questions

[1] booking your meeting

HOW DO I BOOK A MEETING?

We have you fill out a meeting request form and our Meeting Curator will be in touch to set up a tour or discuss the details of your meeting with you over the phone.

IS THERE A MINIMUM BOOKING TIME?

Our traditional boardrooms (The Commodore Room, Gallery and Studio Boardroom) are available for a minimum booking of 4 hours during our business hours. For all bookings outside of our office hours weekend or evening rates would apply. Our largest spaces, The Hemingway Room and The Parlour Room have tailored packages. Contact us for more details.

WHEN ARE THE ROOMS AVAILABLE?

Most of our meeting rooms are available during our office hours of Monday-Friday, 8am-5pm. We can accommodate bookings outside of regular office times for an alternate rate.

WHAT IF I NEED TO CANCEL MY MEETING?

Our cancellation policy is the following: 

Cancellation before 7 days grants a 100% refund. With cancellation after 7 days up to 3 days prior, 50% of the booking fee will be charged. A cancellation less than 72 hours prior to your meeting start-time, 100% of the booking fee will be charged.

For our large rooms, The Hemingway Room and The Parlour Room, we require a non-refundable 50% deposit with 100% due 30 days prior to your event. No refunds are given less than 30 days prior to your event.

[2] payment

WHAT ARE THE RENTAL COSTS?

Rental costs vary from room-to-room, and depend on the size and amenities of each individual meeting space. 

HOW DO I PAY FOR MY ROOM?

We will send you an invoice that you can pay via cheque or electronic transfer. If you are a member we can just invoice your account directly - no fuss!

WHEN DO I PAY?

For non-members we require payment in full before confirming your room rental. For members you will pay at the end of your regular billing cycle.

IS THERE A CONTRACT?

There is nothing super formal, but we will draw up a short agreement which you can sign online so everyone is on the same page which helps to ensure the day-of runs smoothly.

IS THERE A DISCOUNT FOR BOOKING ONGOING MEETINGS OR MULTIPLE ROOMS? 

We encourage you to check out our memberships which provide up to 30% off individual bookings throughout our collection of meeting and event spaces. In addition, members receive invitations to exclusive internal events that cater to the entrepreneurial spirit. 

[3] food & beverage

IS COFFEE AND TEA PROVIDED?

Of course! 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.

DO WE PROVIDE CATERING?

We would be happy to connect you with one of our preferred caterers to arrange breakfast, snacks and lunch right to your meeting room door. Contact us to discuss the food & beverage options available.

CAN I BRING IN MY OWN FOOD?

Certainly! Just let us know your plans. If you are bringing in catering we will make sure we greet your preferred vendor and guide them to your space when they arrive.

CAN I SERVE ALCOHOL?

Our current licensing only covers larger events so you're welcome to provide your guests with some bubbly but you will require a liquor license. Please contact us for details.

[4] questions about the rooms

WHAT IS THE CAPACITY?

Our rooms range in size and capacity. Our Gallery Boardroom and Studio Boardroom seat up to 8. The Seabiscuit room - our quaint and cozy meeting space - houses up to 4 of your closest clients and colleagues. 

The Commodore Room has a maximum capacity of 25 with chairs only. The Parlour Room  can seat up to 100 people and The Hemingway Room can accommodate up to 175 people.

WHAT ABOUT BREAK OUT ROOMS?

We have a collection of breakout areas that can be reserved at the time of your meeting or workshop booking. To reserve them in advance or to use our small or large private rooms, all can be booked at an additional charge. Please notify us if you will require breakout rooms in conjunction with your meeting booking.

WHAT ARE THE ROOM LAYOUT OPTIONS?

We would be happy to set up each room for the number of guests you're hosting in a configuration best suited for your task at hand. Once we know more details about your needs we will work with you to find the best layout option.

WILL YOU SET UP THE ROOM FOR US?

Yes, our team will organize and set-up the space as outlined in the meeting request form.

TECHNOLOGY & TOOLS

Our Gallery,  Studio Boardroom, and Commodore rooms are equipped with  50" to 70" monitors, Wi-Fi, AirTame, Apple TV, HDMI and VGA capabilities. We also have a variety of whiteboards for your creative brainstorming in all boardrooms, as well as the Seabiscuit room. Our Parlour and Hemingway rooms have projectors, microphones and speakers.

IS THERE A KITCHEN?

Absolutely! We have 5 kitchens within our space, each of which are in close proximity to all of our meeting spaces and common areas. 

WILL ANYONE BE ONSITE FOR MY MEETING?

Yes. Our Meeting Curator will greet you and your guests, and will be on site for the duration of your booking.

CAN I ARRIVE PRIOR TO MY MEETING TO GET SET-UP? 

Of course! We assume you will need a little time to get settled so we account for 15 minutes before your meeting with every booking. We suggest you arrive early, especially if you have technology to set up.

DO I NEED TO CHECK-IN/OUT?  

Please check-in with our Meeting Curator upon arrival, who can get you settled and review the meeting amenities available in our space. Also, when you leave, we kindly ask you touch base with us to let us know you are done.

DO I NEED TO CLEAN UP?

We kindly ask that you leave the room as it was presented to you. Please place all garbage and recyclables in the designated bins and remove all food and empty containers and wrappers.

WHAT IF I GO OVER MY ALLOTTED TIME?

Please notify us 45 minutes to an hour prior to your meeting's end time if your schedule has shifted. Based on our meeting booking calendar and staff availability, we'll determine how we can best accommodate you and your team. Additional costs will be invoiced.