assistance - events@hinton.ca or 780 865-6055. The information provided will assist in determining the requirements necessary for the event to precede. Based on this information, we will provide all necessary contact information and direction to appropriate resources relating to the event.

   Below is the ‘Events - Aquatics Checklist’, which will assure that you are receiving all required information to hold a successful event on municipal property. Please complete the following form on your own, or arrange a meeting with the Events Coordinator, Don Engerdahl, for assistance - events@hinton.ca or 780 865-6055. The information provided will assist in determining the requirements necessary for the event to precede. Based on this information, we will provide all necessary contact information and direction to appropriate resources relating to the event.

8. Today's Date*
   Today's Date

9. Event or Activity Name:*

11. ORGANIZATION INFORMATION

13. Organization Name*

14. Are you a registered Non-profit?*

    1. Yes
    2. No

16. Event Organizer Contact Name*

17. Contact Telephone*

18. Contact Mobile

20. Contact Email Address*

22. Organization Mailing Address*

24. City

25. Province

26. Postal Code*

28. EVENT INFORMATION

30. Type of Event (select one)*
    -- Select One --Aquatics - Swim MeetAquatics - School Pool BookingAquatics - Other

31. Location of Event*
    -- Select One --Rec. Centre - Swimming Pool

33. Event Description

    Give us a brief overview of your event and the activities you are doing.

35. Start & End Date of Event*
    Start & End Date of Event Start Date

    Start & End Date of Event Start Time

    —

    Start & End Date of Event End Date

    Start & End Date of Event End Time

    Note: These are the ACTUAL DATE(S) of your event

36. Attendees (8 yrs and up)*

    Please total number of participants (8 yrs and older), coaches, officials, timers and volunteers. On deck capacity is 275

37. Attendees Under 7 Years of Age

    NOTE: ADMISSION RATIO FOR ADULTS: Supervising swimmers 7 years and under is: 1 to 4

38. Total # of Attendees

    Combine (7 and under) and (8 yrs and older) attendee numbers.

40. Event Times - Pool

    Please fill out the start and end times FOR EACH DAY of your event including when the public is given access (or doors open) until they leave the facility.

    Please fill out the start and end times FOR EACH DAY of your event including when the public is given access (or doors open) until they leave the facility.

42. Event - Day 1*
    Event - Day 1 Start Date

    Event - Day 1 Start Time

    —

    Event - Day 1 End Date

    Event - Day 1 End Time

43. Event - Day 2
    Event - Day 2 Start Date

    Event - Day 2 Start Time

    —

    Event - Day 2 End Date

    Event - Day 2 End Time

44. Day 3 of Event
    Day 3 of Event Start Date

    Day 3 of Event Start Time

    —

    Day 3 of Event End Date

    Day 3 of Event End Time

45. Day 4 of Event
    Day 4 of Event Start Date

    Day 4 of Event Start Time

    —

    Day 4 of Event End Date

    Day 4 of Event End Time

47. Set-up Time - Day 1 *
    Set-up Time - Day 1 Start Date

    Set-up Time - Day 1 Start Time

    —

    Set-up Time - Day 1 End Date

    Set-up Time - Day 1 End Time

48. Set-Up Time - Day 2
    Set-Up Time - Day 2 Start Date

    Set-Up Time - Day 2 Start Time

    —

    Set-Up Time - Day 2 End Date

    Set-Up Time - Day 2 End Time

49. Set-Up Time - Day 3
    Set-Up Time - Day 3 Start Date

    Set-Up Time - Day 3 Start Time

    —

    Set-Up Time - Day 3 End Date

    Set-Up Time - Day 3 End Time

50. Set-Up Time - Day 4
    Set-Up Time - Day 4 Start Date

    Set-Up Time - Day 4 Start Time

    —

    Set-Up Time - Day 4 End Date

    Set-Up Time - Day 4 End Time

52. Take-Down Time - Day 1*
    Take-Down Time - Day 1 Start Date

    Take-Down Time - Day 1 Start Time

    —

    Take-Down Time - Day 1 End Date

    Take-Down Time - Day 1 End Time

53. Take-Down Time - Day 2
    Take-Down Time - Day 2 Start Date

    Take-Down Time - Day 2 Start Time

    —

    Take-Down Time - Day 2 End Date

    Take-Down Time - Day 2 End Time

54. Take-Down Time - Day 3
    Take-Down Time - Day 3 Start Date

    Take-Down Time - Day 3 Start Time

    —

    Take-Down Time - Day 3 End Date

    Take-Down Time - Day 3 End Time

55. Tear-Down Time - Day 4
    Tear-Down Time - Day 4 Start Date

    Tear-Down Time - Day 4 Start Time

    —

    Tear-Down Time - Day 4 End Date

    Tear-Down Time - Day 4 End Time

57. GENERAL EVENT COMPONENTS

    Check either YES or NO.

    Check either YES or NO.

59. Parking*

    Parking has been allocated for buses and RV's on the northeast parking area adjacent to the municipal library.

    1. Yes
    2. No
60. Event Signage*

    Do you have event signage (includes road signs and event signage, banners, etc.)

    1. Yes
    2. No
61. Revenue Generation*

    Is this a ticketed or non-ticketed event where an admission is charged?

    1. Yes
    2. No
62. Hospitality Suite Required?*

    1. Yes
    2. No
64. Food Service / Catering*

    Will your event involve food service of any kind? Eg. concession, catering, home prepared, bake sale items, etc. If so, go to the LINKS section to download the required Alberta Health Services applications/notification forms

    1. Yes
    2. No
65. Electronic Sign (Rec. Centre)*

    Would you like us to promote your event on our outdoor electronic sign?

    1. Yes
    2. No
66. Electronic Sign Message

    You will get 3 lines with 15 characters on each line. Will run for one week prior to event.

67. Hot Tub / Playpool Drained?

    1. Yes
    2. No

    Do you require these pool areas for additional seating space?

69. ADDITIONAL ROOMS / SPACES

71. Foyer
    Foyer Start Date

    Foyer Start Time

    —

    Foyer End Date

    Foyer End Time

    Include setup times

72. People's Centre
    People's Centre Start Date

    People's Centre Start Time

    —

    People's Centre End Date

    People's Centre End Time

    Include set up times

73. Meeting Room
    Meeting Room Start Date

    Meeting Room Start Time

    —

    Meeting Room End Date

    Meeting Room End Time

    Include setup times

74. Courts & Bouldering Wall
    Courts & Bouldering Wall Start Date

    Courts & Bouldering Wall Start Time

    —

    Courts & Bouldering Wall End Date

    Courts & Bouldering Wall End Time

    Courts & Bouldering Wall areas require supervision or monitoring at all times when in use.

76. Extra Storage Required?*

    1. Yes
    2. No

77. Dressings Rooms

    Provide the # of additional dressing rooms you require

78. Concession Seating Area Required?*

    1. Yes
    2. No

79. Insurance Coverage*

    1. Yes
    2. No

    Please provide us with proof of General Liability Insurance coverage of your event. Town of Hinton needs to be added as an "Additional Insured".

81. ADDITIONAL EQUIPMENT / SERVICES

83. Tables Qty

84. When and where?

85. Chairs Qty

86. When and where?

88. Audio & Visual Equipment

    1. Sound System
    2. Wireless Microphone
    3. Free Standing Screen
    4. Projector

    Extension Cords are to be provided by the user.

89. Coffee Urns

    1. Yes
    2. No

    2 are available

90. Concession or Concession Seating

    1. Yes
    2. No

91. Couches in Foyer?*

    1. Yes
    2. No

93. Additional Instructions or notes:

    Please provide us with any additional information or details

95. LINKS TO FORMS

97. Alberta Health Services Forms

    If your event involves food service of any nature, please click on the appropriate link(s) and complete the necessary forms.

    If your event involves food service of any nature, please click on the appropriate link(s) and complete the necessary forms.

98. AHS

    Special Events - Organizer Package

99. AHS

    Special Events - Food Vendor Package

100. AHS

     Bake Sale / Home Prepared Guidelines

Leave This Blank:


102. 1. Receive an email copy of this form.
103. Email address

     This field is not part of the form submission.

104. Submit

* indicates a required field