La Cité Francophone
TERMS & CONDITIONS
Updated November 1st, 2025
RESERVATION & PAYMENT
A non-refundable deposit equal to the hall rental fee and a signed copy of the booking contract are required to confirm your reservation. This deposit will revert to a damage deposit at the time of the event. If no damages occur, it will be applied to the final balance. In the event of cancellation, the deposit is forfeited.
Full payment must be received prior to the event. Failure to provide payment may result in cancellation by La Cité francophone.
Pricing is subject to change without notice until the contract is signed.
Food and beverage items are subject to an 18% service charge and 5% GST, both of which will be added to your invoice.
An overtime fee of $400 per hour will be charged for events running past 2:00 AM.
Accepted payment methods: Debit, Visa, MasterCard, company cheque, and e-transfer. For e-transfers, contact: accounting@lacitefranco.ca.
GUARANTEES
A guaranteed minimum guest count is required at the time of booking or no later than 30 days prior to the event.
Final guest count must be confirmed 10 business days before the event. If not received, the greater of the most recent recorded number or the actual number of attendees will be charged.
For events with over 75 guests, the menu selection is due between 30 and 120 days prior to the event. For events under 75 guests, the menu selection must be submitted 10 business days prior. If not received on time, a standard menu will be assigned.
The room setup floor plan must be submitted 10 business days prior to the event. If not received, a standard setup will be applied.
CHANGES & CANCELLATIONS
La Cité francophone and CAFÉ Bicyclette reserve the right to move the event to a different space in response to changes in guest count, setup, or timing.
All changes or cancellations must be submitted in writing and approved by the Service Director at marketingsales@lacitefranco.ca.
La Cité francophone may cancel a contract at its discretion if the event is deemed potentially disruptive. In such cases, any deposits will be refunded.
Additional guests or last-minute changes may incur extra charges, which the client agrees to pay even if not outlined in the original contract.
FOOD SERVICE
CAFÉ Bicyclette is the exclusive caterer for La Cité francophone event spaces. No outside or homemade food is permitted. Violation of this policy may incur a charge of up to $56 per guest.
All food, except specialty cakes/cupcakes, must be prepared on-site by CAFÉ Bicyclette, per city and provincial health regulations.
One uniform menu is required for all guests. Dietary substitutions must be arranged 10 business days in advance and may incur additional fees.
Leftover food may not be taken off-premises due to health and safety regulations.
CAFÉ Bicyclette recommends one server per 20 guests. A banquet captain may also be included.
Holiday Rate Surcharge: An additional $25 per hour applies on the following holidays: New Year’s Eve, Family Day, Good Friday, Mother's Day, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving, Remembrance Day, and Christmas Day.
EQUIPMENT & SETUP
Standard setup includes: 30 x 5’ round tables and 240 chairs.
If catering is provided by CAFÉ Bicyclette, the setup also includes tablecloths (black or white), linen napkins, china, cutlery, and glassware.
All decorations and personal items must be removed immediately after the event unless prior arrangements are made.
Use of external technical equipment requires prior approval from the Service Director.
The use of nails, screws, staples, or permanent adhesives is prohibited. All decorations must be pre-approved.
LIQUOR SERVICE
No homemade alcohol is allowed on the premises per Alberta Gaming and Liquor regulations.
Alcohol service ends at 12:30 AM. All entertainment must end by 1:30 AM.
Corkage Option: Clients may supply their own alcohol. CAFÉ Bicyclette provides glassware, ice, supplies, and ProServe-certified bartenders. Corkage fee is $20/person (of legal drinking age). Bartender fees are $25/hour.
Vehicles may be left in the parkade overnight but must be removed by 5:00 PM the Sunday following the event. La Cité francophone is not liable for theft or damage.
OTHER RULES & REGULATIONS
Banquet room bookings do not include use of the Terrace or Rotunda unless requested and approved in advance. Additional charges apply.
La Cité francophone is not responsible for lost or damaged personal property.
Smoking is prohibited indoors and on the patio. The designated smoking area is 10 meters from all exits.
Photos may be taken by CAFÉ Bicyclette for marketing purposes.
Clients are strongly encouraged to obtain event insurance via: www.palcanada.com.
SECURITY
La Cité francophone is a public building. Staff will be present during events, and one security agent will be on-site after business hours until 2:00 AM.
Exit routes, stairways, and access points must remain unobstructed at all times.
Decorations must not emit flames, sparks, or fire hazards. Only small candles with flames less than 1.5–2 inches from the container’s opening are permitted.
FINAL CONFIRMATIONS
Final guest count, menu selections, and room setup plans must be submitted and approved 10 business days prior to the event.
By signing below, the client agrees to all terms outlined in this Rental Contract, including payment of a non-refundable deposit, responsibility for damages, and compliance with Alberta Liquor Control regulations.