Government of Alberta Use of Federal Public Building Second Floor Venues and First Floor Concourse
The Venue Services branch of the Legislative Assembly Office (LAO) operates the concourse and second floor venues of the Federal Public Building, 9820 - 107 Street NW, Edmonton, Alberta T5K 1E7.
Venues are available for Government of Alberta bookings subject to the guidelines and conditions below.
To Book a Room
- Read the guidelines and conditions below.
- Complete and submit the booking form below. Venue Services staff will contact you to confirm requirements or will send a booking confirmation.
- If catering is required on the second floor, contact Leah Kirtio, Venue Services Assistant, as soon as possible at leah.kirtio@assembly.ab.ca or 780-427-1267, even if you don’t have a final count of attendees. If you arrange your own catering for the concourse, ensure the required insurance and permits are in place.
- Make arrangements with a conference call service provider if teleconferencing.
- Make arrangements for audio or video streaming if required.
- Ensure sufficient insurance is in place, including coverage for any entertainers.
- Arrange room configuration with Venue Services. The floor plan and sample room configurations below may be helpful.
- 48 hours before your event, provide Venue Services with a list of attendees’ names by filling out the Federal Building Visitors Log and e-mailing to venueservices@assembly.ab.ca.
- If rentals are required, please note that the loading dock is open from 8:30 a.m. to 3:30 p.m.
Policies and Guidelines
- Bookings are for Government or Legislature business, not for private events.
- As well, Legislative Assembly related business takes precedence. To accommodate, Venue Services staff may contact you to rebook.
- Other than the Legislative Assembly activities, which take priority, venues are available on a first-come basis.
- Venues are available during regular business hours, weekdays from 8:15 a.m. to 4:30 p.m.
- Venue Services staff arrive 30 minutes prior to bookings to accommodate set up.
- Bookings must be made by the Office of a Deputy Minister.
- Bookings can be made up to a year in advance.
- For the Capital View or City View reception rooms or the concourse please book at least one week in advance. The caterer may require additional notice.
- For other rooms at least two business days’ notice is requested for bookings, time changes, and cancellations. The caterer may require additional notice.
- Venues are provided as is. Venue Services does not provide additional equipment, supplies, or materials.
Technology
- Venue Services staff can assist with connecting your laptop for a PowerPoint presentation.
- Please bring your presentation on an unencrypted USB stick.
- The Governmnent of Alberta's network and some websties are not accesible via the LAO's network.
- Teleconferencing equipment is available in committee rooms; however, you’ll need to make arrangements with a conference call service provider.
- Limited internet access is available through LAO guest Wi-Fi services.
Catering
Concourse
- In consultation with Venue Services, event organizers may arrange catering of their choice for events on the concourse. Organizers are responsible for ensuring that the required licences and permits are in place and must provide copies to the LAO upon request.
- For events on the concourse, Venue Services does not provide access to our servery, tableware or any other supplies.
Second Floor
- Complimentary coffee, tea and water are available for bookings on the second floor with fewer than 60 participants.
- Venue Services has arrangements with a designated caterer, which has full use of our servery and supplies, training on use of our equipment, designated parking and security clearance. So that you can avoid the expense and effort of making special arrangements for access and equipment, we recommend using our designated caterer.
- We also have a short list of preferred caterers, who have limited access to the building and servery. We are unable to provide tableware for the use of a preferred caterer.
- If you choose to use a caterer that is neither designated nor preferred, no supplies or special access to the building or the servery will be provided.
- To reduce service charges, groups of 25 or fewer can request that catered food be dropped off on the second floor. For drop-offs, Venue Services staff may be able to provide carts with tableware.
- Note that approval of food and beverage requests with less than one week’s notice is based on availability and may have menu and service limitations.
- When food is served that requires tableware, organizers should arrange seating so that everyone can sit while eating. Extraordinary costs incurred to clean a venue after an event, such as shampooing carpets, will be passed on to the organizer.
- To make catering arrangements, please contact Leah Kirtio, Venue Services Assistant, at leah.kirtio@assembly.ab.ca or 780.427.1267.
Insurance, Permits, Licences, and Fees
- Users will be responsible for ensuring all necessary permits, licences and insurance coverage are obtained in advance and must provide copies to the LAO upon request.
- Event organizers are responsible to ensure adequate insurance is in place, including coverage for any entertainers or service providers. The minimum amount of liability insurance requires is $2,000,000.
- If food is being offered on the first floor concourse by anyone other than Bridges Catering, event organizers must provide a copy of required food preperation or handling licences or permits at least a week in advance and bring copies to the event.
- There is no room rental charge, but in some circumstances there will be a charge for security and other services, such as when the event is large or takes place outside of regular hours. Please contact LAO Venue Serices staff at venueservices@assembly.ab.ca or 780-643-3854.
- When food is served that requires cutlery, tables and seating should be arranged so that everyone can sit while eating. Extraordinary costs incurred to clean a venue after an event, such as shampooing carpets, will be passed on to the organizer.
Security
- 48 hours before your event, you must provide Venue Services with a list of attendees’ names by filling out the Federal Building Visitors Log and e-mailing to venueservices@assembly.ab.ca
- Unless you will be using the grand staircase, please advise your attendees that access cards provided by Federal Building security enable entry to the second floor via the elevators only.
Information Disclosure
The LAO may disclose information about an event held at a venue, including but not limited to the date and time of the event, the type of event, the organizing group, the number of guests in attendance, and the number of staff provided by the LAO.
Committee Rooms
Committee rooms are equipped with built-in microphones, projector and screen, Internet access and a teleconferencing system (but users must make arrangements with a teleconference service provider). Food is not permitted in the committee rooms. There is additional theatre-style seating at the back of these rooms.
Grassland Room
Seats 36 people at one large table; a 10-seat breakout room is attached
Rocky Mountain Room
Seats 36 people at one large table; a 10-seat breakout room is attached
Reception Rooms
Reception rooms are equipped with a projector and screen. A microphone system and podium can be provided if requested in advance. Rooms do not have teleconferencing or videoconferencing capabilities. Video cannot be transferred between reception spaces. Food is permitted.
Reception rooms do not allow for photo shoots, media calls or personal events.
Capital View Room
Up to 150 people depending on configuration
- minimum 60 participants required
Sample Room Configuration Options
City View Room
Up to 200 people depending on configuration
- minimum 60 participants required
Sample Room Configuration Options
Meeting Rooms
Meeting rooms are equipped with a projector and screen and Internet access. These rooms do not have teleconferencing or videoconferencing capabilities. Food is permitted.
Boreal Forest Room
Seats 48 at 12 small rectangular tables that can be configured in various ways
Disclaimer
Venue Services reserves the right to approve room configurations. For example, the tables from the Boreal Forest Room may not be moved to other rooms.
First Floor Concourse
- Availability is subject to exhibition schedule.
- Up to 300 people depending on configuration.
- Availability of A/V, tables and chairs is limited.
- Client may rent additional A/V, tables and chairs to supplement what is available.
- Client may use any caterer on this floor.
- Alcohol service is not allowed on the concourse.
Download
- Click here to access the booking request form. The Office of the Deputy Minister must submit the booking request form.
- Questions about rooms and services can be directed to venueservices@assembly.ab.ca or call 780.643.3854.