Book a Meeting Room
Rentals and Bookings Book a meeting room
The City of Calgary offers several meeting room options in multiple locations across the city.
Meeting room locations and features
Prepare to be flexible on date, time and location. If your first choices aren’t available, having two or three options on hand will make the availability search easier.
N.W. Calgary
| Location | Room sizes | Amenities |
|---|---|---|
|
Father David Bauer |
Medium (1 room) - seating for 20 |
Washrooms, tables, seminar table, chairs, white board, sink/water, overhead projector, cold vending machine & snack vending machine |
N.E. Calgary
| Location | Room sizes | Amenities |
|---|---|---|
|
Henry Viney arena |
Small (1 room) - seating for 15 |
Washrooms, table, seminar table, chairs, sink/water, white board, cold vending machine |
|
Village Square Leisure Centre |
Medium (7 rooms) - seating for 20 |
Washrooms, tables, chairs, sink/water, cold vending machines |
S.W. Calgary
| Location | Room sizes | Amenities |
|---|---|---|
|
Optimist arena |
Large (1 room) - seating for 35 |
Washrooms, tables, seminar table, chairs, white board, flip chart, fridge, sink/water, cold vending machines |
|
Rose Kohn arena |
Small (1 room) - seating for 15 Medium (1 room) - seating for 30
|
Washrooms, table, chairs, white board, sink/water, HDMI port, projector, screen |
|
Southland Leisure Centre |
Small (1 room) - seating for 12 |
Washrooms, tables, seminar table (some rooms), white boards (some rooms), sink/water (some rooms), chairs, cold vending machines |
S.E. Calgary
| Location | Room sizes | Amenities |
|---|---|---|
|
Calgary Soccer Centre |
Small (1 room) - seating for 6 Medium (1 room) - seating for 18 |
Washrooms, tables, chairs, dry erase whiteboard, projector (if requested) |
|
Ernie Starr arena |
Small (1 room) - seating for 12 |
Washrooms, table, chairs, whiteboard, cold vending machines |
|
Max Bell Centre |
Medium (3 rooms) - seating for 30 |
Washrooms, table, seminar table, chairs, white board, overhead projector, hot & cold vending machines, concession |
Rental rates
Meeting rooms can be booked in one-hour increments. A no-charge 30-minute time slot will be added to the end of your booking to allow for cleaning between bookings.
| Booking type | Rate |
|---|---|
|
Small meeting room (1-15 people) |
$15.00 / hour |
|
Medium meeting room (16-30 people) |
$25.00 / hour |
|
Large meeting room (31+ people) |
$35.00 / hour |
Damage deposit for special event bookings: 25% of rental total or otherwise determined by arena manager upon event approval.
Booking Schedule
Booking timelines for arena meeting rooms
| Meeting room booking dates | Apply on or after |
|---|---|
|
April to August 2024 |
January 29, 2024 |
|
September 2024 |
July 22, 2024 |
|
October to December 2024 |
August 26, 2024 |
|
January to March 2025 |
October 7, 2024 |
Before you book
Customers must have a Live & Play account set up prior to adding bookings to their basket. Corporate accounts can only be created through the Booking & Registration Client Support.
Availability & booking
A limited number of meeting rooms are available to book online. All meeting rooms are available for booking between 8 a.m. and 10 p.m. Meeting rooms are rented on an hourly basis.
Online bookings must be submitted at least 3 days in advance of the meeting (Example - if it is currently Friday at 2:53 p.m., the earliest date/time a customer can book a meeting room appointment is for Monday at 3:00 p.m). Meetings can't be booked more than 30 days in advance.
-
Book a small sized meeting room
1-15 people -
Book a medium sized meeting room
16-30 people -
Book a large sized meeting room
31+ people
Rules, conditions & terms
Our rental terms and conditions apply to all meeting room users. You’ll be asked to accept them during the applications process. Facility staff may establish and enforce additional rules as deemed necessary. The City of Calgary is not liable for any personal injury, or loss or damage to personal property that may result from meeting room use.
Rules & regulations
We want everyone to enjoy their time at our facilities. Rules and regulations help create a safe, responsible and respectful environment for all. They apply to all City-facility users – please do your part. Failing to comply may result in a loss of rental privileges.
- Put all garbage in the receptacles provided
- Report accidents/injuries to facility staff
- Take care not to damage the facility - anyone who does is responsible for repair/replacement costs
Alcohol zero tolerance policy
The City of Calgary has zero tolerance for alcohol consumption at Recreation and Parks facilities. We ask you to follow these guidelines to ensure a safe and enjoyable family environment for all.
This Zero Tolerance guideline protects users, visitors and staff from risk and/or injury. For more information, refer to The Alberta Gaming, Liquor & Cannabis Act, Section 89 (1).
These guidelines apply to all arenas, athletic parks, pools, playfields and multi-purpose facilities. Exceptions are noted. Otherwise the penalties for consuming alcohol at a City facility are:
- First offence – all related bookings at the facility where the offence took place will be cancelled without refund.
- Second offence – all related bookings at any City of Calgary facility will be cancelled without refund.
Also prohibited
- smoking or vaping
- Cannabis products
- Chewing tobacco
- Sunflower seeds
- Swearing or using offensive language
- Unauthorized food, beverages, goods and services
- Unauthorized raffles or lotteries
- Pets
Zero Tolerance Policy Exceptions
Alcohol may be served at City of Calgary facilities with pre-approval from The City, as follows:
- Festivals/Events booked through Recreation with approval/license from The Alberta Gaming, Liquor and Cannabis (AGLC) agency and paid security.
- Private adult events booked through an Athletic Park Special Event Application Form, with proof of AGLC approval/license. Security is provided for the duration of the event at a cost of $25 per hour per security guard. Security volunteers are not permitted.
- Concessions with an AGLC license to sell alcohol.
- Third parties leasing City facilities with an AGLC license to sell alcohol for activities or events (i.e. the Tennis Academy, Volleydome Inc.).
Terms & conditions
Facility rental terms and conditions
Payment options
When booking through Booking & Registration Client Support a Risk Management Fee of $4.75 applies (for both a single meeting or a series of dates). Payment is due once we confirm your meeting room is booked. We accept:
- Credit cards
Visa, MasterCard and American Express. - Debit cards or cash
- Cheques
Cheques are payable to The City of Calgary.
Pay in Person at:
Southland Leisure Centre - 2000 Southland Drive S.W.
Village Square Leisure Centre - 2623 56 Street N.E.
Pay by Phone: 403-268-3800 (option 2)
Pay by Mail:
City of Calgary Recreation
Booking & Registration Client Support #68
Post office Box 2100 Stn. M
Calgary, AB, T2P2M5
Cancellations or changes
Online booking
Web based bookings are considered final sales and are not refundable.
Booking & Registration Client Support Bookings
We'll refund a cancelled booking when notified at least 30 days before the rental date. A $10.50 administration fee applies to all cancellations.
Note: Rental fees are not refunded for cancelled bookings scheduled between April 1 and August 31.
A $10.50 administration fee also applies to changing a rental permit. The fee covers up to 10 changes per permit, per change submission. Submit cancellations or changes to Facility Bookings:
- Phone: 403-268-3800
- Email: facility booking
- Online using your Barcode and Account PIN
Personal information
We use your information only to contact you about your meeting room rental as required. The City collects personal information through the rental application process under authority of the:
- Facility Booking Policy and Procedure
- Facility Use Agreement
- Freedom of Information and Protection of Privacy Act, section 33(c).