How to book and FAQ
Find everything you need to book a venue through University Theatre Services
Ready to book?
Review our facilities
Browse our facilities page and choose the space best-suited to your event's needs.
Review rates
Make sure you've reviewed our rates and read over the FAQs in the section below.
Contact us
Contact us by email, phone, or online request. Need a site visit? Call us at 403.220.4901.
Lease and deposit
A lease will be sent to you within six months of your booking. Please read the lease thoroughly and send back a signed copy along with your deposit.
Documentation and forms
Download our Booking Document. Complete and send your ticket request, technical and front of house questionnaires back to us no later than eight weeks before your event.
Technical and front of house
Contact our Venue & Client Relations Manager to arrange your technical needs, and our Front of House Manager to arrange your front of house needs, no later than six weeks before your event. Please be sure to have your Event ID ready.
Booking FAQs
No, unfortunately discounted prices are not available.
The Eckhardt-Gramatté Hall and Boris Roubakine Recital Hall are reserved for student use during the academic year. From September to mid-April (depending on the academic calendar), these facilities can be booked by community groups only on weekends and after 6 p.m. on weeknights.
Our other venues do not have timing restrictions.
Performance bookings
- We recommend that you confirm your performance booking at least six months in advance.
- Depending on the time of year, venues may be booked up to 18 months in advance.
- Performance venues are subject to priority bookings for academic use, therefore calendars for the Eckhardt-Gramatté Hall, University Theatre and Boris Roubakine Recital Hall open for community bookings in late December.
- Event requests with less than three months’ notice are considered short notice, and you should be prepared to sign a lease and pay a deposit immediately.
- Event requests with less than 4 weeks’ notice are considered extremely short notice, and generally unavailable.
- Please note that during the concert seasons of October-December and March-June, availability is extremely limited.
- Please submit your request as soon as possible; however, we cannot guarantee that you will get your requested date, even if you are a returning client.
Conference and meeting bookings
- Conference and meeting bookings should be confirmed three to six months in advance, although you may book them up to a year in advance.
Yes. Please call our office at 403.220.4901 during business hours to schedule a viewing. Please note that during busy seasons, available viewing times may be limited.
- We can offer you guidance on pricing, but the actual costs of your event will vary depending on your needs during occupancy, therefore cannot offer guaranteed estimates.
- For meetings and conferences, you may need to budget for AV equipment and event set-up/reset labour costs. Your booking will also require a event attendant.
- Performance events require technicians and front of house staff; labour costs depend on the nature of your booking and how long they are required to be onsite.
- Please refer to our rates page for more information.
- Please note that in the absence of a booking or a hold, availability is subject to change without notice.
We can place a 14-day hold on a date for you at no cost, depending on the amount of notice given. If another client requests the same date during the hold and you are unable to commit to signing a lease and remitting a deposit, the date will be released to the other client. You will be notified if the status of your hold changes. Holds may be extended if no other requests for the date are received. Please note that if you are notified of pending expiry of your hold and we do not hear back from you within a reasonable time frame, your hold will be cancelled.
- Leases are generally sent out to clients six months in advance of each event.
- If you book your event with less than six months’ notice, the lease will be sent to you immediately after your details are confirmed.
- The signed lease and deposit must be returned to our office no later than three weeks after the lease is sent to you.
- We require all clients to complete the lease and deposit process within this timeline. Failure to do so may result in the loss of future bookings.
Once your event is confirmed via signed lease and payment deposit received, you may cancel within one month prior to your event start date with a limited penalty. The building deposit is non-refundable, but with one month advance warning, the labour deposit may be refunded to you. If your event is cancelled and you do not occupy the venue, then the damage deposit will be refunded.
No. All tickets must be sold by University Theatre Services. Front of House staff at University Theatre Services venues will not accept homemade tickets or tickets printed by any other agency. Please note that we can sell your tickets online, and offer opportunities for online promotion. If your tickets are part of a subscription series, or you have special field requirements, please contact us for options. Please review our Booking Document for more information on ticketing.
Performance events
Eight weeks before start of event, or earlier
- Fill out the technical, ticket and front of house questionnaires and submit them to us via email.
- You should have received our Booking Document as well as these questionnaires along with your lease.
Meeting and conference events
- Contact the Front of House Manager to ensure that your setup and technical requirements are met.
* We require all clients to complete and submit their questionnaires, or otherwise follow up on event requirements, within the stated timelines. Failure to do so may result in the loss of future bookings.
Yes. The exclusive catering vendor for the Rozsa Centre is Aramark.
For all other venues, catering can be provided by multiple caterers. Please contact us for additional information.
After we have totaled your expenses, we will send you a running charges sheet along with an invoice. The Venue Business Administrator will endeavour to complete this process within four to eight weeks of your event end date, and can be contacted at 403.220.4918 or billing@theatreservices.ca.