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2018 Esplanade Room Capacity and Rates
ROOM
Standing nonfixed seats F&B w Tables Hourly Rate Day Rate
Cutbanks Room 174 150 80 $70.00 $250.00
limited availability
2nd Floor Lobby 263 207 144 $70.00 $300.00
limited availability Non licensed Licensed
Main Floor Lobby 435 435 270 $70.00 $300.00
Studio Theatre 260 207 163 $95.00 $440.00
Terrace - 3 hr minimum 230 230 230 $122.00 $840.00
Café Area & Bar Area availability limited 37 $70.00 $200.00
Additional Charges
Mandatory Per hour rate Day rate
Event Host $30.00
Bartender * one hour before bar service and 30 min after $25.00
Additional bartender * $25.00
After Hours Charges $40.00
Socan & Resound fees $85.82
Socan & Resound fees $42.86
OPTIONAL
Table Cloths $6.00
Table Cloths $7.00
Spandex $10.50
Uplighting $150.00
Personalized Gobal minimum $300.00
Parking -Underground Sat or Sun only $125.00
Glassware $75.00
Glassware pkg. $150.00
Projector/Screen available in Studio Theatre or Cutbanks Room $50.00
Event Gallery Admission $150.00
You will receive an event order with estimated pricing once you have chosen the date, times, room/s and services.
Any and all changes will require creating a new event order with updated pricing.
*The Esplanade requires bartenders to be our own staff. Exceptions may be made for licensed retailers.
Liquor License information can be found at http://aglc.ca/licences/specialevents.asp
Special event functions are restricted to members and invited guests only, and cannot include the general
public. Public event functions require licensing directly from AGLC.
Contact your home insurance provider to obtain the required event insurance.
Capacity for the lot 63
for Studio Theatre
per white special order table cloth
2018 RATESCAPACITY
2017 rates
2017 rates
for events expecting more than 80 guests
for event guests during regular hours
events with dancing (recorded/cover music)
recorded/cover music - no dancing
one hour before event and 30 min after
wine glasses, tall footed glasses, mugs
per black table cloth (colours not available)
per fitted black cocktail table cover
wine glasses
outside all regular opening times.
to be quoted - minimum cost applies
2018 Esplanade Room Capacity and Rates
ROOM DESCRIPTIONS
Cutbanks Room:
The Cutbanks Room is a boardroom with presentation capabilities and WiFi. It works well for medium to large
meetings and for classroom style sessions. The tables can be arranged in many different ways. The projector and
screen are great for presentations and there is enough room to set up chairs in theatre style or use as a
boardroom. A water cooler is in the room for the use of meeting participants.
Studio Theatre:
The Studio Theatre is a black box theatre with a dance floor. The AV and WiFi capability makes it work well for all
kinds of meetings, presentations, receptions, and dances. There is even bleacher style seating available for plays
and presentations.
2018 Esplanade Room Capacity and Rates
Lobbies:
Lobby 2nd floor and Lobby Main Floor - The Second Floor Lobby is a beautiful space for small to medium sized
events and even wedding ceremonies. The Main Floor Lobby is better for larger events. The only draw-back is that
we cannot book either lobby too far in advance because of theatre shows which will use the lobbies and the
bar/cafe areas.
Terrace:
The Terrace is the gem of the Esplande. Wedding ceremonies, receptions, and concerts are frequently held on the
Terrace in the warmer months and the Studio Theatre is included as the back-up space just in case it rains.
NOTE: The Terrace is available for bookings until 9:00 pm only
2018 Esplanade Room Capacity and Rates
Galleries:
The Art Gallery and Museum Foyer may be made available for a wedding ceremony. Please ask if interested.
Café and Bar Area:
Includes the use of a commercial
sized fridge and the coffee maker.
Available for rent when not in use
as the bar for theatre shows.
We'd be pleased to show you the venue and discuss event options with you. [email protected]
Can I bring in my own alcohol? Are there any corkage charges? You may bring your own alcohol. We will require a copy of your liquor license and a copy of your
‘Host Liability Liquor’ insurance in the amount of $2,000,000. We must also provide one of our bartenders, for every 80 guests, at a cost of $25 per hour . We do not charge any corkage type fees.
Can I bring in my own food?
We do not have in-house kitchen facilities and we do not provide catering. You are welcome to hire the caterer of your choice. You are also welcome to bring in your own food. The café rental includes the use of a commercial size fridge and our coffee maker and carafes - you provide your own coffee, cups, and cream/sugar.
What is available for refrigeration and ice?
We have a small commercial ice maker on site that is capable of producing about 50lb of ice per day. You are welcome to use the ice while here but be aware that it is not a fast refilling machine. We have some refrigeration and freezer space on site as well that is available. This can be coordinated on an as needed basis and is dependent upon other events in the building.
What is available for parking?
Free downtown on-street parking is available but has a 2 hour maximum. The Esplanade outdoor parking lot is for pass-holders only on weekdays but has free parking after 6:00 pm weekdays and all day on weekends. We have an underground parking lot that is available for a cost of $5.00 per vehicle. The machines are cash only and accept change only. Alternatively, you can choose to buyout the underground lot for a cost of $125.00 on evenings or weekends. One thing to be aware is that if the building is closed, the parkade is closed as well. Sundays we are generally closed to the public but arrangements can be made to have a staff member on site between 1:00pm and 4:00pm who would be able to open the underground parkade.
What can I do for decorating?
We do not allow glitter, rice, confetti or other similar products into the building at all. Should any of these be used, a cleaning charge of at least $150.00 will be added to the final bill. We also do not allow any decorations to be taped or pinned to the curtains in the studio or the screening on the Terrace. Decorations may be hung from the ceiling grid in the Studio Theatre but it requires the use of our City man-lift and operator. This is available at a cost of $54.00 per hour and must be booked in advance to ensure availability. If the lift is requested with less than 24-hours-notice, an additional charge may be added.
What do I need to cleanup?
Basic cleanup of the space is included in our rental costs. If there is an extreme amount of mess or any glitter or confetti have been used, additional charges may apply. We do ask that you remove all of your items and decorations at the end of the night. The Esplanade will not be held responsible for any decorations or items left in the building.
Social Event FAQ’s
Social Event FAQ’s (continued)
Why am I being charged an ‘After Hours Fee’? The Esplanade is open for regular hours between 9:00am—5:00PM Monday through Friday and 12:00PM—5:00PM on Saturdays. We are closed on Sundays and Statutory holidays. A fee of $40.00 per hour applies to time beyond our normal hours to recover our costs to have the building open and secured upon your exit. What are SoCan and ReSound Fees? Copyright reimbursements to the legal owners must be paid whenever music is played for a public event. There are only a few specific areas where the fees may be waived: Grand Rights – If the music or performers are ONLY performing original material and no covers. Live Band – Any live band would not be charged Re:sound but if they play recorded music during the breaks then it would apply. Why must we have an Esplanade Event Host?
As we are a bit of a unique venue between a full-service hotel and a self-service community hall, we require that all social events in the building utilize our Event Hosts. This person is able to act as a single point of contact for any technical, logistic or hospitality issues that may arise during the event. Another of their roles is that, in the event of an emergency, the Event Host is able to direct emergency personnel and coordinate evacuation.
What is available for cups and plates?
We do not have any plates or utensils on site and you are welcome to provide your own. We do have some glassware available for rental such as wine glasses and ceramic coffee mugs.
Where are the washrooms for the Terrace?
The closest washrooms used for Terrace events are located on the 2nd floor to the west of the elevators. There are also washrooms on the main floor that are available for use.
Is there handicapped access to the Terrace and Lobby spaces?
All Esplanade public spaces are wheelchair accessible via the elevators in the building. If there are any special considerations required, please advise so we may accommodate them.
When does the decision of whether to cancel the Terrace for the event need to be made and who makes that decision? Unless extreme weather is present, the responsibility for the decision to move lies with the client and should be communicated to your Event Host at the earliest possible time to ensure event continuity. Unless otherwise arranged, we generally are unable to have both the Terrace and the backup space 100% setup for the maximum capacity. It will take a minimum of 60 minutes for the backup space to be properly prepared for your event. Where are the designated smoking areas? As City of Medicine Hat facilities are 100% smoke-free, smoking is not permitted in any space, including the Terrace. Smoking receptacles are available outside of the building and the client will be responsible for any cleanup should these receptacles not be used. What else do I need to know? Here at the Esplanade we are proud of our unique venue that showcases modern architecture mixed with Arts & Heritage. We work very hard to make every event a success and are only limited by your imagination. We will be pleased to work with you to create a truly memorable event!
For further questions or to book the venue please call (403)525.8829
or email [email protected]
