Bookings and Bumpings

The Trusts Arena – Booking & Bumping Policy

As you are probably aware The Trusts Arena’s primary objective in its founding charter is to serve the Community as a key multi-purpose venue for hosting sporting, leisure, trade and cultural activities and events.

With the amalgamation of the Super City this goal has grown slightly with the Auckland Council expectation of delivery now being regionally focused rather than exclusively West Auckland focused as it was under Waitakere City Council. Since 2010 total council support for these community programs by way of Regional Facilities Auckland has decreased %5 per year
constantly in order to meet Council budget constraints. This is a reality we are not alone in, all facilities are all being asked to tighten belts.

The growing expectations for our facility have delivered a range of outcomes for our community and in this document we aim to outline the way we will manage bookings with Anchor Users like yourselves.

The goals set include;
1. 623,000 visitors to June 30th 2014 increasing to 654,000 to June 30th 2015.
2. Overall 90% satisfaction of guests, clients and members.
3. $3.0m Measurable Economic impact for the year ended June 30th 2014.
4. 100 Local event half days (50 full event days) across the complex.
5. 6,900 local recreation hours used to June 30th 2015.
6. No less than 90% self funded upgrades and renewals (ongoing).
7. Deliver 45,000 visitors to the function centres within The Trusts Arena.
8. No less than 30 international event Half Days.

There are numerous other targets but these are the significant ones which impact, or are impacted by the use of Anchor Groups.

As the demand for court space increases we are conscious the need to carefully consider how we maintain the balance between commercial and community usage of the Arena.

We intend to use the following document to guide our policies and procedures with respect to taking and managing bookings and assessing which users will have priority going forward.

User Assessment Matrix

To assist The Trusts Arena to consider the priority bookings and possible “bumping” of events/users we will continue to adopt a matrix that considers all relevant factors consistent with our business plan.
There are two primary factors considered when assessing an event for status.
• Financial Yield (net profit).
• Profile the user/event brings to The Trusts Arena and Auckland.

Yeild Per Day Event/User Type
High yeild > $15,000 III II I
Medium Yield IV III II
Low Yeild < $5,000 V IV III
Overall profile Low Profile Medium Profile High Profile

This assessment is a subjective measure in The Trusts Arena sole opinion of the return the event/user makes towards the aims and objectives contained in The Trusts Arena business plan.

Type I Event/User

High yield and high profile event which is likely to bring a number of visitors into either West Auckland or Auckland generally.

These events are typically;
• Rock Concert
• Netball Test
• Major International Events
• Regular high profile events & commercial rate users.

Type II Event/User

High in one measure and medium in another. Examples might include;
• Commercial events with medium returns for Community/Profile.
• Lower profile international events e.g Oceania Qualifier in minority sport.
• National Championships for high profile sports at senior level.
• Large scale commercial meetings & events.
• Large Cultural/Religious festivals, e.g Diwali, Holi, EID Festival etc.

Type III Event/User

Either high in one and/or in other or medium in both. Examples might include;
• Cultural/Religious Events – small to medium scale
• Commercial Meetings – smaller scale
• Lower profile National Tournaments & Regional Tournaments
• Waitakere “local” events.
• Community Sporting Regional Tournaments
• Filming
• All Anchor user bookings in excess of 500 hours per year.

Training times for high profile teams will be allocated alongside Type 3 events with the
aim of providing our home teams some allocation of priority hours. Training times will be
by negotiation with Arena Management.

Type IV Event/User

Medium in one and low in another.
• Anchor User bookings for users below 500 court hours per year.
• Council workshops, meetings with high community participation etc.

Type V

Low/Low in both categories.
• Training times for non anchor users
• Casual Court Hire
• Low Frequency, low participation bookings.

Bumping Policy

While discretion will be applied to what bookings we accept and consideration will be given to the number of events, the following will be used as a guideline;

Type 1 & 2 Major Events that will take priority over bookings with the ability to “bump” users at up to 24 hours notice. See conditions of Tier 3 bumping below.

Where a type 1 event wishes to bump a type 2 or vice versa the challenge policy will apply. No user will be bumped from the diary until the incoming event has a signed hire agreement and payment terms are fully met.

Type 3,4 Minimum 30 days notice (where a suitable make up date is not offered) but best endeavours will be used to give as much advanced notice as possible from event confirmation date.

It is expected that anchor users will work with Arena Management as much as is practical to secure new bookings where it does not jeopardise league completion rates.

Where any Anchor user league is to be bumped (without a suitable make up date being offered ) if more than 20% of that league
delivery is already impacted only Tier 1&2 events may bump it.

Type 5 Minimum 24 hours notice. Best endeavours will be made to give as much notice as possible.

Challenge Policy

From time to time bookings part way through the contracting process may be subjected to competition from other potential users. As bookings often do not confirm it is important that where we take community days “offline” for events these dates are used.

Only Tier 1&2 events may challenge each other. To instigate the challenge the challenger must pay a bond of $1500 + GST. This challenge fee is non refundable and must be paid prior to the challenge process being started. Bookings holding “Confirmed”
status may not be challenged.

Challenges must be made in writing to The Events & Operations Manager or Chief Executive who may unilaterally refuse to accept any challenge made.

Challenge Process – Provisional

Where booking(a) holds a provisional status the incoming booking(b) may challenge in writing and by the payment of the set challenge fee.

Within 24 hours booking a is required to return the signed agreement and deposit. Should either of these steps not be completed within 24 hours booking a will be deemed to have automatically relinquished the date to booking b.

Challenge Process – Pending Final Payment

Where booking(a) holds a “Pending Final” status the incoming booking(b) may challenge in writing and by the payment of the set challenge fee.

Within 24 hours booking a is required to return final payment for the booking. Should this step not be completed within 24 hours of notification booking a will be deemed to have automatically relinquished the date to booking b.

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