Special Events and Conference Services

Special Events and Conference Services: Choose the Pembroke Waterfront Campus for your next event!

We have a variety of facilities suitable for small to large groups
We have a wide variety of catering options to suit a variety of appetites and budgets
We have a high level of customer service to ensure your event or activity runs smoothly

Which one is right for you?

All rooms are priced according to a full or half-day rental – we do not rent by the hour.

We offer full on-site catering, from coffee breaks to tasty lunches. Let us know how we can accommodate you!

Types of Spaces

Boardrooms

Useful for: Meetings and workshops

Number of participants: 1 – 25

Rates: $75 – $194

Space includes Tables, chairs, a whiteboard, and a multimedia projector. Whiteboard markers are not included.

** Please note** Boardroom layouts cannot be modified.

Room 216

Room with TV, table with 15 chairs, a whiteboard and chairs along the outside wall

Room 200

A photo of a big boardroom table with 15 chairs, chairs aligned on the wall, a whiteboard on the wall and TV in the corner.

Room 200

Classrooms

Useful for: Meetings and workshops

Number of participants: 1 – 72

Rates: $102 – $390

Space includes Tables, chairs, a whiteboard, and a multimedia projector. Whiteboard markers are not included.

** Please note** Classrooms are set up in a default “classroom style” layout—there will be an additional charge for any special setups.

Room 334

Room 124

Room 427

Commons

Useful for: Conferences, meetings and workshops

Number of participants: 1 – 225

Rates: To be negotiated

Space includes: Tables and chairs.

** Please note** The Commons is set up in the default layout pictured below—there will be an additional charge for any special setups.

Multi-Modal Classrooms

Useful for: Hybrid meetings and workshops where some participants are in person while others are online

Number of participants: 1 – 58

Rates: $280 – $390

Space includes: Tables, chairs, whiteboard, and integrated Zoom technologies. Whiteboard markers are not included.

** Please note** Classrooms are set up in a default “classroom style” layout—there will be an additional charge for any special setups.

Rows of tables and chairs with windows facing the Ottawa River, TVs on the wall in the back of the class.

Room 339

A room with tables and chairs, TVs at the back of the room and projector on the ceiling.

Room 329

Outdoor Space

Useful for: Meetings and workshops

Number of participants: 1 – 70

Rates: To be negotiated

Space includes: Tables with built-in seating.

** Please note** This is a static layout with no opportunity for modifications.

Outdoor Space

Check Availability Today

Please note: Availability for certain spaces, such as classrooms and boardrooms, can only be determined under our semester schedule blocks:

January to April
May to August
September to December

Step 1 of 7

14%

Please note: All requests are subject availability and approval.
Once you receive approval, you may proceed with your event or activity.
Name*
First Last
Organization or Business Name*
Email*
Daytime Phone*
Extension (if not applicable, type N/A)*
Billing Address*
Street Address Address Line 2 City Province Postal Code

Event or Activity Details
Event or activity name*
Description of event or activity, i.e. purpose, audience, goals or outcome, etc.*
Preferred event or activity date*
DD slash MM slash YYYY
Alternate date for event or activity if preferred date is not available
MM slash DD slash YYYY
Start Time*

: Hours

Minutes

AM/PM
End Time*

: Hours

Minutes

AM/PM
Estimated number of participants*

Facilities Request Information
Internal Note: This is where we can have people select the room configuration they are looking for.
What is your preferred space for your event or activity?*
- Boardroom
- Classroom
- Commons
- Outdoor Space
- Multiple Spaces Required
- The Landing - please note Students' Association approval required
- Gymnasium - please note Students' Association approval required
*Please note that all requests are subject availability and approval.
Additional Set-up Notes
Do you anticipate needing access to resources outside of the immediate space of your event or activity? Example: A registration table is needed as you enter the campus.

Food Services
The College reserves the right to first refusal of hospitality requirements. All Food Services requests are subject availability and approval.
Please note: Food Services hours of operation are the following:
• Monday - Thursday 7:30 a.m. - 3:30 p.m. • Friday 7:30a.m. - 1:30 p.m. • Closed Saturdays and Sundays
Do you or your participants require Food Services?*
- Yes
- No
Ex. Yes - I would like my event or activity to be catered
Ex. Yes - The 25 event participants will be accessing Food Services throughout the event.
Please complete the Food Services Request Form using the provided Catering Menu
- Food Services Request Form
- Catering Menu
Food Services Request Form Submission
Max. file size: 63 MB.
Please upload your completed Food Services Request Form here.
If you are not submitting a Food Services Request Form but require support or access to Food Services, please provide the details here.

IT/AV Support
Please identify any of the following IT/AV supports you anticipate for your event or activity.
- Access to the WIFI network
- Access to a computer and projector
- Zoom capabilities
- Microphone and speakers
- Projector only
- Other
Please share the additional IT/AV supports you require*

Parking
Full details on our parking system will be provided in advance.
Please share how you anticipate paying for parking.
- Guests of our event or activity will pay for their own parking
- Our event or activity would like to cover the parking fee for our guest. Please provide a promo code.

Facilities Agreement
Facilities Agreement: Terms and Conditions
1. School facilities are not available to private groups for personal activities such as wedding dances, receptions, private parties or other privately sponsored activities.
2. Bookings are limited to the availability of space. Scheduled academic activity is given first priority over all bookings.
3. Bookings should be requested a minimum of five to ten business days prior to the start of the booking. More time is recommended for complex bookings requiring setups.
4. Bookings may need to be cancelled, rescheduled or relocated due to unanticipated circumstances. Attempts will be made to minimize inconvenience to clients. The College’s obligation becomes null and void should changes or cancellations of bookings due to unanticipated circumstances occur.
5. Booking privileges may be revoked if the equipment, space or facilities are abused or left in disarray, the facility or space is not used as outlined in the request or if unauthorized facilities or space are used.
6. The Pembroke Campus has the right to decline any application to any person or group.
7. Additional costs (associated with requirements for security, extra or overtime cleaning, IT services, etc.) will be determined by the Manager of Administrative Services.
8. The College shall not be responsible in any way for any injury to any person, including death, or for any loss of or damage to property belonging to the applicant or to its agents, employees, patrons, guests or any persons admitted to the premises by the applicant while such person or property is in or about the premises during the days and times set forth in the Agreement. The applicant covenants to indemnify the College against all loss, costs, claims or demands in respect of any injuries, loss or damage referred to in this paragraph.
9. All invoices are payable upon receipt. An interest charge of 2% per month shall be charged upon invoices remaining outstanding after 30 days.
10. The College assumes no responsibility for temporary or unavoidable service interruption such as elevator, electrical, accessible washroom, air conditioning power or heat due to any cause whatsoever, but shall use reasonable diligence to restore any such service. The College reserves the right to black-out dates and times for the use of maintaining or upgrading campus facilities or to ensure the safety of the students, staff and guests to the College.
11. The applicant shall not use or permit the use of the College’s name in any manner other than to describe the location of the room booking.
12. The applicant shall not use the rented premises to conduct any courses, seminars, or educational program of other than its own members and/or employees and will not advertise these in any manner by which these activities could be construed to be offered by Algonquin College or in connection with normal Algonquin College programs.
13. Applicants must ensure that their respective occupants are familiar with the emergency procedures posted on the walls of each classroom.
14. The applicant is required to provide an insurance certificate for liability of $5 million and add Algonquin College as an additional insured party.
Please initial here to indicate that you have read the terms and conditions*
Comments
This field is for validation purposes and should be left unchanged.

For rental and booking information, please contact the Pembroke Campus Special Event Services at 613-735-4700 or specialevents@algonquincollege.com.

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Pembroke Campus

Special Events and Conference Services