Booking Policy
V3 / 23 – 11 – 01

1. A prospective hirer may “pencil-book” any dates and venues they require.

2. The pencil booking will be held for one calendar month from the date the pencil booking is made. At the end of the calendar month the prospective hirer must either confirm the booking with a 20% deposit or release the booking.

3. Should a prospective hirer wish to book dates that are already pencil-booked the following process is actioned:

• The new prospective hirer seeking the pencil held date must send a written request for the date and a deposit (20% of the venue rental) to challenge the existing booking
• Arts Centre Venues will notify the organiser of the existing booking about the challenge by phone.
• Under normal circumstances within 24 hours of Arts Centre Venues receiving a challenge notification, the first event organiser will be given the opportunity to secure the date within 72 hours by confirming their booking in writing and forwarding their deposit.
• If the first event organiser confirms their booking and meets the deposit requirements, the deposit provided by the new prospective hirer will be returned and other booking options explained. However, if the first event organiser fails to confirm, negotiations will progress with the new prospective hirer. The new prospective hirers deposit will be retained and put against their venue hire contract.
• Once a booking has been challenged, the 20% deposit of the successful hirer is non-refundable and non-transferable.

4. Bookings from within The Arts Centre (i.e. those related to festivals / events / functions organised by The Arts Centre or their contractors) may also use the pencil-booking system. If a deposit is not applicable these events will lose bookings if they are not confirmed in writing two months prior to the event.

5. Arts Centre Venues may require any prospective hirer to pay up to 100% of the venue hire 10 working days before the hire commences in order to secure the booking.