Venue Holds & Challenges Policy
When you are interested in booking one of our spaces on a particular date but are not yet ready to sign a contract and pay a deposit, then you can request a hold on the venue and date.
IMPORTANT: A hold indicates interest in a date but neither constitutes nor implies a confirmed booking. That is, a hold creates no obligation for either the Theatre or you / the Renter until that hold is confirmed with a contract and deposit, pending any challenges for the date(s) and venue(s) required (see Challenging below).
WHAT HAPPENS IF THE DATE YOU’RE INTERESTED IN ALREADY HAS A HOLD ON IT?
We allow for more than one hold on a venue and date and place them in the order in which they are requested. This means that there may be multiple holds on a particular venue on a particular date depending on how many clients have expressed interest through a hold. We allow for up to four (4) holds on a date, which are respectively known as the First Hold, Second Hold, Third Hold, and Fourth Hold. The First Hold holds the first right of refusal on the date, the Second Hold holds the second right of refusal on the date, and so on (see Challenging and Confirming a First Hold below).
NUMBER OF HOLDS AND EXPIRATION OF HOLDS
You can place a hold on a maximum of four (4) dates for single day bookings or four (4) date ranges for multi-day bookings for any venue(s) for any one event.
Holds are valid for a maximum of fourteen (14) calendar days from the date they were placed. Holds will be released without notification at the end of day on the fourteenth day if there is no challenge or confirmation of the date. An extension may be requested as is reasonable.
CONFIRMING A FIRST HOLD
If you are the First Hold on a particular date for a particular venue, then you may simply let us know at office@polariscentre.ca that you would like to move forward with a booking. We will then issue you a contract for signature and issue an invoice for the deposit. The contract must be signed within fourteen (14) calendar days of being issued and the deposit is due upon signing. If after fourteen (14) calendar days the contract has not been signed, then the contract issued will be considered null, void, and invalid and you will be removed from the hold queue.
Once a date is confirmed with contract and deposit, then all other holds on the date will be released and the venue and date is considered firmly booked.
IMPORTANT: Even if you email us to let us know that you’d like to move forward with a booking, the venue(s) and date(s) are not considered confirmed until a signed contract is received and your deposit is paid.
CHALLENGING
If you are not the First Hold on a date and venue but want to book the date, then you can issue a challenge against the holds in front of you. In order to issue a challenge, we require you to pre-sign a contract agreeing to the terms of the contract should you win the challenge, including the quotation and deposit terms. Once this pre-signed contract is received, then the hold directly in front of you will be asked to confirm or release the date within two (2) business days (the POLARIS Theatre’s business days). If they confirm the date, then the pre-signed contract will not be countersigned by the POLARIS Theatre and, therefore, no part of the contract will be executed (it is considered null, void, and invalid). However, if they release the date, then the challenge will move on against the next hold in line according to the same process. If there is no other hold in front of you after a successful challenge, then the contract will be countersigned, confirming your booking. At this time, we will also issue a request for the deposit as per the terms set out in the contract.
IMPORTANT NOTE REGARDING HOLDS
The POLARIS Theatre reserves the right to move itself and its interests (such as rescheduling events postponed due to COVID-19, or other postponed events), to the position of First Hold on any particular date(s) for any particular venue(s) that are not yet confirmed with a signed contract and paid deposit, meaning that the original First Hold will then become the Second Hold, the Second Hold becomes the Third Hold, and so on.
The POLARIS Theatre will not be held liable for any expenses incurred for this change in hold status as a hold is not a confirmation of a venue and/or date and a hold, no matter its position, does not bind the POLARIS Theatre to any contractual terms.