McDougall Centre – Book a space

Overview

McDougall Centre is a closed Government of Alberta meeting facility and is not available to the general public for viewing or to host private functions such as graduation or wedding ceremonies or receptions, birthdays, retirement celebrations nor any other private gatherings. This includes a policy of no photography offered inside the venue.

Eligibility

Registered non-profit organizations carrying liability insurance in the amount of $2 million can apply to book space for meetings and events at McDougall Centre, and must understand and agree:

• all Alberta government business 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

Registered non-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 10 pm.

Booking policies and procedures

Use of space

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.

All available spaces for booking include wireless access to the internet (Wi-Fi) and the use of a laptop and accompanying AV equipment (screens / monitors) for in-room presentation needs only. Virtual meeting participation needs such video or teleconferencing will be addressed on a case by case basis by the Manager of Venues.

Reserved space can only be used for the approved purpose (per the meeting or event application submitted). Any change of purpose after application approval must be submitted in writing to the Manager of Venues for consideration of additional terms.

Application and submission

Eligible applicants requesting facility-use must submit a scanned copy of the completed Facility Rental Application along with required organizational documentation, at least 4 weeks in advance of the requested facility-use date.

Supporting documentation will need to 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 as outlined in the application.

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 McDougall Centre Information Inquiries at: [email protected]

Confirmation of booking

Payment for space

If approved, a Memorandum of Agreement will be emailed to the application’s lead contact for acceptance of terms.

The signed agreement is to be returned to the Manager of Venues and is to include a deposit cheque in the amount of $100 CDN.

Cheques must be made payable to the Government of Alberta.

The total rental fee (including GST) is due 10 business days prior to the meeting or event date. The full rental fee will be provided by the Manager of Venues once the application has been reviewed and approved.

Food and beverages

McDougall Centre has a contracted caterer and the applicant must use the services of this caterer for onsite food and beverages needs. Outside food and beverage is not permitted onsite.

All catering arrangements must be made directly with the Manager of Venues and confirmed 10 business days prior to the meeting or event date.

Upon approval of a request to use McDougall Centre, the Manager of Venues will contact the applicant to provide catering details and available menu options.

Cancellations

Cancellations received prior to 10 business days of the scheduled meeting or event will result in a full refund.

Cancellations within 10 business days of the scheduled meeting or 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’t be agreed upon.

Contact

Connect with McDougall Centre Information Inquiries:
Email: [email protected]

Related

• Government House
• Queen Elizabeth II Building