Thank you for choosing Era Event Venue to host your upcoming event.

To ensure your event at Era Event Venue is executed seamlessly and exceeds expectations, we kindly ask that you complete the following finalization details. This information allows our team to align every element—from timing and layout to food and service—with your vision.

The more detail you can provide, the better we can anticipate your needs and deliver an exceptional, stress-free experience for you and your guests.

1st Person Contact Information

2nd Person Contact Information

Point of Contact - Day of Event (Planner, Family, Friend, etc.)

Contact Phone Number (Day of Event) *

Contact Email (Day of Event) *

Text for Mongrams on TV Screens

Estimated Guest Count

Please note: Currently, this is an estimate. The final confirmed guest count will be required two weeks prior to the event date

Children 0-2 years old not receiving a meal are not to be included in your final guest count. We do not provide high chairs or booster seats.

Children 3-12 years old will be receiving a children's meal in place of the main entree, if you would like them to get the main entree instead, we can accommodate this. Please let your coordinator know for more details.

Vendors (Includes, planners, photographers, videographers, DJ/MC - maximum 10)

Total Estimated Number of Guests (Do not include children under 2 years old: *

*Important note, if 2 weeks prior to the event, the final guest count is lower than your signed minimum guest count, an attrition fee will be applied. Please ask your Event Coordinator for more details.

Initial to confirm acknowledgement of attrition fee:

Timing of Your Event

Cocktail Hour/Antipasto Bar/Appetizers (If applicable) (1 Hour Maximum)

Dinner / Lunch Start time *

Late Night Station (If applicable)

Bar Timing (if applicable)

All events have a maximum end time of 1:00AM. If a client would like to extend their end time, please note it is subject to a $5 pp fee for 1 additional hour, not including bar service.

Are there any changes to your original menu that you would like to adjust? *

Yes (Your Event Coordinator will discuss these changes with you)

Quick Note: In regards to Dietary Restrictions/Allergies, we can accommodate the following:

Vegetarian
Vegan
Gluten Free / Celiac
Other Requirements - please simply let your event coordinator know what allergy or dietary restrictions and will accommodate as best as possible

Initial to confirm the above: *

Please note: The above menu notes are not applicable to buffets as guests can select their preference and accommodate their dietary restrictions accordingly on their own

Initial to confirm the above: *

Room Setup and Requirements

Please note:

Your Event Coordinator will advise you, your decorators and suppliers what time they can set up prior to the event date. Please be aware that venue access before the event date is not permitted due to other scheduled events.

Initial to confirm the above: *

Decorator Information

Decor Company Name *

Decor Company Phone Number *

Decor Company Email *

Will your decorator be providing Stage Decor? *

Yes

Will your decorator be providing Centrepieces? *

Yes

Will your decorator be providing a Backdrop? *

Yes

Will your decorator provide table numbers? (If no, Era can provide)

Yes

Will your decorator provide charger plates? (If no, Era can provide)

Yes

Please specify any additional decor your Decorator will be providing

Stage / Head Table Configuration

Will you be needing a stage? *

Yes

Please select stage size: *

If other, please specify size; if larger than 12x24ft, this is not guaranteed and the coordinator will confirm 2 weeks prior to the event date)

Where would you like your stage to be? *

Will you have a Head Table on top of the stage? *

Yes

If yes, how many people will be at the head table?

Will you be having a backdrop? *

Yes

Will you be doing assigned seating by table? *

Yes

Will you be needing a receiving/welcome table (8ft tables in the lobby for money box, party favors, etc.)? *

Yes

How many 8ft tables do you require?

Please note Era Event Venue does not provide Easels. Please ask your decorator if needed.

Initial to confirm above (regarding easels) *

Will you be needing a podium? *

Yes

Please Note: Era Event Venue does not own a microphone. If a microphone is required, please contact our in-house supplier, DJ Emporium at (905) 850-3176 or email at [email protected]

Initial to confirm *

Will you be needing a cake table? *

Yes

We will provide a small round table.

Please choose one of the following options:

No Cake

Decor company providing table

Is the whole cake real? *

Yes

If not, please note which tiers are real and which tiers are fake

Please note, the client is responsible to bring in their own cake knife and utensils to cut the cake. As well, the cake must be delivered as close to the event start time as possible.

Initial to confirm *

Who will be providing the cake?

Will you be using Era Event Venue's Linen? *

Yes

If selected no, please let us know what company will be bringing in the linen

Company Name

Linen Company Phone # *

Linen Company Email *

As DJ Emporium is our mandatory in-house company, please select what you will be using them for (must select one):

All AV/DJ Equipment

Patch in Only

Other (only applicable if using the whole wing)

If using DJ Emporium for Patch In Only or you have the whole wing, please provide the following information for your external AV/DJ Company:

AV/DJ Company Phone Number

Where would you like the DJ to be setup: *

Will you be having Live Music? *

Yes

If yes, please note, the position of the Live Music cannot be along the partition wall and their sound must be patched-in to the in-house sound system (no outside speakers allowed).

Initial to confirm *

Does the Live Music/ DJ require staging?

Yes

Please note, additional staging beyond the head table stage is based on availability and will be confirmed if possible 2 weeks prior to the event date.

Initial to confirm *

Will you be having a photobooth? *

Yes

Photobooth Company Name *

Photobooth Company Phone Number *

Photobooth Company Email *

Do they need any tables? *

AV Notes: DJ Emporium is a mandatory company that must provide all speakers. Outside speakers are NOT permitted in our facility under any circumstances

Initial to confirm *

*Under no circumstance are any pyrotechnics (sparklers, indoor fireworks, dry ice machine, fog machine, etc) allowed in our facility from any other company other than DJ Emporium. If pyrotechnics are seen through any other company the day/night of the event, we will kindly ask you to remove them from our facility.

Initial to confirm *

Refundable Mandatory Security Deposit:

A refundable deposit of $3000 is required from all clients to cover potential damages. An experienced staff member will inspect the room both before and after the event to assess any damages. If no damages are found, the deposit will be refunded. In case of damages, the client will be notified before any charges are applied. Please remind your vendors to bring a cloth or drop sheet to place underneath items before bringing them into the venue.

Initial to confirm *

Décor teardown will be allotted 1 hour, starting immediately after your event ends (e.g., if the event concludes at 1am, teardown must begin at 1am). If the teardown exceeds the 1-hour timeframe, an additional fee of $250 per half-hour will be charged.

Initial to confirm *

At the 2 weeks prior to your event mark, any late changes that are sent to your event are subject to a $300 charge per change.

Initial to confirm *

The venue is not responsible for any articles left in the building. All items the night of the event must be taken home that evening. No items are to be left on property.

Initial to confirm *

Please feel free to indicate in the section below any other additional comments or questions

Thank you for choosing Era Event Venue to host your upcoming event.

To ensure your event at Era Event Venue is executed seamlessly and exceeds expectations, we kindly ask that you complete the following finalization details. This information allows our team to align every element—from timing and layout to food and service—with your vision.

The more detail you can provide, the better we can anticipate your needs and deliver an exceptional, stress-free experience for you and your guests.

Contact Information

1st Person Contact Information

2nd Person Contact Information

Point of Contact - Day of Event (Planner, Family, Friend, etc.)

Estimated Guest Count

Timing of Your Event

Menu Notes

Room Setup and Requirements

Decorator Information

Stage / Head Table Configuration

Seating Information

Specialty Tables

Linen

Audio / Visual

Important Notes