Frequently Asked Questions

Permit applications should be submitted as early as possible. Key submission dates for bulk processing are generally:

• June 1 – School Year Indoor Permits
• January 31 – Outdoor Field Permits
• March 1 – Summer Indoor Permits

Bulk processing commences only after the applicable submission deadline has passed to ensure all applications received during the submission period are considered together during the initial allocation process.

Applications submitted outside the bulk processing period should be submitted at least three (3) weeks before the requested permit start date. The Permit Office aims to process complete applications within 10 business days, subject to school approval, staffing availability, and receipt of all required documentation.

A temporary $2 authorization may appear on your credit card when you create a new permit account. This is a standard verification process used to validate the payment method and is not a permit fee. The authorization is automatically reversed by your financial institution, typically within a few business days, depending on your card issuer.

Applications are reviewed by the Permit Office in consultation with the School Principal. Once all required documentation, insurance, and payment have been received, the permit will be finalized.

All communication between the applicant and the Permit Office occurs through the eBase Discussion Portal.

• Bulk applications are processed following the applicable submission deadline.
• Applications submitted outside the bulk processing period are generally processed within 2–3 weeks, subject to availability and receipt of all required documentation.

Once your permit has been approved, you will receive an automated email notification from eBase. Please review your permit carefully to ensure all dates, times, locations, fees, and conditions are accurate.

Permit applications remain pending until all required approvals, documentation, insurance and payment requirements have been satisfied. Processing timelines may also vary depending on school operational requirements and application volumes.

Yes. Requests for amendments or cancellations must be submitted through the eBase Discussion Portal at least seven (7) business days before the affected permit date. Applicable administrative fees may apply.

Accurate participant numbers help ensure appropriate staffing, emergency preparedness, and compliance with Ministry reporting requirements that support Community Use of Schools funding.

The Event Supervisor is the individual responsible for the permitted activity while it is taking place on TDSB property.

The name and contact information of the Event Supervisor must be provided before the permit begins to ensure that TDSB staff know who is responsible for the group during the permit.

The Event Supervisor is expected to:

• Be present on site for the duration of the permit.
• Present a copy of the permit upon request.
• Ensure participants comply with the permit terms and conditions.
• Serve as the primary point of contact for TDSB staff, including caretaking and security personnel.
• Respond to operational issues and emergency situations, if required.

Providing this information helps ensure the safety of participants, facilitates communication with TDSB staff, and supports the effective management of the permitted activity.

Yes. You are encouraged to remove any known conflicts or unavailable dates before submitting your application to avoid unnecessary amendments.

No. The TDSB Permit Fee Schedule applies consistently across all schools. Refer to the Permit Categories and Fees for current rates.

Organizations eligible for Not-for-Profit consideration generally include:

• A registered charity
• A registered not-for-profit organization
• A non-incorporated group operating on a not-for-profit basis

Refer to the Permit Categories and Fees document for eligibility requirements and available subsidies.

Use the Catalogue to view photos and space details.

Use the Booking Portal Calendar to view real-time space availability.

• School Year: (September – June) Weekdays: 6:00 PM – 10:00 PM, with variations based on site supervision. Weekends: Saturdays: 8:00 AM – 6:00 PM & Sundays: 8:00 AM – 3:00 PM.
• Summer: (July & August) Mon – Fri: 8:00 AM – 5:00 PM (Subject to availability). Community Use of Schools during July and August is primarily reserved for approved daytime summer camp programming. Evening and weekend permits are not available during July and August.
• Outdoor Fields:
  • Grass fields: May 15 - October 15
  • Artificial Turfs: April 01 - October 31

Full details can be found at Permit Dates and Times of Use.

• Gymnasium Permits are only issued in 2-hour time blocks to promote equitable access for all users. Weekdays: 2 hours (6-8 pm or 8-10 pm), 4 hours (6-10 pm).
• Weekends: Minimum 3 hours. (For Classrooms – at least 5 classrooms must be booked). Permit holders are responsible for ensuring their booked time includes all setup, cleanup and takedown activities.

No. Your permit start time is the earliest time your group may enter the facility, and your permit end time is the time by which all participants must have exited the building. Any time required for set-up, preparation, cleanup, and takedown must be included within the booked permit time.

Early entry or remaining in the facility beyond the permitted end time may result in additional facility and caretaking charges.

Permits are not available on statutory holidays, designated school breaks (e.g., winter, March Break, Easter Monday), the first week of September, and the last two full weeks of June. Summer - the last two weeks of August are not available for permits.

Unless otherwise instructed, access the school through the main entrance at the scheduled permit start time. For any access issues while on site, call the TDSB Emergency Call Centre (416-395-4620).

No. Gymnasium divider curtains/partitions remain open during community permits.

Yes, at the Principal’s discretion.

Our Booking system does not allow us to issue two permits for the same space. If a conflict arises, contact TDSB Emergency Call Centre (416-395-4620) and please ensure to notify Permit Office the next business day.

Include your request in the comment box (Step #4 of the Permit Application process) of your permit application or in eBase Discussion Portal after submission.

Historically, weekend facility rental fees were intended to recover the full cost of providing access to school facilities. However, the fee structure did not keep pace with actual operating costs and did not fully account for operational and staffing costs associated with things like utilities and supplies, as well as caretaker support outside of regular operating hours.

To provide greater clarity around the true costs of renting space in schools, the TDSB has updated its fee structure so that weekend caretaking charges are now calculated separately from facility rental fees. This change ensures transparency and better reflects the cost of opening, program duration and closing school facilities outside of regular hours on weekends.

Weekend caretaking fees cover the cost of dedicated staff who operate the building outside standard operating hours, including:

• Opening and preparing the facility prior to the arrival of groups
• Providing access to the building and monitoring facility safety while groups are present
• Cleaning, resetting, closing, and securing the school after permit times ends

Weekend caretaking fees are calculated based on:

• Requested hours & timing: weekend use falls outside regular operating hours and results in additional costs, as staff are required to be on site for a minimum length of time.
• Space type: the specific area or facility being used (e.g., indoor spaces, swimming pools).
• Staffing requirements & collective agreements: operational requirements, mandatory minimum shift durations, and collective agreement obligations required to staff the building.

Even when multiple groups use a school on the same day, caretaking charges are calculated based on the specific operational requirements of each individual permit. These costs are determined based on:

• Operational & staffing costs: caretaking fees cover the cumulative staff hours required to support all scheduled activities throughout the day, including setting up, re-setting spaces between uses, monitoring facility access, and performing required opening and closing procedures for each permitted time slot. Staffing costs are allocated across permits to reflect the overall operational impact of each booking.
• Individual assessments: charges are assessed per permit so that each booking is independent. This ensures that if one group cancels or modifies their booking, it does not impact another group's billing, access, or schedule.

Charging weekend caretaking fees better reflects the true cost of operating school facilities on those days and ensures that the community use of these spaces does not divert educational resources away from the classroom.

Weekend caretaking rates are standardized and applied consistently across TDSB facilities according to the approved Permit Fee Schedule.

If weekend costs pose a challenge for your organization, the following options are available:

• Consider weekday bookings: weekday permits are significantly more cost-effective because the building is already open and staffed accordingly.
• Adjust permit duration: reducing or consolidating your weekend hours can reduce overall costs associated with caretaking.
• Contact the TDSB’s Permit Unit: staff can review your permit details and help identify potential alternatives or more cost-effective booking options.

For questions about your charges or assistance reviewing permit options, please contact the TDSB Permit Unit by email at: [email protected] or by phone: 416-395-7666. 

Yes. A valid Certificate of Insurance naming the Toronto District School Board as an Additional Insured with minimum $2,000,000 liability coverage is mandatory.

• Private or Social functions. (e.g., weddings, parties and similar celebrations)
• Activities conflicting with TDSB programming or policies.
• Activities violating laws or regulations.

Your permit provides access only to the space(s) identified on the permit, along with tables, chairs, and fixed gymnasium equipment located within that space. The use of any other school equipment is not included with your permit. If a permit holder wishes to request the use of additional school equipment, arrangements must be made directly with the school Principal and are subject to the Principal's approval. Permit holders are responsible for providing their own equipment and supplies and must remove them at the end of each booking.

No storage space is provided.

Security personnel are required for special events or tournaments with large attendance to assist with crowd control, ensure participant safety, and protect school property. Where required by the Permit Office, permit holders are responsible for arranging security personnel and paying all associated costs in accordance with TDSB Security procedures.

Use of specialized equipment such as auditorium lighting and sound systems requires operation by TDSB-assigned technical staff and/or stage crew. If requested on the permit application, the Permit office will arrange for qualified technicians, and related fees will be added to your permit contract.

A caretaker will be on duty during your permit time and is available only for urgent matters, unlocking approved spaces listed on your permit, and access to designated washrooms etc.

You can expect the facility to be in a safe and operational condition. Any concerns should be reported directly to the Permit office. For pool bookings, water temperature will be maintained between 78–82 degrees Fahrenheit.

Please direct all inquiries or concerns to the Permit office through the eBase Discussion Portal in your permit account. If further resolution is needed, you may request that the matter be escalated to a Supervisor or Manager within the Permit office. You are also welcome to share feedback using the Quality of Service Feedback Form available on the Permits page.

Refer to your permit for contact details and call the 24-hour TDSB Call Centre (416-395-4620).

Barbecues are not permitted on TDSB property by permit holders under any circumstances.

Permits are not issued for bouncy castles, jumping castles, water slides, or similar inflatables for community groups. Community groups are not permitted to use such equipment due to the high-risk nature and insurance and safety requirements.

Outdoor field permits do not include access to washrooms or entry to the school building.

Access cards or key fobs are not provided for community members. Access to the school site must be coordinated directly with the on-duty caretaker for indoor permits only.

Wi-Fi access is not available as part of your permit.

The Board may cancel permits due to inclement weather, emergency situations, operational requirements or facility closures. Permit holders will be notified where possible.