facility rentals package
Facility Rentals at the Royal Alberta Museum
The Royal Alberta Museum is one of Alberta’s premier cultural venues. Situated in a
park overlooking Edmonton’s majestic River Valley, and located just minutes west of
downtown, the Museum boasts the perfect atmosphere to hold your next event. Whether
you are planning a corporate event, product launch, workshop, film, dance, concert,
or cultural event, the Royal Alberta Museum can accommodate all of your needs.
Your Event
Catering
Parking & Accessibility
The Museum provides a unique
atmosphere with distinct features that
promise to make your event memorable
for all. Amaze your guests by arranging
to have one or more of our awardwinning galleries open for your function.
Catering needs, from coffee and treats
to licensed stand-up receptions, can be
arranged with our in-house caterers. For
more information, please consult our
Facility Rentals Coordinator.
The Museum offers free parking to all
our guests on a first-come, first-served
basis. Our Facility is wheelchair and
stroller accessible.
Bookings Office
Audio-Visual Support
Our Theatre
Our Museum Theatre has a maximum
capacity of 417 and is completely
equipped to meet all of your audiovisual and catering needs. The Museum
Theatre is great for concerts, meetings,
films and cultural events. Our Theatre
Lobby can accommodate up to 250
people for stand-up receptions.
The Museum has a full complement
of AV equipment, from our screen
and projector to our modern lighting
and sound system, which can be used
throughout the facility. Our professional
technical staff can be booked to ensure
that your event runs smoothly.
To contact our Facility Bookings office
for a free quote or tour of the facility,
or for more information:
phone: 780-453-9156
fax: 780-422-5681
email: [email protected]
12845 – 102 Avenue, Edmonton, Alberta, Canada T5N 0M6 | 780-453-9100 | www.royalalbertamuseum.ca
Facility Rentals at the Royal Alberta Museum
GENERAL RULES AND REGULATIONS FOR ALL EVENTS
Options for Getting Started:
Steps to Booking an Event:
•
Go to the Museum’s website at
www.royalalbertamuseum.ca
1
•
Contact the Facility Rentals office by phone: 780.453.9156
•
Contact the Facility Rentals office by fax: 780.422.5681
•
Contact the Museum’s general switchboard: 780.453.9100
•
Ask for a hard copy package to be mailed to you.
Contact the Facility Rentals office to discuss your needs
2Request and receive a budget quote
3Read and understand “Important Booking Information”,
listed below. This ensures your event date is held and
booked properly
4Read and sign the Rental Agreement forms and pay
your deposit
5 You will be invoiced. This invoice will indicate your
payment schedule. All payments must be made on
time or the event may be cancelled
6 Read and understand the “Critical Event Planning
Information” section
Important Booking Information: (please read carefully)
• Your budget quote has an expiration date. The quoted price will be honoured for 3 weeks from the
date the quote is sent.
• Until you pay your deposit and have signed the Rental Agreement forms, your event is not secured.
Payment may be made by credit card, over the phone or in person. Cheques are also accepted and
may be dropped off or mailed.
• If another group selects the same date(s) as you, there will be 24 hours for you to finalize your
booking and to pay your event in full, or you will lose the date to the other group.
• The non-refundable deposit in the amount specified on the quote is required 14 days from issuance
of the Rental Agreement forms.
• 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 14 days 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.
• If you choose to cancel your event within 10 days of the event date, 50% of the assessed fee will be
non-refundable. If the event is cancelled within 5 days of the event date, 100% is non-refundable.
• Additional charges may be added to the quoted figure if additional equipment or time is required.
Please make payments to: Government of Alberta
c/o Royal Alberta Museum
12845¬102 Avenue Edmonton, AB T5N 0M6
Attention: June Companion
t: 780.453.9110 e: [email protected]
Facility Rentals at the Royal Alberta Museum
Critical Event Planning Information:
Loading & unloading
equipment:
• All equipment and materials must
come through the Museum’s main
loading bay doors on the service
road parallel to 102nd Avenue.
• Nothing comes through the front
doors of the Museum.
• All loading and unloading requires
that a Museum staff member be
present.
• The organization renting the facility
must have an authorized person on
site at all times during loading,
unloading, and throughout the
event until the last attendee leaves.
Delayed start time:
• Program start time must be honoured.
• If there is a delay, the renter will cover
any additional costs.
• If the delay time is significant and interferes with the next scheduled booking, then your event will be cancelled.
Security, health & safety:
•
•
•
•
•
•
•
All fire code and security procedures
must be followed.
Any events that are not considered
safe, or that pose a security risk
will not be permitted.
Your event must not interfere with
visitors to the Royal Alberta Museum.
We reserve the right to change the
configuration of equipment, supplies
and other materials to address a
safety or security related issue.
Any additional charges related to
changes will be passed along
to the client.
No third party equipment will be
allowed on-site without approval.
The Royal Alberta Museum is a
smoke-free environment.
Qualified personnel:
•
•
Only qualified technical staff from
the Museum will be permitted to
operate Museum Theatre equipment.
Third party qualified personnel may
be approved by the Museum for special
services (such as film crews, etc.).
Event clean up:
• No client items can be left in the
Museum after the event ends.
• If any materials are left on the premises,
additional charges will apply.
Food:
•
•
•
•
•
•
•
The preferred caterer is the Royal
Alberta Museum Café. There is no
surcharge if this service is selected.
Other caterers can be chosen from
the Museum’s list of approved
caterers. Please note that this
option involves a 10% surcharge.
All clients using outside catering
will be charged a $50-$100
non-refundable cleaning fee.
Caterers should be advised to use
loading bay doors for access to the Museum.
All food brought to the facility must
be prepared ahead of time.
Absolutely no cooking on-site.
All invoicing for catering is between
the client and the caterer.
Alcohol:
• Serving of alcohol must be
approved in advance.
• The company serving alcohol
must have all of the necessary
licenses, permits, and insurance.
• All servers must have ProServe
Liquor Staff Training.
• The serving of home-made liquor is
not permitted.
• Alcohol service must end 1 hour
prior to the scheduled event end time.
• The company serving the alcohol,
and/or Museum staff reserve the
right to limit or stop the service of
alcohol at any time. This will
supersede the direction of the client.
• Alcohol can only be served in the
location stipulated on the license.
• The facility strongly recommends
that the client obtain insurance
specifically to cover the serving
of alcohol (Host Liquor Liability
Insurance).
• The client agrees to take an active
role in monitoring and controlling
the alcohol consumption of their
guests. This includes offering a taxi
(or other options) for those who
have over-consumed.
Marketing & related materials:
• All events are presented by the client. Royal Alberta Museum is the venue. Any indication of the Museum
collaborating with the client’s event
must have prior approval.
• Any use of signs and banners inside
or on the Museum grounds must
be approved.
• Method of installation must be
approved by the Museum.
• All on-site promotion of the client’s
event must be approved.
• Use of the Museum’s logo and
any other propriety material
requires the approval of
Deborah Andrews,
[email protected],
Head of Community Relations,
Royal Alberta Museum.
Parking:
•
•
•
Parking is available in the Museum’s
public parking lot at no charge.
Parking in this lot is on a first-come,
first-served basis, and as such, no
guarantee can be made that parking
will be available for all guests.
Parking is not permitted in fire
lanes or service roads.
Facility Rentals at the Royal Alberta Museum
Royal Alberta Museum Floor Plan and Grounds Map
north
Interior
102 avenue
service road (one-way)
exit
entrance
loading bay
Royal Alberta Museum
main entrance
north
Exterior
parking
Facility Rentals at the Royal Alberta Museum
Theatre Seating Plan
389 Permanent Seats
28 Additional Seats (Rows TR, SR, TL, SL)
Total: 417 Seats
Theatre Lobby Capacity: 250 (standing)
Theatre Lobby
Theatre
Entrance
7
7
7
7
7
7
7
7
3
2
1
6 5
6 5
4
4
3
2
1
6 5
4
3
2
6 5
4
3
2
4
3
2
1 NR
3
2
1 MR
4
3
2
4
3
4
3
4
3
6 5
4
6 5
6 5
6 5
6 5
7
5
6
5
6
3
4
5
5
4
3
1 LR
3
Storage
2
1 R
P
12 11 10 9 8 7 6
15 14 13
5
4
3
2
1
12 11 10 9 8 7 6
N 15 14 13
5
4
3 2
1 N
12 11 10 9 8 7 6
15 14 13
5
4
3 2
1 M
M
P
5
4
3 2
K
10 9 8 7 6
J 15 14 13 12 11
5
4
3 2
1 J
12 11 10 9 8 7 6
15 14 13
5
4
3 2
1
H
13 12 11 10 9 8 7 6
G 15 14
5
4
3 2
1 G
F
12 11 10 9 8 7 6
15 14 13
5
4
3 2
1
F
E
12 11 10 9 8 7 6
15 14 13
5
4
3 2
1
E
D 15 14 13 12 11 10 9 8 7 6
5
4
3 2
10 9 8 7 6
C 15 14 13 12 11
5
4
3 2
12 11 10 9 8 7 6
B 15 14 13
AR
12 11 10 9 8 7 6
15 14 13
5
4
5
4
1 FR
1 ER
1 DR
1 CR
1
3
12 11 10 9 8 7 6
15 14 13
GR
2 1
2
4
1 L
1 HR
1
5
3 2
2
2
12 11 10 9 8 7 6
15 14 13
4
1 JR
2
R
5
2
2
(each wheelchair = 3 seats)
10 9 8 7 6
L 15 14 13 12 11
1 KR
3
4
RR
1 PR
2
Additional Seats or Wheelchair Area
SR
2
3
4
1
TR
BR
K
H
A
Right Side Seating
81 permanent
95 with additional
Centre Seating
225 permanent
Stage
3 2
1
TL
1
SL
2
1
3
2
RL
1
3
2
3
PL
1
2
3
NL
1
2
3
1
2
3
2
3
4
3
4
3
4
ML
LL
KL
JL
HL
GL
1
D
1
C
FL
1
1
1
1
2
2
2
EL
1 2
DL
1
CL
1
BL
1
2
3 2
1 A
Left Side Seating
83 permanent
97 with additional
1
7
7
7
5 6
7
5 6
5
4
7
6
5
6
4 5
3
7
5 6
4
3
7
5 6
4
2
1 B
AL
4
3
2
7
4 5
6
3
2
7
4 5
6
3
1 2
1
4 5
6
4 5
6
4 5
6
6
5
4
3
3
Storage
Facility Rentals at the Royal Alberta Museum
Royal Alberta Museum Theatre Stage Floor Plan and Lighting Detail
5'-0"
18'-0"
Front of House Pipes
5 Channels Overall
20' Screen
31'-10 1/2"
9'-6"
Motorized Curtain
15'-7"
Midstage Pipe
(4 Channels)
9'-0"
20'-7"
50'-10"
15'-0"
Downstage Pipe
(5 Channels)
Equipment Area
Upstage Pipe
(3 Channels)
4'-0"
9'-6"
Sidestage Pipe - 9' up
2 Channels Overall
(2 Outlets Left Stage, 2 Outlets Right Stage)
Washroom
Dressing Room
11' 9.5" x 13' 9.5"
Dressing Room
11' 9.5" x 13' 9.5"
Washroom
Storage Room
(No Access)
Facility Rentals at the Royal Alberta Museum
Royal Alberta Museum Theatre Lighting Detail
Front of House Pipe
1 Podium Special
1 Stage Left
1 Stage Right
3 Stage Wash
All Open White
(No access to these lights)
W
C
W
C
Downstage Pipe
(5 Channels)
Midstage Pipe
(4 Channels)
RG B
Sidestage Pipe - 9' up
(2 Outlets)
LEGEND
W
Fresnel
Warm Wash
C
Fresnel
Cool Wash
LEKO
RG B
CYC Light
Upstage Pipe
(3 Channels)
W
C
W
C
RG B
Sidestage Pipe - 9' up
(2 Outlets)
Facility Rentals at the Royal Alberta Museum
Royal Alberta Museum Facility Rental Rates & Fees
Duration
Resources Included
Notes
Cost
(not including GST)
Base:
A professional and qualified technician,
389 seat theatre, theatre lobby, base
lighting, base sound system, podium,
microphones for podium, projector, screen,
PowerPoint presentation setup.
The “show” portion of the event is limited
to 2.5 hours, as there is an allotment for a
minimum 60 minute setup and 30 minute
tear down for each event.
$750
each additional
hour
Same resources as indicated above.
Any part of an hour beyond the first 15
minutes will be charged.
$150/hr
Full day:
Same resources as indicated above.
4 hour minimum
$1,100
over 6 hours
Overtime:
Same resources as indicated above.
Any portion of an hour over 8 hours will be
charged as overtime.
$250/hr
Description
Notes
Cost
more than 8 hours
Other Fees
(not including GST)
Second
Technician
A second technician will be required for
any event that requires a more complex
setup.
4 hour minimum may apply for manpower
charges.
$60/hr
Facility
Assistant
Required for all events over 30 people in
attendance.
3 hour minimum may apply for manpower
charges.
$35/hr
Security
Security is required for all events before
9am or after 5pm; for all events where
alcohol is served; for any events during the
day that may require it.
3 hour minimum may apply for manpower
charges.
$35/hr
Overtime:
Any portion of an hour over 8 hours will be
charged as overtime at 1.5.
more than 8 hours
To make a booking or inquire about discounts,
please contact:
Sam Borgal, Facility Rentals Coordinator
e: [email protected]
t: 780.453.9156
Facility Rentals at the Royal Alberta Museum
EVACUATION
Routes and Muster Point
102 avenue
entrance
South Upper Stackroom
Second Floor
exit
ROYAL ALBERTA MUSEUM
main entrance
Main Floor
north
Exterior
parking
Basement
MUSTER POINT:
carriage house
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