A. BOOKING PROCEDURES / APPROVAL PROCESS

1.       Applicants requesting to lease spaces for special events should submit a proposal letter outlining date, concept, line up of activities, layout, list of exhibitors and sponsors and preferred venue to:

MS. PINKY ASUZANO

Marketing Manager

Station Square East Commercial Corp.

5^th level, Administration Office Market! Market!

Bonifacio Global City

Fax # 886-7518

2.       Station Square East Commercial Corp. will evaluate submitted proposal. Upon evaluation of the submitted proposal, the following procedures will be implemented:

2.1    Applicant will be informed of approved date and venue through 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 Station Square East Commercial Corp. This 50% will be applied to the total venue rental charges. The confirmation of the event is still subject to approval of concept and other requirements, after a series of pre-production meetings. The exhibit will only be confirmed upon signing of contract between Station Square East Commercial Corp. and applicant.

2.3     Should there be a request to re-schedule of booking(s), 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. The reservation fee will be forfeited if cancellation is made after the 30-day period.

2.4    A series of pre-production meetings will be scheduled.

FIRST MEETING (Applicant and SSECC-Marketing)

Ø       Applicant to present the ff. documents for discussion and approval:

1.       Lay-out and perspectives of exhibits

2.       List of prospective exhibitors and merchandise mix

3.       List of on-site requirements like security, janitorial, sound, and light equipment

4.       Programme/schedule of activities

5.       Merchandising and promotional activities (plan , design, and text)

6.       List of prospective sponsors and their proposed activities

7.       Design and text of backdrop and other merchandising materials

8.       Lay-out/ stage/ dressing room design

9.       List of sponsors and activities of each sponsor

10.   Promotional activities (plan and design)

11.   List of all electrical equipment with voltage / amps requirement, Genset requirement if any

12.   Other items that the applicant needs approval for

13.   Mandatory security and janitorial requirements –note that Station Square East Commercial Corp. 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 Security Force (ASF)

Ø       Ocular inspection, if necessary, can be arranged

Ø       Discussion on preliminary costing

SECOND MEETING (Applicant and SSECC Representative)

Ø       Presentation by the applicant of any revised plans / requirements discussed during the first meeting

Ø       Approval of final plan and sponsors’ activities

Ø       Finalization of costing

Ø       Security meeting, if necessary (mandatory for major events)

THIRD MEETING

Ø       Signing of the Letter Conforme (contract covering all agreements)

Ø       Payment of billing charges / set deadline for full payment

Ø       Releasing of necessary permits after signing of Letter Conforme and settlement of billing charges

2.5    The necessary permits will only be issued upon compliance with the following requirements:

Ø       Submission of approved layouts, perspectives, and designs

Ø       Submission of approved repertoire, sequence guide, activities

Ø       Full payment of all event related charges

B.      SPECIAL EVENTS GUIDELINES

1.       The organizer shall conform to the approved repertoire/ program/ components submitted to SSECC-Marketing.

2.       The SSEC-Marketing 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 SSECC-Marketing’s basic sound and light system, the positioning / lay-out of cables should be cleared and approved by Station Square East Commercial Corp. 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 shall be responsible in covering ALL sound system with panels to be used in the event. 

5.       The organizer’s technician/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 areas of Market! Market!.

8.       Cooking demonstrations using open flame are not allowed.

9.       A built-in dressing room is available at the basement level of the stage at the Activity Center. However, other venues such as the Central Plaza, Playzone, do not have dressing room provisions. The organizer shall be responsible for the installation, and dismantling of the dressing room. Should the organizer require one in the aforementioned areas.

10.   A built-in stage is available at the Activity Center .However, other venues such as the Central Plaza, and Play Zone, do not have stage provisions.  The organizer shall be responsible for installation, and dismantling of the stage. Should the organizer require one in the aforementioned areas.

11.   Station Square East Commercial Corp. can provide manpower assistance for the set-up and pull-out of sound and lighting system, banners, backdrop, for a minimal cost.

12.   For opening / closing ceremonies:

12.1       Cocktails is allowed. However, hard drinks/liquor are not to be served.

12.2       Floral arrangements are allowed. However, they have to be pulled out immediately after the ceremonies.

13.    All merchandising materials should be pulled down immediately after the event. Should the organizer fail to pull down the merchandising materials, SSECC-Marketing will pull down all collaterals and dispose accordingly. No storage area will be provided by SSECC-Marketing.

14.   Station Square East Commercial Corp. will determine required headcount of security and janitorial requirements / traffic enforcers and should come from its own manpower agency.

15.   Specific to outdoor events, please note of the following outdoor guidelines:

15.1       All events (including set-up and rehearsals at any of the Market! Market! outdoor areas must end at 9pm. A P10,000.00 penalty shall be imposed for violation of this guideline.

15.2       Lay-out of the event is subject to the approval of Station Square East Commercial Corp.

15.3       Set-up and pull-out at any of the above mentioned venues must be done from 10 am to 10 pm only.

15.4       A P30,000.00 deposit must be paid to cover for damages (grass, fountain, lamp posts, flooring, etc. ) caused by the event. If there is no damage, deposit is refundable in two (2) weeks. Additionally, a P30,000.00 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. 

15.5       Featured artists, program, merchandising, designs/ activities/ components are subject to the approval of Station Square East Commercial Corp.

15.6       A permit from the City Government of Taguig must be secured for all outdoor events.

15.7       The following manpower services (minimum no. of pax and dependent of the magnitude of the event) are required:

Ø       Security:

(1) ingress

(1) egress

(5) rehearsals

During the event- subject to line up of artists and activities

Ø       Janitorial:

(1) ingress

(5) egress

(4) during rehearsals and event

Ø       Traffic enforcer (if applicable):

(2) ingress

(2) egress

(3) during rehearsals

(5) during the event

15.8       The organizer must provide the following during the event date: (to be discussed beforehand with SSECC-Marketing & Mall Security Agency or Bonifacio Security Services Inc.-BSSI)

Ø       Detailed security plan

Ø       Ambulance

Ø       First aid booth

Ø       PNP booth

Ø       Steel barricades

Ø       Generator

Ø       Insurance coverage (upon advise)

Ø       Information letters to various hotels, etc. within the vicinity (list to be provided by Station Square East Commercial Corp.)

Ø       Firetruck (upon advise of BSSI)

Ø       Directional signages, as needed

Note: Non-compliance with these requirements would mean cancellation of the event.

16.   Ingress/egress for Market! Market! is only allowed after mall hours (i.e. 9pm to 9 am). Major movements / construction are not allowed once the mall has opened.

17.   The organizer is required to hire a security guard (c/o Station Square East Commercial Corp.’s security agency) to man the mall’s entrance during ingress/egress.

18.   Actual set-up must be in accordance with the approved lay-out and perspective design.

19.   No actual construction may be done in areas of Market! Market!. All materials should be pre-fabricated and ready for installation.

20.   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 Station Square East Commercial Corp. shall be charged to the organizer.

21.   All other requirements of the event such as chairs, backdrop, tables, extension cords, etc. should be provided by the organizer.

22.   The organizer shall be responsible for restoring the used area to its original condition.

23.   SSECC-Marketing reserves the right to revoke a permit or impose license when deemed necessary, such as non-compliance with guidelines or house rules.

24.   No storage area shall be provided by Station Square East Commercial Corp.

25.   Station Square East Commercial Corp. shall not be responsible nor accountable for any loss of / damage to items nor injury to the third party during the event. 

SECURITY AND JANITORIAL REQUIREMENTS

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