CO-HOST BOOKING GUIDE

Transcription

1 CO-HOST BOOKING GUIDE

2 Welcome to The Underground s Event Services! Thank you for you interest in booking The Underground, Queen s University s premier campus venue! Our staff and management team are looking forward to ensuring that your co-host runs smoothly and successfully. Please consult this Booking Guide throughout the planning and execution phase of your event, as it contains all the necessary information and helpful tips to make your event at The Underground a success. Siena Hilley Bland, the Events Manager for TAPS, will always be there to answer you questions and help you prepare for a fantastic event! Why The Underground? Why Co-Host? The Underground is the only completely student run venue in Kingston, which means we have your best interests at heart. With our experiences and dedicated staff we are ready to help you navigate through the daunt world of event planning. Co-Hosting is the perfect opportunity for you and your event to make the most of what TAPS has to offer, providing your guests with a unique and exciting night they won t forget, while also saving some money! Useful Contact Information TAPS Events Manager Siena Hilley Bland taps.events@ams.queensu.ca TAPS Marketing Manager Laura Bossy taps.marketing@ams.queensu.ca TAPS Head Manager Sam Hume taps@ams.queensu.ca Head Student Constable qsc@ams.queensu.ca How to book an event A step-by-step guide! 1. READ THIS GUIDE. We know it s a ton of information but this guide has everything you need to know about sales targets, prices, Event Sanctioning Forms and Event Deposits 2. taps.events@ams.queensu.ca with all the necessary information from the Event Booking Form (Appendix A) 3. Once your event is booked with a secure date, and Event Agreement Form (Appendix B) handed into the Queen s Pub Manager on Duty at LEAST 10 DAYS prior to your event 4. GET EXCITED and hype up your event by doing your own marketing!

3 The Weekly Tri-Fecta The Underground is available for Co-Hosting every week on our static nights, TBA Tuesdays, Throwback Thursdays and Underground Saturdays on a first come first serve basis. Our goal is to create a come as you are vibe that welcomes all Queen s students to mould their experience at The Underground to their tastes. We market all of our nights equally and plan for success on each of them so whichever night you select will be a great one! TBA TUESDAYS Our newest addition to the line up for the 2015/16 school year is TBA Tuesdays. This night is select and rare, DJ d by a combination of our three in-house DJ s. With a changing artist focus/theme each time we do not doubt that this will be a crazy night that you and your guests won t forget! THROWBACK THURSDAYS Keeping with the tradition of last year we have kept Throwback in our weekly line up. A night of bumpin tunes spun by DJ Patty Cakes keeps the dance floor packed with fans singing their hearts out and grooving to the beat. UNDERGROUND SATURDAYS The last event of our weekly tri-fecta, Underground Saturdays provides guests with the best combo between house party and a night at the bar. This night DJ d by our house DJ s LVMPS and Casia provides students with the opportunity to let loose, socialize an jam out in a relaxed setting after a busy school week.

4 Perks of The Underground Drink Prices At The Underground we strive to keep prices affordable for our student clientele. Drink prices at The Underground are always equal to or lower than standard pricing at other local establishments. *Subject to change in the upcoming year Rail Liquor: (Vodka, Gin, Rum, Rye, Amaretto) Single - $3.50, Double - $7.00 Bottled Beer: Domestic (Canadian, Export, Blue, Coors Light) - $3.50 Premium (Steamwhistle, Keith s, Moosehead, MGD) - $4.50 Import (Corona, Stella, Heineken) - $5.50 Smirnoff Ice - $5.00 Premium Alcohol: (Grey Goose, Tequila, Jagermeister, Jack Daniels etc.) - Single 4.50 We also have a full range of platform liquors including Peach Schnapps, Triple Sec, Butter Ripple, Smirnoff Blueberry, Raspberry etc., Crème de Menthe, Golden Pear and More! We also carry several scotches including Johnny Walker Red Label, Ballantine s, Glenlivet and Glenmorangie. Line Skip Tickets One of the many benefits of co-hosting is the option of line skip. We will provide you with up to 50 line skip tickets for the night which you are welcome to hand out or sell prior to the event. We have a design on file at P&CC that you can go and print (at your own cost). We require you to use our design and the tickets MUST be dated for the date of your co-host otherwise they will NOT be accepted. These tickets will provide guests with line skip eligibility up to 11pm on the night of unless otherwise specific. It is required that you contact the Events Manager within no less than 24 hours prior to the event with a confirmed number of line skip tickets that you gave out or sold.

5 Cancellation & Closing Policies Due to the high demand of co-hosting if you or your group is no longer interested in co-hosting notice must be given to the TAPS Events Manager AT LEAST 10 DAYS prior to the event is scheduled to take place. TAPS Management reserves the right to close down the bar early at their discretion. Reasons may include: safety concerns or low attendance. The Booking Process So now that you have become acquainted with what The Underground has to offer, it s time to start the booking process. It is quite an easy process as long as your follow the steps outlined below and you are mindful of due dates and your responsibilities as an Event Coordinator! 1. After you ve read all the information listed in this guide, Siena at taps.events@ams.queensu.ca with your top 3 date preferences and the information requested in the Event Booking Form. This will speed up the process of booking your event in case on of your dates is already booked and gives us an idea of what type of event you are looking to hold. Response times will vary but should not exceed 2 business days. Events are scheduled on a first come, first serve basis. 2. Siena will contact you about your event by . If one of your 3 requested dates are available, the space will be reserved for you. If we are unable to accommodate your dates we will suggest other dates or locations; your event s success is important to us. 3. Fill out the Co-Host Agreement form and bring the signed copy to the Queen s Pub and give it to the Manager on Duty or it to Siena hours prior to your event we will contact you again to confirm sales of drink tickets and/or line skip tickets. 5. On the night of your event please identify yourself to the manager on duty, who will have been briefed on the details of your event. The Manager on Duty for your event will not necessarily be Siena but will be a member of our 8-person TAPS management team. If you have any questions or concerns, please do not hesitate to contact me! Best of luck with your event planning, Siena Hilley Bland TAPS Events Manager

6 Appendix A. Group Name: Coordinator(s): THE UNDERGROUND CO-HOST BOOKING FORM Contact Information: - Phone Number - Other - Requested Event Dates (in order of preference): Attendance Expected: # of line skip tickets (maximum of 50) for the night? I,, have read The Underground Co-Host Booking Guide and understand and agree to follow all the rules and regulations as indicated. I am aware of all the stipulations included herein. Organizer s Signature Date Events Manager s Signature Date Manager on Duty s Signature Date