The Trusts Arena – Booking & Bumping Policy.
The Trusts Arena has a booking and bumping policy that is required to give some guidelines to event booking within the arena.
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.
|Yield Per Day||Event/User Type|
|High yield > $15,000||III||II||I|
|Low Yield <$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
- 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.
Low/Low in both categories.
- Training times for non anchor users
- Casual Court Hire
- Low Frequency, low participation bookings.
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 .
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.
Minimum 24 hours notice. Best endeavours will be made to give as much notice as possible.
Only Tier 1&2 events may challenge each other. To instigate the challenge the challenger must write or e-mail to the Commercial Manager stating they wish to challenge the booking. Bookings holding “Confirmed” status may not be challenged.
Challenge Process – Provisional
Where booking (a) holds a provisional status the incoming booking (b) may challenge in writing.
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.
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).