Purpose

The purpose of this policy is to ensure that all event floor plans contain consistent, accurate, and complete information. Clear and properly formatted floor plans are essential to support the fulfilment team, enable safe event execution, and comply with internal/external and regulatory safety standards.

Scope

This policy applies to any event hosted at the Campus at Stampede Park that requires a floor plan, including both internal and external bookings. It outlines expectations for format, approval, and safety review.

Policy

1. Floor Plan Format & Submission

• Floor plans may be:
  • Drafted in Social Tables (preferred),
  • Provided directly by the client, or
  • Created in another system (e.g., AutoCAD, Visio, etc.).
  • Note: Hand-drawn floor plans must be converted into a digital format before submission.
• All floor plans must be drawn to scale to ensure accuracy in layout and fulfillment.

2. Client Approval

• Once a floor plan is prepared, the client must review and approve the layout prior to the event. No setup will proceed without client agreement on the final plan.

3. Safety Review (CS Safety)

• Some floor plans require prior approval from Calgary Stampede Safety. Floor plans must be submitted for safety review if any of the following conditions are met:
  1. There is a major deviation from the standard floor plan (e.g., full removal of existing furniture or equipment).
  2. The event is expected to host more than 150 guests.
  3. The event takes place outdoors or across multiple venues.

4. Tent Permits

• If tents or temporary structures are part of the floor plan, this information must be forwarded to the PFS Coordinator to determine if a permit is required.