Policies | Caterer Guidelines | Audio/Visual | Vendors | What's Included

Policy and Procedures



Hold Policy

Your date can be placed on a courtesy hold for 2 weeks. If another client wants to contract the venue on the same date, the first client will have 24 hours to respond and pay the non-refundable booking fee to reserve the date. Otherwise the hold will be forfeited and given to the second client.



Rental Fee, Deposits, Payments and Other Charges

Rental Fee: To secure your date, a signed Rental Agreement and the non-refundable booking deposit amounting to 25% of your rental fee (+gst) is required within 30 days of receiving your Booking Request; otherwise the tentative booking will be cancelled. This fee counts towards your total rent. The rental dates are not secure until both the deposit and signed Rental Agreement are received. At this time, the Facility Coordinator will review the booking with you. For this reason, all booking confirmations should be done in person.

Final Payment: An invoice for the rental will be sent to you; this invoice must be paid in full not less than 90 calendar days prior to the event. If payment is not received by this time, we reserve the right to cancel the event and any obligations, implied or in writing, that have been made.

Damage/Cleaning Deposit: A separate refundable damage/cleaning deposit of the greater of $225 or 50% of the rental fee is required and must be paid not less than 90 days prior to the event. This deposit does not count towards your total rent. The damage deposit fee will be confirmed with Facility Coordinator. Any balance of costs resulting from additional negotiated services, penalties, damages or cleanup costs incurred through the course of the event will be deducted from the security deposit, if in excess of the security deposit the balance will be charged against the credit card on file or will be invoiced directly to the Renter and are due within 10 business days of the event. Security deposits, less any deductions for cleaning and/or damages, will be returned within ten days of the conclusion of the event.

SOCAN Fees: If required SOCAN Fees will be added to your rental fee and forwarded to them on your behalf. Please see attached sheet taken from SOCAN website.

Payment: Accepted forms of payment are cash, check and/or e-transfer. A returned check fee of $60.00 shall be applied to all returned checks.

Final Checklist: At least two weeks prior to the event we require the estimated number of people attending your event.



Cancellation Policy

All cancellations must be received in writing 90 calendar days prior to your event. Cancellations must be in writing, by fax, or email to the Facility Coordinator at Beveridge Landmark Events.

If desired, you may transfer to an alternate date within one year, pending availability. Any change of date must be in writing. Renter will be responsible for any additional fees as a result of yearly changes in fee structure.

If you cancel the event more than 90 calendar days prior to the event, all deposits and monies paid will be refunded, less the initial non-refundable booking fee.

If you cancel the event less than 90 calendar days prior to the event, you will lose all payments made.



Rental Hours

All events must take place between the hours of 10:00 am and 2:00 am, or as agreed to in your Rental Agreement. Events, including consumption of alcohol, must start no earlier than 10:30 am (noon on Sundays and holidays) and be ended by 1:00 am, with all guests vacated by 2:00 am, otherwise, a penalty of $500 per hour or any portion thereof will be charged.

All vendors/service providers must have the rental areas cleaned up and vacated by 2:00 am. Before the event, you should assign someone to be in charge of clean-up at the end of your event. This will help ensure that you are able to vacate the property on time, avoiding any penalties. Before vacating the facility, the designated person must do a site and equipment inspection with the facility host on duty.

This would include:

  • removal of all decorations and equipment
  • removal of all food and alcohol from the premises
  • removal of all garbage and/or recyclables to appropriate areas, must be bagged and tied properly
  • general cleanup of the facility and food/beverage service area

Decorating may begin at 10:00 am on the day of your event. Provisions may be made to drop off your decorations the day of or the day before your event. Please speak to the Facility Coordinator to arrange this.

At the conclusion of your event the designated person must notify the Facility Host prior to vacating, so that the area may be assessed and site inspection completed with photos of damages/cleaning. Should cleanup not be completed, or if any items are lost, stolen or damaged; cleaning and/or replacement will be invoiced to you.



USE OF PROPERTY / SPACE / ELEVATOR

Access to any space other than the designated rental area is prohibited. You are responsible for the behavior of all guests and service providers/vendors while in the facility.

Maximum Capacities:
  • The Ballroom - 200 (Including all staff)
  • The Murano Room - 300 (Including all staff)
  • The Cellar - 100 (Including all staff)
  • Studio One - 12-20
  • Studio Two - 12-20

The maximum guest capacity would be calculated depending on event or activity and will be required to comply with all fire regulations. Amounts exceeding the maximum person count are prohibited due to fire and safety codes.



Insurance

Special Event Liability Insurance: A special event liability insurance certificate of at least $2,000,000 and a policy endorsement that name Beveridge Landmark Events Ltd. as an additional insured for the duration of the event or activity is required and is your responsibility. If you have made arrangements to come in the day before to decorate and/or clean up the following day, etc, then your insurance must cover you for all occupancy dates.

If alcohol is being served, then the policy must contain “Host Liquor Liability” and all vendors and service providers must be insured accordingly.

All vendors and service providers working at the facility shall carry and maintain in full force and effect, while working at the facility, general liability insurance and policy endorsement naming Beveridge Landmark Events Ltd. as an additional insured.

These items must be submitted to our Facility Coordinator at least two (2) weeks prior to the event and can be purchased from your insurance broker or go to www.palcanada.com.

Beveridge Landmark Events reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol or drugs, or who shall in any manner do or participate in any act jeopardizing the rights, use permit, or insurability of Beveridge Landmark Events or the safety of its staff, guests or building contents.

You and any of your vendors/service providers working at the facility shall fully indemnify and hold Beveridge Landmark Events) harmless from and against any and all claims, actions, damages, losses, costs and expenses, including attorney’s fees and court costs, made against or sustained by Beveridge Landmark Events as a result of the Renter’s failure to comply with any or all City, Provincial and Federal governmental requirements.

You agree to comply with all applicable City, Provincial and Federal laws and should conduct no illegal act on the premises. This is a smoke and drug free facility. NO EXCEPTIONS. Alcohol may not be served to minors on the premises at any time. You will agree, for everyone’s safety, to ensure alcoholic beverages will be consumed in a responsible manner.



Staffing

A Facility Host will be on site during the event solely to address rental issues, answer questions and assist with the security of the building. They will act as your point of contact during your event. They will also be able to direct any emergency personnel or coordinate evacuation if necessary.

We also require that there is a person, designated by yourself, who will be responsible to notify the on-site facility host prior to vacating at the end of the event and to accompany the facility host so that the area may be assessed and final site inspection completed.



Wedding Rehearsals

A one hour rehearsal time is included in the wedding package which may take place the week before the wedding and will be based on availability. Officiant and/or wedding planner must be present. Clients must be flexible if their wedding rehearsal falls on a day when another day is booked at Beveridge Landmark Events. We will schedule a time for rehearsal which works for both parties.



Event Contact

If you are using Beveridge Landmark Events for a wedding event (service, reception, dance) please make sure there is an additional point of contact besides the bride or groom. When arriving for your event, make sure that this person introduces themselves to the Facility Host to discuss specific details of the event.



Site Visits

Site visits must be arranged with the Facility Coordinator.



Room Set-Up

The set-up and tear down will be provided by Beveridge Landmark Events staff; however decorations, table cloths and table settings are your responsibility.

Examples of floor plans are available for your perusal. Please ask the Facility Coordinator about these.

Room(s) will be set up as previously arranged with the Facility Coordinator. You must coordinate a time with the Facility Coordinator 3-4 weeks before the event to decide on the layout and discuss the details of the event. It is best if you plan a walk through preferable the day of the event or the day before and confirm that everything is to your expectation. The rental fee includes one set up which is always complete before 10:00 am on your rental date. If you wish to have tables and chairs removed and set up differently by facility staff during your event, an additional fee will be added to your package and form part of the Rental Agreement Addendum. Additional fee will be determined by number of staff required and time of day.



Decorations, Signs and Banners

All decorations and signs must be freestanding and cannot be hung on the walls or from the outside of the building - Nothing can be stapled, tacked or taped to any surfaces – no push pins, nails, screws or reusable adhesive (sticky tack, white tack, etc.)

Nothing can be attached to draperies or curtains.

Special requests must be presented to the Facility Coordinator for approval and can be discussed case by case.

Pyrotechnics, sparklers, confetti cannons, bubble machines/wands or haze machines are strictly prohibited. Items cannot block any entry ways, paths, exits, stairwells, or hallways at any time.

All items must be removed from the premises immediately following the event, by 2:00 am, unless arranged with the Facility Coordinator.

No items may be hung from the chandeliers.

Candles or flames of any type, whether enclosed or not, are strictly prohibited (unless used by professional caterers for the purpose of keeping chafing dishes warm or unless approved by the Facility Coordinator), these must be attended at all times. Unity candles during a wedding ceremony must have a protective floor covering underneath.

No tossables - confetti, rice, sand, bird seed, potpourri and absolutely no glitter or any kind is allowed inside the facility. Glitter is extremely difficult to remove and the use of glitter may result in a $1,200 clean up fee.

Flower petals must not be real and approved decorative confetti may only be used as table decorations and must be cleaned up entirely at the end of the event.

Helium balloons with approval of Facility Coordinator.

No bubble machines/wands or water displays allowed inside the facility.

Battery operated or electric flameless candles are permitted.

No gas or propane fixtures may be used or stored inside or outside of the facility.

We reserve the right to remove any decoration items that are not properly installed.

Please ensure that your décor specialists and volunteers understand these guidelines.



Music

Amplified music must be maintained at a reasonable volume and is only allowed inside the building.

All bands/DJs are required to have protective floor covering and may make use of mobile component stage (subject to availability). Band and DJ music must stop by 1:00 am. See that your musicians are aware of these requirements.



Audio and Lighting System

At this time as we are under construction, we are unable to provide information regarding these items – of course basic audio and lighting systems will be supplied. Other audio/lighting availabilities will be announced when complete



Photography

Photography will be permitted in contracted rental areas only. Please speak to the Facility Coordinator about your plans for photography.



Catering and Usage of all service areas for all vendors

All Caterers must review and sign the Catering Guidelines. Document must be submitted to the Facility Coordinator prior to sixty (60) days of the event.



Beverage Service Area Options

The Ballroom and The Cellar have one beverage service area each, The Murano Room has two service areas – one on each floor. Delivery times for supplies must be arranged with Facility Coordinator. All bartenders must have ProServ and proof of ProServ status must be provided to our Facility Coordinator. You are responsible to provide a copy of the liquor license/insurance, receipts for liquor purchase and liquor menu – liquor menu should be delivered at least 2 weeks prior to event. (Also see Catering Guidelines).



Load-In / Load Out (Delieveries)

If you have a delivery service bringing or picking up items for your event, delivery and pick-up times must be pre-arranged with the Facility Coordinator. Deliveries must be made through the rear service door.



CLEAN-UP / GARBAGE / RECYCLING

You and your service providers/subcontractors are responsible for cleanup of all rental areas, including damp mopping of major spills and any spills that could be deemed a safety hazard. Please be sure to discuss this with your caterer otherwise cleaning charges may be deducted from the damage/cleaning deposit. All cups must be emptied into the sinks before being placed in the trash receptacles. Restroom trash must be picked up from the bathroom floors.

Garbage dumpster and recycling bins are provided by Beveridge Landmark Events and all garbage (including table trash, cups, plates, plastic ware) and recyclables must be placed in trash bags and tied then taken to the appropriate bin before vacating the premises. Should you not want to remove empty liquor/beverage containers at the end of your event, they must be removed from all of the rental areas including food and beverage service areas and taken to the service room on the main floor of the facility and we will recycle them. Remove all decorations and items you have brought with you.

Vendors may use sinks to dispose of water-based organic liquids and food juices only (no oils) – there are no garburators in the kitchen sinks. Use of any equipment available must be discussed with the Facility Coordinator.

Rental space is expected to be left in the same condition at the end of the event that it was at the start of the event. Condition of the room is at the sole discretion of the Facility Coordinator.



Parking

Public parking is available.



Pets

No pets of any kind are allowed in the facility without prior approval of the Facility Coordinator with the exception of service animals as described in the rental agreement.



School Functions

For school proms and other student organizations, there must be 1 chaperone for every 25 students attending. The chaperones must be provided and approved by the school. Events must be school sanctioned. Names of chaperones should be provided prior to the event to the Facility Coordinator.



Youth Functions

For predominantly youth events, we require 1 chaperone for every 25 youth expected to attend. Chaperones must in the opinion of the Facility Coordinator be qualified for the role, such as parents, teachers, day care workers, youth pastors etc. Names of chaperones must be provided 10 working days prior to the event to the Facility Coordinator.



Holidays

Unless there is an event booked, Beveridge Landmark Events office will be closed on all National and Provincial Holidays including Christmas Eve, Christmas Day, Boxing Day, New Years’ Day, Alberta Family Day, Thanksgiving Day, Remembrance Day, Good Friday through Easter Monday.

There will be an additional fee if you choose to have your event on provincial/national holidays. Note that Beveridge Landmark Events facility will not be available for rental on December 24, 25 and 26.



Alcohol / Drug Policy

Alcohol will only be permitted in licensed areas and consumption must adhere strictly to Alberta Gaming & Liquor Commission guidelines. Alcohol is not allowed outside the licensed areas. Failure to comply with this may result in liquor service being terminated during the event.

  • In order to have liquor service, the Renter must obtain a liquor license which indicates the room/area, times and date of service. Consumption of alcohol must end no later than 1:00 am.
  • The Renter is responsible to give copies of the liquor license to the Facility Coordinator no less than seven (7) working days prior to the event for verification and posting in area of service on site for your event.
  • Unless otherwise stipulated, liquor may only be served to members of the Renters organization or invited guests. The event may not be advertised as being open to the public without prior approval of the Facility Coordinator.
  • Liquor will not be served to minors or intoxicated persons.

The Renter agrees to comply with all applicable City, Provincial and Federal laws and should conduct no illegal act on the premises. This is a smoke and drug free facility at all times. NO EXCEPTIONS. The Renter agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner.



Smoking

This building is designated non-smoking; smoking is never allowed inside the facility or within three (3) meters (10 feet) of any entrance/exit of the building. All individuals must comply with The City of Medicine Hat Bylaw No. 3762



Safety

Emergency exits must remain easily accessible (minimum 44” pathways) and may never under any condition, be blocked by tables, chairs, stages, people, decorations, etc. All seating aisles must remain clear of all obstructions whenever an audience is present.



Advertising

Beveridge Landmark Events logo may not be used on any materials without approval. Be sure to use the correct street address for Beveridge Landmark Events this is 620 2nd Street SE, Medicine Hat on your invitation.



Left Items

When renting your space at Beveridge Landmark Events, you will have the space from 10:00 am until 2:00 am. If items are brought the day before or left after 2:00 am, Beveridge Landmark Events will not be held responsible for anything stolen or damaged. All decorations such as vases, flowers, band items, etc. must be removed the night of the event by 2:00 am. In such cases where the vendor can’t come back until the following day, it must be arranged with our Facility Coordinator.



Changes to Rental Agreement

Any changes or adjustments to the Rental Agreement or the Caterer’s Guidelines Agreement must be noted in an Addendum which will form part of each agreement.