Astronomy in Action Booking Terms and Conditions

Revised January 2023

Definitions:

“Booking organization” refers to the school, company, organization, or person(s) who are requesting the Astronomy in Action program and will be funding the cost of the show.

“Show” refers to the Astronomy in Action program(s) that have been accepted as detailed in the completed booking request form.

“Dome” and “Planetarium” both refer to Astronomy in Action portable planetariums.

Before the Show:

Astronomy in Action will provide a cost estimate to the booking organization prior to filling out the booking request form. This cost estimate may not reflect the final cost of programs and is based on the information provided to Astronomy in Action before completion of the booking request form.

Depending on the show location, a pre-determined amount for travel expenses may be applied to the cost of the show. Show prices are subject to 13% HST. Bookings are only accepted upon completion of the booking request form and acceptance of these terms and conditions.

Requested changes to the content of the show, location of the show, number of attendees, number of shows, or any other details listed in the booking request form must be submitted by the booking organization via email or phone a minimum of 7 days prior to the scheduled show date. Requested changes occurring less than 7 days prior to the show may be refused at the discretion of Astronomy in Action. Please note that we cannot honour all changes even with sufficient notice, but we will do our best to accommodate your specific needs.

Invoices will be issued a minimum of 14 days before the show date. If a show is booked with less than 14 days notice, an invoice will be issued a maximum of 3 days after confirmation of the booking.

Regarding cancellations - If the booking organization needs to cancel the event, they must submit a written request a minimum of 3 business days in advance of the show date, in order to receive a full refund of funds paid or a rescheduling of the show at a mutually agreed upon date and time. Cancellations less than 3 days prior to the show will result in a charge of 50% of the program fees due. If the show is rescheduled, this payment will be used as a deposit toward the rescheduled show invoice. Final decisions regarding this policy are at the discretion of Astronomy in Action.

Rescheduling - Programs are rescheduled on the next available booking date, agreed upon by both the Booking Organization and Astronomy in Action. Programs that are rescheduled are not given priority over any other bookings, and can be cancelled by either party if a show date cannot be agreed upon.

Presenters - Booking Organizations may request a specific presenter for their Show. We will try out best to accommodate every request, but may need to refuse due to scheduling or availability.

Rules for Outdoor Setup:

Astronomy in Action is pleased to be able to offer outdoor setup of our large planetarium. The following rules apply only to outdoor setup, in order to ensure safety of attendees and to maintain the quality of our equipment.

1. Outdoor setup is available for bookings between the months of May and September. Outdoor setup for bookings from October to April are available only upon request and are subject to additional conditions and final approval by Astronomy in Action.

2. Outdoor setup is subject to a 20% non-refundable deposit, in order to hold the booking date. The deposit is due a minimum of 60 days prior to the booking date.

3. Outdoor setup is strongly affected by inclement weather, specifically wind and rain/snow. High winds can shift and lift the dome creating an unsafe environment for visitors. Rain/snow can seep into the dome, damaging electronics. Astronomy in Action has tether lines and tarps to mitigate some of these challenges. In the event of wind, rain, or snow on the date of the show, we will work with the booking organization to determine the best course of action. Astronomy in Action reserves the right to make the final decision to ensure a safe environment for potential participants.

4. If setup is refused due to conditions listed in point 4, any payments made by the booking organization prior to the booking date will be refunded, less the 20% deposit.

5. Once the dome is set up for the specified start time of the show, the full invoiced program fees are due. Program fees will not be refunded or adjusted for any reason, including but not limited to: Inclement weather, power outage, damage to equipment, or changes to programming or program schedule.

On the Date of the Show:

A representative of the booking organization must be present upon arrival of the Astronomy in Action presenter to ensure setup of the planetarium is completed on time. Failure to meet the presenter can result in delayed setup and a delayed start to the show.

Please ensure the booking space is clean, free of obstructions, and ready for setup of the planetarium.

The presenter for Astronomy in Action will arrive a minimum of 30 minutes before the specified start time of the show, where a representative of the booking organization will be required to escort the presenter to the show's location.

The booking organization is required to provide at least one volunteer, if requested in advance by Astronomy in Action, to assist the presenter with set-up before the show and clean-up after the show.

Shows must begin within 30 minutes of the scheduled start time. Please note that major delays may result in a shortened program.

Teachers, staff, or program leaders are required to attend the show with their students, and are responsible for behaviour before, during, and after the show when interacting with Astronomy in Action staff and equipment.

Inappropriate or dangerous behaviour of staff or students can result in the removal of individuals from the show, in addition to suspension, shortening, or cancellation of the show. This decision is made solely at the discretion of Astronomy in Action.

After the Show:

Astronomy in Action strives to leave the show location in the same condition as it was found, with no damage as a result of setup or cleanup of the planetarium equipment, including marking, tape residue, or scuffs. Please let us know if this is not the case after completion of the shows.

Payment is due upon arrival to the show venue, prior to setup and presentation of programs. For detailed information, please refer to the “Payment” section below.

If the booking organization has any comments or suggestions for improving the Astronomy in Action experience, they may request a customer satisfaction survey after completion of the show.

Payment:

All payments for the full amount listed in the invoice are to be made by the booking organization to Astronomy in Action upon arrival at the setup location, through one of the following methods:

1. In the form of a cheque made out to 'Astronomy in Action,' and dated for the show date reflected in the booking request form.

2. In a payment via cash, e-transfer, debit or credit card to the presenter or online.

If payment cannot be made upon arrival, Astronomy in Action reserves the right to postpone setup of the planetarium equipment and delay programs until payment is made in full.

All credit and debit payments are subject to a 3% processing fee.

A $100 service fee will be applied to any payments that are returned NSF.

Astronomy in Action Inc. reserves the right to charge interest on any payments that are not remitted on the show date. The interest will be of 10% of the total invoiced amount, and is applied 1 day after payment is due, and then compounded and applied every 30 days thereafter.