Facility Rentals Make Your Event Memorable Leave a positive and lasting impression on your guests by hosting your next important event at the Royal Alberta Museum. The museum provides a truly unique atmosphere and is the perfect venue for anything from hosting a small meeting in one of our seminar rooms to a large gathering of up to 250 people in our theatre. We offer a full compliment of AV equipment, catering, and professional staff to ensure your event is a success. Before You Book This information package is designed to provide you with an introduction to the many options available. Connect with us to find out what spaces will be the most suitable for your event. Please be sure to read our facility rental policies before you book.
Accessibility All of our rental spaces are wheelchair accessible. The theatre and seminar rooms are located on the second floor of the museum and are accessible by elevator. Wheelchair accessible washrooms are near each rental space. Service dogs are permitted with proper documentation. There is a drop-off zone for DATS and vehicles dropping off visitors to the museum at the west entrance. Please do not leave the vehicle unattended. Lockers Lockers are available for use, for a small fee, on the main floor of the museum. Important Info to Know Location The Royal Alberta Museum is located in downtown Edmonton at 9810-103a Ave. Our Facility Rentals office is located on the second floor of the museum near the theatre. Parking There is no onsite parking at the Royal Alberta Museum. The museum is nearby numerous public parking options and readily accessible by public transit, including pedway access via Churchill Station. Find more information about getting downtown at www.edmonton.ca. You can also plan your trip using www.takeets.ca or by calling 311 for route and schedule information. Experienced Staff We are a team of experienced trained professionals who are passionate about their work. We are all here to make sure your event is a success! Security Our security services are provided by the Canadian Corps of Commissionaires. Security staff are located at the Admissions desk on the main floor during regular public hours. After-hours events will require additional security for the duration of the booking. Depending on the nature of the event, additional security may be required. We will work with you to ensure your event meets the proper requirements of our building. Connect with Us and Get Your Event in Motion Give us a call or send us an email! We ll get back to you within two business days. Tours of our rental spaces are by appointment only. Phone: 825-468-6014 Email: FacilityRentals.RAM@gov.ab.ca Website: www.royalalbertamuseum.ca 2
Memorable Spaces for Rent 2LEVEL Red Room MANITOU ASINÎY NATURAL HISTORY The Royal Alberta Museum has four main areas available for rent. Each space varies in size and style. The available spaces are: 1) Amiskwaciy Theatre and Theatre Lobby 2) Seminar Rooms - Waterton, Wood Buffalo, and Elk Island 3) Café Spaces - Café, Private Dining Room, and Fraser Courtyard 4) Full Building Rentals Amiskwaciy Theatre Seminar Rooms Yellow Room The seminar rooms and Amiskwaciy Theatre share the public portion of the second floor of the museum with the Manitou Asinîy gallery. This gallery is accessible to the public during the museum s regular public hours at no cost to visitors. BUG FEATURE Museum Zone Orange Room Full Catering Services The Museum Café is the sole caterer for the Royal Alberta Museum. Please check out our catering policies for more information. CHILDREN S Isabella Courtyard The Roundhouse Blue Room HUMAN HISTORY LRT 99 STREET Shop Cafe Fraser Courtyard 1 2 3 4 97 STREET 3 1LEVEL 103A AVENUE 1 Dragonfly Room 2 Kingfisher Room 3 Otter Room 4 Sturgeon Room
A Amiskwaciy Theatre and Theatre Lobby Pronounced: Amis kwa say The Cree called this region Amiskwaciy, which literally means "Beaver Hills" and is the origin of the region's later names in French, and then English. The Amiskwaciy Theatre is located on the second floor of the museum and is accessible by stairs or elevator. The theatre has 238 permanent seats with space for wheelchairs or additional seating for a maximum capacity of 250 guests. Theatre Lobby The theatre lobby, located on the second floor, can be rented as part of your theatre rental or on its own. This space has a maximum standing capacity of 250 guests and is suitable for networking events, cocktail receptions, or book signings. This space is not available for seated meals. This space is ideal for presentations, lectures, meetings, awards ceremonies, film screenings, or performances. The theatre is fully equipped with: Front and Rear Laser Video Projection 7.1 Surround Audio System with Media Distribution Hearing Assist System Computerized LED Stage lighting system Lectern Green Room 4
Green Room Washrooms CYC 42' 58' 30' Amiskwaciy Theatre Projection Room - Staff Only Theatre Lobby 8' 8' Curtain Projector Screen Theatre Lobby Rates The rates for renting the Amiskwaciy Theatre include manpower, standard room furniture, and house AV equipment. Time required for setup and teardown must be included in the time you have booked. Extra charges will apply for additional tables and specialty items. Rates do not include GST. Please contact us to receive a budget quote for your event! Room/Time Half Day 8AM-12PM or 12:30PM-4:30PM Evening 5PM-10PM Full Day 8AM-4:30PM Full day + Evening 8AM-10PM Theatre $1000.00 $1100.00 $1500.00 $2250.00 Theatre and Theatre Lobby $1250.00 $1350.00 $1750.00 $2500.00 Theatre Lobby $1250.00 $1350.00 $1750.00 $2500.00 5
S Seminar Rooms Our seminar rooms were named in honour of Alberta s three prominent National Parks: Waterton, Wood Buffalo, and Elk Island. We named them after each park to bring more recognition to these beautiful and unique spaces. Like the parks themselves, our seminar rooms are quiet and equipped for a positive user experience with each and every meeting or gathering. The seminar rooms are located on the second floor of the museum and are perfect for private meetings, presentations, information sessions, or corporate training sessions. Our seminar rooms have an abundance of natural light and comfortable, modern furniture. Be sure to order catering or arrange for a selfguided visit of the galleries as part of your next meeting! Waterton Seminar Room This south-facing large seminar room can be set up for presentations for up to 16 guests. The room can also be modified to a boardroom style and can accommodate up to 20 guests. 6
Public Stairs Public Elevator Wood Buffalo Seminar Room Waterton Seminar Room Elk Island Seminar Room Wood Buffalo Seminar Room and Elk Island Seminar Room These two similar rooms can be set up for presentations for up to 10 guests. Each room can also be set up boardroom style to accommodate up to 12 guests. Audiovisual Capabilities for All Three Seminar Rooms Conference phone (Canada-wide calling only) Loud front-facing speaker with Bluetooth connectivity BYOD (Bring Your Own Device) Connect via HDMI to the dual wall-mounted displays Connect via USB to the wall-mounted 1080P webcam Starting Rates Our rates include manpower, standard room furniture, and the audiovisual equipment listed above. Time required for setup and teardown must be included in the time you have booked. Extra charges will apply for rental of additional equipment. Rates do not include GST. Please contact us to receive a budget quote for your event! Room/Time Half Day 8AM-12PM Half Day 12:30PM-4:30PM Evening 5PM-9PM Full Day 8AM-9PM Wood Buffalo $250.00 $250.00 $300.00 $400.00 Elk Island $250.00 $250.00 $300.00 $400.00 Waterton $300.00 $300.00 $350.00 $450.00 7
C Café Spaces The Café and adjoining spaces are located on the main floor of the museum. They are available for any organization or member of the public to book for special events outside of the museum s public hours. Catering must be ordered from the Museum Café as part of the event. Enjoy a Fresh Experience Fresh food and ideas are served up with every gathering in our Café, Private Dining Room or the Fraser Courtyard. Our café spaces offer your guests a truly unique culinary and meeting experience. If you re hosting an intimate gathering, our café spaces truly serve up something fresh and memorable. 8
Fraser Courtyard Private Dining Room Museum Café Café The café can accommodate up to 52 guests and includes the private dining room as part of the rental to accommodate a total of 100 guests. Private Dining Room The private dining room can accommodate up to 48 guests. Fraser Courtyard The café s outdoor courtyard can accommodate up to 60 guests. Starting Rates Our rates include manpower and standard room furniture. Time required for setup and teardown must be included in the time you have booked. Extra charges will apply for additional tables and specialty items. Rates do not include GST. Please contact us to receive a budget quote for your event! Room/Time Evenings 6PM-10PM Café, Private Dining Room, and Courtyard $1000.00 Café and Private Dining Room $750.00 Fraser Courtyard $750.00 Private Dining Room $500.00 Add a portable sound system to your booking! $250.00 9
F Full Museum Access Nothing would impress guests more than having full access to the new Royal Alberta Museum. And now it s available to you. If you re interested in getting the full museum experience after hours, please contact us well in advance. The starting rate for renting exclusive access to the museum after our public hours, including access to all the galleries, is $5000.00 (plus GST) per hour. Please contact us for more information! 10
Royal Alberta Museum Facility Rental Policies R Booking Our Facility Please contact our office to discuss your event requirements and available dates. We will provide you with a quote and the opportunity to place your date on hold for a maximum of two weeks. Additional charges may be added to the quote if additional equipment or time is required. The event will be considered confirmed once you have signed the Rental Agreement forms and paid your deposit. If the event has not been confirmed after two weeks, the date will become available to other inquiries. Making a Payment Payment for facility rentals and catering can be made in person during the museum s regular hours. A variety of payment methods are accepted including online credit cards or by cheque made out to the Government of Alberta. To mail in the cheque, address your envelope to the Facility Rentals Coordinator. 11
Deposit Required The non-refundable, non-transferable deposit in the amount specified on the quote is required 2 weeks after the Rental Agreement forms have been issued. The remaining balance is due 14 days prior to the booked event date. If an event is booked and confirmed in a period of less than 2 weeks from the event, then the entire amount is due upon booking. If payments are not received as described above, your event will be considered cancelled. Appropriate Events It s crucial to the operation of our building to ensure that facility rentals do not interfere with public visitors to the Royal Alberta Museum. All events taking place at the museum when the building is open to the public must be family-appropriate. Any event content that could be considered controversial must be discussed with the museum prior to booking the event. The Royal Alberta Museum reserves the right to cancel your booking at any point without refund if the content is deemed inappropriate for the museum s audience. Weddings Are Not Permitted Weddings including receptions and ceremonies are not permitted anywhere inside or on the museum grounds. The Royal Alberta Museum does not book wedding ceremonies, receptions or photography sessions. However, photography sessions on the grounds are permitted. No reservations. No charge. It is important to note that the grounds are open for the public to enjoy. All patrons are asked to be courteous. Full Photography Policy. Insurance You are required to obtain general liability insurance coverage in the amount of $2,000,000.00 for your event. If you are offering alcohol service to your guests, your liability insurance must include coverage of claims arising from the serving of alcohol and the related risks. You are required to provide proof of insurance two weeks prior to your event. Cancelling Your Event Our cancellation policy states that the deposit paid is non-refundable and cannot be transferred to another date. If a booking is cancelled within 10 days prior to the event date, 50% of the rental fee is due and owing. If the event is cancelled within 5 days of the event date, 100% of the rental fee is due and owing. Event Schedule We cannot accommodate events that run past the scheduled event time as this will interfere with the next scheduled event in the museum. Your event must run on time and will be shut down at the scheduled time, no exceptions will be made. Room Decor The room rental includes furniture and equipment already in the space. We ask that glitter, confetti, open flames, candles, and helium balloons not be used in our facility. Please don t fasten anything to the walls, floors, or furniture. Any special setup requests must be approved by the museum in advance. External Personnel and Equipment Only the museum s qualified technical staff will be permitted to operate museum theatre equipment. Third party qualified personnel may be approved by the museum for special services. Facility bookings may occasionally require additional equipment or items that the museum does not have onsite. Rented items will only be allowed onsite with advance approval. The museum reserves the right to deny a delivery if it has not been approved in advance. The museum is not liable or responsible for any items that have been rented by the client. Advertising As an official Government of Alberta facility, we cannot offer marketing services for facility rental events. Please list the museum as the venue and location of the event only. The museum does not currently have a location for displaying posters or for distributing brochures. Ticketing Services The museum does not offer ticketing services for external events. Clients can choose their own ticketing service provider as the museum does not have a preferred provider. The museum does not take a percentage of revenue from tickets sold. Do not print more tickets than seats. Any events that are oversold and attempting to exceed the capacity of the room booked will be stopped immediately and cancelled without refund. Merchandise Sales The museum does allow clients to sell merchandise during their scheduled booking time. This must occur within one of the locations included in the rental agreement and must be approved in advance. The museum does not take a commission on sales. 12
C Catering Policies Arranging for Catering The museum reserves the right to be the exclusive provider of catering services for all events within our facility. Contact us to arrange for catering as part of your room rental. For the protection of our guests, the Museum Café will be the sole supplier of all food and alcohol services. Alcohol Services Cash bar and host bar services are available to book through us in conjunction with appropriate room rentals. Corkage bars are not permitted. We do not allow homemade wine or beer to be brought in to any events held here. Alcohol service will end at precisely 1 hour prior to the facility closing to provide guests with 1 hour to consume their final beverage. Attendees and event organizers must exit the facility at or before the pre-booked end time as per their rental agreement. Payment and Order Changes A 50% deposit is due upon rental confirmation and the remaining balance with the final catering numbers is required 3 business days before the event date. If you have more guests than expected at your event, you are responsible for paying the difference. If you have fewer guests than expected at your event, you are still responsible for the guaranteed number given 3 business days prior to the event. We recommend at least 10 business days notice to order catering for your event. We cannot guarantee we can accommodate last minute orders, so please order as far in advance as possible. We require a minimum of 3 business days notice to cancel an order without penalty otherwise payment is due in full. Special Dietary Requests We will do our best to accommodate any special dietary requests. The museum facility is not an allergy-free facility and cannot guarantee that any food or beverages prepared are 100% allergen free. The museum is not liable for any injuries or illnesses caused by special dietary restrictions. We reserve the right to deny requests for special dietary restrictions. 13
M Museum Facility Rentals Contact us for more information Contact us by phone or by email and we ll get back to you within two business days. Phone: 825-468-6014 Email: FacilityRentals.RAM@gov.ab.ca Website: royalalbertamuseum.ca 14