Scheduling Policies
For events which use 600-1,000 hotel peak rooms, or more on official meeting days, a License Agreement can be issued outside of thirty-six (36) months prior to the event.
For events which use between 300 - 600 hotel peak rooms on official meeting days or to long standing recurring events with a proven record of success, a License Agreement can be issued eighteen (18) months prior to the event.
For events booked with catering only (no guestrooms), a license agreement can be issued a 45 days prior to the event. A tentative space request will be accepted six (6) months prior to the event.
Definitions
- Tentative - All events are considered tentative and therefore subject to cancellation until a License Agreement has been executed by the Licensee and Tourism Whistler. Facilities and dates will be reserved pending notification of cancellation by either party.
- Definite - Facilities and dates are considered definite upon execution of a License Agreement by the licensee and Tourism Whistler and the appropriate deposits paid to Tourism Whistler in accordance with the License Agreement.
Program Confirmation
Final Program arrangements and set-up information must be provided by the Licensee to Tourism Whistler three (3) weeks prior to the event in order to schedule staff and services. Revisions within forty-eight (48) hours of the event are subject to additional charges.
Deposits
- On signing: 25% of estimated revenues
- 6 months prior to event: 45% of estimated food & beverage
- 30 days prior to event: 30% of estimated food & beverage
Special events such as concerts, weddings, socials, or conferences that book within 45 days must pay total estimated food and beverage and meeting room rental upon execution of a License Agreement.
