Upcoming Pricing Changes for the 2026-2027 School Year
Beginning September 1, 2026, updated permit rates will take effect for Community Use of Schools (Permits). These changes are part of our ongoing commitment to maintaining safe, clean and accessible school facilities for community programming.
To ensure that funds are appropriately aligned to support school and classroom resources, YRDSB is implementing rate adjustments for all permit holders to reflect actual costs. This is a continuation of the multi-year process rate adjustments that began at the beginning of the 2025-2026 school year.
YRDSB values and appreciates the work community organizations do to support youth, and we remain committed to supporting community partnerships and continuing to support community organizations.
If you have questions or need support in understanding the changes, please contact our Community Use of Schools team.
Changes to Insurance Requirements for Community Use of Schools
Insurance is mandatory. You can no longer purchase insurance through the York Region District School Board.
Effective immediately, for the 2026-2027 permit season, all Community Use of Schools applicants will be required to purchase their own User Group Insurance. You have two options:
Option 1- Purchase through Instant Risk Coverage (IRC)
Purchase directly through the new Ontario School Boards’ Insurance Exchange digital portal with IRC. Permit holders can create an account and apply for coverage anytime, 24/7.
Once you have heard from the Board that your permit is in line for approval and you are ready to purchase insurance, you may visit https://osbie.instantriskcoverage.com/login.
For questions, email our insurance partner IRC at support@ircnow.com or call IRC at 1 (800) 517-1390.
All IRC policies automatically include the school board as First Named Insured - you do not need to add the board as an Additional Insured.
Option 2- Use Your Own Insurance Provider
Contact your own Insurance Provider to obtain coverage.
All permit holders must have a minimum of $2 million General Liability Insurance with York Region District School Board named as Additional Insured.
School Permits
Category | Activity Type | Examples of Use |
| Type 1 | Registered Charity |
|
| Type 2 | Not-for-Profit |
|
| Type 3 | Commercial |
|
2026-2027 Facility Rental Fees*
All rates are hourly and subject to HST
| Time of Use | Facility | Type 1 | Type 2 | Type 3 | Type 1 | Type 2 | Type 3 |
Elementary Facilities | Secondary Facilities | ||||||
Monday to Friday (excluding holidays)School Day 6:00pm - 10:15pm School Closure: 8:00am - 4:00pm **Caretaking fee of $38.50/hr will be charged for bookings outside stated timeframes | Single Gym | $15.50 | $31.00 | $66.98 | $15.50 | $31.00 | $66.98 |
| Double Gym | - | - | - | $41.50 | $83.00 | $114.00 | |
| Triple Gym | - | - | - | $57.00 | $114.00 | $180.98 | |
| Classroom | $3.00 | $6.00 | $42.92 | $3.00 | $6.00 | $42.92 | |
| Cafeteria | - | - | - | $22.00 | $44.00 | $88.00 | |
| Library | $7.75 | $15.50 | $66.56 | $18.75 | $37.50 | $129.57 | |
| Auxiliary | $3.00 | $6.00 | $42.92 | $3.00 | $6.00 | $42.92 | |
Saturday8:00am - 10:15pm **Caretaking fee of $57.50/hr are charged in addition to Rental rates (minimum 2.0 hrs for Elementary and 2.5 hrs for Secondary facility) | Single Gym | $24.80 | $31.00 | $96.46 | $24.80 | $31.00 | $96.46 |
| Double Gym | - | - | - | $66.40 | $83.00 | $260.00 | |
| Triple Gym | - | - | - | $91.20 | $114.00 | $356.46 | |
| Classroom | $4.80 | $6.00 | $106.00 | $4.80 | $6.00 | $106.00 | |
| Cafeteria | - | - | - | $35.20 | $44.00 | $129.60 | |
| Library | $12.40 | $15.50 | $129.57 | $30.00 | $37.50 | $183.40 | |
| Auxiliary | $4.80 | $6.00 | $106.00 | $4.80 | $6.00 | $106.00 | |
| Caretaking fee minimum per booking | $115.00 | $115.00 | $115.00 | $143.75 | $143.75 | $143.75 | |
Sunday and Holidays8:00am - 10:15pm **Caretaking fee of $77.00 per hr are charged in addition to Rental rates (minimum 2.0 hrs for Elementary and 2.5 hrs for Secondary facility) | Single Gym | $24.80 | $31.00 | $96.46 | $24.80 | $31.00 | $96.46 |
| Double Gym | - | - | - | $66.40 | $83.00 | $260.00 | |
| Triple Gym | - | - | - | $91.20 | $114.00 | $356.46 | |
| Classroom | $4.80 | $6.00 | $106.00 | $4.80 | $6.00 | $106.00 | |
| Cafeteria | - | - | - | $35.20 | $44.00 | $129.60 | |
| Library | $12.40 | $15.50 | $129.57 | $30.00 | $37.50 | $183.40 | |
| Auxiliary | $4.80 | $6.00 | $106.00 | $4.80 | $6.00 | $106.00 | |
| Caretaking fee minimum per booking | $154.00 | $154.00 | $154.00 | $192.50 | $192.50 | $192.50 | |
Outdoor Fields and ParkingWeekday, Monday - Friday (excluding holidays) 6:00pm - 10:15pm Weekends, Saturday - Sunday 8:00am - 10:15pm School Closure, Monday - Friday 8:00am - 4:00pm | Parking Lot (with facility booking) | $3.20 | $4.00 | $4.80 | $3.20 | $4.00 | $4.80 |
| Parking Lot | $8.00 | $10.00 | $12.00 | $8.00 | $10.00 | $12.00 | |
| Sports Field | $14.00 | $17.50 | $21.00 | $42.80 | $53.50 | $64.20 | |
*Base Rental Fee does not include subsidy. Grant decisions will be communicated by the end of August, annually.
** Caretaking fees for Saturday, Sunday and Holidays will be charged a minimum of four (4) hours at $38.50/hr if notice of permit cancellation is not provided at least three (3) business days prior to the start of the permit. The minimum number of caretakers required is determined by the size of the permit, therefore additional staff may also be required.
***The total permit charge will be calculated as the sum of: Administrative Fee + Base Rental Fee + Caretaking Fee (where applicable) + Event Specific surcharges (where required)
Administration Fee (non refundable): $65.00
Permit Revision Fee: $20.00
Non-Sufficient Funds (NSF): $50.00
All rates are hourly and subject to HST
Rentable Equipment | Hourly Rate |
| Basketball Hoops | $2.00 |
| Volleyball / Badminton Posts | $3.00 |
| Floor Hockey Nets | $2.00 |
| Chairs | $0.25 each |
| Tables | $2.50 each |
Permit Holders must provide their own basketballs and volleyballs. School balls will not be made available.
Permit Holders must provide their own badminton and volleyball nets. School nets will not be made available.
No permit holder equipment may be stored at schools. It is the responsibility of the permit holder to bring with them all required equipment.
Permit Applications
Visit eBase to submit your permit application
Submitting a Permit for Multiple Days
You will need to place separate permit requests for each day of the week you are looking to permit/per school. We will no longer accept one permit application for multiple weekdays. For example:
Brigitte’s Basketball Club Practices:
September 21, 2026 – April 30, 2027: Mondays and Wednesdays, 6:00pm-8:00pm
- Place two (2) permit requests, one (1) for every Monday and one (1) for every Wednesday
Permit Communications
Please check the eBase site frequently for updates and messages about your permit request. You will be notified electronically once your permit has been completely processed or if we are unable to grant your request.
Payment Processing
Using the credit card option for monthly payments ensures a zero balance at the end of each month and at the end of your permit. You will be charged for the actual usage at the end of each month. This will also result in a quicker turn around in receiving your permit as the postdated payments will not have to be received before we forward your permit to you.
Frequently Asked Questions
Permit fees represent the cost recovery use of school facilities to make the spaces available on an hourly basis. Discounts may be applied based on the permit type.
The Ministry of Education provides grants to school boards to reduce permit fees for registered charities and some not-for-profit community groups. Grant funding is intended to encourage use of school facilities for community programming that is free or low cost to participants and promoted widely to the local community.
To support fiscal responsibility and avoid overspending, grant allocation is assessed once we begin processing the permits. Funding is distributed to qualifying applications throughout the year. To support equity of access and support wider grant allocation, there may be limits to the number of permits an organization receives grant funding for.
Grant allocations are determined on an annual basis by the Ministry of Education. Funding is fixed, and once the grant has been spent, further allocations are not possible.
Grant decisions will be communicated by the end of August every year.
Yes. All permits must have insurance, or the permit will not be approved. Your Certificate of Insurance must have a minimum of $2 million general liability and must name the York Region District School Board as the additional insured.
Option 1
Purchase directly through the new Ontario School Boards’ Insurance Exchange digital portal with Instant Risk Coverage (IRC). Permit holders can create an account and apply for coverage anytime, 24/7.
For questions, email our insurance partner IRC at support@ircnow.com or call IRC at 1 (800) 517-1390.
Option 2
Contact your own Insurance Provider to obtain coverage.
This change ensures consistent, reliable coverage for all groups using school facilities and aligns with provincial insurance standards for community access. User Group Insurance provides protection for both permit holders and the Board in the event of accidental injury or property damage during community activities.
We appreciate your partnership in keeping our schools safe, accessible, and well‑protected for community use. If you have questions about the Facilities User Group Insurance Coverage, please contact 1-800-517-1390.
We value the work community organizations do to support youth, including those who attend YRDSB schools. However, community use of schools happens outside the regular school day and requires additional staffing, utilities, cleaning, and maintenance. These costs are not funded through the Ministry’s education budget.
To keep facilities safe, clean, and available for everyone, a cost‑recovery model is required. Fees ensure that the Board can continue offering access to school spaces without diverting resources away from classroom learning.
We understand the concern about difference between school boards. YRDSB’s updated fee structure aligns with the Ministry’s cost‑recovery expectations and reflects the actual expenses required to open, staff, and maintain facilities for community use.
While some boards apply the grant up front to reduce posted rates, YRDSB applies the funding once permit applications are received to reduce fees and keep them as equitable as possible while still ensuring financial sustainability.
These changes will not result in additional revenue for the board as we will operate on a cost-recovery model for non-profit organizations.
While we strive to support community use of school facilities, repeated repair and replacement costs have made it unsustainable to continue offering certain equipment. This change helps to ensure that school resources remain available in good condition for student programming during the instructional day.
York Region District School Board schools are heavily used by community members for weeknight, weekend and required school maintenance.
Permit denied notices are sent out when the day, time, and location that you requested have already been permitted by another party.
If you receive a notice, please use the search function in the online portal to locate vacant (unpermitted) spaces in our schools. Staff will not be looking for alternate spaces on the permit holder's behalf.