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SPECIAL EVENTS GUIDELINE
(EFFECTIVE JANUARY 2005)
A. BOOKING PROCEDURES / APPROVAL PROCESS
1. Applicants requesting to lease spaces for special events should submit a proposal letter outlining date, concept and preferred venue to:
MS. MARICRIS BERNARDINO
Advertising and Promotions Manager
Ayala Malls Group
Ayala Land, Inc.
5th Level, Glorietta 4
Ayala Center, Makati City
FAX# 752-8013 / 7999 / 98
2. The Ayala Malls Group's Advertising and Promotions Department (AMG-A&P) will evaluate submitted proposal. Upon evaluation, the following procedures will be implemented:
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2.1 Applicant will be informed of approved date and venue through a reply a reply letter together with the special events guidelines, rate card and layout.
2.2 Applicant is required to pay 50% of the total venue rental charges as reservation fee to accept/confirm the date and venue given by Ayala Land, Inc. This 50% will be applied to the total venue rental charges. Please note that this fee is for the reservation of dates and venue. The confirmation of the event is still subject to approval of concept and other requirements, after a series of pre-production meetings. The event will only be confirmed upon signing of contract between Ayala Land, Inc. and applicant.
2.3 Should there be a request for re-scheduling of booking, notice should be given 30 days before the original schedule. Re-scheduling of booking will only be accommodated once.
For cancellation of bookings, notice of cancellation should be given 30 days before the original schedule, for 50% refund. The reservation fee will be forfeited if cancellation is made after 30-day period.
2.4 A series of pre-production meetings will be scheduled.
FIRST MEETING (Applicant and AMG-A&P)
- Applicant to present the ff. Documents for discussion and approval:
1. Lay-out / stage design / dressing room design
2. Programme of activities / sequence guide
3. Line-up of artists and repertoire
4. Backdrop design, and other merchandising materials' design and text
5. List of sponsors and activities of each sponsor
6. Promotional activities (plan and design)
7. List of all electrical equipment with voltage / amps requirement, genset requirements if any
8. Other items that the applicant needs approval for
9. Mandatory security and janitorial requirements – note that Ayala Land, Inc. will inform applicant of required headcount of guards and/or janitors, traffic enforcers, based on applicant's activities and upon consultation/approval of the Ayala Center Association (ACA) and / or Ayala Security Force (ASF).
- Ocular inspection, if necessary, can be arranged
- Discussion on preliminary costings
SECOND MEETING (Applicant and AMG-A&P)
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Presentation by the applicant of any revised plans / requirements discussed during the first meeting
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Approval of final plan and sponsors' activities
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Finalization of costings
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Security meeting, if necessary (mandatory for major events)
- Submission of organizer's company's TIN number, for billing purposes
- Submission of CWT / Tax Exemption Certificate, if applicable
- Waiver Imdemnification document to be notarized by the applicant
THIRD MEETING
- Signing of the Letter Conforme (contract covering all agreements)
- Payment of billing charges / set deadline for full-payment
- Submission of the notarized Waiver Imdemnification document
- Release of necessary permits after signing of Letter Conforme, full payment of billing charges, and submission of notarized Waiver
1.4 The necessary permits will only be issued upon compliance with the following requirements:
- Submission of approved layouts, perspectives and designs
- Submission of approved repertoire/program, sequence guide
- Full payment of all event related charges
- Signed Letter Conforme
- Submission of notarized Waiver Imdemnification document
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B. SPECIAL EVENTS GUIDELINES
1. The organizer shall conform to the approved lay-out and repertoire/program submitted to AMG-A&P.
2. The AMG-A&P coordinator will be present on-site two (2) hours before the event. Should the organizer require the presence of the coordinator earlier than two hours, this has to be arranged beforehand.
3. The organizer may rent out AMG-A&P's chairs, basic sound and light system, for a fee. Any requirements that are not in the technical rider of Ayala Center are the responsibility of the organizer.
Should the organizer opt to use their own sound and light system, the positioning / lay-out of cables should be cleared and approved by Ayala Land, Inc.
4. Cables and electrical wirings running on the floor MUST be properly covered with rubber molding and carpet cover, as these are not allowed to run all over the floor.
5. The organizer's technical/production crew are not allowed to eat, smoke or sleep in the sound booth, or anywhere within the premises where they are visible to shoppers.
6. The maximum sound level allowed for the sound system is 70 decibels.
7. Pyrotechnic materials / equipment are not allowed in indoor malls.
8. Dressing room requirements – all activity areas do not have a dressing room. Should the organizer require a dressing room, the construction, installation, and dismantling of such are the responsibility of the organizer and shall be subject to the approval of Ayala Land, Inc.
9. Stage requirements – only the Glorietta Activity Center has a built-in stage. Should the organizer require any stage/ stage extension, the construction, installation, and dismantling of such are the responsibility of the organizer and shall be subject to the approval of Ayala Land, Inc.
10. For opening / closing ceremonies:
10.1 Cocktails are allowed. However, hard drinks/liquor are not to be served.
10.2 Ayala Center food merchants/tenants should be given the offer of first refusal for all catering services during the event at Ayala Center.
10.3 Floral arrangements are allowed. However, they have to be pulled out immediately after the ceremonies.
10.4 Stanchions – Ayala Land, Inc. may lend stanchions for the opening ceremonies, free of charge (subject to availability).
11. Ayala Land, Inc. shall not be responsible nor accountable for any loss of/damage to products/display nor injury to third party during the event/exhibit. Ayala Land, Inc. may or may not require the organizer to post a P50,000.00 security bond for any exhibit, depending on the concept and/or nature of activities. This amount will be refunded to the organizer should there be no untoward incident.
12. AMG-A&P reserves the right to revoke a permit or impose penalties when deemed necessary, such as non-compliance with exhibit guidelines or house rules.
13. The organizer shall be responsible for restoring the used area to its original condition.
14. INGRESS / EGRESS:
14.1 Door dismantling requirements (specific to events with cars or other big items) – if necessary , the organizer must coordinate directly with Ayala Center's accredited door dismantler regarding the dismantling of entrance doors during ingress and egress, should the width/height of the mall's doors are not sufficient to allow ingress cars, boats, or any other items. The organizer shall be responsible for dismantling and re-installation costs. Any damage to Ayala Center property shall also be for the organizer's account.
14.2 Ingress and egress are only allowed after mall hours (i.e. 9pm to 9am), or upon advise by AMG-A&P.
14.3 Ingress / egress sites: the usual entrance/s to be used during ingress and egress are Ayala Mall lower level entrance (near Rustan's) and/or Edsa Mall entrance (fronting SM Shoemart). Ayala Land, Inc. will assign the specific mall entrance to be used.
15. Specific to outdoor events, please note of the following outdoor guidelines:
15.1 Ingress and egress for events at the Glorietta 3 Park and Glorietta 4 Park: must be done from 9 am to 9 pm only. However, for the Glorietta 3 North Drive, set-up / pull-out schedule is only allowed starting 1 am of the event date.
15.2 Sound checks are only allowed starting 9:00 am.
15.3 All events (including set-up and rehearsals) held at any of the following outdoor areas (Glorietta 3 Park, Glorietta 3 North Drive, Glorietta 4 Park) must end at 9 pm. A P50,000.00 penalty shall be imposed for violation of this guideline.
15.4 Lay-out of the event is subject to the approval of Ayala Land, Inc. For events at the Glorietta 4 Park, events are only limited within the park. Particularly for the Glorietta 3 North Drive, one lane must be left open to allow entry of vehicles to the 6750 Carpark.
15.5 A P50,000.00 bond deposit must be paid to Ayala Property Management Corporation (APMC) to cover for damages (grass, fountain, lamposts, flooring, etc). caused by the event. If there is no damage, deposit is refundable after two (2) weeks. Additionally, a P50,000.00 security bond deposit may be required, depending on the concept and/or nature of the event. The deposit will also be refunded if there is no untoward incident.
16.6 A permit from the City Government of Makati must be secured for all outdoor events.
17.7 Security and janitorial requirements - Ayala Land, Inc. will determine the required headcount of security, janitorial personnel and traffic enforcers, and will provide these from its accredited manpower agencies. These incidental charges are charged to the organizer. The following manpower services may be required, as a minimum:
| • Security: |
(1) ingress |
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(1) egress |
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(5) rehearsals |
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During the event – subject to activities, & lay-out |
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| • Janitorial: |
(1) ingress |
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(5) egress |
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(4) during rehearsals and event |
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| • Traffic enforcer: |
(2) ingress |
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(1) egress |
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(3) during rehearsals |
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(5) during the event |
17.8 The organizer must provide the following during the event date:
(to be discussed beforehand with CCG-Ad & Promo, ACA, & ASF)
- Detailed security plan
- Ambulance
- First Aid booth
- PNP booth
- Steel barricades
- Generator
- Insurance coverage (upon advise)
- Information letters to various hotels, etc. within the vicinity (list to be provided by Ayala Land, Inc.)
- Firetruck (upon advise of ACA / ASF)
- Directional signages, as needed
Note: Non-compliance with these requirements would mean cancellation of the event.
16. SECURITY AND JANITORIAL REQUIREMENTS:
- Ayala Land, Inc. will determine required headcount of security and janitorial personnel and will provide these from its accredited manpower agencies. Organizers will be billed of the appropriate charges.
- There is a minimum security requirement of one (1) guard to be deployed on the specific entrance to be used during ingress and egress. This security requirement cost is chargeable to the organizer.
- Traffic enforcers are required for exhibits having three (3) or more delivery vehicles. The traffic enforcer cost is also chargeable to the organizer.
17. Actual set-up must be in accordance with the approved lay-out and perspective/ design. Should there be any major deviations, Ayala Land, Inc., through APMC, reserves the right to remove/dismantle any set-up that is not in accordance with the submitted lay-out.
18. No actual construction may be done in indoor malls. All materials should be pre-fabricated and ready for installation.
19. No permanent physical changes should be made in the area such as boring of holes, repainting of walls or floors, etc. Any damage or loss to Ayala Center shall be charged to the organizer.
20. AMG-A&P reserves the right to revoke a permit or impose penalties when deemed necessary, such as non-compliance with guidelines or house rules.
21. No storage area will be provided by Ayala Land, Inc.
22. Ayala Land, Inc. shall not be responsible nor accountable for any loss of / damage to items nor injury to the third party during the event.
C. SELLING ACTIVITIES
Organizers must clear with Ayala Land, Inc. the list of prospective sponsors/exhibitors and items for sale during the event. Selling of goods / products is subject to Management approval. Selling of merchandise that are also being sold by Ayala Center merchants is not allowed, unless the selling activity is conducted by an Ayala Center merchant. This means that the inventory as well as invoices/receipts will come from an Ayala Center merchant.
D. MERCHANDISING / ADVERTISING GUIDELINES
D1. SAMPLING
Sampling is subject to Management approval. Specific to wet sampling, should it be approved, the organizer is responsible for providing trash bags to collect used cups, spoons, etc. The organizer is also responsible in bringing out the trash bags. No trash should be left behind.
Note: Specific to the Glorietta Activity Center, COFFEE SAMPLING IS NOT ALLOWED.
The following activities are not allowed in indoor malls:
- Throwing of candies or anything for that matter for sampling
- Helium-filled balloons
D2. BANNERING - banners may be hung during the event, as follows:
a. Specific to Glorietta Activity Center events, the organizer may hang the following, free of charge:
- Total of ten (10) product streamers, size: 1 m x 5 m, horizontal
- Ten (10) pcs. banners, size: 1x2 yards vertical
(5 pcs. interior banners, 5 pcs. lamppost banners)
- One (1) dome banner, size: 5 m x 20 m, vertical (slot subject to availability)
- One (1) backdrop streamer, size 10 ft. x 24 ft.
- One (1) Park Square 2 banner, size: 7x12 yards vertical (slot subject to availability)
- Use of Ayala Center arch, size: 7 x 64 ft. horizontal (slot subject to availability)
b. Specific to Glorietta 4 Park events, the organizer may hang the following, free of charge:
- Total of ten (10) lampost banners at Glorietta 4 park, size: 1 x 2 yards, vertical
- Total of five (5) banners for Glorietta interior mall railings, size: 1 x 2 yards, vertical
c. Specific to Glorietta 3 Park events, the organizer may hang the following, free of charge:
- Total of ten (10) lampost banners at Glorietta 4 park, size: 1 x 2 yards, vertical
- Total of ten (10) banners for Glorietta interior mall railings, size: 1 x 2 yards, vertical
One dome banner and/or one building banner at the Park Square 2 terminal may also be installed for events at the Glorietta 4 Park and Glorietta 3 Park, but with a fee. Slot is also subject to availability.
d. For other areas (i.e. Glorietta 2 lobby), the organizer may hang the following, free of charge:
- Three (3) pcs. interior banners, size: 1 x 2 yards vertical
- Three (3) pcs. lamppost banners, size: 1 x 2 yards vertical
D3. LEAFLETTING - the organizer may conduct leafleting at any of the following areas, free of charge:
- Glorietta Customer service booth – leave behinds only
- Greenbelt 1 Customer service booth – leave behinds only
- Park Square 2 terminal
For areas other than those stated above, a leafleting fee shall be charged. (Pls. refer to Ayala Center's rate card for the detailed areas)
Other reminders:
- Production and cost of all banners are to the account of the organizer.
- AMG-A&P has the right to pull-down all promo collateral that do not conform with the aforementioned specifications.
- Building banners (i.e. dome banners and Park Square 2 terminal banner) are to be installed by the organizer's supplier. Ayala Land, Inc. will issue a permit for installation.
- Lamppost banners and interior banners will need to be turned over to Ayala Land, Inc. for installation. The organizer should provide all the necessary materials for installation (i.e. GI wire, nylon string, etc.). Should the organizer fail to provide these materials, Ayala Land, Inc. will not install the banners.
- All communication and merchandising materials regarding the event should carry the name and logo of Ayala Center. These should also be cleared with AMG-A&P prior production to ensure that all information (name, address, etc.) is correct.
- All merchandising materials should be pulled down immediately after the event. Should the organizer fail to pull down the merchandising materials, AMG-A&P will pull down all collaterals and dispose accordingly. No storage area will be provided by AMG-A&P. Ayala Land, Inc. shall not be liable for any losses of any installed merchandising material.
Download a PDF or WORD format of Special Events Guidelines
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