What you need to know

Knowing our policies and specifics for each venue can help you style, design and execute your event. We’ve outlined the most frequently asked questions about our policies in order to give you the most information – providing clarity and ensuring your event goes off without a hitch!

Insurance
Vendors
Bar
Access
Tear Down & Clean Up
Damage & Deposits 
Safety & Security
Onsite Contact Day-Of
Pets
Noise

If there is something specific that we do not mention, please contact us for more information!

do I need event insurance?

Yes, every event we book requires its own Special Event Insurance. As the host of your event, you are responsible for the safety of your guests. Special event insurance protects you from mishaps and accidents. The venue carries their own insurance, however, their insurance does not cover your event or your guests. We require proof of insurance five business days before an event.

What type and amount of event insurance do I need?

Your event insurance must extend to and include, legal liability for property damage and personal injury for all guests and third parties involved in the event, as well as public liability in an amount no less than $3 million and general aggregate insurance of at least $5 million, such coverage must extend to the event space. The Special Event Liability insurance must include the event space and The Commons.

Please send us an electronic copy at least 5 days before your event. The required insurance is listed in the contract.

Where do I purchase event insurance?

If you or your company does not already carry event insurance, we recommend you shop around. You can budget around $150 for insurance but it differs between providers. If you need assistance, we can recommend an insurance provider that you provide you with event insurance within 48 hours. You can use whatever insurance company you wish. You can also get insurance online here. Just talk to us and we’ll be able to help you out!

Can my vendors drop off things early/pick up things late?

If it is pre-arranged, yes. We have limited storage space so in some cases we will not be able to accommodate early equipment drop-offs or late pick-ups. Alternatively, ask our Event Architect about adding extra time to your event so you and your vendors have extra time to drop off and set up.

Policies regarding client-hired vendors

• The venue must be informed of, and approve of, all vendors engaged for services for the Event at least one (1) month prior.

• Vendors include, but are not limited to: caterers, musicians, performers, entertainers, rental companies, etc. that are contracted separately by the Client.

• The Commons requests all vendor information, site visits, arrival and departure time, set up requirements, cleaning expectations and a list of any special equipment such as lights, extra speakers, cooking equipment etc to be presented to The Commons at least one (1) month prior to the event for approval.

• The Client’s Contact Person is responsible for meeting any vendors for drop-off and picks ups.

• The Client is responsible for any vendors they contract – preferred or otherwise, which includes any issues that arrive from vendor behaviour, set up, clean up or any other issues that may arise.

Can I bring in my own alcohol?

Yes, most definitely! Please keep in mind that if you are bringing the alcohol, you must get pre-approval from our Event Architect and you will be responsible for purchasing the appropriate liquor license through Alberta Gaming, Liquor and Cannabis. We are happy to chat with you about bar options so please get in touch with our Event Architect for specific details. It is not allowed to serve homemade alcohol in any of our venues. Also note, that some venues may charge a corkage fee.

What kind of liquor license do I need? How does that work?

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. You can also get insurance online here.

Can I bring in my own bartenders?

We kindly request that you utilize one of our preferred caterers for bar services or choose a reputable company when making your booking. We ask that all bartenders must be pre-approved by The Commons. They must be Pro-Serve certified and carry their certification with them at all times. Please also note that the bartenders you hire cannot be guests or friends.

What are your policies regarding liquor?

Serving alcohol at your event includes accepting key responsibilities in accordance with Alberta Gaming, Liquor and Cannabis (AGLC).

If you are hosting a public event, additional requirements must be met. A separate liquor agreement will be made and The Commons will host the bar. Additional fees may apply.

• Alcoholic beverages are consumed in a responsible manner and patrons will not be overserved.

• Guests consuming alcohol will be of legal drinking age.

• Food must be made available to all guests consuming alcohol.

• No doubles nor shots are allowed to be served.

• Drinking games of any kind are prohibited.

• A bartender must be behind the bar at all times during the event. When the bar is closed all liquor must be put away. Under no circumstances are guests allowed to serve themselves alcohol.

• Taxi chits, designated drivers, clearly posted phone numbers for taxis, or other responsible forms of transportation home must be arranged in advance.

• Bar service must stop by the time agreed upon in the Access Schedule or at 1:00 AM, whichever is earlier.

WHat If i want to do a site visit?

We would love to show you (or your vendors) around prior to your event. We know venues can be complex, so feeling comfortable in the space is essential! Please note that we offer ONE site visit per event, additional site visits may incur an additional cost of $100 per site visit.

When do I get access to the rooms?

Access to the room is as outlined in your contract. All required time, including set-up and tear-down, must be included in your total booking time. If you require early access or late check-out, please contact your Event Architect in advance. Additional time is billed starting at $125/hr and is subject to availability of the room and staff.

Do I need to check in/check out?

Please check in with your Event Host upon arrival, who can get you settled and introduce you to the amenities available in our venues. We will touch base with you a half hour before the end of your booking and prior to your departure will do a walk-through of the space. Please note failure to check out with us may result in a forfeit of your damage deposit.

How do I book extra time?

Things may have changed since you first signed your contract – we expect that! Our Event Architect will contact you 1 month-2 weeks prior to confirm additional time.

Can my vendors drop things off early?

We will do our best to accommodate your needs! Early drop-off by vendors is only permitted if pre-arranged with your Event Architect. We have limited storage space so in some cases we will not be able to accommodate early equipment drop-offs and pick-ups.

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.

What if I go over my allotted time?

First of all - don’t worry. 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 will determine how we can best accommodate you and your guests. Additional time will be billed starting at $200 per hour and is subject to availability.

Your responsibilities

We simply ask you to return the venue to the same way you found it. This means tidying the space and putting back all furniture to its original location, wiping down surfaces, removing all décor, personal items and food service and disposing of all event trash, bottles and recycling in the designated areas.

Our responsibilities

We will do a deep clean of the space so you don’t need to worry about anything like cleaning bathrooms or mopping floors. Leave that to our clean teams!

Can I come in the next day to clean up?

If you require extra time to clean up, we will do our best to accommodate this. Some spaces are used by other businesses, so this needs to be predetermined. Our team is happy to work with you! Speak to your Event Architect for more details. Additional charges may apply.

What happens if there is damage and how do we report it?

First of all, please don’t worry. Damage can happen during events and we are here to help and work with you. An inspection will be done by your onsite Event Host after the event. If damage has occurred, an estimate of costs for the repair will be determined and provided to you and the cost will be deducted from the damage deposit. If the damages exceed the deposit, you will be required to remit payment for the difference within 5 business days to cover the final amount.

In what circumstances would my damage deposit be taken?

Knowing the specifics helps you to avoid unforeseen charges and damage to our venues. Your damage deposit can be used for a couple of reasons, including but no limited to:

• Damage to furniture, decor, rentals or the venue

• Additional access required the day-of that was not pre-approved

• Vendors showing up that had not been pre-approved

• Having more than the agreed number of guests and/or going over capacity

• Any damage caused by contracted vendors

• Verbal or physical abuse of staff

• Not following cleaning/exit procedures as outlined by our Event Host

• Leaving items or using the venue’s items without prior approval

• Excessive noise

• Not adhering to the rules and policies as laid out verbally and it the contract

• Misuse of space including but not limited to any drugs onsite, vandalism, partaking in activities not agreed to

Muster Points & Emergency Exits

Each venue has specific muster points and emergency exits – please see the specific pages for more information

How do I make sure my guests get home safely?

If you are planning on people drinking, we ask 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.

For the day of your event, we ask you to identify a representative to be onsite for the duration of the event, as well as conduct a walk through at the beginning and end of the event. We kindly request this individual remain sober to complete duties appropriately and to avoid any miscommunication.

Are pets allowed in the space?

Our Parlour & Hemingway rooms are dog-friendly, and we've witnessed pawsome moments with dogs joining in on the wedding festivities. Just remember to keep the leash on for a tail-wagging good time and ensure that treats are shared, not scattered! Please check with The Commons beforehand to ensure we are informed and adequately prepared to accommodate your furry friend.

Our other venues have different pet policies, and we will need to determine one a case-by-case basis. Service dogs are always welcome!

Some of our venues are located in vintage buildings with wood ceilings and walls, therefore sometimes noise can be heard from adjoining rooms and the venue cannot guarantee absolute silence. All outside doors must be shut by 10pm as some of our venues are located in residential areas.