Purpose

This policy establishes clear guidelines for booking submissions, time allocations, minimum booking durations, and rate structures for events held at the Campus at Stampede Park. Its goal is to ensure fairness, transparency, and efficiency in managing event bookings.

Scope

These policies apply to all internal and external stakeholders who wish to book space for events or activities at the Campus. It outlines the booking procedures and fees applicable to third-party and internal bookings.

Policy

Booking Submissions Process

• All bookings, changes, and cancellations must be submitted monthly through the Booking Submission System on the Campus Portal.
• Email submissions will not be accepted to ensure consistent and accurate processing of all bookings.
• Booking submissions that are not completed through the portal are considered invalid.

Time Allocation for Bookings

• All bookings include 15 minutes of access prior to and 15 minutes after the scheduled event time to accommodate setup and pack-up.
  • If additional setup or pack-up time is required, you must ensure you have booked that additional time in your booking time slot.
• A 30-minute gap will be maintained between different organizations' bookings to ensure a smooth transition.
• All bookings must begin and end on the :00 or :30 minute mark. Bookings that start or end on the 15-minute mark are not permitted.

Continuous Booking Charge: When the same renter reserves the same space for multiple time periods on the same day, they will be charged continuously from the start of the first booking to the end of the last booking. This includes any vacant time between their bookings.

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Example: If a client books the space from 8:00 AM - 10:00 AM and again from 1:00 PM - 5:00 PM, they will be billed for the full duration from 8:00 AM to 5:00 PM, as the space cannot reasonably be used by another group between their bookings.

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