The deposit and cancellation process varies by client as outlined below.
Student Organizations
CCI makes the reservation with University Productions on behalf of Student Organizations. As such, Student Organizations are generally not required to pay a deposit to place a hold on a venue. However, if a Student Organization’s hold is challenged, they will be required to pay the non-refundable deposit to keep each date held. Funds will be held in their SOAS account and applied to the cost of the rental. If the hold is later canceled, the deposit will not be refunded. If that cancellation is less than 60 days from the date of the event, the Student Organization is also subject to the cancellation fee as outlined in University Productions Cancellation Policy. Note that the cancellation fees are also charged for each date held.
Although Student Organizations are generally not required to pay a deposit in order to place a hold on a venue, the University Productions Cancellation Policy [including the non-refundable deposit] applies to all holds, reservations, and contracted events. If a Student Organization cancels their event after the 10th of the month prior to their event University Productions will charge them the non-refundable deposit and cancellation fee per date held as outlined on their website.
If a deposit or cancellation fee is charged, CCI will notify the Student Organization’s Event Contact via e-mail. Any fees will be charged to the organizations SOAS account.
UM Departments
CCI makes the reservation with University Productions on behalf of UM Departments. The University Productions Cancellation Policy still applies.
CCI requires that UM Departments submit a short code as their form of deposit. CCI’s cancellation penalty for University Departments is outlined in the Student Life Promoter Entertainment Agreement. Depending upon how far along CCI is in coordinating the event, there may be penalties in addition to the University Productions Cancellation Policy.
If the Promoter Entertainment Agreement has not yet been signed and the UM Department’s hold is challenged, they will be required to pay the non-refundable deposit, or immediately sign the Promoter Entertainment Agreement in order to keep the date.
The University Productions Cancellation Policy applies to all holds and reservations, even if the Promoter Entertainment Agreement has not been signed.
Non-University Clients
CCI makes the reservation with University Productions on behalf of Non-University Clients.
The Center for Campus Involvement offers personalized service to Non-University Clients, evaluating the deposit for each event based upon that clients particular needs. Non-University clients may be required to pay the full balance or a percentage of the good faith estimate as a deposit. The amount of the deposit will be determined based upon the needs of the event, if the event is free or ticketed, and the event details such as price of tickets, who is selling tickets, and anticipated event success. The deposit required for Non-University Clients will be outlined in the Student Life Promoter Entertainment Agreement.
If the Promoter Entertainment Agreement has not yet been signed and the clients hold is challenged, they will be required to pay the non-refundable deposit, or immediately sign the Promoter Entertainment Agreement in order to keep the date.
The cancellation penalty for Non-University clients is outlined in the Student Life Promoter Entertainment Agreement. University Productions Cancellation Policy still applies if the Promoter Entertainment Agreement has not been signed by both parties.