BOOKING PROCEDURES

Booking Policies

• Date Holds:

• • First Hold:

• • • You may place a first hold on a date without a deposit for a limited time.

• • • This hold is tentative.

• • • Please inform the theatre promptly once you decide to confirm or release the hold.

• • • To confirm a booking, submit a signed contract and a deposit equal to 50% of the highest daily base rental fee.

• • Second Hold:

• • • A second hold can be placed on a date that already has a first hold.

• • • If the first hold is released, the second hold advances to a first hold.

• • Challenging a Hold:

• • • If you wish to secure a date with an existing hold, you can challenge it by paying a 50% deposit (refundable if the first hold contracts the date).

• • • The holder of the first hold will be notified and has 5 business days to confirm the booking with a signed contract and deposit.

• • • If they do not confirm within this period, the date becomes available to you.

  • Direct Booking Challenge Policy (No Prior Hold)
    If a new rental inquiry seeks to directly book a date within the buffer period of an existing similar act’s hold, without first placing a hold of their own, a Direct Booking Challenge will be initiated.

    • The challenging group will be asked to submit a Direct Booking Challenge Deposit.
    • Once the Direct Booking Challenge Deposit is received, the group with the pre-existing hold will be notified by email that their hold is being challenged.
      • The group with the pre-existing hold will have 48 hours to submit a non-refundable deposit to secure their date.
      • If the group with the pre-existing hold submits the deposit within 48 hours, they will retain the date and the challenging group’s deposit will be refunded.
      • If the group with the pre-existing hold does not submit a deposit within 48 hours, the challenging group will be awarded the date. Their Direct Booking Challenge Deposit will be applied as a non-refundable deposit toward the booking.

Booking and Hold Policy for Similar Acts 

Limitations on Similar Bookings (Acts / Tributes)

Holding a Date

• When a renter requests to place a hold, we will advise them if there is already a similar act or tribute on hold within six (6) months prior to and three (3) months after their requested date at the time the hold is placed.
• If a renter chooses to proceed with placing a hold within this buffer period, we will notify the renter who placed the first hold that a similar act or tribute now has a hold date within the restricted timeframe.

Proceeding with a Booking

• If a renter with a hold date within the similar act/tribute buffer period decides to proceed to contract, we will notify the other similar act/tribute that the other hold is now under contract.
• The booking that is not yet under contract will be required to select a new date that falls more than six (6) months before or three (3) months after the confirmed booking date.

DISCLAIMER 

• It is the renter’s responsibility to inform us of the type of tribute when placing holds, as show titles are not always clear about which artist they are tributing. 

• The Chilliwack Cultural Centre does its best to notify renters of similar acts within a three-month period. However, due to the volume of bookings we receive, it is not always possible to catch every similar act/tribute at the time of the hold. 

Additional Information

• Consecutive Dates: We limit holds to a maximum of three consecutive dates unless all held dates are intended for use.

• Confirmation: A booking is fully confirmed only upon receipt of both a signed contract and the required deposit.

• Theatre Bookings Deadline: All theatre bookings must be confirmed and go to contract no later than three months prior to the booking (event) date.

• Cancellation: If an event is cancelled within 90 days of the event, the deposit is forfeited along with any incurred or committed expenses.

• Insurance: All licensees of the building are required to obtain general liability insurance coverage in the amount of $2,000,000.00 inclusive per occurrence. Proof of insurance must be provided to The Chilliwack Cultural Centre prior to the event.

• Ticketing: Tickets must be sold through the Chilliwack Cultural Centre’s ticket agent, the Centre Box Office. This is non-negotiable. Everyone attending an event at The Chilliwack Cultural Centre, including children of any age (even babes-in-arms), requires a ticket.

• Merchandise Sales: The Chilliwack Cultural Centre collects a 15% commission on all merchandise sales.
• SOCAN and Re:Sound: The Society of Composers, Authors and Music Publishers of Canada require you to purchase a SOCAN and/or Re:Sound license if you use copyright music during an event. Payment of SOCAN and/or Re:Sound fees is the responsibility of the licensee. Both of these licenses can be purchased through their joint program Entandem. Please direct your questions to Entandem: Toll Free: 1-866-944-6223 Website: https://www.entandemlicensing.com/

For detailed information, please refer to our Renters’ User Guide for either the HUB International Theatre or Rotary Hall Studio Theatre.

We look forward to hosting your event at the Chilliwack Cultural Centre.