www.thebrownstoneyyc.com YOURWelcome Package +1 (403) 888 4718 hello@thebrownstoneyyc.com
Thank you for finding us and falling in love with The Brownstone. We are looking forward to being the backdrop for your day and, more importantly, to being part of your journey.
This guide is our minimum commitment to you on what you can expect from our team; from today, right up to your wedding day. It also provides some helpful tips and tricks, information and the smiling faces of our team (now YOUR team!).
We are honoured to be the chosen venue for your event and look forward to working with you, and celebrating with you.
Table of Contents
Meet the Team Page 4
to names! What you
Page 6 Conduct, service and communication protocols Deliverables Page 7 What we will be
for
here Venue Timelines Page 8 This is when you can expect to hear from us and why Client Checklist Page 9 And...this is what we need from you Preferred Vendors Page 10 Frequently Asked Questions Page 13 Tools & Resources Page 14 Contact Sheet Page 15
glad you ' re here!WELCOME,
Put faces
can expect
doing
you is
We're
Our Core Values
Creativity
openness to entrepreneurial spirit and a place to celebrate creativity
Respect
of our industry, the community, our neighbours, our heritage, our peoples, ethnicities, diversity & inclusion
Excellence
in talent, attitude, consistency, efficiency, health & safety
Confidence in facilitating successful outcomes, in our team members, in our ethics and in our service standards
Enablement of each other, our stakeholders, our vendor partners and our clients
B THEBROWNSTONE A CALGARY EVENT SPACE
Adjectives: client focused, results driven, hands on, relationship builder and crazy good creator Bretton Grassie, Co Founder and Owner Lead Month of Coordinator brettong@venue308com Adjectives: problem solvers, big picture focused, number crunching fun lovers Business Team Adjectives: can do attitudes, responsive, proactive, communicative (had to be said!) Communications Team Andrea Williams, Communications Associate Alina Bertolesi, Venue Coordinator Meet the Team WHO WE ARE megan@venue308com Penny Dyte, Co Founder & Owner Megan Duffell, Assistant Business Manager Adjectives: party wrangler, service leader, venue liaison, bar manager and amazing golfer Chris Grassie Sales & Venue General Manager chris@venue308com hello@venue308com hello@venue308.com
WE ARE
Meet the Team WHO
Month of Coordination - TEAM
If you have added this service to your package, you are going to meet one of this team. Better yet, you are going to be SO THANKFUL that you can actually be a guest at your own wedding
organized, time line driven, creative, 'horse whisperers' for
Adjectives:
event hiccups
experienced bar lead, amazing go to for venue needs,
she and our
time leads are here
Sarah Schmidt Bretton Grassie Aimee Evans
Adjectives:
big hearted;
part
for you they've "got this"
Lauren Frank Venue Lead
WHAT YOU CAN
Expect from Us
Professionalism
We pride ourselves in ensuring that our interactions with you and with our team will allow you to have the utmost confidence in how we will conduct ourselves with your friends and family. Your happiness with the day is the success of our business.
Quality
You can expect us to strive to exceed your expectations from the smallest request to the handling of twists and turns
We are not perfect; however, our ability to be proactive as well as reactive is the standard we hold ourselves to. We do not run a venue, we facilitate an amazing guest experience.
Timeliness
Emails: 24 48 hour response time, except on weekends
Phone Calls: same day or first thing in the morning if after hours
Onsite Meetings: we will get you in to fit your schedule. Come as often as you need to!
Details & Deliverables
OUR
ROLE
There are things that you can count on us fulfilling in our role as your venue 15 8'X3' 6' diameter round tables banquet (you need to provide linens) Floor plan program for you to work with Bar, including menu and options for specialty drink(s) Up to 150 white folding chairs with cushions 1. Accessory tables for your caterer (buffet, dessert, coffee) Speaker and microphone for speeches DJ table and chair Welcome table for cards, guest book, gifts Table for speeches 10:00am access until 1:30am close next day
01 02 03
• • • • • • • • • • • • • • • • • • •
In our base package (RECEPTION), we provide: If you have the CEREMONY Add On, we will provide: Morning Venue Lead PLUS Cocktail to Close Venue Lead Bar service in getting ready lounges (Remember NO BYOB) Bar staff (1 bar tender for every 50 guest) Late night Venue Coordinator service check in We stay for take down and have everything ready for you to pick up before 11:00am TEAM on your day
Up to 150 white folding chairs with cushions set up Flip of the room set up from Ceremony to Reception (2 hours + our team) Speaker and microphone for officiant/vows Welcome table for cards, guest book, gifts 8:00am access until 1:30am close next day
VENUE Timeline
6 MONTHS BEFORE EVENT DAY
We will send you an email to check in on any services that you may want to add to your initial package At this time, if you purchased our DECOR PACKAGE, we will also get that to you so you can start thinking about selections!
YOU ARE BOOKED!
Your venue is booked and you can now start researching and confirming your other vendors! We suggest you do this right away, so you get the vendor partners you really resonate with SEE OUR PREFERRED VENDOR LIST for assistance if you do not know where to start!
3 MONTHS BEFORE EVENT DAY
1 MONTH BEFORE EVENT DAY
Time to fill out our KEY WEDDING QUESTIONNAIRE
BAR QUESTIONNAIRE
This is all the detail we need to prep our team and set up the venue event
With your vendors in place and services confirmed, it is time to meet with your wedding planner to finalize items...or to set up that first meeting with your MONTH OF COORDINATOR If you have selected this through us, our coordinator will reach out now If not through us, we recommend you get that in place and start confirming any gaps in planning.
Time to Finalize:
Floor plan(s) Decor Deliveries and Pick ups Signage placement
2 WEEKS BEFORE Bar Set Up Vendor Changes Insurance Roles and Responsibilities
WHAT WE NEED FROM YOU
Here is the list of the minimum items that we will need you to confirm, during the course of your planning.
CHECKLIST
Floor plan with chair count per table (don't worry we will link you to the program nice and early!
Completion of our Key Wedding Questionnaire sent 45 60 days prior to your day
Completion of our Bar Questionnaire sent 30 days prior to your event
Name of your coordinator who will be placing decor Your timeline for the day and any last minute changes that happen Delivery + Pick up times keep this in mind when meeting with caterers, rental companies, DJ, musicians, cake and sweets, late night caterer, florists...well...EVERYONE!
Certificate of insurance confirming your special event insurance for a minimum of $2,000,000
SOME RECOMMENDATIONS
Be a guest at your own wedding Hire a Planner or a Coordinator Attend cocktail hour Consider having your first look at the venue to avoid leaving for photos Have a prosecco toast After the ceremony, or when guests arrive for cocktails Disperse speeches throughout dinner
Client Checklist
Just so much more fun for everyone Use a licensed caterer Who will do up menus, rent linens and tableware, set and clear dishes, fill water glasses and more; rather than a restaurant who do not have staff or services
Florist Decor Planner/Designer/Coordinator DJ Cake/Sweets Attire
List of instagram tags, including yours for our BTS pictures: Caterer Photographer
Hair + MakeUp Artist(s) You Two!
RED SEAL DINING CATERERS CAKE AND SWEETS RENTALS/DECOR Preferred Vendors OUR PLANNERS Page 1 of 3 STEF FOWARD EVENTS
Preferred Vendors HAIR AND MAKEUP DJ'S/LIGHTING OUR Page 2 of 3 PHOTOGRAPHERS
Rebecca Frank Photography
Preferred Vendors OUR Page 3 of 3 OFFICIANTS FLORALS A FEW MORE!
HANDLERS
+
PET
CEREMONY MUSICIANS ANIKA
ELLIE
Catering
AV Furniture & Decor
Q:
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HIGHLIGHTS
FREQUENTLY
General Bar &
Tech &
Q: Can I add on additional services, like a ceremony? Yes, you can!
Am I required to have a coordinator? No but we highly recommend it.
Can we get early access to the space? Yes! Early access is $175 per hour
Who is responsible for setup? Tables + chairs: Us! All decor: You + your vendor teams!
Can we bring our own alcohol? No - our AGLC license must be used.
Can we bring our own food? Not recommended, see details on our full FAQ page.
Do you provide glassware? For bar service ONLY
Will your staff handle serving & clearing? No, you can arrange this through your caterer.
Do you have speakers and a mic for speeches? Yes included in your package
Can we do a slideshow? Absolutely. You can rent our projector and wall screen.
Is live music allowed? Yes we love that! Q: Do you provide tables and chairs? Yes we provide 15 tables and 150 chairs Q: Do you provide additional decor? You bet see our Decor Package Add On. Q: Can we use real candles? Yes if enclosed. Q: How can we attach things to the walls? Carefully let us know what you need! Asked Questions
OF SOME
See our full FAQ page here.
Tools & Resources
HoneyBook Project01 04
Think of our HoneyBook system as a filing cabinet; one in which we can share and where you can upload and share. We can even add additional contact emails, so just ask!
Preferred Vendors
You will find our list on pages 10 12 of this document, as we are happy to share vendors who work well in our space and who have amazing quality of service and product. (We have no penalty if you decide on any other licensed and insured vendor).
03
Bar Ideas
02 05
Our General Manager, Chris, is the one to talk to about your bar ideas (we schedule that about a month before your big day); but feel free to share in your project as you go.
Floor Plans and Seating Plan
We will send you a link to our seating floor plan soon where you can upload your guest list, seat your guests at tables and move things about!
Month of Coordination
We have three incredibly efficient Month of Coordinators. If you have added this onto your package, someone will be in touch prior to 3 months from your wedding. If you haven't decided about this service yet, not to worry, you can do that anytime up to six months prior to your event.
SOME HELP FOR YOU
Jacqueline Each celebration in our space is unique and personal we love that our gorgeous blank canvas can be modern and sparkling, or dark and candlelit Feel free to reach out to us for inspiration, look at our instagram and just stop back in if you need a feel of the rooms. We cannot wait to be part of your vision and to enable your day with everything we can bring to the party. LET'S GET STARTED! Contact Details Office Hours Response Time Communication hello@thebrownstoneyyc.com M F 9:00am 5:00pm MST 24 48 hours except weekends +1 (403) 888 4718 Venue Appointment Book a Visit HERE!
