(Important: note new procedures as of Sept 2014)
It's not too complicated, but these are contracts, important for legal reasons and "just in case". For your protection, and ours, it is important that together we "dot the i's and cross the t's". Here's the basic way:
• FIRST THING - SAVE EVERYONE TIME:
CHECK THE CALENDAR AND LOOK FOR OPEN TIME IN THE ROOM(S) YOU WISH TO BOOK.
Note that rooms have individual room codes on the calendar, as follows:
Sr | = Sky Room
Br | = Big Room
Lr | = Lotus Room
BSr | = Big Room and Skylight Room
BSLr | = Big Room, Skylight Room and Lotus Room (the whole building)
*(Pending) = A booking has been initially booked, but has not been formally contracted. Payment has yet to be made. We can take backups. Once this shows on our calendar, we expect booking to close in one week, and in general after that, the space becomes available for other clients to book.
P | = Projector Rental
Note that Google Calendar lists am times with just the number and pm times with a 'p' after the time.
• STEP TWO: PROVISIONAL BOOKING - temporary reservation until a secure booking is made (expires after 1 week)
To get on our calendar, we need a refundable security/damage deposit (typically $100) to create a provisional booking. Existing clients who retain a deposit with us can create provisional bookings directly through phone / email, with confirmation from our office.
Note that we contract and book space for the entire time you are in the room, which includes setup and cleanup time. The time you book and pay may likely be a little more than the time you are marketing. We do this because we have to charge for the time the rooms are occupied, and also, this helps prevent schedule conflicts, etc. We may provide leniency when two cooperating groups with minimal setup requirements share a transition time of 15 minutes, or when setup/cleanup occurs outside of easily rented hours, such as before 9am or after 10pm.
• STEP THREE: SECURE BOOKING
Secure the contract with full or half payment to lock in your position on our schedule, which should happen within one week of the provisional booking.
Securing your contract requires that we have all payments and deposits.
Some Clients will need to give us specific documentation- see Step Four, Below.
The most basic contract is secured with three things:
- payment of a deposit of $100,
- contracted rental fees,
- and submission of a signed paper contract to our office.
YES WE NEED A PAPER COPY OF YOUR SIGNED CONTRACT.
For legal reasons, need to have a printed and signed paper contract on file (which could have been scanned and sent by email, of course).
If we work closely together during business hours, the contract, the deposit and the payment can all happen on the same day, with payment over the phone. Then you would be fully and formally on our calendar for your event with a SECURE BOOKING.
We accept checks, major credit cards, paypal and cash.
Yes you can pay over the phone with a credit card.
Please do not send credit card information by email - this is not secure.
• POSSIBLE STEP FOUR, FOR SOME CLIENTS
Insurance Rider or IRS letter may be required.
We request you send these items as soon as possible:
In cases of events with activities like yoga, dance or martial arts, we need proof of insurance with Solstice Center listed as "additional insured". SEE AN EXAMPLE
It is important that the insured entity or person is the same as who we are contracting with for rental, to ensure a proper chain of liability.
If you are requesting a nonprofit discount, we need a copy of your IRS determination letter. Please be prepared to give us a donation letter at year's end.
For projector use or special activities, other special deposits will be required, per contract.
Thank you for your cooperation in making this process easy for everyone!
REQUEST: For your calendar listing, to help others connect with your work,
please do send an email with a brief description of your event for
the calendar's detail listing, including your website, etc.
SOLSTICE CENTER CANCELLATION POLICY:
Refunds are proportional to the amount of notice
we receive for cancellation / re-scheduling.
Notice Given Amount of Refund / Fees
More than 6 months Full refund / no charge.
2-6 months notice $50 fee for contract change under $1000,
$150 fee if dates total over $1000
1-2 months notice 75% refund, or 25% of affected contract value
2-4 weeks notice 50% refund of contract price
0-2 weeks notice no refunds are given