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Booking Policy for J. A. de Sève Cinema
(LB-125)
Here is the booking policy concerning the J.A. de Sève Cinema. Should you have any questions regarding these policies, do not hesitate to contact us by email at deseve@alcor.concordia.ca, or by phone 514-848-2424 ext. 3440.
Making
a Reservation For
J.A. de Sève
Cinema
Tentative
Reservations
Deposits
for Multiple-date
Reservations
Late
Booking
Requests & Cancellations
Policy
On Sponsoring
External
Organizations
Booking
Time Blocks
Booking
Rates & Additional Rate Information
Policy Concerning Advertising and Signage/Poster Display
Policy Concerning Insurance
Policy Concerning the Sale/Service of Food and/or Alcohol
MAKING
A RESERVATION
FOR
J.A. DE
SÈVE
CINEMA
• Although information may be exchanged over the
phone or in person, all requests and/or changes to a booking
must be made via email in order to preserve the order
of all requests, and to document the progress of each
booking.
• After discussion of available dates and times in the Cinema, the IITS Cinemas Booking Coordinator will direct the client to the de
Sève Cinema Availability Calendar.
The client
would follow
the instructions
to find
availability
and access
the online
reservation
form through
this site.
The reservation
form, when
submitted
is automatically
sent to
the Booking
Coordinator.
•Upon
receipt,
the reservation
form will
be processed
and the
Booking
Coordinator
will confirm
(unofficially)
that the
room has
been reserved.
Technical
and logistical
details
will be
finalized
before an
estimate
is sent.
•If
the reservation
is for an
internal
department/group,
official
confirmation
of the event
would be
pending
receipt
of a budget
code.
• If the reservation is external, the client will be asked to sign a lease agreement, and also pay the total estimated amount in advance, before receiving official confirmation. In instances where the total estimated amount of the bill is greater than $2500, a down payment of 50% of the total, or the total estimated labour charges (whichever is greater) will be necessary to confirm the booking. The balance of the amount owed will be due no later than 30 days after receipt of invoice. After the event has taken place, the client will be notified of any discrepancy between the estimated amount and the actual usage (i.e the event went longer or shorter that estimated, the client asked for extra equipment, etc.), and billed accordingly.
TENTATIVE RESERVATIONS
A client may make a tentative reservation that will be converted to a booking when the client confirms the date. A client with a tentative reservation will be asked to confirm or release the booking if another client requests the tentatively-reserved date. In this case, a hold on this date would require a non-refundable payment of 50% of the estimated room rental fee or $100, whichever amount is higher.
DEPOSITS FOR MULTIPLE-DATE RESERVATIONS
An
external
client who
books de
Sève
Cinema for
more than
2 days (e.g.
a
film
festival
or conference)
will be
asked to
make a non-refundable
deposit
for
their event.
The amount
will be
50% of the
estimated
room rental
fee
(not
projectionist
or equipment),
plus taxes.
LATE BOOKING REQUEST &
CANCELLATIONS
Requests
must be
made a minimum
of 10 business
days before the
event. A
booking
may be cancelled
without
penalty,
except for cases requiring a non-refundable deposit , up to 5 business days before the event.
The client will be charged the room fee noted in their
booking estimate for cancellations made 4 business
days or less before the event.
A booking made at the minimum time allowed (10 business
days or one calendar week) or less before the event CANNOT
be cancelled. The required pre-payment is not refundable in this case.
POLICY ON SPONSORING EXTERNAL ORGANIZATIONS
An internal client (faculty, staff or student organization) who
is sponsored by a department must provide the email address
of the person with budget code authority before confirmation
of their booking request.
External
clients
are charged
external
rates.
Internal
departments
are free
to sponsor
external
clients;
however
this sponsorship
means only
that the
department
will be
paying
the external
client's
invoice
by budget
code. Internal
departments
are free
to sponsor
an external
group by
paying
all, or
a percentage
of, the
client’s
invoice.
Students cannot sponsor external groups or organizations.
BOOKING TIME BLOCKS
The
de
Sève
Cinema
is booked
by internal
clients
per
time
block.
The
time
blocks
are
as follows:
TIME BLOCK |
BOOKABLE TIMES |
AM (morning) |
7:00-13:00 |
PM (afternoon) |
13:00-18:00 |
EVE (evening) |
18:00-23
:00 |
If
an internal client wishes
to
book
de Sève
from 10:00-14:00 for
example,
they
would be charged for
the
two time blocks they
have
taken up.
Some
weekday
mornings
are available
for booking.
If a class
immediately
follows
a morning
booking,
the Booking
Coordinator
will ask
the morning
client to
end their
booking
by 12:00
so that
clean up
and set-up
for the
class can
take place.
BOOKING RATES
The booking categories and rates appear below.
Category: |
Rates Apply to Events that: |
de Sève Room Rental |
Labour |
Projection Equipment |
Academic & Student Org. |
• are published as part of a syllabus and
• students
are
required
to
attend
for
credit
(e.g.
thesis
defence)
or
• are booked by a student group and paid
via budget code, and
• are NON-COMMERCIAL (no admission can be charged). |
$50
per
time
block
(AM,
PM,
EVE) |
$27.50/hr
(3
hrs
min.) |
$27.50/hr
(2
hrs
min.) |
Category: |
Rates Apply to Events that: |
de Sève Room Rental |
Labour |
Projection Equipment |
Internal & Departmental |
• do not fall under the category of ACADEMIC & STUDENT ORG, and
• events which are booked by an internal
department, and
• in which the client (the department)
participates, and
• are paid by budget code, and
• are NON-COMMERCIAL (no admission can be charged). |
$75
per
time
block
(AM,
PM,
EVE) |
$27.50 per hour (3 hours minimum) |
$27.50 per hour (2 hours minimum) |
Category: |
Rates Apply to Events that: |
de Sève Room Rental |
Labour |
Projection Equipment |
External |
• are booked by a person, business, or group from outside of the University, or
• are booked as a co-sponsorship between a University department and an external client;
(NOTE: students cannot book on behalf of an external organization)
• have an admission fee charged in advance or at the door. |
$60 per hour ( 3hours min.)
($400 per day, 8 hours+) |
$40 per hour (3 hours minimum) |
$40 per hour (2 hours minimum) |
Note: see below for additional information regarding rates and rate changes.
Note: Insurance for External clients. ALL external clients without an insurance policy, conforming to the requirements of the university's "Policy Governing the Use of Space", will be charged a $45 per event compensation fee. Please see details under "Policy Concerning Insurance".
RATES – ADDITIONAL
INFORMATION
• Additional
technician
and
equipment
time
(for
chargeable
equipment)
beyond
the
minimums
will
be
charged
at
the
same
rate.
•The
projectionist
or
technician
will
arrive
before
show
time
as
noted
in
the
booking
(generally
1
to
2
hours
ahead
of
time
as
determined
by
the
Booking
Coordinator)
to
set
up
and
check
the
system.
The
client
is
requested
to
meet
the
projectionist
at
that
time
with
their
media.
• Booking
categories
are
applied
at
the
discretion
of
IITS.
We
reserve
the
right
to
change
the
client's
booking
category
if
the
client/event
status
changes.
• No
taxes
are
charged
when
paid
via
budget
code
(internal) except in those case where the budget code prefix is AG.
• Reduced
rates
can be discussed
for external
clients
when booking
multiple
dates and for non-profit groups with official tax exempt status.
• If
other
equipment
is
needed
(i.e.
laptop,
microphones,
etc.),
further
rental
fees
apply.
• If
furniture
is
requested,
fees
may
apply
for
the
delivery
and/or
set-up
of
this
furniture.
• Custodial charges may apply depending on whether food is served, and whether the event falls on a weekend or is followed by another booking. Please discuss this with the Booking Coordinator.
POLICY CONCERNING ADVERTISING AND SIGNAGE/POSTER DISPLAY - Please see the University's Policy on the Display of Posters.
All advertising and promotional material for any event booked in de Sève Cinema cannot state or imply that Concordia University is connected with or endorses the event, unless prior permission has been given by the University. This includes naming Concordia University as part of the location address for the event. Please ask the Booking Coordinator for assistance on this topic.
All
signs, posters, or banners advertising
an event booked in Sève
Cinema must not be
placed on the exterior of any
public building or on any lamppost,
tree or other object not specifically
designated for public advertisements.
The University reserves the right
to disclose to municipal authorities
the identity of the client of
the event if the University is
contacted about illegal signage/poster
display.
POLICY CONCERNING INSURANCE
Concordia University requires student organizations and external clients who book any venues on campus to have (or to procure) and maintain a public liability insurance policy in the amount of $2,000,000. Concordia University must be named as "additionally co-insured".
The University, represented by the IITS Booking Coordinator, will require a copy of this policy to finalize any booking for the J.A de Sève Cinema . However, if a policy cannot be obtained, the client has the option of paying a $45 compensation fee. Please note that paying this fee does not constitute insurance for the client, or cover the client from any liability or damages. It covers the cost to the University of any increase to the premiums paid for the University policy arising from damages in the event of an incident. Please see the Univeristy's Policy Governing the Temporary Use of Space for further details.
Please ask the Booking Coordinator if you have any questions regarding insurance or the compensation fee.
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