Facility Users Insurance Policy

The key details of the policy are outlined below. For the full policy, please refer to: 

Policy - Facility Users Insurance - 20250401

Requirements for Insurance Coverage

Prior to using a facility, and for the entire duration thereof, all permit holders must, at the permit holder’s sole cost and expense, obtain and maintain insurance as set out in the Minimum Insurance Requirements section of this policy.

Facility Users Insurance Program (FUIP)

Permit holders shall provide proof of insurance coverage, as required by this policy, which can be done through the Town’s FUIP or through their own insurer, provided the insurer is licensed to transact business in the Province of Ontario and of satisfactory financial standing to the Town. The Town has partnered with Instant Risk Coverage Inc. to offer a great option to purchase insurance if you are not already covered. 

Minimum Insurance Requirements

Users must ensure that their insurance policies meet or exceed the Town’s minimum requirements, as set out below. Additional insurance coverage requirements may be specified by Legal Services from time to time depending on the risk related to the event or activity.
  • The liability limits of the permit holder’s COI shall be no less than two million Canadian dollars ($2,000,000 CAD) per occurrence, for, but not limited to, personal injury including death, and damage to property including loss of use thereof, with a deductible of not more than one thousand Canadian dollars ($1,000.00 CAD), or as agreed to in writing by the Town
  • For all facility permits where alcohol will be available or served, the permit holder must obtain liability limits of no less than five million Canadian dollars ($5,000,000 CAD) per occurrence, for, but not limited to, personal injury including death, and damage to property including loss of use thereof, with a deductible of not more than one thousand Canadian dollars ($1,000.00 CAD), or as agreed to in writing by the Town
  • Each COI shall be in the name of the permit holder and must include “The Corporation of The Town of Aurora” as an additional insured.

 How to Use the Instant Risk Coverage (IRC) Inc. Portal
  1.  Visit the Instant Risk Coverage Inc. online portal.
  2. Click on “Create Account”. Use the name your rental agreements will be under. This will allow the policy documents to be issued correctly.
  3. Create a “Password”. The password must be at least 6 characters long and contain 1 Capital letter, 1 Lowercase letter, and 1 number.
  4. The system will then ask you to log back on using the Account Name and Password you created.
  5. After successfully logging in, complete your account profile by adding in your address, telephone number, and email address. This will allow the policy documents to be issued from the system. Once your profile is complete, you are ready to purchase coverage.
  6. INITIATE COVERAGE – Click on “Add Event”, then follow the step-by-step directions. This will prompt you through the process of identifying the type of event and the amount of coverage required.
  7. REQUEST REVIEW – At the end of the above process, you will be provided with a summary of the event and the type of coverage you are requesting insurance for. At this time, you can go back and revise anything that is not reflected correctly for the type of coverage, or limit of coverage, you are requiring.
  8. QUOTE – Once you have reviewed the insurance coverage request, you will be presented with a quotation for the insurance coverage you wish to purchase.
  9. PURCHASE – Should you wish to proceed with the coverage, select “Purchase.”  You will be asked a few additional questions to ensure you understand the coverage and exclusions in the policy, then asked to enter your credit or debit card information to confirm payment.
  10. POLICY DOCUMENTS – Once payment is completed, the system will automatically provide you with a PDF of the documents, as well as send a copy to your email. The wordings that are provided with the documents can be found under the Policy Information tab.  The Town will be sent a copy of the Certificate of Insurance via email once you complete the purchase.  You do not need to send it to the Town directly.
  11. REVIEW OF PRIOR PURCHASES – Should you wish to not purchase coverage immediately, or wish to review past purchases, click on “past purchase” and all of your prior coverage activity will be listed. Additionally, unpurchased coverage will also be listed, allowing you to complete the purchase at any time by following steps 6 and 7 above.
 Insurance Requirements If Using Other Insurance Provider

Ο   Is “The Corporation of The Town of Aurora” the Certificate Holder?

Ο   Does the “Name of the insured” match the name of the Renter/User?

Ο   Is the Event Name/Activity listed (Description)?

Ο   Is the “Per Occurrence” box checked?

Ο   Is the date of the event covered on the certificate?  (see effective/expiry dates)

Ο   Is the insurer listed licensed to provide insurance in Ontario?

Ο   Is the right amount of Commercial General Liability (“CGL”) Insurance listed?

    • $2 Million for most bookings
    • $5 Million for events serving alcohol 

Ο   Is “The Corporation of The Town of Aurora” named as an additional insured?

Ο   Is the Certificate of Insurance signed/dated by the broker?

 

Frequently Asked Questions

Why is facility user insurance required?
Facility User Insurance protects both the permit holder and the Town from liability claims, such as injuries during the event.  
Who does this policy apply to?
It applies to anyone renting a Town facility under a facility permit, including individuals, businesses, and organizations.
What facilities are covered under this policy?
Any Town-owned buildings, fields, parks, pools, or other spaces rented for events or activities.
What is the minimum insurance coverage required?
  • $2 million CAD, in general liability per occurrence.
  • $5 million CAD, if alcohol is served.
  • The policy must include "The Corporation of The Town of Aurora" as an additional insured.
Can I use my own insurance provider?
Yes, as long as your insurer is licensed in Ontario and meets the Town’s minimum insurance requirements.
What is the Facility Users Insurance Program (FUIP)?
FUIP is an insurance program organized by the Town that allows permit holders to obtain the required coverage through the Town’s approved broker at a reasonable cost. 
How do I apply for a Certificate of Insurance?
You can apply for a Certificate of Insurance on the Instant Risk website. 
How do I apply for a facility permit?

Please complete the Facility Rental Permit Request Form online a minimum of two weeks prior to your requested date. To check availability within our facilities for the space you wish to rent, please use our online facility availability search tool.

If you have any questions about permitting, you can contact us prior to submitting the form. 

Please note that submitting duplicate requests or following up by phone or email may cause delays in processing your initial request. We appreciate your patience and will get back to you as soon as we can. 
When do I need to submit my Certificate of Insurance (COI)?
At least two weeks before the booking. For last-minute bookings, the COI must be provided before the event and no later than 12 p.m. on the last business day before the event.
What happens if my insurance does not meet the requirements?
The Facility Booking Administrator will follow up with you to correct any deficiencies. If the issue is not resolved, your permit application will be denied.
What happens if I don’t provide insurance?
Your facility permit will be revoked, and you won’t be able to use the facility.
Does the Facility Users Insurance Program provide waivers for my event?

When you use the Facility Users Insurance Program, you can access the template waivers provided by Instant Risk under the Tools/Forms Tab.  Please review them carefully to determine if they are a good fit for you event.