a) Memorial Hall

1. All food and beverages must be provided by a caterer approved by the Bezanson Agricultural Society (BAS) in accordance with Alberta Health Services guidelines. The only exception is wedding and special occasion cakes.
2.  Appropriate insurance and valid food handling certificates are required and must be presented to BAS management.
3. The renter’s family may cater a wedding.
4. The caterer is responsible for ensuring the kitchen is left clean.

b) Knelsen Kitchen and Buffalo Gravel Gym

1.  All food and beverages must be provided by a caterer approved by BAS in accordance with Alberta Health Services guidelines. The only exception is wedding and special occasion cakes.
2.  Appropriate insurance and valid food handling certificates are required and must be presented to BAS management.

c) Short-term Bookings (hourly rentals, birthday parties, meeting rooms, kitchen rentals, sports games or practices, event registrations)

1. For short-term bookings, renters may provide their own food. Food must be served only in the Memorial Hall and/or foyer (as per booking agreement) and is not permitted in the gymnasium.
2. The renter is responsible for ensuring the foyer is left clean and garbage is disposed of in the dumpster.
3. Appropriate insurance and valid food handling certificates are required for any kitchen rental or public food sales as per AHS regulations. Check with office management for further information.

* The renter, at their cost, is responsible for complying with all Alberta Gaming and Liquor Commission (AGLC) licensing laws and related requirements.

* All required documents—including liquor licences with valid dates, receipts, and mandatory Host Liquor Liability Insurance (PAL or Event Insurance) with a minimum of $2,000,000 coverage—must be in place and provided to BAS prior to opening bar service.

a) Memorial Hall

1.  Renters are responsible for all beverage sales and service in accordance with AGLC regulations. Receipts must accompany all alcohol and be kept at the bar during the event.
2. Renters must purchase the appropriate liquor licence for all the days that liquor will be on the premises and provide a copy to the BAS Manager.
3. Non-alcoholic beverages must be available at all licensed events. Not all caterers’ supply coffee, punch, and water—please confirm with your caterer to ensure these are available for guests.

b) Buffalo Gravel Gym – Hosted by BAS

1. BAS is responsible for all beverage sales and service in accordance with AGLC regulations in the Buffalo Gravel Gym and foyer and will supply alcoholic beverages.
2. No alcoholic beverages may be brought into the Bezanson Community Event Centre—including the lobby, Buffalo Gravel Gym, and related areas—for sale or consumption other than through BAS. Homemade wine, beer, and/or liquor are not permitted to be stored, consumed, or displayed in the Centre. “Bring Your Own Bottle” is prohibited under AGLC regulations.
3. Only disposable wares are used for licensed events. Glass service is available at an additional charge.
4. Juice and soft drinks are always available as non-alcoholic beverages at all licensed events.
5. All menu prices and bar charges are subject to change without notice to reflect current market conditions.
6. Bar service will cease at 1:00 a.m. with consumption permitted until 2:00 a.m. All occupants must vacate the premises by 3:00 a.m. on the day of the rental. No overnight occupancy is permitted.

c) Buffalo Gravel Gym Bar Options

1. Host Bar – The renter pays for all drinks consumed by invited guests. BAS staff will track the number of drinks consumed, and the renter will be invoiced afterwards based on actual beverage consumption. A minimum bar purchase of $500 is required; otherwise, a bartender fee of $30 per hour per bartender applies (minimum two bartenders).
2. Cash Bar – Guests pay individually for their beverages at the bar. A minimum bar purchase of $500 is required; otherwise, a bartender fee of $30 per hour applies.

Beverage Selection (2025-2026 season)

1.  House Brands, Coolers, Domestic Beer: $7 per drink
2. Premium Brands: $8 per drink
3. Soft Drinks, Milk & Juice, Bottled Water: $2 each
4. House Wine Brands: $25 per bottle
5. Coffee (60-cup urn): $75
6. Water (per jug): $10

*Note: All prices are subject to change without notice.

1. Host Liquor Liability Insurance: If liquor is served, it is the renter’s responsibility, at their sole cost and expense, to obtain a Host Liquor Liability Insurance Certificate or PAL in the renter’s name. A copy must be received by BAS before the function. The insurance must name BAS as additional insured for $2,000,000.
2. Weekend Rentals with Liquor: If your rental spans more than one day and liquor will be consumed during decorating, gift opening, etc., Host Liquor Liability Insurance is required for each day of the booking. This insurance is available through your insurance provider or palcanada.com.
3. Non-Alcohol Large Events: For weekend events or events with over 75 people that do not serve liquor, the renter must obtain Event or Facility Rental Insurance naming BAS as additional insured for $2,000,000.
4. Assumption of Risk Liability Waiver: Must be signed and submitted to BAS upon execution of the agreement.

Liquor Licences

1. Mandatory for any renter/user group with liquor on the premises and may be purchased online at aglc.ca and a copy must be retained by BAS.

Type of Events

1. Private Events (Invited Guests or Members Only)
   a. Private Non-Sale SEL licence required
   b. Fee $10 per day & currently determined by AGLC
   c. No liquor may be sold to guests
   d. Apply online through AGLC.
2. Private Events (Invited Guests or Members Only with Paid Admission or Liquor Service)
   a. Private Resale SEL licence required
   b. Fee $25 per day & currently determined by AGLC
   c. Available to individuals, non-profit groups, or municipalities.
   d. Apply online through AGLC
3. Public Events (Open to Anyone): Examples: beer gardens, festivals, theatre productions, food and wine fairs.
   a. Public Special Event Licence (SEL) required
   b. Defined by AGLC as any function advertised to the public in any format
   c. May require 6–8 weeks to obtain depending on event type and attendance. Further information and applications available at aglc.ca.

Federally Mandated: All events with musical entertainment, whether live or recorded, are subject to SOCAN and Re:Sound charges. These fees are collected and distributed as royalties to the original artists. Revenue collected is applied to the final bill and does not represent revenue for BAS but is paid to Entandem as per regulations.

SOCAN (Society of Composers, Authors, and Music Publishers of Canada):

Re:Sound (Public Performance for Sound Recordings):

Booking Fee:

1. Payment of the Booking Fee is required upon execution of the Rental Agreement and the Bezanson Agricultural Society Rental Terms and Conditions waiver.

a. Mandatory Fee: The Booking Fee is required for all bookings. The rental date will not be reserved until the fee has been received and the Agreement signed.
b. Non-Refundable: The Booking Fee is non-refundable if the event is cancelled.
c. Applied to Damage Deposit: The Booking Fee will be applied toward the Damage Deposit.
d. Cancellation Charges: Cancellation charges apply to all functions once the contract is signed.

Cancellation Procedure

1. Written notice of cancellation must be emailed to info@bezansonagsociety.ca. Failure to provide written notice may result in additional charges. The Society is not obligated to reduce or discount charges due to cancellation.
2. Cancellation charges are calculated based on the rental date, unless a new rental date is booked at the time of cancellation.
   
   

Options if the Renter Cancels

1. A new rental date may be booked at the time of cancellation.
2. Cancellation less than 12 months (365 days) prior: No refund of Rental Fees.
3. If the Board of Directors deems it appropriate, fees may be refunded minus administration fees. Damage Deposit may also be refunded upon review.

Short-Term Bookings (hourly rentals, birthday parties, meeting rooms, kitchen rentals, sports games or practices, event registrations)

1. Full Refund or Credit: If the Society cancels prior to the start date, for medical reasons with a doctor’s note, or unsafe weather conditions.
2. Partial Refund or Credit: If withdrawal occurs at least 7 days prior to the event and a written request is submitted.
3. Administration Fee: $75, unless refund is left as a credit on account.
   
   

Rental Fee

1. Must be paid in full within six (6) months (180 days) of the invoice date.
2. Payment methods: Certified cheque, cash, credit card, or e-transfer.

Damage Deposit

1. Required 30 days prior to the rental.
2. Keys will not be issued until all fees are received and processed.
   
   

Society Rights

1. The Society may modify, amend, or waive its cancellation policy with 30 days’ written notice.
2. The Owner may cancel any booking immediately if mechanical failure or circumstances beyond reasonable control occur.
   
   

Damage Deposit Terms

1. Non-refundable unless all persons have vacated by the time specified in the Rental Agreement. No exceptions without prior approval.
2. Rental inspections will be conducted before and after the event. Failure to comply with the checklist may result in additional charges or loss of deposit.
3. Deposit returned within 30 days of the event if inspections are satisfactory. Outstanding invoices must be settled prior to future rentals.

Termination by Society

1. Agreement may be terminated if the Centre becomes unusable or unsafe.
2. The Society will provide notice and refund fees paid but has no further obligation to compensate for the cancellation.
3. Neither party is in default for non-performance due to strikes, fires, tempests, acts of God, or other causes beyond control.
4. Lack of funds is not considered beyond the Renter’s control.

Definition
Facility refers to the Bezanson Community Event Centre operated by the Bezanson Agricultural Society (BAS).

Rights and Responsibilities of the Renter

1) Use & Assignment: The Facility and grounds may only be used for the Function indicated during the agreed Rental Period. Rental Agreements cannot be assigned, in whole or part, without written authorization from the Owner.

2) Age & Supervision: Renters must be at least 18 years old to book. They are responsible for communicating all terms to participants and ensuring adult supervision throughout the booking. Date of birth and ID may be required.

3) Compliance with Laws: The Facility is privately owned by the Bezanson Agricultural Society. The Renter shall comply with all municipal, provincial, and federal laws, regulations, and bylaws and obtain all required insurance, permits, licenses, and approvals at their own expense.

4) Condition of Facility: The Facility must be left in the same or substantially the same condition as received. Any pre-existing damage must be reported immediately.

5) Liability for Damage: The Renter is fully responsible for all damage, losses, excess cleaning, loss of future revenue, and costs arising from their use—including guests or uninvited visitors. If damage exceeds the Damage Deposit, the Renter must pay the balance plus 15% administration fee (damages administered and directed by BAS); future rentals may be refused until accounts are settled.

6) Emergency Awareness: The Renter must familiarize themselves with emergency exits.

7) Property & Liability: The Owner, its directors, officers, and agents are not responsible for theft, loss, or damage of Renter property or that of agents, employees, or invitees.

Rights and Responsibilities of the Owner

8) Permitted Use: During the Function, the Owner will permit use of the Facility for approved activities, retaining control and not unreasonably interfering with Renter’s enjoyment.

9) Termination for Cause: The Owner may immediately terminate the Agreement if the Renter permits activities that cause nuisance, property damage, injury, or breach of terms. Only lawful and publicly acceptable activities, as determined by applicable bylaws, health, fire, AGLC, and police regulations, are allowed.

Specific Rules and Conditions

10) Alcohol: Alcohol consumption is permitted only with AGLC compliance, proof of liquor permit, and Host Liquor Liability insurance. Copies must be provided and posted. Alcohol may only be consumed within the contracted area.

11) Vacating Premises: If premises are not vacated as agreed, the Owner or authorized parties (including law enforcement or fire officials) may order immediate vacating. A $500 penalty or rent equivalent will apply and may be deducted from the Damage Deposit or invoiced.

12) Smoking & Substances: Smoking is prohibited inside all facilities; tobacco smoking is permitted outdoors in provided receptacles. Illegal drugs and cannabis are strictly prohibited.

13) Animals: No animals are allowed in the Facility except service animals with valid ID.

14) Security: Events with over 300 attendees or alcohol service may require additional security at the Renter’s cost, arranged by the Owner. Youth or underage events require adequate chaperones authorized by the Owner.

15) Decorations & Cleanup: The Facility and grounds must be cleaned after the event. All decorations, supplies, and debris must be removed. See attached checklist for restrictions on decorations and cleaning obligations.

16) Contracted Services & Vendors: Renters should use preferred Facility contractors when possible and are responsible for all costs. Written permission to engage contractors must be obtained 120 days before rental. Approved contractors/vendors must provide an application, Certificate of Insurance, and WCB Clearance Letter.

17) Ticket Sales: Renters must acquire all licenses for ticket sales and obtain written approval from the Owner for any admission charges.

18) Sponsorship & Signage: Written approval is required for sponsorship or signage. Displays must remain within the event area and may not cover existing sponsorship. The Owner’s logo may not be used for promotions without prior written permission.

19) Indemnification: The Renter shall indemnify and hold harmless the Owner, its directors, officers, agents, employees, volunteers, invitees, and representatives against all claims, suits, damages, costs (including legal costs), and expenses arising out of the Renter’s use of the Facility, except where caused by the Owner’s intentional acts or gross negligence.

Decorations & Cleanup Checklist
The facility and surrounding grounds must be left clean at the end of the rental period. All decorations, supplies, equipment, and debris must be removed at the conclusion of the event.

Requirements

1. Attachment of Materials Display materials, banners, promotional signs, etc. must not be attached to any part of the building structure, including walls, ceilings, electrical fixtures, or other surfaces.

2. Balloons Latex and/or helium balloons are prohibited unless special written permission is granted by Management.

3. Tables & Chairs All tables and chairs must be cleaned, wiped, dried, and returned to their designated storage area.

4. Garbage All garbage cans must be emptied and contents placed in the outdoor dumpster.

5. Kitchen – Memorial Hall The renter is responsible for cleaning the kitchen and putting away all dishes, pots, pans, and utensils. A minimum two-hour cleaning fee will be deducted from the Damage Deposit if this requirement is not met.

6. Hay/Straw Bales Due to fire regulations, hay and/or straw bales are prohibited inside the facility.

7. Fire Safety & Candles All decorations must comply with fire regulations. Open-flame candles are not permitted. Enclosed candles (e.g., votives) are acceptable only if the flame tip is at least one inch below the lip of the container or as otherwise required by the County of Grande Prairie Fire Regulations.

8. Confetti Confetti or confetti-like substances are not allowed in the Bezanson Agricultural Society facilities. Cleanup charges will apply if used.

9. Fireworks Fireworks are not permitted.

10. Outdoor Fires Outdoor fires are permitted only in designated camping areas with portable propane fire pits and when there is no fire ban in effect.