Use of Federal Public Building Venues by Not-for-profit Organizations
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. These venues are available for booking by not-for-profit organizations subject to the guidelines and conditions below as well as terms outlined in a user licence agreement. For more information contact Venue Services at 780.643.3854 or venueservices@assembly.ab.ca.
Note that on the 11th floor of the Federal Public Building the Government of Alberta also operates venues that are available for booking by not-for-profit organizations. For more information on those venues, visit the Government of Alberta’s web page on booking their meeting spaces in the Federal Public Building.
To Book a Room
- Read the guidelines and conditions below.
- Complete and submit the booking request form at the bottom. Venue Services staff will contact you to confirm requirements and, if the booking request is deemed acceptable, prepare a user licence agreement for your consideration and signature.
- Come for a site visit to see the spaces and confirm their suitability.
- Prepare to provide payment and documentation.
- 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 external services providers as required, such as a conference call service provider or AV firm for audio or video streaming.
- Confirm room configuration details 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.
Fees
- While there is no room rental charge, there is a charge to cover staffing, other services, and any expenses of the LAO, such as SOCAN fees.
- Depending on the details, the minimum fee for a small event is $200 (no GST). The minimum fee for a large event is $600 (no GST). For large events and events longer than three hours the fee may be higher. Venue Services staff will consult you regarding the details and confirm the fee.
Policies and Guidelines
- Requests for bookings may be submitted by not-for-profit organizations registered and in good standing.
- The LAO reserves the right to decline a booking request arbitrarily or for any reason.
- As well, Legislative Assembly related business takes precedence. To accommodate, Venue Services staff may contact you to rebook.
- A calendar of both Assembly and committee events is available at AssemblyOnline.
- Other than the Legislative Assembly activities, which take priority, venues are available on a first-come basis.
- If the venue you have booked is required for Legislature business, your booking will be either moved to another venue or cancelled.
- Bookings can be made up to a year in advance.
- Booking requests must be received at least 10 business days in advance. Payment of fees and documents (see below) must be received at least seven days in advance. The caterer may require additional notice.
- Venues are provided as is. Venue Services does not provide additional equipment, supplies, or materials.
- Prohibited uses of the venues include wedding ceremonies or receptions; commercial activities, including sale of goods, services, or memberships, collection of fees, or solicitation of monetary donations for any cause or issue; sale or consumption of any illegal substance; election campaigning; commercial advertising; possession or use of unauthorized weapons or other dangerous devices; open flames; and cooking.
- Note that the LAO may disclose information about events held at these venues, including but not limited to the date and time of the event, the cost of the event, the name of the licensee, the type of event, the number of guests in attendance and the number of staff provided by the LAO for the event.
- Since the main floor of the Federal Public Building is a public space with a fair amount of activity at midday, an ideal use is to host information tables or booths on the concourse on a weekday.
Documentation
The following documentation and payments are required.
- The LAO's user licence agreement, signed by an officer of the organization.
- Payment of fees as specified on the user licence agreement.
- A copy of the organization’s certificate of incorporation or a copy of the annual return approved by Service Alberta plus a current list of directors.
- A certificate demonstrating that sufficient general liability insurance is in place, including coverage for any entertainers or service providers. The minimum amount of liability insurance required is $2,000,000.
- If food is being offered on the first floor concourse by anyone other than our designated or preferred caterers, a copy of required food preparation or handling licences or permits.
Technology
- Venue Services staff can assist with connecting your laptop for a PowerPoint presentation on the second floor.
- Please bring your presentation on an unencrypted USB stick.
- Teleconferencing equipment is available in committee rooms only; 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.
Alcohol
- Alcohol service must be provided by the LAO’s designated caterer or an LAO preferred caterer. Venue Services must first be notified and proper documentation, including a liquor licence, must be presented. Venue Services reserves the right to prohibit service of alcohol.
- Alcohol is not allowed on the concourse without special permission from Venue Services.
Security
- At least 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 sheriffs 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.
- Questions about rooms and services can be directed to venueservices@assembly.ab.ca or call 780.643.3854.