Frequently Asked Questions
+ How do I rent Dwell Urban Venue?
We don't blame you for wanting to host your event in Dwell Urban Venue! Filling out our inquiry form or giving us a call is a great place to start. We'll work with you to accomodate your event to the best of our abilities!
One of our staff will respond with a quote within a day or two listing all costs. We will hold the venue for your event for two weeks from the day the quote is made. During this time, if we have another rental inquiry for the same dates that are on hold for you, we will contact you and give you 24 hours to respond and pay the non-refundable booking fee to reserve your date. After the 24 hours, the space will be given to the other booking party. When you are ready to confirm your booking, we require a 50% non-refundable deposit (this is the booking fee) and a signed rental agreement.
All bookings are to be completed in person with our Facility Coordinator. The remaining balance is due 30 days prior to the event. A damage deposit will be charged for all events with more than 50 people in attendance or any event serving alcohol. The damage deposit is due 15 days prior to the event. This will be returned within 10 business days after the event, minus any deductions for damages or cleaning fees.
All events serving alcohol must purchase a liquor licence and submit a copy to the Facility Coordinator at least two weeks before your event.
All events that serve alcohol or have 75 or more guests need to have Special Event Liability Insurance. This protects you as the event host against the unseen event of a lawsuit. Qualifying events need to have special event liability insurance and it is the responsibility of venue renters to acquire and provide proof of this insurance at least two weeks prior to the event.
Three weeks before your event, you will receive an email from our Facility Coordinator. This email will outline the final documents and information required and any final payments needed. Some of these required documents may include a copy of the liquor license, liquor menus, proof of special event insurance, number of guests attending, and a rough diagram of the room set up.
At this time the Facility Coordinator will confirm the arrival and departure times, as well as any early deliveries. You will be provided with a cleaning checklist for after the event.
On the day of your event, one of our staff will be available for the duration of your event. This person will assist with any questions and ensure you and your guests are safe. This staff member will do a final walk through of the space after your event and note any garbage or damages.
+ I'm still finalizing my dates, can I hold the venue?
Yes, you can hold the space for your dates for 2 weeks (from the date the estimate is created and emailed to you). If another event inquires about booking these held dates, you will be given 24 hours to respond and pay the non-refundable booking fee to reserve your date. After the 24 hours, the space will be given to the other booking party.
+ What is the booking fee?
To secure the rental of Dwell Urban Venue, a non-refundable booking fee of 50% of the rental fee (+GST) and a signed rental agreement are required. This fee will be applied against the total rental amount. All booking confirmations are to be completed with our Facility Coordinator.
+ Is there a damage deposit?
Yes, a damage deposit of $225 or 50% of the rental fee (the greater amount) is required for all events with more than 50 guests or any event serving alcohol. This amount is to be paid no less than 15 days prior to the event. This amount does NOT count towards the total rent. This amount (minus any deductions for damages, clean up costs, penalties) will be returned within 10 business days after the event.
+ When is final payment due?
The total amount owing for the venue rental must be paid no less than 30 calendar days prior to the event. Failing to pay in full by this time can result in losing the venue for the booked dates.
+ How do I cancel my booking?
We must receive a written cancellation notice 15 calendar days prior to your event. This is best done via email. All deposits and monies paid will be refunded, less than the non-refundable booking fee, on any cancellation occurring more than 15 days before the event. Payments will not be refunded on any cancellations occurring less than 15 days before the event.
+ I don’t want to cancel, but I’d like to change my booked dates – can I?
Yes, you may change to an alternate date within one year of the original date(s) based on venue availability. This must be done in writing. There may be a rebooking fee charged. This is to be done at least 15 days prior to the event date.
+ Does Designed to Dwell charge a SOCAN fee?
Yes, if required, SOCAN fees will be added to the rental fee and we will forward them to SOCAN on your behalf. SOCAN stands for Society of Composers, Authors and Music Publishers of Canada and this fee is the right to play music publicly. This fee is applicable for any event playing music.
+ What is Special Event Liability Insurance? Do I need it?
Special Event Liability Insurance protects you as the event host against the unseen event of a lawsuit. All events that are serving alcohol or are more than 75 people are required to have special event liability insurance and it is the responsibility of venue renters to acquire and show proof of this insurance. The policy must cover at least $2,000,000 and names Designed to Dwell Urban Venue as an additional insured for the duration of the event (it must cover all the occupancy dates – including early drop off or next day tear down). The insurance can be purchased through your insurance broker or www.palcanada.com.
If Alcohol is being served, a liquor license is required and is the responsibility of the renter.
+ We are serving alcohol. What does this entail?
A liquor license is required – proof must be submitted to the Facility Coordinator two weeks prior to the event. All bartenders must have ProServ and provide proof of ProServ status to the Facility Coordinator. The liquor menu, a copy of liquor receipts, and a copy of the liquor license are required two weeks before your event. Alcohol is only allowed in licensed areas and renter is responsible to follow the Alberta Gaming and Liquor Commission guidelines. Failure to comply may result in liquor service being terminated during the event. Liquor cannot be served to minors or intoxicated persons. Liquor may only be served to invited guests. Your event can not be advertised as being open to the public without prior approval of the Facility Coordinator.
Designed to Dwell staff members will ask intoxicated individuals to leave if they pose a risk to people or property.
Alcohol service and sales must cease by 12:00am.
+ What hours is Dwell Urban Venue available?
All events must take place between 9:00am and 12:00am (starting at noon on Sundays and holidays). If your event is to occur during other hours, please contact the Facility Coordinator to make special arrangements. Arrangements may be made beforehand to have decorations dropped off the day before your event, availability pending. Please contact the Facility Coordinator to arrange this.
There is a $500/hour penalty fee for all events that go beyond 1:00am. All vendors and/or service providers must have the venue cleaned and vacated by 1:00am. By 1:00am all decorations, equipment, food, and alcohol must be removed and all garbage cleaned up. Except in the case of weddings who have booked for the entire weekend.
+ What is included in the venue rental?
Dwell Urban Venue will be decorated seasonally. If it's in the space at the time of your booking, it is yours to use. This will include a selection of sofas, tables, and chairs. A tastefully chosen decor library is also at your disposal for tablescapes and centrepiece options.
The Facility Coordinator will work with you in the weeks prior to your event to ensure that your venue needs are being taken care of.
Set up is your responsibility. If you require tables, chairs or other furniture to be removed or reconfigured by venue staff, and additional fee will be incurred.
Access to the prep kitchen is included with all bookings.
A one hour rehearsal time in included with all wedding bookings. This rehearsal can take place up to one week before the event and scheduling will be subject to availability of the space. An officiant and/or wedding planner must be present.
Vendor deliveries prior to your event must be arranged with the Facility Coordinator in order to guarantee we can accomodate the space they will require.
Events employing a photographer incur no extra photography fees.
Designed to Dwell does offer additional event styling services.
+ Can I bring in my own decor?
By all means! But there are a few limitations you should know about.
We ask that nothing be attached to the walls by any unapproved means (ie: nails, screws, tape, glue). Please use freestanding decorations or if you require help determining what to use to accomplish your look, please ask!
Pyrotechnics, sparklers, confetti cannons, bubble machines/wands, water displays, haze machines, gas and propane fixtures, as well as open flame candles cannot be permitted. Battery operated or electronic flameless candles are always great options though! Unity candles, used during wedding ceremonies, are the exception.
Artificial flower petals are the only tossables allowed in Dwell Urban Venue. Confetti, rice, bird seed, glitter, etc. must not be used. Should glitter be used it will result in a $600.00 clean up fee.
+ Am I responsible for tear down and clean up after my event?
Yes, unless arrangements are made prior to your event, all decor, food, alcohol, and garbage must be removed prior to you leaving Dwell Urban Venue.
A cleaning list will be provided.
Failure to complete this list will result in a cleaning fee at the rate of $75.00/hour.
+ Can events for minors be hosted here?
Yes. All events involving students/minors must have 1 chaperone for every 25 individuals under the age of 18. Names of qualified chaperones must be provided to the Facility Coordinator 10 working days prior to the event.
+ How late can my dance and alcohol sales go?
All bands, DJ's and alcohol sales/services are required to stop by 12:00 AM.
+ I'd like to involve Jonny Bean Coffee and/or Underground Escape as part of my event. Is this possible?
Yes! we think that's a great idea. Please contact us to talk to us about possibilities, plans, and discounts.