Here is a list of our most frequently asked questions when people are considering booking one of our event spaces. If your question isn't listed or you need more information, please contact our Event Curator for details.
how do I inquire about booking an event?
We have you fill out an initial event request form and our Event Curator will be in touch to set up a tour or discuss your event with you over the phone.
WHEN are THE ROOMs AVAILABLE?
The Parlour Room is available weekdays after 5pm and all day Saturday and Sunday. It is not typically available M-F during the day because The Commoners use the space during that time, however, depending on the nature of your event, exceptions can be made.
IS THERE A MINIMUM BOOKING TIME?
CAN MY PHOTOGRAPHER/EVENT PLANNER/PARENTS/FRIENDS/COLLEAGUES COME SEE THE SPACE?
Of course - just please book a time with our Event Curator in advance.
TYPES OF EVENTS WE'LL HOST
THE PARLOUR ROOM: Because the room is fully furnished in expensive velvets and leathers, we are very particular about the events we host in the space. Only low-key, professional events are encouraged.
THE HEMINGWAY ROOM: As a ‘blank canvas’ with character, The Hemingway Room is adaptable to larger professional events - including strategic workshops, annual general meetings and networking gatherings, as well as the occasional social soiree.
THE COMMODORE ROOM: Our most quaint and cordial event venue, The Commodore Room spans 380 square feet, yet surmounts its stature in architectural charisma. A room fit for elegant dinner parties, small art exhibitions, creative classes and colloquiums alike, the room can host both small social affairs as well as robust business functions.
WHAT IF I NEED TO CANCEL MY EVENT?
For meeting & event bookings in our large rooms, The Hemingway Room and The Parlour Room, please contact us for the cancellation policy.
can i book the night before and the morning after to set up & tear down?
Depending on the particular room's booking schedule, we can offer flexible options so that you can bring your event vision to life with a little extra time!
WHAT Are THE VENUE RENTAL COSTS?
Every event is unique and we tailor each event package to suit your particular needs. You may require event planning, room set up, design details or you may be more of a DIYer! All of this factors into the end price. We suggest sending us the details of your event and we can give you a better idea of costs.
DO I NEED TO PAY GST?
Yes, GST will be added to all invoices.
HOW DO I PAY FOR MY ROOM?
We will send you an invoice that you can pay by direct deposit, cheque & credit card (restrictions apply). If you are a member we can invoice your account directly - no fuss!
WHEN DO I PAY?
We require a 50% non-refundable payment to secure your date and time. The final payment is due 30 days or 90 days prior to your date depending on the nature of your event.
IS THERE A CONTRACT?
Yes we will draw up an agreement which you can sign online so everyone is on the same page regarding your event details.
IS THERE A DISCOUNT FOR BOOKING MULTIPLE EVENTS AND/OR ROOMS?
We encourage you to check out our Chamber membership which provide extensive discounts throughout our collection of meeting and event spaces. In addition, members receive invitations to exclusive internal events that cater to the entrepreneurial spirit.
Do I need to pay a damage deposit?
Yes a damage deposit will be charged 5 days before your event and returned within 48 hours after your event assuming no damages.
CAN I USE MY OWN EVENT PLANNER?
Certainly! In fact we encourage it. Event planners really help with all the details and can save you time and money in the end.
Do you offer event planning services?
Yes - for an additional charge we offer event planning services such as rentals, liaising with vendors such as caterers, musicians and bartenders and essentially bringing your vision to life. We work with a team of event planners who specialize in a myriad of event styles, so you are sure to get the expertise you require.
Will you design our event for us?
Yes! We love designing events which includes determining the decor and ambiance of the event space to match your theme and vision. We can also provide graphic design services such as invitations, posters, and fine stationery details such as place cards, signage and thank you cards.
DO YOU HAVE PREFERRED VENDORS?
Absolutely; we are happy to recommend some exceptional companies that can help make your event even more memorable.
DO you PROVIDE CATERING?
We have a great relationship with local gourmet caterers we'd be happy to put you in touch with. Contact our Event Curator to discuss the food & beverage options available.
CAN MY vendors COME AND DROP THINGS OFF EARLY?
Only if pre-arranged. We have limited storage space so in some cases we will not be able to accommodate early equipment drop-offs or late pick-ups.
WILL YOU SET UP THE ROOM FOR US?
In The Parlour Room and The Commodore Room, the room set up is included in the rental fee. For the The Hemingway Room, our blank canvas, you can set up the room however you choose or we can do it for you for an additional fee.
QUESTIONS ABOUT THE ROOMS
what is the capacity and room sizes?
The capacity of The Parlour Room is 100 and is 1800 sq ft. but we are able to accommodate more people if you wanted to also use our adjoining rooms. The capacity of The Hemingway Room is 155 and is 3000 square feet. The Commodore Room is a cozy and quaint 380 square feet with a capacity of up to 25.
IS THERE A FULL KITCHEN/PREP AREA FOR MY CATERERS?
In all of our three spaces we have kitchens with prep areas available for your culinary arrangements. Please note we do not currently have a full kitchen available (i.e.: no stove and oven) in any of our spaces.
WHAT ARE THE ROOM LAYOUT OPTIONS?
We have a variety of room layout options that we can offer based on your unique affair. During your tour we go over your needs in detail and draw up a room layout tailored to your specific requirements.
FURNISHINGS & TECHNOLOGY
In The Commodore Room, we can arrange available furnishings to best suit your event, workshop or alternatively - completely clear the room for yoga classes, photo shoots and pop-up shops. Technology includes wireless internet, a 70" monitor, Apple TV and Google Chromecast.
The Hemingway Room is known for its adaptability as a beautiful ‘raw canvas’ with its towering exposed brick walls and sleek concrete floors. With the rental of this room, we are happy to include a limited amount of tables, chair and bar stool offerings as listed here. For further accoutrements, we would be happy to provide recommendations on rental companies based on your particular requirements. Technology in The Hemingway Room includes a projector, microphone and speaker.
DECOR, furniture AND MUSIC
CAN WE PUT UP OUR OWN DECOR?
Of course, but all decor must be pre-approved. Nothing can be mounted to the ceiling or walls without approval and no tacks, pins or other materials that may damage the walls, ceiling, floors or furniture may be used at any time. No glitter, confetti or other hard-to-clean items are allowed.
CAN WE BRING IN OUR OWN LIGHTING?
Yes, but please let us know if you plan to hang anything or change the lighting currently in the room in any way.
CAN WE USE YOUR FURNITURE?
The furniture that is currently in the room is included in the venue cost (at our discretion). If you need furniture from another room we have rentals fees associated.
CAN I MOVE FURNITURE AROUND THE ROOM?
You can move furniture within the room with prior approval.
CAN WE BRING IN OUR OWN PROPS/FURNITURE?
Yes, but please let us know what you will be bringing in and when it will be delivered and picked up. Please note we do not typically allow for storage of props or furniture before or after your event.
CAN I HAVE A BAND? IS THERE A DANCE FLOOR?
Absolutely; although The Parlour Room can accommodate a small band or a dance floor given the right room layout, we recommend hosting your shimmy-and-shake in The Hemingway Room for a more comfortable experience for both guests and band members.
CAN I HAVE CANDLES AND/OR OPEN FLAMES?
Unfortunately because our building is a heritage building and due to fire code we cannot allow for open flames.
FOOD AND BEVERAGE
IS COFFEE AND TEA PROVIDED?
Included in your room rental, we provide gourmet drip coffee and a selection of high-end teas sourced from our local Rosso Coffee Roasters. We also serve specialty on-demand coffees - such as lattes and cappuccinos.
CAN I BRING IN MY OWN FOOD?
Let's chat about what you're envisioning! You can bring in homemade meals or use one of our fabulous preferred vendors who know the inner-workings of our space. You're welcome to bring in external caterers at an additional fee.
DO I NEED TO PROVIDE MY OUR GLASSWARE / CUTLERY / PLACE SETTINGS?
Yes, but if you have a caterer they often bring all of that with them. We'd love to offer you the use of our glasses and dish ware but unfortunately, since we don't have an industrial grade dishwasher (which can handle large amounts of dishes and cleans in a short amount of time), we can't legally offer this to you for hygienic reasons.
CAN I SERVE ALCOHOL?
We aren't currently licensed (but we are working on it!), therefore you are welcome to provide your guests with some bubbly but you will require a liquor license.
WHAT KIND OF LIQUOR LICENSE DO I NEED? HOW DOES THAT WORK (PRIVATE VS PUBLIC EVENTS)?
All events serving alcohol require a liquor licence. If you are having a private function this permit is easy to acquire at your local liquor store when you buy your alcohol (we suggest buying it at the same time as sometimes stores do not provide it if you do not purchase your alcohol from them). The cost of the license is usually around $25.
If your event is open to the public, you'll need to plan a bit in advance to gain a liquor licence. We can help guide you, but we suggest you consult the Alberta Gaming and Liquor Commission to learn more about this process and the costs associated.
HOW DO I MAKE SURE PEOPLE GET HOME SAFE?
If you are planning on people drinking, we insist that you have a pre-planned system to get them home. This may be designated drivers, Keys Please, Taxi chits etc. This is for your protection and ours as you are liable for your guests' safety.
QUESTIONS ABOUT THE DAY OF THE EVENt
WILL ANYONE BE ONSITE FOR MY EVENT?
Yes an event attendant will be onsite before, during and after your event to make sure everything runs smoothly.
CAN I ARRIVE PRIOR TO MY BOOKING TO GET SET-UP?
Unfortunately we cannot accommodate early arrivals unless pre-arranged. All required time, including set-up and take-down, must be included in your total booking time.
DO I NEED TO CHECK-IN/OUT?
Please check-in with our event attendant upon arrival, who can get you settled and introduce you to the amenities available in our space. We will touch base with you a half hour before the end of your booking and when you are ready to leave let us know and we will do a walk through of the space.
DO I NEED TO CLEAN UP?
We ask all of our clients to leave the room exactly as they found it. We include a cleaning charge on all rentals, but this is for the heavier cleaning such as mopping floors and cleaning bathrooms. Light cleaning and waste removal is the responsibility of our clients.
CAN I COME IN THE NEXT DAY TO CLEAN UP?
If you would rather come in the next day we may suggest you look at our second event space, The Hemingway Room, where we can be more flexible with clean up times.
WHAT IF I GO OVER MY ALLOTTED TIME?
Please notify us at least an hour prior to your event's end time if your schedule has shifted. Based on our staff availability, we'll determine how we can best accommodate you and your guests. Additional costs will be deducted from your damage deposit.
QUESTIONS ABOUT INSURANCE
DO I NEED EVENT INSURANCE?
Yes, every event we book requires its own special event insurance. If you or your company does not already carry this, we can recommend an insurance provider that can do this for you online or over the phone within 48 hours.
As the host of your event, you are responsible for the safety of your guests. Special event insurance protects you from mishaps and accidents. We carry our own insurance but our insurance does not cover your event or your guests.
We require proof of insurance 5 days before an event. If you cannot provide us with the proof, you will not have access to the room. Event insurance is typically $150.