Purpose

This policy establishes clear definitions and criteria for classifying events as internal or external at Campus. It addresses the issue of rate application for events hosted by internal business units on behalf of external clients, ensuring that pricing remains consistent with event types and that any preferential pricing is applied fairly.

Scope

This policy applies to all event bookings at Campus, covering both internal and external events, including those hosted by the Calgary Stampede Foundation and Calgary Stampede. It outlines the definitions of internal and external events and specifies the applicable rates, including any preferential pricing.

Policy

1. Event Classification Definitions

• Internal Events: Events organized, paid for, and executed by Calgary Stampede Foundation’s internal business units to support their operations or objectives. These events are primarily for internal audiences or relate to the unit's core mission. Public-facing events also qualify if they are entirely produced by an internal unit.-

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  Examples: Staff recognition/teambuilding, employee training sessions, CSF program rehearsals, or events produced by the Calgary Stampede Foundation.

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• External Events: Events where a third-party client books and uses Campus space to host their own function. These events serve an external purpose, meeting client needs rather than internal operational objectives.

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  Examples: A community organization’s fundraiser, corporate product launch, non-CSF program rehearsal/performance, or client-hosted workshop/reception.

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  For greater clarity:

  • If an internal department is participating in an event hosted by an external organization, and space is required, this event will be classified as an External Event, regardless of the internal group’s involvement.

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2. Rate & Billing

• Internal Event Rates: Internal events receive standard internal pricing. Billing occurs automatically based off an Ungerboeck service order.
• External Event Rates: External events incur the external rate. If an internal business unit sponsors or pays for an external client’s event, it remains classified as external, and the external rate applies due to its external purpose. Client will be invoiced directly.
  • External events may be eligible for charitable and non-profit discounts.

3. Special Provisions for Calgary Stampede Events

Events hosted by the Calgary Stampede are considered external but are eligible for preferential pricing. The Calgary Stampede Foundation, however, is recognized as an internal unit, and events it organizes will receive the standard internal rate.