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booking process
Booking Process for New Clients
| 1 |
New clients are required to fill
out a Rental
Application before any dates can be placed "on hold". |
| 2 |
SMCA staff reviews the rental
application and checks references. |
| 3 |
SMCA staff makes decision to
grant or not grant client a hold on dates requested. |
| 4 |
The dates are placed "on hold"
for a period of 15 days for events to be held within a 12-month
period and 30 days for events to be held within a 24-month period.
SMCA has the discretion to extend the time period for the dates
to remain "on hold". |
| 5 |
During the time the dates are
on hold, SMCA and client negotiate and finalize the terms of
the Permit. |
| 6 |
The event is considered "booked"
once both parties sign the Permit and the required deposit is
paid. |
Booking Process for Returning Clients
| 1 |
The client requests dates and
those dates are placed "on hold" for a period of 15 days for
events to be held within a 12-month period and 30 days for events
to be held within a 24-month period. SMCA has the discretion
to extend the time period for the dates to remain "on hold". |
| 2 |
During the time the dates are
on hold, SMCA and client negotiate and finalize the terms of
the Permit. |
| 3 |
The event is considered "booked"
once the Permit is signed by both parties and the required deposit
is paid. |
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Glossary of Terms
• Permit: The fully executed contract
between the client and SMCA.
• Hold Dates: Those days that are reserved on a right
of first refusal basis for a client for a certain period of time during
which time cost estimates are developed; references are checked;
and event details are worked out before going to Permit. For events
to be held within a 12-month period, the dates can be held for 15
days. For events to be held within a 24-month period, the dates
can be held for 30 days.
• Rental Application: Information sheet that a new client
is required to fill in which gives facts about the event, dates
requested and references for other similar events the client has
produced.
• Challenges: A challenge occurs when one client requests
the same dates already "on hold" by another client. The first client
must commit to the dates by going to Permit within a certain period
of time (usually 24hrs.) or release the dates to the second client.
The second client cannot challenge the dates unless they are prepared
to go to Permit immediately.
• Booked: An event is booked when both parties, SMCA
and the client; have signed a Permit and the required deposit is
paid.
• First Right of Refusal: When a date on hold by one
client is requested by another client, the first client has the
first right of refusal meaning they will have the first opportunity
to secure the date by signing a Permit and paying the deposit.
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