I. BOOKING PROCEDURES / APPROVAL PROCESS
1. Applicants (organizers) requesting to use any area within the mall premises for special events should submit a letter of request at least one (2) months prior to event date and address this to:
MARKETING DEPARTMENT
Commercial Center Business Group
Cebu Holdings Inc.
CCD Administration Office
Level 3, Ayala Center Cebu
Cebu Business Park
Cebu City
2. The said letter should contain the following details:
· Date & time of event
· Proposed area where to hold the event
· Concept
· Technical requirements
· Contact person
· Contact No.
· Program, lay-out & set-up (if any)
It shall be understood that mere submission of proposal does not mean automatic acceptance of event and reservation of venue. CCBG - Marketing personnel will still have to assess the proposed event. In the absence of any of the above required data, submitted letter of request will not be endorsed for evaluation.
3. CCBG - Marketing Manager will evaluate the proposal. Upon evaluation, the following items will be taken into account:
· Concept – if this is in line with the Ayala Center Cebu’s event standard (wholesome, descent & exciting; targeted either to the family market &/or office workers/urbanites; presence of an entertainment segment, fashion show, games or other interactive portion, attire of performers should not be lewd)
· Event’s target market – if this coincides with the target market of Ayala Center Cebu
· Event organizer – must be of good moral standing
· Availability of the area
4. Once approved, the letter of request will be assigned to a Marketing Assistant who will be in-charge of the event. If the proposal is denied or the venue is already booked, the event organizer will be informed within three (3) working days from the time of endorsement from the Marketing Manager.
5. Within one (1) week after the receipt of the letter of intent, the Marketing Assistant assigned to the event will call for a meeting with the event organizer together with our technical assistants to discuss the following items unless the requesting organizer would opt for an e-mail feedback on details and request to set the first technical meeting to another date:
· Concept
· Event guidelines
· Ad & Promo guidelines
· Rates / Payment Schemes
· Comprehensive Liability Insurance (CGL)
· Security bond
· Event requirements (janitorial, security, technical, etc.)
· Delegation of assignments
· Event checklist
· Permits & gate passes
· Schedule of next meeting
· Ocular inspection of the venue
The event organizer must sign the Event Checklist to conform on all items discussed.
6. Signing of the Memorandum of Agreement (MOA) and payment of charges must be made at least five (5) working days prior to the event date.
7. The second coordination meeting (when required) will be set at least three (3) days prior to the event date and will be attended by the following personnel – Marketing Assistant, Technical Assistants, Event Organizer. The following items will be taken-up:
· Revisions in the requirements (if any)
· Run through on the event checklist
· Payment of a security bond if required
· Submission of photocopy of CGL certificate & Official Receipt (OR) if required
· Issuance of permits & gate passes
8. Once the MOA has been signed, the Marketing Assistant will then prepare an Inter Office Memorandum to be distributed to the following personnel:
· Marketing Utility Personnel
· Security
· Property Management Div. (Bldg. Technical Assistant)
· Marketing Technical Assistant
The said memo will contain the specific assignment of the above personnel and should be disseminated to the persons concerned at least forty-eight (48) hours before the scheduled event.
9. The Marketing Assistant will only sign the event organizer’s gate passes & permits once the following have been accomplished:
· Full payment of venue rental, security bond & other charges specified in the MOA
· Submission of CGL
· MOA has been signed by both parties together with its annexes
· Submission of all requirements (ie. lay-out, electrical load, etc.)
II. CANCELLATION OF EVENTS
Events will be cancelled prior to event date under the following instances:
· When full payment of venue, security deposit & other charges has not been made at least five (5) working days prior to the date of the event.
· Check used to pay for the event had bounced and no cash payment was made to replace the said bouncing check.
· Failure to submit the required documents at least five (5) working days before the event.
III. EVENT GUIDELINES
1. Permits and gate passes should be secured at least three (3) working days before the scheduled event.
2. Venue rental, security bond & other charges specified in the MOA should be settled at least five (5) working days before the event.
3. Events that would require Comprehensive General Liability (CGL) Insurance should secure this prior to actual event date.
4. The event organizer should be on site two (2) hours before the event.
5. The event organizer should provide all the manpower for the set-up and pull-down of banners and backdrop within event venue under the supervision of the Marketing Assistant.
6. The event organizer shall do its marketing of the event thru banners, posters, flyers, print ads, radio ads, press releases, etc. All materials should be with prior approval before production by CCBG - Marketing and should include the Ayala Center Cebu logo.
7. The event organizer should provide the stage backdrop.
8. Only ACC’s sound system should be used at the Activity Center area. If and when the existing sound system is not sufficient based on the organizer’s technical rider, only then could the organizer tap an outside supplier for the said sound system.
9. All merchandising materials should be pulled down immediately after the event. In the event that the materials are left behind, ACC will dispose these materials accordingly.
10. Incidental costs such as janitorial, security and others shall be charged to the account of the organizer. Minimum charging of these personnel will be based on an eight (8) hour duty.
11. Any damage incurred during the event shall be charged to the organizer.
12. Octopus connections, or other conditions which may cause electrical overloading are strictly prohibited.
13. Gambling in any form and / or games where sums of money are at stake, and drinking of intoxicating liquor, are not allowed within the mall premises.
14. Pets / animals are prohibited from entering the building.
IV. MERCHANDISING GUIDELINES
1. No helium /oxygen filled balloons shall be allowed inside the mall.
2. Selling of food and products is subject to management approval.
3. Product / event banners may be hanged within the Activity Center area during the event.
· One product banner per sponsor or a total of 10 banners for each event.
Size: 1 x 3 meters vertical
· A maximum of two (2) event horizontal banners will be hanged outside the perimeters of ACC.
4. Throwing of products (ie. Candies) for sampling is not allowed.
5. Sampling, through proper distribution, is subject to management approval. For wet sampling (should it be approved), applicant is responsible for providing trash bags, to collect used utensils. The applicant is also responsible in bringing out the trash bags. No trash must be left behind.
6. All communication and merchandising materials of the event should carry the name and logo of Ayala Center Cebu. The CCBG – Marketing Dept. shall screen said materials to ensure that relevant information is correct.
V. ADMINISTRATION
The Marketing Department shall be responsible for the compliance & implementation of the policies & procedures set forth in this guideline.
VI. REPEALING CLAUSE
All other policies, rules & regulation, or parts thereof which are not consistent with this guideline are hereby repealed, amended, or modified accordingly.
By: Marketing Dept.
Commercial Center Business Group
Cebu Holdings Inc. June 2005
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