Space Reservation Process

Attached you will find information and details about renting space at Place des Arts in Greater Sudbury.

Step 1

Complete the Booking Request Form

Please complete the booking request form so we can create your client file and verify the availability of the venue on your preferred date.

Important: Only booking requests submitted through this form will be considered.

Space Reservation Request

Step 2

Technical Review

Within 3 to 5 business days of submitting your booking request, a member of our team will contact you to confirm the availability of your requested date.

Once your booking has been confirmed, you will be asked to complete our Information Collection Form. This step allows our technical team to assess the feasibility of your event within our venue and ensure that all technical requirements can be accommodated.

Important: If you have not received a response within 5 business days of submitting your booking request, please contact us at experience@maplacedesarts.ca.

Information Collection Form

Step 3

Preliminary Quote Approval

Once your project has been approved by our technical team, we will send you a preliminary quote outlining the estimated costs of your event.

Please note that this quote is not your final invoice. It may be adjusted based on your actual requirements or any changes made to your event.

To allow you to continue planning, your event date will be held temporarily for the duration of the quote’s validity period, which is 15 days from the date it is issued.

Important: If the quote is not approved within this timeframe, the temporary reservation will automatically be cancelled, and the date will become available for booking again.

Rental Rates 2026-2027

Step 4

Booking Confirmation

Once your preliminary quote has been approved, we will send you the Venue Use Agreement for signature.

A deposit equal to 30% of the preliminary quote is required upon signing the agreement. Your booking will be considered confirmed only once the deposit has been received.

The terms and conditions regarding cancellations and refunds are outlined in the Venue Use Agreement.

Liability Insurance

The renter must provide proof of Commercial General Liability Insurance naming Place des Arts as an additional insured, with the following minimum coverage:

$3 million for the Grande Salle, Studio Desjardins, and Galerie du Nouvel-Ontario;
$2 million for all other venues.

Technical Information

The client must submit their technical rider and all technical requirements no later than 30 days before the event to allow our technical team to finalize planning and ensure all production needs are met.

Additional Information

Box Office

As a non-profit organization, the revenue generated through our ticketing service helps support our operations and maintain the services we provide.

For this reason, the use of Place des Arts’ ticketing system is mandatory for all events.

If, in exceptional circumstances, you choose not to use our ticketing service, a $4 fee per attendee will apply. This fee helps offset the costs associated with customer service, venue maintenance, and cleaning. In addition, you will be required to provide us with a list of attendees before and after the event so that we can contact them if necessary, particularly in the event of an incident or any situation requiring follow-up.

Bar Service

A fee of $40 per hour, per bartender will be charged when bar service is required. However, these fees may be waived by Place des Arts if the minimum sales threshold is reached during your event.

For more information about bar service and its operating conditions, please contact bar@maplacedesarts.ca.

Catering

Only caterers approved by Place des Arts are authorized to operate within our facilities.

Event Promotion

Place des Arts provides all renters with equal promotional opportunities for their events. To ensure fairness for all clients, the same promotional tools are offered to everyone, without exception.

Your event will receive the following promotional support:

One (1) social media post on Place des Arts’ platforms;
Inclusion in our monthly newsletter;
Display on our digital screens throughout the venue;
Display of your posters or brochures at our reception desk, provided you supply the materials.

At this time, we are unfortunately unable to offer customized advertising campaigns or personalized promotional services.

Booking Period

Spaces for each season (September through August) may be booked beginning in early April.

Requests submitted outside of this booking period require approval from the Place des Arts Founding Members before a reservation can be confirmed.

Partnership Requests

Place des Arts offers a limited number of partnerships each year.

Partnership applications are reviewed twice annually, in February and July. All requests received are evaluated during one of these review periods.

Organizations and projects selected for a partnership will be contacted directly by our team following the evaluation process.

Space Reservation Request Box Office Form Bar Service Partnership Application Form