McDougall Centre – Book a space

Overview

McDougall Centre is not available to host private functions such as wedding ceremonies, wedding receptions, birthday events, retirement celebrations nor any other private gatherings. It is not open to the public for general viewing.

Registered non-profit organizations wishing to book McDougall Centre must understand and agree:

• all Alberta government business usage will take priority
• spaces will be booked on a first-come, first-served basis

The rental of an individual meeting room or space inside McDougall Centre does not allow for exclusive use of the facility; other events in separate areas of the building maybe occurring at the same time.

Eligibility

Meeting spaces can only be reserved by non-profit organizations.

• Not-for-profit organizations must be registered under the Alberta Societies Act

Hours of availability

Meeting spaces are only made available for booking during weekday evenings (Monday to Friday), from 4:30 pm until 11 pm.

Policies and procedures

All available spaces for reservation include wireless access to the internet (Wi-Fi) and the use of a laptop device for in-room presentation needs. Specify virtual participation requirements, if needed.

• reserved space can only be used for the approved purpose

Any change of purpose after application approval must be submitted in writing to the Manager of Venues for consideration of additional terms.

Alberta government accommodation takes priority and could result in an applicant’s approved event being rescheduled. Every effort will be made to accommodate an alternate date should an event need to be rescheduled.

Application submission

Eligible applicants requesting facility-use must submit a scanned copy of the completed Facility Use Application form (PDF, 319 KB), along with required organizational documentation, at least 4 weeks in advance of the requested facility-use date.

Supporting documentation will include proof of organizational registration under the Societies Act within the Province of Alberta, and proof of liability insurance in the amount of $2 million.

• ensure all documents are completed and legible and all signatures are clear

The completed application form and its supporting insurance and registration documentation need to be submitted as individual electronic files such as PDFs but emailed together as one application package.

Complete application packages can be emailed to: [email protected]

Confirm the booking

If approved, a Memorandum of Agreement will be emailed to the applicant for acceptance of terms.

• return the signed agreement with a $100 deposit cheque
  • only cheques made payable to the Government of Alberta are accepted

The total rental fee including GST is due 10 business days prior to the event date.

Costs to rent

Rental fees

Food and beverages

McDougall Centre has a contracted caterer for the facility and the renter must use the services of this caterer for any onsite food or beverages needs. There will be no exceptions. Outside food and beverage is not permitted onsite.

• catering arrangements will be made directly with government staff

Upon approval of a request to rent space, a Booking Coordinator for McDougall Centre will contact the applicant to provide catering details and available menu options.

Cancellations

Reservation cancellations received prior to 10 business days of the scheduled event will result in a full refund.

• cancellations received within 10 business days of the scheduled event will result in a refund of the amount paid, minus the deposit

A full refund will be returned to the applicant should the event require rescheduling due to an Alberta government priority, and an alternate date can not be agreed upon.

Contact

McDougall Centre Information Inquiries

Email: [email protected]