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.
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.
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.
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.
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.
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