Need a field, gymnasium, track or other athletic facility for your school’s event? HCAA coordinates athletics facility bookings for athletics activities.
How Facility Booking Works
SUBMIT YOUR REQUEST
Complete the HCAA facility booking form with your event details.
HCAA COORDINATES
Our office works with the appropriate municipality to secure the space.
CONFIRMATION
You’ll receive a copy of the permit once the facility has been secured.
Event Day
Show up, compete and let us handle the facility logistics.
FACILITY BOOKING FAQ
No. If you are booking multiple dates for the same event, create a summary of all the booking requests on one form in the description box provided.
Booking windows depend on the season of your sport:
- Fall Sports: Requests open in the spring.
- Winter Sports: Requests open in the fall.
- Spring Sports: Requests open starting in February.
Because specific opening and closing dates vary by municipality, please email hcaa@hcdsb.org for exact deadlines and details.
Schools do not pay for facility bookings upfront. Under HCDSB’s agreement with local municipalities, all booking costs for athletic facilities (excluding pools) are tallied and reconciled directly between HCDSB and the municipality at the end of the school year. Your school will only be billed after this annual reconciliation is complete.
If an event is cancelled, whether your school is billed depends on who initiates the cancellation:
School Cancellations: If your school cancels its own event, you must provide at least two weeks’ notice. Cancelling with less than two weeks’ notice will result in financial penalties from the municipality..
Municipality Closures: If the municipality closes the facility for any reason, your school will not be charged.
HCAA Cancellations: If the event is cancelled by the HCAA, your school will not be charged.
Yes, you can request changes to your booking after submitting your request. How you make those modifications depends on where your request is in the process:
- If you have already received the confirmation email: Reply directly to the email thread, keeping both the municipality and your athletic convener cc’d on your message.
- If you have not received an email yet: Contact your athletic convener directly to request any modifications or cancellations.
No, you cannot reach out to the municipality directly.
All booking requests and communication for athletic facilities—excluding pools—must go strictly through the official booking form and the existing email thread involving both the municipality and your athletic convener. The municipality will automatically reject any direct requests that have not been vetted and approved by the convener first.
BEFORE YOU BOOK
- Date and preferred time
- Sport/Event
- Number of participants
- School information
- Preferred facility/location
- Setup requirments
- Equipment requirements