Booking Procedures

Booking Procedures

To begin the booking process, please submit a request through our Booking Inquiry Form. To streamline our services, we only take booking requests online. A member of our team will be in touch within five business days.

For more information on booking the Horowitz Theatre, please contact us at venues@su.ualberta.ca or 780.492.4764.

First Holds
Second Hold
Challenges
Cancellation Policy
Insurance
Student Group & University Rates
Ticketing
Catering
Merchandise Sales
Bar Service
Post-Show Receptions

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. Horowitz Theatre External Rate Sheet – Page 3 of 4 May 2015 to April 2016 ??? 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 Hold

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.

If the first hold decides to release the date being challenged, a signed contract and non-refundable, non- transferable deposit payment will be due from the challenging group within one week in order to fully confirm the booking.

All bookings remain subject to challenge until a signed contract and deposit payment are received.

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.

Insurance

As per the License Agreement, all renters must provide a certificate of commercial liability insurance for a minimum amount of $2,000,000 at least 10 business days prior to their booking, or the event becomes subject to cancellation. “The Students’ Union, University of Alberta” must be listed as additionally insured.

Student Group & University Rates

The Students’ Union offers specific rental rates to University of Alberta registered student groups. In order to qualify for these rates, we require a signed form letter confirming that your group is registered with Student Group Services, the Graduate Students Association or your faculty for the appropriate academic year. This form will be provided along with the contract and estimate for the booking and must be signed by members of the group’s executive as well as by Student Group Services (if registered with the Students’ Union).

The Students’ Union offers specific rental rates to University of Alberta faculties and organizations. In order to qualify for these rates, we require a signed form letter confirming that your faculty, department, or office is aware of the event and is covered for insurance purposes. This form will be provided along with the contract and estimate for the booking and must be signed by a dean, department head or manager.

Ticketing

All ticketing is handled by the UofA Students’ Union to ensure a reliable product for our clients and patrons. Online tickets are sold through Ticketfly. Clients can choose to sell physical tickets instead, but the tickets must be printed by the UASU.

Please contact our offices for for more information on our ticketing rates and procedures.

Catering

Food and drink are not allowed into the Theatre (with the exception of bottled water). However, catering and beverages are allowed in the lobby, and clients are responsible with providing the Senior Operations Manager – Venues with the caterer’s contact information at least 10 business days prior to the booking.

Our House Caterer is L’Express. Any external caterers must be approved in advance by Theatre management, and the renter will be charged an External Catering Fee calculated from the caterer’s final invoice. All caterers must abide by the Coca Cola single source agreement, which states only Coca Cola products may be served as cold non-alcoholic beverages.

Please note that an additional custodial fee may be charged for catered events. All catering materials must be removed from the Theatre 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.

Merchandise Sales

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

Bar Service

We offer cash bar service for events with at least 90 minutes of service time (generally 1 hour prior to the event and one 30 minute intermission). If the Horowitz Theatre does not offer a bar, one can be requested and two bar staff will be added to the estimate. If bar sales at the event exceed $750, we will waive the cost of the bar staff on the final invoice. All requests for bar service must be submitted 30 days prior to the booked date.

Post-Show Receptions

If you are interested in having us provide bar service for a reception after your event, please submit a request at least 30 days in advance. The Post-Show Reception Fee includes all staff and rental time for 75 minutes of service.

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Contact

Phone

780-492-4764

Fax

780-492-4643

Email
theatre@su.ualberta.ca

Address

Myer Horowitz Theatre
Students' Union Building
University of Alberta
8900 - 114 Street NW
Edmonton, AB
T6G 2J7