Meeting Room Application - Esplanade Cutbanks Room

The City of Medicine Hat’s Meeting Room options at the Esplanade are available

• Tuesday to Saturday from 12 - 5 pm for half day bookings up to four (4) hours max.  
• Projector / Screen and desktop computer are available in the room.  
• No alcohol or catering is permitted with the exception of prepared ‘treats’ i.e. Tim Horton’s coffee/donuts etc.  

Room options:   

• Cutbanks Room             $154.70           Attendance capacity of 24 max.

Please choose a duration of up to 4 hours for the booking beginning no earlier than 12:00 pm and ending no later than 5:00 pm

Fees and payment

RULES AND REGULATIONS  

1. These rules and regulations govern the rental of the room/area (the “room” or “rental area”) in the City of Medicine Hat’s (the “City”) Esplanade Cutbanks Room (the “Esplanade”) specified in the  “Booking Confirmation”. This permit to use the rental area is granted to the individual specified in the Booking Confirmation and cannot be transferred without the prior written consent of the City. 
2. Use of the Esplanade is limited to the rental area and the areas of the Esplanade which are used in common with others, including, without limitation, the lobbies, elevators, stairways, and rest rooms (the “common areas”). The main floor lobby area may be included in the Booking Confirmation for an additional charge if requested. This area may accommodate additional activities such as photo booths, tables etc. The Client will use, and permit others to use, the rental area and common areas only in accordance with these Rules and Regulations. The Client shall be responsible for the behavior of guests and/or attendees associated with the meeting/event. 
3. The City may enter the rental area at any time, without notice and without the consent of the Client, to inspect for compliance with these Rules and Regulations and for any other reasonable purpose, including any emergency that may threaten damage to any property, or injury to any person.  
4. The Client must comply with all applicable laws, regulations, bylaws and codes and must obtain and maintain any applicable permits, licenses or other approvals relating to the use of the room. 
5. Access to the room is limited to scheduled hours specified in the Booking Confirmation up to a maximum of 4 hours (including set up and take down). 
6. An additional fee of $40.00 per hour applies to time beyond regular operating hours to recover the costs to have the building open for your event and secured upon your exit. The Esplanade is open Tuesday through Saturday from 12:00 PM to 5:00 PM. The Esplanade is closed Sundays and holidays except for special events.  
7. Events may not exceed the following maximum capacities: 
   1. Cutbanks Room - 24 around board table or 40 in a classroom setup (requires additional setup)  
8. The Client may NOT arrange or re-arrange tables. Cutbanks Room will be board table style.  
9. Booking the projector and screen can be arranged at an additional cost.  
10. Coffee pot and water are available in the Cutbanks Room only and can be provided for an additional fee.  
11. Please leave the room and common areas in the same condition as when you arrived. You must report any damage to the room or common areas immediately. Any mess or damage left may result in extra charges     No confetti, glitter, rose petals or similar items inside or outside the Esplanade. 
12. The City of Medicine Hat is not responsible for the loss or theft of personal property. Anything left behind by the Client following the rental period may be disposed of by the City. The City has no liability for any property of the Client, or their invitees/attendees stored or used in the rental area or the Esplanade. The Client agrees to waive any and all claims against the City arising from any potential loss or damage to personal property. 
13. Smoking and/or vaping is not permitted in the Esplanade. 
14. Alcoholic Beverages are not permitted in these meeting rooms, Cutbanks Room 2nd Floor Lobby, Main Floor Lobby.  
15. Possession, sale and consumption of alcohol in the rental area is not permitted.  
16. Conduct and Noise. Please ensure that all meeting attendees behave appropriately and to not partake in loitering, disparaging remarks, physical violence, or illegal activities. This behaviour will not be tolerated.  The Client acknowledges that the Venue is located in a shared working space and therefore agrees to control the noise level at the meeting/event such that it shall not create a disturbance. If the City reasonably determines that the noise level is excessive, action will be taken by City staff to mitigate the disturbance.  
17. No unauthorized food or drink is to be brought into or consumed in the rental area. The Client will obtain approval from the City prior to bringing any outside food or drink into the rental area or common areas. 
18. No animals/pets are permitted on the premises with exception of those providing a licensed service.  
19. Without the prior written approval of the Event Services Coordinator, the Client and their guest(s) shall not use the logo of the City of Medicine Hat or of the Facility or use video recordings, audio recordings, photographs or facsimiles of the Facility. 
20. No alterations or improvements may be made to the rental area without prior written consent from the City. Without prior consent from the City, it is prohibited to attach hooks or similar items to any wall, window frame, door/door frame or ceiling for hanging pictures, posters, or similar objects. 
21. If the Client and/or their attendees violate these Rules and Regulations or if the Client fails to pay any required fees when due (as set out in the attached Booking Confirmation and any invoices provided by the City), the City may terminate the rental immediately and, if the rental period has already begun, require the Client and their attendees to leave the rental area and/or the Esplanade. If the rental is terminated early the Client will immediately remove any and all personal property from the rental area and the common areas and restore the rental area to its pre-rental state, at the Client’s cost. In such instances, no fees will be refunded for the cancelled rental. 
22. Cancellations or amendments must be received by the Community Development Event Services Coordinator a minimum of 15 DAYS in advance of the rental date. Please call 403.502.8580 (to speak directly, voicemail is not confirmation) or email facilitybookings@medicinehat.ca. Failure to observe these deadlines will result in the Client being assessed 50% the cost of the rental.  
    1. Cancellations or amendments received less than 7 DAYS in advance of the rental date will result in the Client being assessed the full cost of the rental. 
23. The City may terminate this permit at any time without cause and without penalty upon giving fifteen (15) days’ notice in writing to the Client The City may further terminate this permit immediately upon notice in the event that the City becomes aware that the meeting/event is of a nature that the City finds subjectively inappropriate.  In such instances the City will refund any fees paid for the cancelled rental.  
24. In the event that the City is unable, for reasons beyond its reasonable control, to make the rental area available to the Client during the rental period, the Client will have the option of choosing an alternate date to hold the meeting/event, subject to the City’s approval, at no extra charge. If the Client opts not to choose an alternate date or the City and the Client cannot agree on an alternate date, the permit shall terminate, and the City will refund any fees paid for the cancelled rental.   
25. These rules and regulations are subject to change at any time at the absolute discretion of the City  
26. No Insurance is required for a 4-hour meeting with 50 in attendance or less.  
27. For more information on booking these facilities contact the City of Medicine Hat – Community Development Event Services Coordinator at facilitybookings@medicinehat.ca or 403.502.8580 
28. The Client agrees that they have read and agree to obey these Rules and Regulations for Esplanade room rental and use. The Client will indemnify, defend and hold harmless the City of Medicine Hat from and against any liability, loss, claims, demands, costs and expenses, legal fees due wholly or in part as a result of any negligence, acts or oversights by the Client, its agents, licensees, invitees, or contractors during the use of the Esplanade facilities or services. 

Pursuant to s. 33 (c) of the Freedom of Information and the Protection of Privacy Act, the personal information collected on this form is for the purpose of an operating program or activity of the City of Medicine Hat. The City of Medicine Hat must collect personal information directly from the individual that the information is about unless another method of collection is authorized by the individual or by an enactment of Alberta or Canada. The personal information provided will be protected under Part 2 of the Freedom of Information and the Protection of Privacy Act and will be used for processing your application.

Questions regarding the collection and use of personal information can be directed to the FOIPP Head of Local Body at 403-529-8234.

By submitting this application/form you acknowledge and agree that any electronic signature provided by you herein is the same as a handwritten signature for the purposes of legality, validity, enforceability, and admissibility.