Memorial Hall:

1. All Food & Beverage served must be provided by the Centre’s In-House Catering Services or by an approved caterer by the Bezanson Ag Society as per Alberta Health Services guidelines. The only exception being wedding and special occasions cakes.

2. Appropriate insurance and food handling certificates are required and must be presented to BAS management.

3. A final guaranteed number of guests for each event will be required as per the Caterer’s guidelines prior to the function.

4. The renter’s family may cater the wedding.

5. The Caterer is responsible for ensuring the kitchen is left clean.

Buffalo Gravel Gym:

1. All Food & Beverage served must be provided by the Centre’s In-House Catering Services or by an approved caterer by the Bezanson Ag Society as per Alberta Health Services guidelines. The only exception being wedding and special occasions cakes.

2. Appropriate insurance and food handling certificates are required and must be presented to BAS management.

3. A final guaranteed number of guests for each event will be required as per the Caterer’s guidelines prior to function.

4. For short-term bookings (hourly rentals, birthday parties, meeting rooms, kitchen rent, sports game or practices, event registration) may provide their own food for their function.  Food is to be served in the foyer and is not allowed in the Gymnasium.  The Renter is responsible for ensuring the foyer is left clean and garbage disposed of in the dumpster.

The Renter, at its cost, is responsible for conforming to and adhering to all the Alberta Gaming and Liquor Commission’s (AGLC) licensing laws and any related matters.

All required documents, including licenses with a valid date, receipts and mandatory Host Liquor Liability Insurance also known as PAL or Event Insurance coverage in the name of the Renter and for Two Million ($2,000,000) dollars minimum shall be in place and in the possession of the Bezanson Agricultural Society prior to the opening of the bar service.  This may be obtained from your insurance broker or www.palcanada.ca. See Insurance Coverage and Waivers for more detailed information.

Memorial Hall:

1. Renters are responsible for all beverage sales and service in accordance with the Alberta Gaming and Liquor Commission in the Memorial Hall. Receipts MUST accompany the alcohol and kept in the bar during the event.
2. Renters MUST purchase the appropriate liquor license for ALL the days that liquor will be on the premises, and a copy given to BAS Manager.
3. Non- alcoholic beverages MUST be available for all licensed events. Not all caterers supply coffee, punch, and water so please check with them and ensure it is available for your guests.

Buffalo Gravel Gym – Hosted by the Bezanson Agricultural Society:

1. The Bezanson Agricultural Society is responsible for all beverage sales and service in accordance with the Alberta Gaming and Liquor Commission in the Buffalo Gravel Gym and the Foyer and will supply alcoholic beverages.
2. No alcoholic beverage of any kind is allowed to be brought into the Bezanson Community Event Centre including the lobby, Buffalo Gravel Gym areas for sale or consumption other than through the Bezanson Agricultural Society. The renter acknowledges that homemade wine, beer and/or liquor are not permitted to be stored, consumed, or displayed in the Centre and will not be served or made available to guests and/or visitors. As per AGLC regulations, Bring Your Own Bottle is prohibited.
3. Only disposable wares are used for a licensed event. Glass service is available at extra charge.
4. Juice and soft drinks are always available as non-alcoholic beverages for all licensed events.
5. All menu prices and bar charges are subject to change without notice to reflect the current market conditions.
6. Bar will close at 1 a.m. with consumption to 2 a.m. unless approved by BAS management.

Buffalo Gravel Gym Bar Options:

1. Host Bar: The Renter pays for all drinks consumed by invited guests. Bezanson Agricultural Society’s staff will keep track of the number of drinks consumed and the Renter will be invoiced afterwards according to the beverage consumption. Minimum bar purchases of $500 are required or a bartender fee of $30 per hour will apply (minimum 2 bartenders).
2. Cash Bar: Guests are required to pay for their own beverages individually on a cash basis paying the bartender. Minimum bar purchases of $500 are required or a bartender fee of $30 per hour will apply.

Beverage Selection:

• • • House Brands, Coolers, Domestic Beer: Prices per Drink $7 
    • Premium Brands: Prices per Drink $8.
    • Soft Drinks, Milk & Juice, Bottled Water: $2.
    • House Wine Brands $25 per bottle.
    • Coffee: 60 cup urn: $75.
    • Water: Jug: $10.

Please note: (prices subject to change without notice)  

1. Host Liquor Liability Insurance: In the event the Function is to serve liquor, it is the responsibility of the Renter, at its sole cost and expense, to arrange for and ensure that a Host Liquor Liability Insurance Certificate or PAL in the same name as the Renter has been arranged for and received by the Owner before the Function. The Renter agrees that the insurance policy referred to herein will name the Bezanson Agricultural Society as additional insured for Two Million ($2,000,000) on the said policy as their interest may appear.

    

2. Host Liquor Liability Insurance (Weekend Rentals): If you have more than one day rental and liquor will be consumed in the hall and/or on Bezanson Community Centre property, while decorating, gift opening, and so forth, Host Liquor Liability insurance coverage is still necessary for EACH day of the booking. This Insurance program is also available at fpb.ca (Bezanson Agricultural Society’s Insurance provider). All policies will contain an undertaking by the insurers to notify the Owner, in writing, of any material change, cancellation or termination of any provision of any policy, not less than thirty (30) days prior to the material change, cancellation or termination thereof.

    

3. Non-Alcohol Large Event: In the event the Function does not serve liquor but is hosting a weekend event or an event over 75 people, it is the responsibility of the Renter, at its sole cost and expense, to arrange for and ensure that Facility Rental Insurance Certificate in the same name as the Renter has been arranged for and received by the Owner prior to the Function. The Renter agrees that the insurance policy referred to herein will name the Bezanson Agricultural Society as additional insured for Two Million (2,000,000) on the said policy as their interest may appear.

    

4. It is agreed by the Renter that it shall sign and provide to the Owner at the time of execution of this Agreement, an Acknowledgement and Waiver.
   

Liquor Licenses are mandatory if any Renter/User Group has liquor on the premises and may be purchased online at aglc.ca. A copy is to be retained by the Bezanson Agricultural Society.

Special Event Permit: In Alberta, you need a special event license (SEL) to sell or provide liquor at:

 1. Private events: open to invited guests or members only.

a) You will need a private non-sale SEL license

b) The fee for this license is $10

c) No liquor may be sold to guests with this license.

d) You can apply online using the AGLC Special Event Liquor License online application

2. Private events: If your event is open to invited guests or members only and guests will be paying for either admission or liquor service:

a) You will need a private resale SEL license

b) The fee for this license is $25 per day of the event.

c) If you are an individual, not-for-profit group or municipality, you can apply online using the AGLC Special Event Liquor License online application

 3. Public events: open to anyone

Public events include any event open to the public, such as beer gardens, festivals, theater productions, or food and wine fairs. For these events, you need a public special event license (SEL). Public Functions are defined by AGLC as any function that is advertised to the public in any format. These functions must obtain a Special Events License and may require 6 – 8 weeks to obtain depending on the type of event and the number of attendees. Further information and application are available at aglc.ca

Public SEL can be either

a) Community: hosted by non-profit groups or municipalities

b) Commercial: hosted by businesses or individuals for commercial purposes

To apply, download the appropriate application (community, commercial, or auction) and return the application to AGLC Liquor/Cannabis Licensing.

All events with musical entertainment, live or recorded, are subject to both SOCAN and Re-Sound charges as listed. The fees collected by these two agencies are mandatory licensing fees as per an agreement with the Federal government and/or distributed as royalties to the original artists and do not represent any revenue to the Bezanson Agricultural Society. These fees will be applied to the final invoice.

Socan Charges

Resound Charges

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

 1. The Booking Fee is required for all bookings and the date will not be reserved until this fee has been received by the Bezanson Agricultural Society and the Agreement signed.

 2. The Booking Fee is non-refundable if the event is cancelled.

 3. The Booking Fee will be applied to the damage deposit.

 4. Cancellation charges will be applied to all functions once the contract is signed.  

a) In the event the Renter must cancel the reserved date or its function, the Renter is obligated to provide written notice via email to the Society at info@bezansonagsociety.ca.   Failure to provide a written notice may result in other charges or fees applicable under this Agreement.  The Society is under no obligation to reduce its rental charges or to discount any charges or services as a result of the Renter’s cancellation. 

b) For rentals, cancellation charge shall apply and be calculated based on the rental date in this Agreement, unless a new rental date is booked at the time of cancellation.

     5. The following options may apply:

  a)  A new rental date may be booked at the time of cancellation.

  b)  If the Renter cancels Less than twelve (12) months (365 days), there will be No refund of the Rental Fees.

  c)  If the Board of Directors deems that the cancellation warrants a return of the Rental Fees, then the fee will be refunded minus the appropriate Admin fees.  The damage deposit (if paid) may be refunded upon review of the circumstances.

     6. For short-term bookings (hourly rentals, birthday parties, meeting rooms, kitchen rent, sports game or practices, event registration:

a) A full refund or credit on the account will be issued if:

i) The Bezanson Ag Society cancels the program prior to the start date; or

ii) The renter has a medical reason supported with a doctor’s note; or

iii) Due to weather conditions if it is unsafe for the event or rental to proceed.

b) The renter will receive a partial refund or credit on account if he/she withdraws from the rental or program registration no less than seven (7) days prior to the start date and the Bezanson Ag Society receives a request in writing for a refund.

c) A $75 administration fee will apply unless the eligible refund amount is left as a credit on the account.

2) The Rental Fee must be paid in full within Six (6) months (180 Days) of being invoiced from Bezanson Agricultural Society.  A certified cheque, cash, credit card or e-transfer will be required. 

3) The Damage Deposit is required Thirty (30) days prior to the Rental.  

4) Keys will not be handed out for the rental if all fees have not been received and processed.

5) The Society retains the right to modify, amend or waive its cancellation policy at any time within thirty (30) days of written notice to the Renter. 

6) The Owner reserves the right to immediately cancel any booking if the Owner experiences a mechanical failure or situation beyond the reasonable control of the Owner.

7) The Damage Deposit is not refundable unless all persons including the Renter, guests, visitors, and contractors have vacated the premises by the time defined in the Rental Agreement. There will be no exceptions to the aforementioned time unless prior approval is obtained from the Society.

8) A Rental Inspection will be completed prior to the renting to the Facility and again at the end of the Term. Failure to comply with the checklist will net extra charges or loss of the damage deposit. The damage deposit as defined in the Rental Agreement is not refundable until all terms and conditions have been satisfied, inspections, and estimates of damages are completed, all in the sole opinion of the Society.

9) The damage deposit will be returned to the Renter within 30 days from the date of the Function at the address the Renter has listed on the Rental Agreement or a specified address if inspection is satisfactory. Any outstanding invoices shall result in the Renter being restricted from using the facility until payment in full has been received.

10) Notwithstanding anything contained herein, the Society may terminate this Agreement at any time the Centre becomes unusable for any reason beyond the reasonable control of the Society, or the Centre is determined by the Society, in its sole discretion, that the Centre is unsafe for any reason. In any such instance, the Society shall give the Renter as much notice as possible and shall reimburse the rate, if paid. The Society shall have no further obligation to compensate the Renter or any such person claiming through the Renter for the cancellation. Neither the Society nor the Renter shall be deemed to be in default in respect of any non-performance of its obligations under this Agreement, if and so long as the non-performance is due to strikes, walkouts, fires, tempests or acts of God or any other cause whether similar or dissimilar to those enumerated beyond the Renter’s or Society’s control.  Lack of funds shall in no event be deemed a cause beyond the Renter’s control.

1. Rights and Responsibilities of Renter: The Renter agreed to use the Facility only for the Function as indicated, during the agreed upon Rental Period and The Rental Agreement may not be assigned, in whole or in part, by the Renter without the express written authorization of the Owner.
2. The Renter must be a minimum of 18 years of age to book any facility of the Owner and the Renter is responsible for communicating terms and conditions to all participants as well as ensuring that adult supervision is provided during the entire length of the booking.
3. The Renter acknowledges that the Bezanson Agricultural Society Facilities and grounds are privately owned and operated by the Bezanson Agricultural Society, by its volunteer members through its elected Executives and Board of Directors. Any consent, approvals or changes in terms, conditions, permission for use, availability, rental rates, additional charges or additional fees, or termination of the Agreement are the exclusive right of the Bezanson Agricultural Society within its direction, bylaws or governing Agreements at its sole discretion and option. The Renter shall comply with all municipal, provincial and federal laws, regulations and bylaws, and will obtain at its own expense any and all insurance, permits, licenses, and approvals.
4. The Renter will not permit any damage to the Facility and will leave the premises in the same condition or substantially the same condition as when the Renter entered the Facility for the Function.
5. Rights and Responsibilities of the Owner: During the Function, the Owner will permit the Renter to use the Facility for permitted activities and for no other purpose whatsoever, subject to the terms and conditions set forth herein. The Owner will retain control of the Facility and the Owner will not unreasonably interfere with the Renter’s use and enjoyment of the Facility. The Facility will be available to the Renter’s agents, servants, employees and invitees in accordance with the policies of the Owner relating to such use.
6. In the event the Renter undertakes or permits any activity within the Facility or the Facility Grounds, which activities may be a nuisance or cause property damage or may cause personal injury, or in the event the Renter is in default of any of the terms and conditions herein, the Owner may terminate this Agreement forthwith immediately. The Owner will permit and conduct only lawful and publicly acceptable activities as determined by the Society, County bylaw, rules, regulations and policies of health, fire or other municipal office, agencies, departments, the Alberta Liquor Control Board and/or local police department.
7. In the event the Damage Deposit received is not sufficient to provide or pay for repairs, liabilities or replacements, as required due to abuse, damage or destruction as a result of Renters use, loss or abuse of any of Bezanson Agricultural Society property, the Society at its sole direction, option and using trades of its selection, shall receive quotations or estimates for such damage repairs from such approved trades. The Renter must pay for all damage to the Owner’s property including furnishings, however caused, arising out of or during the use under this contract. Any repairs or damages shall be administered and directed by the Society. Future rental contracts will not be considered for any user that has an outstanding account with the Owner.
8. The Renter is fully responsible for any and all costs, losses, loss of future revenue incurred as a result of damage, non-availability to other third parties and excess cleaning fees related to the event, however caused and by whomever, whether invited as a guest or uninvited as a visitor and whether with the permission of the Renter. Should any pre-existing damage exist, the Renter shall be responsible to report such damage to the Society representative as soon as it is discovered. The reporting of any pre-existing damage does not replace or lessen the responsibility or obligation to report any further damage or to minimize or mitigate such damage.
9. The Renter shall make themselves aware of the nearest emergency exits.
10. The Owner, its directors, officers and agents will not be held responsible or liable for any theft, loss or damage of property of the Renter left on the premises during and after the event, its agents, employees, servants or invitees, however so caused.
11. Alcohol consumption is allowed on the premises only in compliance with AGLC regulations and with proof of liquor permit and Host Liquor Liability insurance prior to the function. A copy of the permit must be submitted to the facility prior to the function and must be posted during the function. Alcohol may be consumed within the contracted rented area only.
12. If the Renter does not vacate the Society’s premises by the time defined in the Agreement, the Society by its authorized agent, or its authorized party which shall be deemed to include any Federal, Provincial or County Law Enforcement Agency or the County Fire Chief or its officers, reserves the right, privilege and without prejudice to order verbally or in writing that the property be vacated. In the event the premises are not vacated as per the Agreement, a penalty of Five Hundred ($500.00) Dollars shall be charged, accessed and or deducted from the Damage Deposit or invoiced as a receivable pursuant to this Agreement and subject to collection.
13. Smoking is prohibited in Owner facilities. Smoking of tobacco is allowed on the grounds in the provided receptacles to dispose of cigarettes.
14. No illegal drugs or cannabis products allowed on Bezanson Agricultural Society premises. This is private property.
15. No animals are allowed in any of the Owner facilities. The exception may be Service animals (Identification Card must be provided).
16. Security: Events where anticipated attendance exceeds 300 people or where alcohol is available may require additional security services. The need will be assessed by Management and will include an additional charge. All security services will be provided by the Owner. In the event of youth or underage events, additional security may be required. The Renter will provide adequate chaperones for the youth event with prior authorization from the Owner.
17. Decorations: The facility and facility grounds must be left cleaned up at the end of the contract date. All decorations, supplies and equipment and/or debris must be removed at the conclusion of the event.
    • Display material, banners, promotional signs, etc. shall not be attached in any way to the building structure, including walls, ceiling, electrical fixtures, etc.
    • Latex and/or helium balloons are prohibited unless special written permission is granted by Owner Management.
    • Tables and chairs cleaned, wiped, dried & put away in designated storage area
    • All garbage cans must be emptied and garbage put in the dumpster.
    • Memorial Hall: The renter will be responsible for cleaning the kitchen and putting away all dishes, pots & pans and utensils. Minimum 2-hour cleaning fee will be deducted from Damage Deposit if not in compliance.
    • Due to fire regulations, hay/straw bales are not to be used within the facility.
    • All decorations must meet fire regulations. Candles with open flame are not permitted. Candles in an enclosed container (ie/votive) are acceptable if the tip of the flame is minimum one inch below the lip of the container or as County of Grande Prairie Fire regulations.
    • No confetti or confetti-like substances allowed in the Bezanson Agricultural Society facilities. Cleanup charges will apply if they are used.
    • No fireworks permitted.
    • Outdoor fires are only permitted in designated camping areas with portable fire pits and if there is no fire ban. Bezanson Agricultural Society will carry the fire permit.
18. Contracted Services: The Renter shall be directed to work with a preferred facility contractor whenever possible. The Renter is responsible for all costs associated with the use of the contractor. Contracted services include but are not limited to Lighting, Electrical, Internet, Computer, Satellite, Catering and Food Services, Decorating, Audio Visual and Show contractors. Written permission to work with any contracted service is required 120 prior to the facility rental date.
19. Ticket Sales: The Renter is responsible for acquiring all licenses required for the sale of admission tickets at an event. Written approval must be obtained from the Owner for any admission charges.
20. Sponsorship and Signage displays must have written approval from the Owner. Any signage/displays must remain in the area of the event and cannot cover any existing sponsorship due to Owner sponsorship agreements. Renter may not use the Owner logo for promotions and advertising without prior written permission from the Owner.
21. The Renter will, at all times, indemnify and save harmless the Owner, and its directors, officers and agents, from and against all actions, claims, demands, suits, proceedings, damages, costs (including without restricting the generality of the foregoing, legal costs on a solicitor/client basis), and any further associated expenses that have been brought, made or incurred by or against the Owner, and its directors, officers and agents, by reason of, or arising out of, or in any way related to the Facility by the Renter, its agents, employees, invitees or contractors except where the action, claim, demand, cost or expense was caused by intentional acts or gross negligence of the Renter.