Not-for-profit Bookings

The Legislative Assembly Office (LAO) manages bookings of the concourse and second floor venues in the Edmonton Federal Building. Not-for-profit groups are welcome to book these spaces.

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Booking Notice

Book 10 days in advance. Venues are available for bookings on weekdays between 8:15 a.m. and 4:30 p.m. Bookings are accepted up to one year in advance. To cancel a booking or to make time changes, please provide two business days’ notice. Please note that catering services may require additional notice.

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Fees

The LAO provides room rental free of charge; however, staffing and service fees for the booking apply. These costs generally start at between $200 and $600 (no GST) depending on the event. 

Please note that additional fees may apply if exceptional cleaning is required following use.
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Parking

The EFB is located on Capital Plaza at 9820 - 107 Street NW, Edmonton, just north of the Legislature Building. There are multiple pay lots, bus stops and LRT stations nearby.

Please note that the EFB entrance is on the west side of the building, off Capital Plaza.
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Catering

Venue Services has a designated caterer with full use of the servery and security clearance. Use of the designated caterer streamlines food service. The policies and guidelines for catering service are dependent on the venue booked. Please review all of the information below to ensure a positive catering experience.

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 Security

The main floor of the EFB is open to the public, and all other floors require security access. A visitor log of the guest list must be provided to venues services staff within 48 hours of a planned event. 

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Technology

Committee and meeting rooms include projectors and screens to facilitate presentations. Internet access is provided through LAO guest Wi-Fi services. Teleconferencing equipment is available in committee rooms. 

Please note that event organizers must arrange for support through a teleconference service provider, if teleconferencing is needed.

Booking Process

1.

Read the Booking Guidelines

Carefully read the booking policies and guidelines for Not-for-Profit Organizations.

2.

Review Room Options and Restrictions

Venues offer various amenities. Pick the right space for the event.

3.

Complete the Booking Request Form

Venue Services staff will provide e-mail confirmation of approved bookings.

After Booking

1

Step 1Catering

Is catering required? E-mail Venue Servicesvenueservices@assembly.ab.ca

2

Step 2Conferencing

Is teleconferencing required?
Arrange for service through a provider.

3

Step 3Room Set-up

Some rooms have layout options. Venue Services can help determine the best set-up.

4

Step 4Payment and Permits

Seven days before event

Payment, certification, permits and insurance must be in place and provided to Venue Services.

5

Step 5Guest List

48 hours before event

Submit Visitors Log toVenue Servicesvenueservices@assembly.ab.ca.

6

Step 6Rental Drop Off

24 hours before event

Arrange for rental delivery before 3:30 p.m.

Booking Guidelines and Policies

The following usage policies and guidelines apply to Not-for-Profit Organization bookings of the concourse and second floor venues operated by Venue Services in the Edmonton Federal Building.

Legislative Assembly Business Takes Precedence

The work of the Legislative Assembly and its committees takes precedence over other bookings. This means that while booking requests may be accepted, they are subject to change. Venue Services staff will contact event organizers in the event of a conflict. View the Assembly Calendar.

Bookings by Not-for-profit Organizations Are Accepted

A not-for-profit organization must be a registered charity or registered and in good standing under the Alberta Societies Act in order to use the LAO’s venues. A copy of the organization’s certificate of incorporation or a copy of the annual return approved by Service Alberta and a current list of directors must be provided to Venue Services seven days in advance of the event.

The Following Uses Are Prohibited

Prohibited uses of the venues include wedding ceremonies or receptions; commercial activities, including sale of goods, services or memberships; collection of fees or solicitation of monetary donations for any cause or issue; sale or consumption of any illegal substance; election campaigning; commercial advertising; possession or use of unauthorized weapons or other dangerous devices; open flames and cooking.

Bookings Are at the Discretion of Venue Services

The LAO reserves the right to decline booking requests subject to the discretion of Venue Services.  
Venues are provided as is; additional equipment, supplies or materials will not be provided.

Since the main floor of the Federal Public Building is a public space with a fair amount of activity at midday, an ideal use is to host information tables or booths on the concourse on a weekday.

Venues Services drafts a user licence agreement for each booking, which outlines booking details. The user licence agreement must be signed by an officer of the organization and provided to Venue Services seven days prior to the event.
Event organizers are responsible for ensuring that permits, licences and insurance coverage, including coverage for entertainers and service providers, are in place in advance of the event and copies provided to Venue Services upon request. Venue Services stipulates a minimum of $2,000,000 liability insurance.

Payment of fees will be specified in the user licence agreement. While there is no room rental charge, there are fees to cover staffing, services and expenses incurred by the LAO such as SOCAN fees. 

The minimum fee for a small event is $200 (no GST). The minimum fee for a large event is $600 (no GST). For large events and events longer than three hours the fee may be higher. 

Venue Services will confirm the fee following a consultation with the event organizer. Venue Services must receive payment of fees at least seven days in advance of the event. 

Extraordinary costs such as cleaning costs may also be passed on to the organizer.

The LAO may disclose information about an event held at its venues, including but not limited to the date and time of the event, the type of event, the organizing group, the number of guests in attendance and the number of staff provided by the LAO.

The policies and guidelines around catering service are dependent on the venue booked. Please review all of the information below to ensure a positive catering experience.  

Designated Caterer

Mercer’s Catering is the designated caterer for second floor reception room and meeting room bookings. To streamline food service, Mercer’s Catering enjoys full use of the second floor servery and supplies, equipment training, designated parking and security clearance. Employing the services of the designated caterer may help organizers avoid the expense and effort of making special arrangements for access and equipment. Note that food and beverage requests with less than one week's notice may come with menu and service limitations.

Preferred Caterers

Venue Services also has a list of preferred caterers with limited access to the building and servery. Event organizers who choose a preferred caterer will not receive tableware.

Other Caterers

Neither supplies nor access to the building or servery will be provided to caterers other than those designated or preferred by the LAO.

Documentation for Food Handling

If food is being offered by anyone other than the designated caterer, event organizers must provide a copy of required food preparation and handling licences or permits seven days prior to the event.

Concourse Catering

Event organizers may arrange catering for events on the concourse in consultation with Venue Services. In such cases Venue Services does not provide access to the second floor servery, tableware or other supplies.

Second Floor Catering

Complimentary coffee, tea and ice water are available for bookings of up to 100 people on the second floor. Food and drink are permitted in the Capital View and City View reception rooms and the meeting rooms. Food is prohibited in the committee rooms.

Food Drop-Off

Groups of 25 or fewer can request that catered food be dropped off on the second floor. Venue Services' staff may be able to provide carts with tableware for drop-offs.

Seating with Tableware Service

Event organizers should arrange for attendees to be seated when serving food that requires tableware. Organizers are responsible for any extraordinary costs incurred to clean a venue after an event such as shampooing carpets.

Alcohol

Venue Services reserves the right to prohibit the service of alcohol. Alcohol is not allowed on the concourse without special permission from Venue Services. If approved, alcohol service must be provided by either the LAO’s designated caterer or an LAO-preferred caterer. The event organizer must notify Venue Services of an intention to serve alcohol and provide proper documentation, including a liquor licence, seven days in advance of the event.

The grand staircase on the first floor provides guests with access to the second floor reception rooms, the Capital View and City View rooms.  Venue Services places a registration table at the bottom of the grand staircase that event organizers must staff. Guests with mobility concerns can access the elevators by visiting the security desk on the main floor to receive an elevator access card, which provides access to the second floor only. Please advise attendees that a piece of ID is exchanged to obtain an access card. For all other spaces on the second floor, please use the elevators. Guests will have to check-in at the security desk.

EFB Venue Hours of Operation

Venue ServicesLoading Dock
WeekdaysWeekdays
8:15 a.m. to 4:30 p.m.8:30 a.m. to 3:30 p.m.

Venue Services

E-mail: venueservices@assembly.ab.ca

Call: 780.643.3854