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FAQs

Submitted by amaerten on Fri, 01/23/2015 - 1:52pm

Do you offer discounted rates for non-profit organizations, or students/alumni of UCalgary?

Discounted prices are not available.

Are there any restrictions to when I can book a venue?

During the academic year, the Eckhardt-Gramatté Hall and Boris Roubakine Recital Hall are reserved for student use. From September to mid-April (depending on the academic calendar), they can be booked by community groups only on weekends, and after 6:00 pm on weeknights.

How far in advance can I book a venue?

Bookings should be confirmed six months in advance, and depending on the time of year, may be booked up to a year in advance. Because the performance venues are subject to priority bookings for academic use, which changes on a yearly basis, the calendars for the Eckhardt-Gramatté Hall, University Theatre and Boris Roubakine Recital Hall open for community bookings in late October to mid-November.

How much notice do I need to give for an event?

Performance bookings should be confirmed six months in advance, and depending on the time of year, may be booked up to a year in advance. Any event requests with less than three months notice are considered short notice, and you should be prepared to sign a lease and pay a deposit immediately. Any event requests with less than 4 weeks notice are considered extremely short notice, and generally unavailable. Please note that during the concert seasons of October-December and April-June, availability is extremely limited. Submit your request as soon as possible, but we cannot guarantee that you will get a date, even if you are a returning client. Conference and meeting bookings should be confirmed three to six months in advance, although you may book them up to a year in advance.

Can I see the venue before I book it?

Viewings of performance venues and conference rooms may be scheduled by calling our main office at 403-220-4901 during business hours. Please note that during busy seasons, available viewing times may be limited.

Can I get a quote before I book?

We can offer you guidance on pricing, but the actual costs of your event will vary depending on your needs during occupancy, so we cannot offer guaranteed estimates. For meetings and conferences, you may need to budget for AV equipment. If your booking occurs outside business hours, it will also require a conference attendant. Performance events require technicians and front of house staff, whose labour costs depend on the nature of your booking, and how long they are required to be onsite. For performances please contact our Stage Manager who can provide an estimate on technical labour and materials and our Front of House Manager for an estimate for front of house labour, ticket printing and sales commissions. Please refer to our website for pricing information. Please note that in the absence of a booking or a hold, availability is subject to change without notice.

Can I hold a date without a formal booking?

Depending on the amount of notice given, we can hold place a 14-day hold on a date for you at no cost. If another client requests the same date during the hold and you are unable to commit to signing a lease and remitting a deposit at the end of it, the date will be released to the other client. You will be notified if the status of your hold changes. Holds may be extended if no other requests for the date are received. Please note that if you are notified of pending expiry of your hold and we do not hear back from you within a reasonable timeframe, your hold will be cancelled.

When is the signed lease due? When is the deposit due?

Leases are generally sent out to clients six months in advance of each event. If you book your event with less than six months notice, the lease will be sent to you immediately after your details are confirmed. The signed lease and deposit must be returned to our office no later than three weeks after the lease is sent to you. We require all clients to complete the lease and deposit process within this timeline. Failure to do so may result in the loss of future bookings.

How late can I cancel my event?

Your event may be cancelled up to three months in advance with no penalty. Should you cancel within three months of the date of occupancy or fail to appear, any deposit paid will not be refunded.

Can I print my own tickets?

No. All tickets must be printed by University Theatre Services. Front of House staff at University Theatre Services venues will not accept homemade tickets or tickets printed by any other agency. Please note that we can sell your tickets online, and offers opportunities for online promotion. If your tickets are part of a subscription series, or you have special field requirements, please contact us for options.

2017_booking_booklet_pdf.pdf

My lease is signed and deposit is paid. What’s next?

For performance events, you will need to fill out the technical, ticket and front of house forms and submit them to our office by email or fax, no later than 4 weeks in advance of your event. You may have received an information booklet with the forms enclosed with your lease. Please note that we must receive your ticket order at least 2 weeks before your tickets go on sale. For meetings and conference, you need to contact the Rozsa Centre Coordinator to ensure that your setup and technical requirements are met. We require all clients to complete and submit their forms, or otherwise follow up on event requirements, within the stated timelines. Failure to do so may result in the loss of future bookings.

Can my event be catered?

Yes. Aramark must provide all catering in the Rozsa Centre. For all other venues, catering can be provided by multiple caterers, please contact our main office for additional information.

What happens at the conclusion of my event?

At the conclusion of your event and final amalgamation of all related billing a running charges sheet along with an invoice will be sent out to you. Any surplus funds collected on your behalf by Theatre Services will be issued to you within 5 weeks.