There are plenty of details to consider when booking a venue for your event - let us help!

At the Horowitz Events Centre, we will happily help guide you through the booking process to execute your plan to the highest level and with minimal stress. Please review our booking process, policies, and the planning checklist to assist you to booking a successful event with the Horowitz Events Centre.

We know that event bookings can be complicated, and we're here to help you make it as simple as possible. All bookings with the Horowitz Events Centre follow a similar process. We detailed all the major steps below to help guide you through. Please feel free to reach out to us if you have any questions.

First Contact

To start the booking the first step is to reach out to us. You can either use our online forms to place a venue inquiry or catering inquiry, or you can email us at bookings@horowitzevents.ca. While we are happy to chat and give you guidance over the phone, we do need a written request to officially start the booking.

Once we recieve your request, one of the members of our client coordination team will reach out to you for more details. This coordinator will be your single point of contact for your booking moving forward. For venue bookings, the coordinator will work with you to find holds in the venue you requested. For catering orders this means discussing the menu, number of attendees, and service level details.

During the first phase of your booking we will try and collect enough information to create an estimate for you. Because every event is different, we do not list pricing for most services on our site. Rather, we will have these preliminary discussions and create a custom quote for you so that all expectations are communicated upfront.

Confirmation

Once we discussed dates and services you are looking for, and we've created an estimate for you, the next step is to confirm your event. While we don't need an answer right away, once you have decided to move ahead let us know and we will start the confirmation process. The confirmation process might be as simple as an email confirmation or we might issue a contract. If a contract is issued, you will need to review and send us back a signed copy. Some contracts do require a deposit to be paid, but all that information will be covered in the contract.

It's important to note that confirmed does not mean finalized! When we ask for an event confirmation we are looking to know if this event if definitely going ahead. You can still change times, services, number of attendees, et cetera, after you can confirmed the event.

There are timelines on which you need to confirm your event. We have gone into dept on the timelines for confirming you event in our full event booking policy document.

Detailing

After your event has been confirmed, your coordinator will work with you to detail your event. How far in advance you have confirmed your event will impact how quickly we will need to work with you to detail your event plan. The goal of the detailing process is to gather all the information we need to make sure we execute your event to your vision. The detailing phase will be concluded and condensed into an Event Order document issued by your coordinator. This document will go into precise detail about all event plans and any and all services the Horowitz Events Centre will be providing during your event.

During your detailing phase, you will also have to pay the balance of your event. Your event must be paid in full before it begins. If details change at the last minute that affect your event bill, either an invoice will be issued or a cheque if you overpaid.

Event Time

All your hard work and days of planning have come to fruition, the last step of the booking process is the event itself. Our staff will work to support your show and deliver everything that we agreed to during your detailing process. The Horowitz Events Centre also prides itself on being flexible. We know that things change and last minute issues prop up - don't worry, we will work to handle them in stride.

Please use this complimentary event checklist to help organize your timelines when planning an event with the Horowitz Events Centre.

Placing a Hold

Submit a Booking Inquiry Form for the venue you wish to book
A Client Coordinator will contact you via email with availabilities
Request to place a hold(s) on desired event dates

Confirming Your Venue

Fill out the Event Information Form provided to you by the Client Coordinator once your hold has been placed
Schedule an initial meeting and venue tour
Request a formal estimate
If you wish to accept your estimate, request a contract
Return your signed contract and venue deposit within 2 weeks of the contract issue
Booking confirmed

Detailing

Arrange detailing meeting with your coordinator
Submit a ticketing request form (if your event is ticketed)
Consider catering options and dietaries
Consider event decor
Develop a room layout

Technical

Follow up with a coordinator or Technical Director regarding technical set up or requirements

Leading up to the Event

Other Considerations

What is your event budget? Where is funding come from?
Do you have a date? How about a backup date if the first choice is not available?
Are there any events or holidays that are going to compete with your chosen date?
Will your guests need directions to access the venue?
Do you have transit/parking maps for your attendees?
How much time will you need for set up on the day of?
Do you need to use the service elevator?
When will your performers or musicians arrive/set up/do soundcheck?
What time would you like guests to arrive?
When would you like bar service to start/end?
When would you like catering to be set up/served?
When will speeches/awards/performances begin?
When will dinner service end? Do you want dessert to be served after dinner?
Will there be dancing and music after dinner?
When would you like your event to end?
How long do you need to clean up/take down decor/clear out of the venue?

Each respective venue at the Horowitz Events Centre must have its bookings confirmed a specific number of days in advance. This timeline varies between venues. Please refer to information for an inidividual venue or contact a Horowitz Events Centre client coordinator for more information.

As venues of the University of Alberta Students’ Union, the Horowitz Events Centre retains first booking privileges on select dates for student programming and engagement. All bookings are at the exclusive discretion of the Horowitz Events Centre and may be declined for any reason.

First Holds

A first hold can be placed on any available date up to 13 months in advance, and the date will be held for a short period of time without a deposit. Please note that first holds are considered tentative bookings. Once a decision has been made about the date, please contact our offices to let us know if you would like to confirm or release the hold. All holds must be confirmed 60 days prior to the event date, or the booking becomes subject to cancellation.

We require a signed contract and non-refundable, non-transferable deposit of 50% of the base rent in order to fully confirm a booking. The balance of the estimate is due 30 days prior to the date of the booking.

Second Holds

A second hold can be placed on any date that already has a first hold in place. If the group with the first hold decides to release, the group with the second hold will be contacted and offered the date.

Challenges

If a group with a second hold would like to try to confirm a date immediately, they can contact our offices and ask to issue a challenge. We will contact the client with the first hold on the requested date and ask them to confirm their booking with a signed contract and deposit or to release the date to the other group. First holds are given two business days to respond to a challenge, and we require a signed contract and deposit from the confirming client within one week.

Cancellation Policy

Please note that all rental deposits are non-refundable and non-transferable. If an event is cancelled after the deposit has been received, it will not be refunded. If an event is cancelled less than 30 days before it is set to occur and full payment has been received, none of the payments will be refunded.

The number of staff required for a booking will be determined by venue management. Staff call times must be arranged at least 30 days in advance of the booked date. All shift times and schedules must be reconfirmed at least one week in advance. Activity in all venues, with the exception of individual rooms in the Meeting Centre, must be supervised by staff at all times.

Please keep in mind that your scheduled hours include load in, setup, sound check, performance and load out. If the event runs longer than originally scheduled, extra staffing hours will be invoiced.

Venue Staff

A Room Manager will be scheduled for your booking and act as the designate of the Acting Manager of Programming & Venues. They are on hand as your liaison to the facility and to organize all Special Event Staff.

Bar staff and Special Event Staff will be scheduled for all licensed events. As per Alberta Gaming and Liquor Commission regulations, we are required to have one event security staff member present for every 50 patrons, as well one for each entrance and exit. If the expected attendance of the event is over 300, we are also required to bring in Campus Protective Services as per University policy. The number of staff required will be determined based on the details of each specific booking. These staff are scheduled on a minimum 3 hour call.

Technical Staff

All technical staff are scheduled on a minimum 4-hour call, with most bookings requiring at least one technician.

Staff Breaks

One meal break (either 30 minutes or 60 minutes in duration) must be provided after no more than 4 working hours, as well as one 15 minute coffee break per shift.

Hourly Staff Rates

Staff are members of CUPE Local 1386. Overtime rates apply after 8 scheduled hours, or for any unscheduled time. All staff bill out at overtime rates on statutory holidays (as defined by the CUPE Local 1386 collective agreement).

Staffing (per hour)	Regular Time	Overtime
Technician	$43.00	$86.00
Room Manager	$33.00	$66.00
Bartender	$25.00	$50.00
Special Event Staff	$25.00	$50.00

GST is not included in any listed prices. UASU registered student groups receive a 10% discount off all hourly staff rates.

Ticketing

All ticketing is provided by the Horowitz Events Centre to ensure reliable service for our clients and patrons. Clients can opt for printed (offline) tickets or online ticket sales via our exclusive ticketing provider, Showclix. Events that do not require tickets but would like to arrange for free online registration will be handled on a case-by-case basis. For details, please see the Ticketing Rate Sheet and contact us for more details.

Merchandise Sales

The Horowitz Events Centre has a 15% commission rate on all merchandise sales. This rate is applied to gross sales, including GST. It is the client’s responsibility to inform all parties involved of this commission. Front of House staff can be scheduled to assist with merchandise sales – please contact us with your request at least 30 days in advance of the booking.

Catering

Our House Caterer is Horowitz Events Centre Catering, who holds the right of first refusal on any catering in the Horowitz Events Centre. Any external caterers must be approved in advance by venue management, and the renter will be charged an External Catering Fee calculated from the caterer’s final invoice. All catering on the University of Alberta campus must abide by the campus single-source cold beverage agreement -- only products provided by Coca Cola Bottling may be served as cold non-alcoholic beverages.

In the event that an external caterer is permitted, renters are responsible for providing the booking coordinator with the caterer’s contact information at least 10 business days prior to the booking. All catering materials must be removed from the space by the end of the booked period unless other arrangements are approved in advance. Storage fees will apply if arrangements are not made with management in advance.

SOCAN & Re:Sound Fees

Fees for both the Society for Composers, Authors and Music Publishers of Canada (SOCAN) and Re:Sound Music Licensing apply to all events where music is publicly performed. The rate is based on the capacity of the venue as well as whether there will be dancing at the event. Please contact us for more details.

Storage

All rental deliveries and pick-ups must be confirmed 10 days prior to the booked date. Storage fees may apply. Our storage facilities are limited and may vary based on other clients’ requirements. Clients with significant storage requirements are subject to additional charges.

Student groups have access to unique offerings and discounts with the Horowitz Events Centre, and there are a few additional considerations for Student Group events.

Discounts

The Horowitz Events Centre offers special rental rates for registered student groups at the University of Alberta. Please contact us directly for these rates as they will vary across venues and event types.

Documentation

In order to qualify for student group rates and benefits, groups are required to provide an up to date certification of Student Group status confirming that your group is currently registered with Student Group Services. We will not accept expired certifications. Your coordinator may ask for this document before they issue a contract.

Student group events may also need to be approved by the university's Office of the Dean of Students so that you can advertise your event. This is a requirement of the university, and the Horowitz Events Centre is not involved Dean of Student approvals. More information can be found here.

Insurance

Registered Student Groups are covered by the Students' Union insurance policy. We require a Letter of Confirmation - Student Group Event that needs to be signed by two of the group's executives and a representative from Student Group Services (SGS). It should be noted that Student Groups which are incorporated are not covered by the SU policy and they are required to have their own event insurance.