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Beddington Theatre Arts Centre Booking Policies

 

The following are the conditions agreed to once payment has been made for all bookings with the Beddington Theatre Arts Centre.
                                            

  1. ROOM ACCESS - the booked room may only be accessed based on the time it is booked for, if you require additional setup and clean-up time this should be included in your rental time. 
     

  2. LIABILITY—The Beddington Theatre Arts Centre (BTAC), its Directors, and employees are not liable for any injuries, including claims that could occur due to food and liquor consumption. 
     

  3. INSURANCE—Renters must have the appropriate Liability Insurance and/or Party Alcohol Liability Insurance. Upon arrival for rental, renters should provide BTAC with the appropriate Certificate of Insurance and be aware that BTAC assumes no risk or liability for any actions that could cause risk to guests of the renter.
     

  4. SUPERVISION—One supervisor must be assigned for every 25 guests. As the renter, you are responsible for all guests, including their behaviour and actions."
     

  5. BTAC REPRESENTATIVE - BTAC will provide a facility attendant on-site during the booking times.  All questions and requests must be directed to them.
     

  6. CHECK-IN/OUT - Please check in with the front office no more than 15 minutes before your booking time; they will be the point of contact for the booking duration. A walk-through of the facility and room booked will be completed, and any room deficiencies/imperfections will be noted. No one from your booking may enter the booked room until this is complete. At the end of your booking, please come to the box office, where they will do a check-out and walk-through once again, confirming that no damage has been done and that the room was restored to the state in which it was found. 
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  7. DAMAGE—Should any damage be caused intentionally or accidentally, it will be documented on check out, and the daytime office staff will contact the renter to remedy the repair and associated costs.
     

  8. LOST OR STOLEN ITEMS—BTAC is not responsible for lost, stolen, or damaged items brought onto the facility's property.
     

  9. DECORATIONS—The Renter must request permission from BTAC before adhering decorations to the walls, mirrors, doors, or ceiling. Any means of adhering décor that damages the facility in any way is not permitted and will result in a charge against the deposit. The use of confetti, rice, or similar substances is not permitted inside or outside the Centre.
     

  10. OPEN FLAME—No unattended open-flame candles are permitted, as per Calgary Fire Department Regulations. Candles must be in an enclosed container, with a flame no more than 2” from the top rim of the container. All uses of candles must be approved by the Facility Administrator prior to your event.
     

  11. CLEAN-UP—Cleanup is the renter's responsibility, and any time required is included in your rental time. The renter must ensure that all staff, guests, and additional help are given enough notice to clean and pack up their equipment. Failure to clear will result in immediate forfeiture of the deposit.

    • GARBAGE—The Renter must remove all garbage (bags will be provided by our community attendant) and place the garbage bags into the outside bins. Garbage must be placed directly into the bin and not on the ground.​

    • SWEEP - The renter is responsible for sweeping the room floor.

    • MOP - If there is a liquid spillage on the floor, the renter must mop the affected areas.

    • KITCHEN - If the kitchen is being used, it must be cleaned entirely; floors, counters, oven, stove, microwave, sinks, and any other item(s) used must be left clean.
       

  12. OVERTIME - Any bookings exceeding the booked time will be billed at double time.
     

  13. WAITING AREAS/LOITERING -  Loitering in the common areas of the building is not permitted. Tenants are to use the common areas to access the rented premises and use the washrooms only. Anyone loitering in the building will be asked to return to their rented room or leave.  Should you be offering a class or something where people may be asked to wait, there is only one waiting area in the facility: the main lobby. All groups share this in the facility, the central congregating place for theatre patrons. Be courteous and conscious of others in the space. Please do not wait or allow your guests to stay in the upstairs or main floor hallway. Should you need a place for your guests to wait or a breakout room, please request a second room.
     

  14. SOUND - We know that not all events are quiet, but we have a strict sound policy regarding sound overflow into the halls and especially into other rooms.  BTAC reserves the right to ask your group to turn down the volume and be respectful of other tenants in the facility.  We, therefore, recommend that any amplification be easily adjustable should you be requested to adjust the volume. If you do not comply with the request, your group will be asked to vacate the premises immediately without refund or credit.
     

  15. SOUND EQUIPMENT—Each Studio and the Community Hall Are provided with a sound system adequate for the space. While outside equipment is permitted, the Board Room and Studios 1, 2, 3, and 4 are not permitted to use a microphone as the room size does not necessitate this need, and it is disruptive to our other studios and offices on site.
     

  16. CHAIRS & TABLES—Upstairs and downstairs locations have locked chairs and table rooms. While the use of these is included with your booking, a request for quantities must be made with your booking. For the interim, we will accept this request on Check-In. Staff will unlock the room for you and then close the door once you have taken all you need. This door will be unlocked for you at check-out.
     

  17. CHILDREN—Children under 16 must be under the supervision of a responsible adult (over 18 years old) at all times and are not permitted to loiter in the common areas of the building.
     

  18. SAFE SPACE—BTAC staff will not tolerate verbal, physical, or psychological abuse on any level and have the right to refuse or cancel a booking. Cancelled bookings for this reason will result in all deposits being maintained. 
     

  19. LIQUOR - As per AGLC requirements, you must obtain a liquor permit and supply it to the Facility Attendant. We must post this license next to where liquor is being served. If you fail to do so, liquor cannot be served.

    • As per AGLC requirements, no homemade liquor, wine, or beer is allowed on our premises. Any liquor that does not have a store-bought label will be confiscated immediately.

    • No persons serving alcohol may consume alcohol during their shift.

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20. DEPOSITS - All room bookings require a Booking Deposit based on the total booking fee.  

for bookings < $500 - Deposit of $100

for bookings > $500 ​- Deposit of $300*

Deposits are collected upon arrival via credit card. They are processed as a pre-authorized payment and returned if the room is not damaged and the tenant adheres to booking policies, including start and end times. 
*All special events, birthdays, weddings, and family gatherings over 2 hours are subject to the $300 Damage Deposit.

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21. REFUNDS/ROOM CHANGES/CANCELLATIONS

Beddington Theatre Arts Centre offers the following terms with regard to room cancellations

* more than 30 days before booking - 100% refund

* less than 30 days before booking - no refund or credit will be issued

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