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SPECIAL EVENTS GUIDELINE
(EFFECTIVE JULY 2007)
| A. BOOKING PROCEDURES / APPROVAL PROCESS |
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1. Applicants requesting to lease spaces for special events should submit a proposal letter outlining date, concept, lay-out, event details and preferred venue to:
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MS. MENCHIE VIDUYA-DIZON
Marketing Supervisor
TriNoma Marketing
4th Level, TriNoma, EDSA corner North Avenue, Quezon City
FAX# 901-5701
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2. TriNoma Marketing will evaluate submitted proposal. Upon evaluation, the following procedures will be implemented:
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Applicant will be informed of approval through a reply letter together with the following details:
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a. Tentative Schedule/Venue (with reference to Marketing Events logbook)
b. Lay-out, rate Card and List of Requirements
c. Marketing Guidelines
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Applicant is required to pay 50% of the total venue rental charges as reservation fee to accept / confirm the date and venue given by TriNoma Marketing. This 50% will be applied to the total venue rental charges. Please note that this fee is for the reservation of date/s and venue. Confirmation is three (3) weeks after date of reply letter. 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 TriNoma Marketing and applicant.
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.
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A series of pre-production meetings will be scheduled.
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FIRST MEETING (Applicant and TriNoma Marketing)
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- Applicant to present the following documents for discussion and approval:
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1. Lay-out / stage design / dressing room design
2. Programme of activities / sequence guide
3. Line-up of artists and repertoire, VIP guests
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, generator set requirements if any
8. Other items that the applicant needs approval for
9. Mandatory security and janitorial requirements – note that TriNoma Marketing will inform applicant of required headcount of guards and/or janitors, traffic enforcers, based on applicant’s activities and upon consultation / approval of TriNoma Building Administration
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- Ocular inspection, if necessary, can be arranged
- Discussion on preliminary costings (incidental charges list)
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SECOND MEETING (Applicant and TriNoma Marketing)
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- Presentation by the applicant of any revised plans / requirements discussed during the first meeting
- Approval of final plan and sponsor’s activities
- Finalization of costings
- 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 Indemnification document to be notarized by the applicant
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THIRD MEETING (Applicant and TriNoma Marketing)
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- Signing of the Letter Conforme (contract covering all agreements)
- Payment of billing charges / set deadline for full-payment
- Submission of the notarized Waiver Indemnification document
- Submission of Quezon City Permit to hold event at TriNoma
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Procedure for Requesting for Permit:
1. Bring a copy of the contract between TriNoma and third party organizer
2. Get an application for business permit and fill out the information needed. Application forms are located in the Business & Permit Licensing Office at the Ground Floor of the Quezon City Hall. Look for Ms. Marie Bono (928-1154)
3. Bring a photocopy of the organizer’s business permit.
4. Amount to pay for the permit: P200 (P150 for the release/processing of permit and P50 for the application form used)
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- Release of necessary permits after signing of Letter Conforme, full payment of billing charges, and submission of notarized Waiverexhibit at TriNoma
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The necessary permits will only be issued upon compliance with the following requirements:
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- 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 Indemnification document
- Submission of QC Permit
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| B. SPECIAL EVENTS GUIDELINES |
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1. The organizer shall conform to the approved layout and repertoire / program submitted to TriNoma Marketing.
2. The TriNoma 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 TriNoma Marketing’s chairs, basic sound and light system, and barricades for a fee. Any requirements that are not in the technical rider of TriNoma are the responsibility of the organizer.
Should the organizer opt to use their own sound and light system, the positioning / layout of cables should be cleared and approved by TriNoma Marketing.
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. Sound check may only be conducted before and after malls hours (10pm- 9am). Minimal sound check may be allowed two (2) hours before show time.
7. Pyrotechnic materials / equipment are not allowed in indoor malls.
8. Dressing room requirements – TriNoma has its own dressing room that may be installed and rented for a fee. Size of the dressing room is approximately 30 square meters. The dressing room includes fans, tables, chairs and clothes rack. Should the organizer require a different type of dressing room, the construction, installation, and dismantling of such is the responsibility of the organizer and shall be subject to the approval of TriNoma Marketing.
9. Stage requirements – TriNoma Activity Center and TriNoma Park both have built-in stages. 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 TriNoma Marketing.
10. For opening / closing ceremonies:
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Cocktails are allowed. However, hard drinks / liquor are not to be served.
TriNoma food merchants / tenants should be given the offer of first refusal for all catering services during the event at TriNoma.
Floral arrangements are allowed. However, they have to be pulled out immediately after the ceremonies.
Stanchions – TriNoma Marketing may lend stanchions for the opening ceremonies, free of charge (subject to availability)
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11. TriNoma Marketing shall not be responsible or accountable for any loss or damage to products / display nor injury to the third party during the event / exhibit. TriNoma Marketing may or may not require the organizer to post a P50,000 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. TriNoma Marketing 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
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14.1 Door dismantling requirements (specific to events with cars or other big items) – if necessary, the organizer must coordinate directly with TriNoma’s Building Administration regarding the dismantling of entrance doors during ingress/egress, should the width/height of the malls doors be not sufficient to allow ingress cars, boats, or any other items. The organizer shall be responsible for the dismantling and re-installation costs. Any damage to TriNoma’s property shall also be for the organizer’s account.
14.2 Ingress and egress are only allowed after mall hours (i.e. 10pm to 9am), or upon advise by TriNoma Marketing.
14.3 Ingress / egress sites: the usual entrance/s to be used during ingress and egress are the following:
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a. Loading Dock at 1st Level North Avenue Building (with Service Elevator)
b. 2nd Level North Avenue Building Parking entrance (near CosMedX)
c. Mindanao Avenue entrance (beside Krispy Kreme at Lobby Level)
TriNoma Building Admin will assign the specific mall entrance to be used based on the equipment and materials to be brought in.
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15. Specific to outdoor events, please note of the following outdoor guidelines:
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15.1 Ingress/egress and set-up for events at the TriNoma Park must be done from 2:00 am to 9:00 am only.
15.2 Ingress/egress site is at the 4th Level Mindanao Parking area (near Red Box).
15.3 Sound checks and rehearsals are only allowed starting 9:00 am and must be done by 4:00 pm.
15.4 All events held at TriNoma Park must end at 12:00mn. A P50,000 penalty shall be imposed for violation of this guideline.
15.5 Layout of the event is subject to the approval of TriNoma Marketing For events at the TriNoma Park, events are only limited within the designated show and seating area at the Park. Any extraordinary request will be subject to the approval of TriNoma Marketing.
15.6 A P50,000 Park bond deposit may be requested and must be paid to North Triangle Depot Commercial Corporation (NTDCC) to cover for damages (grass, fountain, lampposts, flooring, etc.) caused by the event. If there is no damage, deposit is refundable after two (2) weeks. Additionally, a P50,000 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.
15.7 A permit from the Quezon City Government must be secured for all outdoor events.
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16. SECURITY AND JANITORIAL REQUIREMENTS:
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16.1 TriNoma Building Administration 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. The following manpower services may be required, as a minimum:
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(1) ingress
(1) egress
(5) rehearsals
(10) during the event – subject to activities, & lay-out
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(1) ingress
(4) egress
(4) during rehearsals and event
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16.2 Traffic enforcers are required for exhibits having three (3) or more delivery vehicles. The traffic enforcer cost is also chargeable to the organizer.
16.3 The organizer must provide the following during the event date: (to be discussed beforehand with TriNoma Marketing and TriNoma Building Administration)
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- Detailed security plan
- Ambulance
- First Aid Booth
- PNP Booth
- Steel Barricade
- Generator (if electrical capacity is insufficient)
- Insurance coverage (upon advise)
- Firetruck (upon advise of TriNoma Building Administration)
- Directional signages, as needed
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Note: Non-compliance with these requirements would mean cancellation of the event.
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17. Actual set-up must be in accordance with the approved layout and perspective / design. Should there be any major deviations, TriNoma Marketing through TriNoma Building Administration, reserves the right to remove / dismantle any set-up that is not in accordance with the submitted layout.
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 TriNoma shall be charged to the organizer.
20. TriNoma Marketing 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 TriNoma Marketing.
22. TriNoma Marketing shall not be responsible nor accountable for any loss of / damage to items nor injury to the third party during the event.
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| C. SELLING ACTIVITIES |
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Organizers must clear with TriNoma Marketing 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 TriNoma merchants is not allowed, unless the selling activity is conducted by TriNoma merchant. This means that the inventory as well as invoices / receipts will come from a TriNoma merchant.
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| D. MERCHANDISING / ADVERTISING GUIDELINES |
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D1. SAMPLING
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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.
The following activities are not allowed in indoor malls:
- Throwing of candies or anything for that matter for sampling
- Helium-filled balloons
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D2. MERCHANDISING MATERIALS
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Merchandising materials may be set-up at least two (2) weeks before the event. All merchandising materials that will be installed in TriNoma premises are subject to approval of TriNoma Marketing before production.
a. Specific to TriNoma Activity Center events, the organizer may have the following merchandising materials:
- Ten (10) banners at the TriNoma Activity Center railing, size: 1m x 3m (horizontal). This should be hung using clear nylon strings.
- One (1) dome banner, size: 10 ft x 30 ft. (vertical) - slot subject to availability.
- One (1) backdrop streamer, size: 12 ft (h) x 24 ft (w). TriNoma has a backdrop frame that may be used.
- One (1) billboard along North Avenue, size 40.5 ft (w) x 45.5 ft (h) - slot subject to availability.
- Ten (10) poster slots spread out in various levels of the mall, size: 18 in x 24 in.
- Flyers, size: 5.5 in x 8.5 in.
Above items are subject to merchandising fees.
b. Specific to TriNoma Park events, the organizer may have the following merchandising materials during the event:
- Ten (10) poster slots spread out in various levels of the mall, size: 18 in x 24 in.
- One (1) dome banner, size: 10 ft x 30 ft (vertical) - slot subject to availability.
- One (1) backdrop streamer, size: 8 ft (h) x 20 ft (w). TriNoma has a backdrop frame that may be used.
- One (1) billboard along North Avenue, size 46 ft x 41 ft - slot subject to availability.
- Flyers, size: 5.5 in x 8.5 in.
Above items are subject to merchandising fees.
c. For other areas (i.e. other TriNoma exhibit areas), the organizer may have the following:
- Ten (10) poster slots spread out in various levels of the mall, size: 18 in x 24 in
- Flyers, size: 5.5 in x 8.5 in
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D3. LEAFLETING
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Size of flyer is 5.5 in x 8.5 in. The organizer may conduct leafleting at any of the following areas:
- Free of Charge Flyering areas (TriNoma Marketing to assign area and time)
o Carpark Entrances (to be distributed by requesting party’s personnel)
o MRT Connection Level 2
o Concierge Leave-Behinds
- Flyering Areas subject to merchandising fee:
o MRT Level 1
o North Avenue Entrance (from North Ave outdoor carpark)
o Carpark Booths (to be distributed by carpark attendants)
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Other reminders:
- Production and cost of all merchandising materials are to the account of the organizer.
- TriNoma Marketing has the right to pull-down all promo collateral that do not conform to the aforementioned specifications.
- Building banners (i.e. dome banners and billboard) are to be installed by TriNoma’s accredited supplier. Installation and dismantling fees will be charged to the organizer.
- Interior banners and posters will have to be turned over to TriNoma Marketing 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, TriNoma Marketing will not install the materials.
- All communication and merchandising materials regarding the event should carry the name and logo of Ayala Malls and TriNoma. Design should also be cleared with TriNoma Marketing prior production to ensure that all information (name, address, etc.) are correct.
- All merchandising materials should be pulled down immediately after the event. Should the organizer fail to pull down the merchandising materials, TriNoma Marketing will pull down all collaterals and dispose accordingly. No storage area will be provided by TriNoma Marketing. TriNoma Marketing shall not be liable for any losses of any installed merchandising material.
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Download a WORD format of Special Events Guidelines
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