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SPECIAL EVENTS GUIDELINE
(EFFECTIVE JANUARY 2004)
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. SANDY A. ESPINOSA
Advertising and Promotions Manager
Commercial Center Group
Ayala Land, Inc.
5th Level, Glorietta 4
Ayala Center, Makati City
FAX# 752-7999 / 98 /8013
2. The Commercial Center Group's Advertising and Promotions Department (CCG-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 CCG-A&P)
- Applicant to present the ff. Documents for discussion and approval:
1. Programme of activities / sequence guide
2. Line-up of artists
3. Repertoire
4. Backdrop design, and other merchandising materials’ design and text
5. Lay-out / stage design / dressing room design
6. List of sponsors and activities of each sponsor
7. Promotional activities (plan and design)
8. List of all electrical equipment with voltage / amps requirement,
Genset requirements if any
9. Other items that the applicant needs approval for
10. 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 CCG-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)
THIRD MEETING
- Signing of the Letter Conforme (contract covering all agreements)
- Payment of billing charges / set deadline for full-payment
- Release of necessary permits after signing of Letter Conforme and settlement of billing charges
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, sequence guide
- Full payment of all event related charges
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B. SPECIAL EVENTS GUIDELINES
1. The organizer shall conform to the approved repertoire/program submitted to CCG-A&P.
2. The CCG-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 CCG-A&P’s basic sound and light system that are not in the technical rider of Ayala Center, however, these additional/special requirements 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. Cables and electrical wirings running on the floor MUST be properly covered with rubber molding and carpet cover, as cables and electrical wirings are not allowed to run all over the floor.
4. 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.
5. The maximum sound level allowed for the sound system is 70 decibels.
6. Pyrotechnic materials / equipment are not allowed in indoor malls.
7. Cooking demonstrations using open flame are not allowed.
8. Dressing room requirements - The Glorietta Activity Center, Glorietta 3 Park, Glorietta 4 Park, Park Square 2 and Greenbelt 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 – The Glorietta 3 Park, Glorietta 4 Park, Park Square 2 and Greenbelt activity areas do not have a stage. Should the organizer require a stage, 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. CCG-A&P can provide manpower assistance for the set-up and pull-out of sound and lighting system, banners, backdrop, for a minimal cost.
11. For opening / closing ceremonies:
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11.1 Cocktails is allowed. However, hard drinks/liquor are not to be served.
11.2 Floral arrangements are allowed. However, they have to be pulled out immediately after the ceremonies |
12. All merchandising materials should be pulled down immediately after the event. Should the organizer fail to pull down the merchandising materials, CCG-A&P will pull down all collaterals and dispose accordingly. No storage area will be provided by CCG-A&P.
13. Ayala Land, Inc. will determine required headcount of security and janitorial requirements / traffic enforcers and should come from its own manpower agency.
14. Specific to outdoor events, please note of the following outdoor guidelines:
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14.1 All events (including set-up and rehearsals) held at any of the following Ayala Center 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.
14.2 Lay-out of the event is subject to the approval of Ayala Land, Inc. Particularly for the Glorietta 3 North Drive, one lane must be left open to allow entry of vehicles to the 6750 Carpark.
14.3 Set-up and pull-out at any of the above mentioned venues must be done from 10 am to 10 pm only. However, for the Glorietta 3 North Drive, set-up / pull-out schedule is only allowed starting 1 am of the event date.
14.4 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.
14.5 Featured artists, program, merchandising designs are subject to the approval of Ayala Land, Inc.
14.6 A permit from the City Government of Makati must be secured for all outdoor events.
14.7 The following manpower services (minimum no. of pax and dependent of the magnitude of the event) are required:
- Security:
(1) ingress
(1) egress
(5) rehearsals
During the event – subject to line up of artists and activities
- Janitorial:
(2) ingress
(5) egress
(4) during rehearsals and event
- Traffic enforcer:
(2) ingress
(2) egress
(3) during rehearsals
(5) during the event
14.8 The organizer must provide the following during the event date:
(to be discussed beforehand with CCG-Ad & Promo, ACA, & ASF)
Note: Non-compliance with these requirements would mean cancellation of the event. |
15. Ingress / egress for the Glorietta Activity Center is only allowed after mall hours (i.e. 9 pm to 9 am). Major movements / construction are not allowed once the mall has opened.
16. The organizer is required to hire a security guard (c/o Ayala Center’s security agency) to man the mall’s entrance during ingress/egress.
17. Actual set-up must be in accordance with the approved lay-out and perspective/ design.
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. All other requirements of the event such as chairs, backdrop, tables, extension cords, etc. should be provided by the organizer.
21. The organizer shall be responsible for restoring the used area to its original condition.
22. CCG-A&P reserves the right to revoke a permit or impose penalties when deemed necessary, such as non-compliance with guidelines or house rules.
23. No storage area will be provided by Ayala Land, Inc.
24. 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. MERCHANDISING / ADVERTISING GUIDELINES
1. 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.
2. 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 and Greenbelt Mall,
COFFEE SAMPLING IS NOT ALLOWED.
3. The following activities are not allowed in indoor malls:
- Throwing of candies or anything for that matter for sampling
- Helium-filled balloons
4. BANNERS - banners may be hung during the event, as follows:
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4.1 Specific to Glorietta Activity Center events, the organizer may hang the following:
- Total of ten (10) product streamers, size: 1 m x 5 m, horizontal
- One (1) dome banner, size: 5 m x 20 m, vertical (slot subject to availability)
- One (1) backdrop streamer, size 5 m x 5 m
- One (1) Park Square 2 banner, size: 7x12 yards vertical (slot subject to availability)
4.2 Specific to Glorietta 4 Park events, the organizer may hang the following:
- 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
4.3 Specific to Glorietta 3 Park events, the organizer may hang the following:
- 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
4.4 Specific to Greenbelt events, the organizer may hang the following:
- One building banner at the Greenbelt 1 carpark building,
size: 4 x 6 yards vertical
- Total of ten (10) lampost banners
For events at the Glorietta 4 Park, Glorietta 3 Park, and Greenbelt, one dome banner and/or one building banner at the Park Square 2 terminal may be allowed, for a cost. Slot is also subject to availability.
Leafletting activities to announce the event – pls. see separate rate card.
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Note:
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CCG-A&P has the right to pull-down all promo collateral that do not conform with the forementioned specifications.
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For dome banners and lamppost banners, 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.
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D. All communication and merchandising materials on the event should carry the name and logo of Ayala Center. These should also be cleared with CCG-A&P to ensure that all information (name, address, etc.) is correct.
Download a PDF or WORD format of Special Events Guidelines
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