culturalcenter.gov.phculturalcenter.gov.ph/wp-content/uploads/downloads/2013/...RENTAL OF THEATER...

For Venues at CCP Main Building and Folk Arts Theater Schedule of Availability of Service: 7:00 AM to 6:00 PM Who may avail of the service? Clients who would like to rent CCP venues and facilities What are the requirements? Letter of Intent to rent the CCP venue specifying the

date, time, description including the technical requirements of the production.

Copy of SEC or DTI Registration together with a Board Resolution authorizing its representative to transact business with the CCP (for Corporations or Partnerships)

Duration: Variable

PRODUCTION AND EXHIBITION DEPARTMENT (+632-8321125 local nos. 1400, 1404, 1412, 1414)

A. COORDINATION FOR THE RENTAL OF THEATER VENUES

STEP

APPLICANT/CLIENT

PERSON/OFFICE IN-CHARGE (CCP)

SERVICE PROVIDER

DURATION OF

ACTIVITY (Under normal circumstances)

FORMS

FEES

1 Inquire on the availability of the venue

Booking Officer/ Venue Management

Division

Check availability of the venue in the Booking Calendar

If available, discuss the booking procedure and require the client to submit a Letter of Intent

20 minutes

2 Submit Letter of Intent Venue Management Division

Prepare a reply letter regarding the details/requirements and schedule of the pre-production meeting

Set the schedule of the pre-production meeting

2 weeks before pre-production

meeting

Standard Letter

3 Attend the pre-production meeting and discuss the description of the show including proposed program, sequence treatment, set design plans which include scaled plans, section elevation and other details.

Venue Management Division

Production Design

and Technical Services Division

Assess the technical feasibility of the show

If technically feasible, prepare recommendation to the Booking Committee.

Set the meeting of the Booking Committee

1 hour Pre-production Meeting Checklist

4 Wait for the schedule of the Booking Committee meeting

Venue Management Division/ Booking

Committee Members

The Booking Committee deliberates on the request for booking. (Approval of the request)

Variable (The Booking

Committee meets every first Tuesday

of the month).

Booking Approval Form

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

5 Await result of the deliberation


Prepare letter regarding the result of the deliberation

If approved, client shall be required to pay the reservation deposit in cash or manager’s check within 10 days from receipt of the letter

At least 1 hour Standard Letter

6 Receives letter on the result of deliberation and pay for the reservation deposit


Reflect the approved bookings in the Theater Booking Calendar

Prepare Theater Lease Contract

3 days Theater and Facilities Rental Form

Variable (depends on the venue)

7 Await the Receipt of Lease Contract and return to CCP after signing


Notarize the duly accomplished Theater and Facilities Rental Form

2 days

8 Pay 50% of contract price to the Cashier’s Office/Treasury Division


Treasury

Division/Cahier’s

Office Ticket Office

Process payment and issue Official Receipt (OR)

Process ticket printing request for submission to the Ticket Office

At least 30 minutes Official Receipt Ticket Printing Request Form

Variable (depends on the venue)

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

9 Wait for the schedule of the production meeting


Production and

Technical Services Division

Set a production meeting 2 weeks before the scheduled event

10 Attend the production meeting


Production and

Technical Services Division

Discuss the details of the production

45 minutes to 2 hours

Production Meeting Checklist

11 Pay 50% balance to the Cashier including the Refundable Violation Deposit (RVD)


Treasury Division/ Cashier’s Office

Process payment and issue corresponding OR

5 minutes (Must be paid at

least 10 days before the event)

Official Receipt

Variable (depends on the venue requirements)

12 Use the venue Production and Technical Services

Division

Assist in the technical needs of the client

Variable (on-duty during set-up and

rehearsal)

Rehearsal & Performance Checklist Stage Manager’s Report Form

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

13 Verify availability of RVD Venue Management Division

Production Design

and Technical Services Division

Submit Stage Manager’s (SM) Report

2 hours SM Report Form

14 Wait for the release of RVD, if applicable


Financial Services

Department

Prepare the following documents relative to the Refund of Violation Deposit :

1. Certification of No Violation

of Theater Rules and Terms of Lease;

2. Disbursement Voucher for the processing of refund

3 weeks processing time

Certification of No Violation of Theater Rules and Terms of Lease Disbursement Voucher

15 Return the OR issued for the RVD.


Return the collected RVD to the client

At least 2 minutes

END OF THE TRANSACTION (Next: Audience Management/ Ushering Services)

Schedule of Availability of Service: Variable (depends on the schedule and running time of the show)

Who may avail of the service? Theater Patrons/ Audience

What are the requirements? Performance tickets of the show

Duration: Variable (depends on the schedule and running time of the show)


B. Audience Management (Ushering Services)

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Arrival of the theatre patrons at the Lobby

Ushering Staff Check the auditorium Open the house for

accommodation

5 minutes 30 minutes

before the start of the show

Per Cost Checklist

2 Present the ticket to the assigned Ushers and follow the given instructions/ directions

Ushering Staff Greet theatre patron and check the ticket

Usher the theatre patrons to their designated seats

2 minutes

3 Watch the show Ushering Staff Ensure the safety and convenience of theatre patrons during the show

Prohibit unauthorized audience in documenting the show

Variable (depends on the running time

of the show)

4 Leave the theatre venue Ushering Staff Check the auditorium and send-off the theatre patrons

5 minutes Performance Checklist

END OF THE TRANSACTION Next: Rental of Equipment)

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES***

1 Inquire about the availability of the equipment

Production Design and Technical

Services Division

Provide information and brief details

12 minutes

2 Send Letter Request a. Regular client b. New client *

Production Design and Technical

Services Division

Prepare Letter Agreement 5 minutes

3 Attend production meeting * Production Design and Technical

Services Division

Discuss the schedule and details of technical equipment and manpower complement/requirement

30 minutes

4 Pay and receive the Official Receipt

Treasury Division/ Cahier’s Office

Prepare Order of Payment Issue Official Receipt

2 minutes Variable (depends upon the equipment)

5 Use of equipment Theatre Crew Set-up, operate and strike (ingress or egress) the equipment

Variable **

* Schedule a production meeting ** Depends on the duration of the event *** Available upon request (including the checklist of equipment and rates)

END OF THE TRANSACTION (Next: Library and Archives)


C. Rental of Equipment (Public)

Schedule of Availability of Service: 9:00 AM to 6:00 PM, without noon break,

Tuesday to Friday

Who may avail of the service? Theatre Practitioners

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Register in the CCP Library and Archives’ guest book

Security Personnel on-duty (library)

Request the library user to register in the library guest book

1 minute

2 Surrender all baggage/ personal belongings at the security counter upon entering the library premises

Security Personnel on-duty (library)

Inform the library user about the library policy of surrendering his/her baggage/ personal belongings; only pen or pencil are allowed to be brought inside the library premises

1 minute

3 Request the librarian on the reference desk for assistance in availing of the library’s services

Culture and Arts Officer III

Assist the library user in locating desired information/ materials on his/ her topic of research and study

Variable

END OF THE TRANSACTION (Next: Bibliographic Information)

Schedule of Availability of Service:

8:00 AM to 5:00 PM

Who may avail of the service? Library clientele consisting mostly of artists, students, teachers, professionals and the general public

What are the requirements? None as the general admission is free of charge

CULTURAL CONTENT DEPARTMENT – Library and Archives Division (+632-8321125 local nos. 1502, 1503

A. Reference Services:

Accessibility to the library collection/ facilities/ services

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Consult the CDS/ ISIS Online Public Access Catalogue


Assist library users with the use of CDS/ ISIS Online Public Access Catalogue

3 minutes

2 Retrieve needed books from the shelves (open shelves system)


Assist library users in locating the books

2 minutes

END OF THE TRANSACTION (Next: Dubbing of Audio-Video Materials)


B. Reference Services:

Provision of Bibliographic Information


8:00 AM to 5:00 PM


What are the requirements? None as the general admission is free of charge

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Consult the CDS/ISIS On Line Public Access Catalogue for audio-visual materials.

Culture and Arts Officer II

Culture and Arts

Assistant II

Assists library users in the use of CDS/ISIS On- Line Public Access Catalogue for audio-visual materials.

3 minutes

2 Accomplish Request Form No.002.


Culture and Arts

Assistant II

Issue Request Form No.002. 5 minutes Request Form No.002

3 Secure the approval of the Library Director


Culture and Arts

Assistant II

Prepare requested materials for dubbing and issue Payment Form No.003 in four (4) copies

5 minutes Payment Form No.003


C. Audio-Visual Services:

Dubbing of Audio-Video Tapes


8:00 AM to 5:00 PM


What are the requirements? Request Form No. 002 and Payment Form No. 003

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

4 Pay the corresponding dubbing fee at the Cashier’s Office


Issue official receipts 5 minutes Official Receipt

AUDIO CD Format: Php 225.00 Cassette: Php 45.00 – cassette/ 30 minutes VIDEO DVD, VCD & VHS Format Php 280.00

5 Provide the librarian one (1) copy of payment form and get dubbed audio-visual materials


Check the official receipts and release the requested dubbed audio-visual materials

3 minutes

END OF THE TRANSACTION (Next: Listening to Audio and Viewing of Video Tapes)

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Make necessary reservation prior to listening and viewing of audio-visual materials


Culture and Arts

Assistant II

Schedule the day and time of viewing listening

3 minutes

2 Consult the CDS/ISIS On- Line Public Access Catalogue for audio-visual materials

Assist library users with the use of CDS/ISIS On- Line Public Access Catalogue for audio-visual

5 minutes

3 Request for reservation of audio-visual materials and venue

Prepare the audio-visual materials and venue

5 minutes Payment Form No.003

4 Pay the corresponding listening/viewing fees and receive official receipt


Issue official receipts 1 minute Official Receipt

Php 11.00 per tape/ material per person

END OF THE TRANSACTION (Next: Photocopying of Library Materials)


D. Audio-Visual Services:

Listening to Audio and Viewing of Video Tapes


8:00 AM to 5:00 PM


What are the requirements? Payment Form No. 003

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Indicate the pages to be reproduced and request the photocopying machine operator to do the reproduction

Library Assistant

Indicate the amount to be paid. Depending upon the number of pages to be reproduced.

Php 1.75/ short Php 2.25/ long

2 Register in the photocopying logbook and pay the corresponding photocopying charges


Issue Photocopying Form No.003 indicating the amount paid.

3 minutes Photocopying Form No.003

END OF THE TRANSACTION

(Next: Scanning of Photos, Negatives and Slides)


E. Reproduction Services:

Photocopying of Library Materials


8:00 AM to 5:00 PM


What are the requirements? Payment Form No. 003

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Request assistance from the reference librarian for desired photos/ negatives/ slides


Provide photos/negatives/slides files.

5 minutes

2 Select the needed photos/negatives/slides and request for scanning.

Library Staff Issue Request Form No.001. 10 minutes Request Form No.001

3 Accomplish the form and secure the approval of the Library Director

Library Staff Scan the requested and approved photos/negatives/slides; and issue Order of Payment in four (4) copies.

10 minutes Order of Payment


F. Reproduction Services:

Scanning of Photos, Negatives and Slides


8:00 AM to 5:00 PM


What are the requirements? Request Form No. 001

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

4 Pay the corresponding scanning/printing fees and receive official receipt


Issue official receipts. 1 minute SCANNING Students: Php 10.00 per material Non-students: Php 20.00 per material

5 Provide the librarian one (1) copy of payment form and get photos/negatives/slides.


Check the official receipts and release the requested photos/negatives/slides.

5 minutes Please refer below

END OF THE TRANSACTION (Next: Selling of Tickets)

PRINTING: Black and White For Students

Php 8.00 (text) Php 10.00 (text & image)

Non Students Php 10.00 (text) Php12.00 (text and image)

PRINTING: Colored For Students

Php 15.00 (text) Php 25.00 (text & image)

Non Students Php 20.00 (text) Php 30.00 (text and image)

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Inform Box Office staff on the title and date of event

Box Office Staff Enter information on the ticketing system

5-10 minutes N/A

2 Pay and receive the ticket

Box Office Staff Receive payment and issue the ticket 1 minute N/A Variable (depends on the price)

END OF THE TRANSACTION (Next: Building Tour)

MARKETING DEPARTMENT (+632-8321125 local nos. 1800, 1801, 1802, 1405

A. Selling of Tickets

Schedule of Availability of Service: 9:00 AM to 6:00 PM, Tuesdays to Saturdays without noon break

Who may avail of the service? Clients who would like to purchase tickets to shows, productions and events

What are the requirements? Cash/ Charge payment for tickets purchased

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

1 Send the Booking Request Form

Booking Officer/Market Development Division

Receive the Booking Request Form Check availability of the venue and coordinate with concerned departments Confirm the tour schedule including other details

Variable Booking Request Form

2 Pay the down payment Booking Officer/Market Development Division

Pay the 50% tour fee deposit directly or via bank deposit to CCP Landbank Account, immediately upon confirmation of the tour schedule or at least four (4) working days prior to the schedule. Tour deposit shall serve as the final confirmation.

10 minutes Deposit slip if applicable Order of Payment Official Receipt

Variable

MARKETING DEPARTMENT (+632-8321125 local nos. 1800, 1801, 1802, 1405

B. Building Tour

Schedule of Availability of Service: 9:00 AM to 6:00 PM, Tuesdays to Saturdays

Who may avail of the service? General Public

What are the requirements? Booking Request Form (download from www.culturalcenter.gov.ph) *

* INDICATE: Group/School Name Contact Information

(name of person in-charge, mobile no., landline no., address, email)

Tour Information (choice of tour, date, time)

Participants (profile, exact no. of participants)

http://www.culturalcenter.gov.ph/

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

3 Actual Tour Booking Officer/Market Development Division

CCP Ushering Staff Arts Education (for the interactive sessions)

CCP Ushering Staff

Visual Arts

Settle the remaining balance for the tour on the day of the tour before the tour begins. Conduct the Building and Theater Tour:

The CCP Experience for students [Theatre venues, Theater lobbies, Galleries, Exhibits, Hallways, Museums, Library, CCP Gift Shop and interactive sessions of the different art forms.]

Balikbayan Tour [Theatre venues, Theater lobbies, Galleries, Exhibits, Hallways, Museums, Library, CCP Gift Shop]

Diwa: Buhay, Ritwal at Sining (Museum Tour)

10 minutes

3-4 hours

1-1 hour and 30 minutes

Guided – 1 hour

Order of Payment

Official Receipt

Variable

END OF THE TRANSACTION (Next: Use of Open Space for Special Events)

Schedule of Availability of Service: 9:00 AM to 6:00 PM, Tuesday to Friday (No Noon Break)

Who may avail of the service? Lessees and Concessionaires, Event Organizers, Film/TV Outfits, Walk-in Clients

What are the requirements? Submit a proposal at least 2 months before the target schedule of the event. Conduct an ocular/ site inspection. Client must have the authority to transact business.

Duration: Variable (depends on the nature of transaction)

ADMINISTRATIVE SERVICES DEPARTMENT (+632- 5510323/ 8325117/ 8323659/ 5510039/ 8323617)

A. Issuance of Authority to Use Open Space for Special Events

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES (available upon

request)

1 Send a letter of intent/proposal

Asset Management Division/ Concessions

Acknowledge letter of intent/proposal

Prepare cost estimate or income

5 minutes

10 minutes

Contract of Lease/ Letter Agreement

Variable

2 Wait for the decision of CCP Management Committee

Management Committee (MANCOM)

Discuss in Management Committee (MANCOM) if deemed necessary i.e. big events

Send acceptance letter

Every other week (2X monthly)

3 Review and sign the contract

Asset Management Division (AMD)

Prepare Contract / Letter Agreement

Prepare Order of Payment and instruct client to proceed to the Cashier’s Office

15 minutes

5 minutes

Contract of Lease / Letter Agreement Order of Payment

4 Submit Order of Payment, pay in full including Refundable Violation Deposit and receive the Official Receipt


Issue an Official Receipt 2 minutes Official Receipt Variable

5 Actual use of the venue AMD /Security Inform the security of the activity/ event

Roving/Monitor the vicinity

5 minutes

Variable

Notice / Report of Activity/Event

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS


request)

6 Send request of Refundable Violation Deposit, if applicable

Asset Management Division

Security Personnel


Submit a Report of Activity/Event if the terms and conditions on lease of space were followed/observed

Prepare Disbursement Voucher

10 minutes Report of Activity/ Event Disbursement Voucher

7 Collect Refundable Violation Deposit


Release check of Refundable Violation Deposit

1 minute Check Variable

END OF THE TRANSACTION (Next: Issuance of Permits for the Use of Recreational Spaces – Physical Fitness)

Schedule of Availability of Service: 9:00 AM to 6:00 PM, Tuesday to Friday (No Noon Break)

Who may avail of the service? Lessees and Concessionaires, Event Organizers, Film/TV Outfits, Walk-in Clients

What are the requirements? Submit a proposal at least 2 months before the target schedule of the event. Conduct an ocular/ site inspection. Client must have the authority to transact business.



B. Issuance of Permits for the Use of Recreational Spaces (Physical Fitness)

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS


request)

1 Send letter of request to use the CCP facility


Acknowledge request and check the availability of the facility on the client’s desired schedule

2 minutes Record Book/ Log Book

Variable

2 Review and sign Letter Agreement


Prepare Letter Agreement Prepare Order of Payment

and instruct client to proceed to the Cashier’s Office

15 minutes 5 minutes

Letter Agreement Order of Payment

3 Submit Order of Payment, pay in full and receive the Official Receipt


Issue an Official Receipt 1 minute Official Receipt Variable

4 Present copy of Letter Agreement and Official Receipt to the Guard on Duty and utilize the facility

Security Guard on Duty

Check Letter Agreement, Official Receipt and allow client to use the facility

Roving/Monitor the activity

Variable

END OF THE TRANSACTION (Next: Issuance of Permits for the Use of Recreational Spaces - Basketball, Volleyball, Tennis, Badminton, Cricket)

Schedule of Availability of Service: 9:00 AM to 6:00 PM, Tuesday to Friday (No Noon Break) Who may avail of the service? Lessees and Concessionaires, Event Organizers, Film/TV Outfits, Walk-in Clients, General Public What are the requirements? None



C. Issuance of Permits for the Use of Recreational Spaces (Basketball, Volleyball, Tennis, Badminton, Cricket)

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS


request)

1 Notify the Concessions Division of one’s intent to use the CCP facility


Check the availability of the facility on the client’s desired schedule

Prepare Court Reservation and Permit Slip and Order of Payment and instruct client to proceed to the Cashier’s Office

1 minute

5 minutes

Reservation sheet Court Reservation and Permit Slip Order of Payment

Variable

2 Submit Court Reservation and Permit Slip and Order of Payment, pay in full and receive the Official Receipt


Fill up the Court Reservation and Permit Slip of the amount paid and number and date of Official Receipt

Return the Court Reservation and Permit Slip and issue the Official Receipt to the client

2 minutes Court Reservation and Permit Slip Official Receipt

3 Present copy of Official Receipt and submit a copy of Court Reservation and Permit Slip to the Guard on Duty and utilize the facility

Security Guard on Duty

Check Official Receipt and get a copy of Court Reservation and Permit Slip and allow client to use the facility

Monitor the activity

Variable

END OF THE TRANSACTION (Next: Issuance of Permits for the Use of CCP Physical Facilities for Advertisement)

Schedule of Availability of Service: 9:00 AM to 6:00 PM, Tuesday to Friday (No Noon Break) Who may avail of the service? Lessees and Concessionaires, Event Organizers, Film/TV Outfits, Walk-in Clients What are the requirements? Submit a proposal at least 1 month before the target schedule of the event. Conduct an ocular/ site inspection. Client must have the authority to transact business.



D. Issuance of Permits for the Use of CCP Physical Facilities for Advertisement

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS


request)

1 Send a letter of intent/ proposal



Prepare cost estimate

5 seconds

10 minutes

Variable





15 minutes

5 minutes

Letter Agreement

Order of Payment



Issue an Official Receipt 1 minute Official Receipt

4 Actual use of the venue Outdoor Janitorial Personnel

Inform the authorized staff for the use of facility

Variable Notice of Activity



Prepare Disbursement Voucher 10 minutes Disbursement Voucher




1 minute Check

END OF THE TRANSACTION (Next: Issuance of Permits for the Use of Office Spaces – CCP Bay Terminal)




E. Issuance of Permits for the Use of Office Spaces (CCP Bay Terminal)

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS


request)

1 Send a letter of intent/ proposal



Prepare cost estimate or income

5 seconds

10 minutes




Prepare Order of Payment for Advance Rental

Give a copy of Contract to Credit and Collection

15 minutes

5 minutes

Contract of Lease / Letter Agreement Order of Payment

3 Submit Order of Payment, pay Advance Rental and receive the Official Receipt



4 Utilize the facility


Monitor the use of facility Variable

5 Pay monthly rental and receive the Official Receipt

Credit & Collection/ Cashier’s Office

Prepare Monthly Billing Statement as per Contract of Lease

Issue an Official Receipt

5 minutes

1 minute

Statement of Account Official Receipt

END OF THE TRANSACTION (Next: Issuance of Permits for the Use of Open Spaces – Shooting, Fun Run, Motorcade, Fireworks Display, Etc.)




F. Issuance of Permits for the Use of Open Spaces (Shooting, Fun Run, Motorcade, Fireworks Display, Etc.

STEP

APPLICANT/CLIENT

PERSON/OFFICE IN-

CHARGE (CCP)

SERVICE PROVIDER

DURATION OF


FORMS

FEES

(available upon request)

1 Send letter of intent/proposal Asset Management Division


Prepare cost/ income estimate

5 seconds

10 minutes

2 Review and sign the contract Asset Management Division



15 minutes

5 minutes

Letter Agreement

Order of Payment




4 Actual use of the venue Asset Management Division / Security

Personnel

Inform the security of the activity/ event

Roving/Monitor the vicinity

Variable Notice/ Report of

Activity/Event


Security Personnel



Submit a Report of Activity/Event if the terms and conditions on lease of space were followed/observed

Prepare Disbursement Voucher

5 minutes Report of Activity/Event

Disbursement

Voucher




1 minute Check

END OF THE TRANSACTION (Next: Venues at the National Arts Center, Los Baños, Laguna)

Schedule of Availability of Service: 7:30 AM to 4:30 PM, Monday to Friday (NAC, Laguna) 7:00 AM to 6:00 PM, Tuesday to Friday (CCP/Manila)

Who may avail of the service? Clients who would like to rent NAC venues and facilities

What are the requirements? Letter requesting use of the facilities indicating date/s, time and preferred venue.



G. For Venues at the National Arts Center (NAC), Los Baños, Laguna

STEP

APPLICANT/CLIENT


SERVICE PROVIDER

DURATION OF


FORMS

FEES

(available upon request)

1 Check the availability and rental of the NAC facilities

Asset Management Division (AMD) staff/

NAC Administrator

Coordinate with NAC Office on the availability of the venue before accepting booking & vice versa

Once available, require client/lessee to submit Letter of Intent

1 hour

2 Submit Letter of Intent Asset Management Division staff

NAC Administrator

Compute the total charges and notify client about the full payment required

Prepare Letter Agreement

1 hour

1 hour

Letter Agreement

3 Receive and sign the Letter Agreement

Pay rental fees and charges to Cashier’s Office

Asset Management Division staff

NAC Administrator


Prepare Order of Payment Record in the NAC Booking

Calendar

20 minutes Order of Payment Official Receipt

Variable (depends on the venue requirements)

4 Actual use of the venue(s) NAC Staff Assist in the needs of the client Variable (depending on the no. of days

requested)

5 Request for refund of RVD (if not forfeited due to violations committed or damages incurred)

NAC Administrator

Prepare Disbursement Voucher to process the refund (if no violations /damages committed/incurred)

3 weeks processing time

(from submission of request to refund)

Clearance Certificate Disbursement Voucher

6 Claim RVD Cashier’s Office Release of payment by the Treasury Division/ Cashier’s Office

5 minutes Variable

END OF THE TRANSACTION

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