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 though - please reach out to us if you have any questions.
For more details about out polcies, please see our extended Event Booking Policy document.
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 firstname.lastname@example.org. 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 within 5 business days. 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.
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.
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.
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.
Follow up with a coordinator or Technical Director regarding technical set up or requirements
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.
Student Groups are required to provide an up to date certification of Student Group status. 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.
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.
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.