General Information

Venue Rentals - General Information

We thank you for your interest in our venue and hope that the following information will help you in planning your special day at the Medicine Hat Exhibition & Stampede.

Deposits and Contracts:
All confirmed bookings require the full deposit amount paid within thirty (30) days of signing the contract (deposit is room rental plus GST). Full rental deposit will be refunded if cancellation is made 6 months or more prior to event date. Cancellations less than 6 months to event date, will receive full deposit if event date can be filled. Events canceled one (1) week prior to event date will be sent a bill for full room rental fee. Events canceled the day prior will be sent a bill for catering fees along with room rental.

All contracts must be signed and returned with your deposit to the Medicine Hat Exhibition & Stampede within one (1) month of receiving contract. Any questions, please call the Stampede office before signing. Three (3) weeks prior to your event, we require an estimated head count. A bill for 100% of the estimated cost of your function is due 14 days prior to your event. Your finalized bill will be completed the day after your function, with the remaining balance due, if applicable no later than one (1) week after your event.

Payment:
Full payment for catering and rental are to be paid at the Medicine Hat Exhibition & Stampede office. Forms of payment include cash, certified cheque, corporate cheque, Visa, Mastercard and American Express.

Room Rental Hours:
Music and dances must end at 1:00am and the room must be vacated by 2:00am.

Alberta Liquor Laws do not permit beverage service prior to 10:30am (12 noon on Sundays and holidays) or after 1:00am. All persons must be over the age of 18 years to consume alcohol beverages.

The Medicine Hat Exhibition & Stampede may provide an alternative rooms and appropriate services suitable to the size of the group.

Food & Beverage:
Shooting Star Events and the Medicine Hat Exhibition & Stampede Concession and Concession Catering shall be the sole provider of food in all venues. The Medicine Hat Exhibition & Stampede and Shooting Star Events will prepare up to 5% over the guaranteed number of guests. This is not applicable to the Carriage House where you have the option of using Shooting Star Events or supplying your own food and beverage (NO commercial catering unless it is Shooting Star Events)

A 10% catering discount will be applied to your event (full rental rate only).

Alberta Health regulations prohibit any outside food into the Medicine Hat Exhibition & Stampede venues. Buffet products will be displayed for a maximum of one (1) hour at any function to ensure the quality and integrity of the product.

The Medicine Hat Exhibition & Stampede offers three (3) types of bar services:

1. Cash Bar: Shooting Star or Medicine Hat Exhibition supplies Events supplies bartender and products. Guest pay full drink price as set out by the

2. Host Bar: Shooting Star or Medicine Hat Exhibition supplies bartender and product. Drinks are charged to the host.

3. Corkage Bar: Customer may purchase liquor at a proper establishment and must pay a corkage fee per adult to cover ice, basic mixes and glasses. When choosing the corkage bar, the Medicine Hat Exhibition & Stampede will require a photocopy of the liquor permit along with a copy of the liability insurance.

All Medicine Hat Exhibition & Stampede and Shooting Star Events bartenders have passed ASIP (Pro Serve) through AGLC. There is a minimum of 1 bartender per 100 people. All liquor and wine MUST be removed at the end of the night.

A 14% gratuity is applicable on all hosted food and beverage.

5% GST is applicable on all charges.

Decorations:
All decorating is the lessee's responsibility. All decorations must be removed upon conclusion of the function unless otherwise authorized by the Medicine Hat Exhibition & Stampede. All decorating is to take place the morning of the function unless other arrangements have been made with the Medicine Hat Exhibition & Stampede. Any damages or repairs will be at the expense of the lessee. Damage to linens will be charged out at $40.00 per tablecloth and $5.00 per napkin. Please see decorating rules and regulations for more details.

Signage:
The Medicine Hat Exhibition & Stampede reserves the right to remove any sign on the grounds that has not been approved or appears unsightly and untidy.

Signs along 21st Avenue are prohibited unless the customer has consent from the City of Medicine Hat's Parks Department (403.529.8333)

Smoking:
City of Medicine Hat Bylaw No. 3762 does not allow smoking in public buildings. All Medicine Hat Exhibition & Stampede buildings and washrooms are smoke free facilities. Designated smoking areas are located on the Medicine Hat Exhibition & Stampede grounds.

Insurance:
We highly recommend that the lessee carry a minimum of $2,000,000.00 public liability insurance for your event. If the Medicine Hat Exhibition & Stampede finds your event to be harmful to spectators and/or participants, we will request that the customer carry up to $5,000,000.00 in public liability insurance.

Please contact your insurance broker for details.

Audio/Visual Aids & Equipment:
We have available a full range of audio/video aids and equipment for use/rent. Any other audio/visual equipment can be ordered with advanced notice. The Internet is available on the grounds. Please arrange in advance.

Event Checklist:
Event checklists for banquets, weddings and meetings are to be returned to the Medicine Hat Exhibition & Stampede office two (2) weeks prior to the event date.

Trade Show checklists are required at the Medicine Hat Exhibition & Stampede office four (4) weeks prior to move in.

Labour Charge(s):
Any change to the set-up of the venue will be billed as follows:
72 hours and less prior to the event - $75.00/hour (3 days or less)
120 hours to 72 hours prior to the event - $55.00/hour (3 to 5 days)

Flipping a room throughout event ie. "ceremony to banquet" will be subject to a labour fee.

Included with Fees:

Venue set-up and take-down *does not apply to Trade Shows
Venue clean-up
Tables, chairs (including cake table, guest table and gift tables)
Plates, cutlery, glassware
In-house sound system, in-house lighting
Executive chef
Events coordinator

Decorating Rules and Regulations

** All decorating is the lessee's responsibility. All decorations must be removed upon conclusion of the function, unless other arrangements have been made with the Medicine Hat Exhibition & Stampede **

1. Tacks, nails, push pins, staples and packing tape are not allowed. If tape is required the use of 'Painter Tape' is permitted.
2. Pinning onto the curtains is NOT allowed.
3. The use of helium balloons is not permitted without approval from the Medicine Hat Exhibition & Stampede, if a balloon has to be removed by the Medicine Hat Exhibition & Stampede the renter will be billed for the use of the sky lift and operator removing the balloons, there is a minimum $50.00 fee for removal of each balloon.
4. Hanging items from the ceilings are permitted, customers MUST use fishing line and the object must be of light weight. The use of the sky lift and operator is $75.00/hr.
5. The use of markers is prohibited on the floors, unless approved by the Medicine Hat Exhibition & Stampede.
6. The use of tea lights and votive candles are permitted, all candles must be in enclosed containers at all times. If any damage to linen there is a minimum fee of $40.00 per tablecloth and $5.00 per napkin that will be charged to final invoice.
7. Pictures on the walls cannot be removed without the permission of the Medicine Hat Exhibition & Stampede or Shooting Star Events.
8. The use of Medicine Hat Exhibition & Stampede furniture is permitted. If you do not require the items during your even, please make arrangements to have items removed by the Medicine Hat Exhibition & Stampede staff.
9. No confetti, sparkles, rice or sand is to be used on Stampede property. There is a minimum cleaning fee of $50.00 per hour for the Stampede cleaning staff.
10. All decorating is to to take place the morning of the function unless other arrangements have been made with the Medicine Hat Exhibition & Stampede.
11. The use of water displays is permitted with the approval of the Medicine Hat Exhibition & Stampede.
12. Any damages or repairs will be at the expense of the lessee.