email sent to Substation just now

Hello Darren.

I spoke to you last week regarding the use of The Substation in Newport to host the RMIT Scientific Photography graduate student exhibition in November 2008.

The idea of exhibiting at The Substation was put to the class today and was very well received. Some members of the group will be visiting the venue over this coming weekend to give it the thumbs up or down, and we will be making a final decision about whether or not to book the venue on Monday 17th March.

If we decide to go ahead and book, we will be able to give you a cash deposit of $300 next week to secure the booking, with the balance owing being $1200.

The exhibition must open during the week of November 10th to 14th, and will run for seven days. Therefore if we open on Monday the 10th, the exhibition will close on Monday the 17th of November.

An opening will be held, with invitations sent to family, friends and industry. We estimate between 200 - 300 people to attend the opening night.

The exhibition will consist of approximate 80 - 100 16"x20" frames.

At this stage we may be able to arrange for our own caterer to take care of food, etc, for the opening night.

A number of questions were put forward in our group session today. I'm hoping that you can address the following so that we can make a more informed decision about whether or not to book the venue:

1. What are the opening hours of the venue (we will have to man the exhibition whilst it's open);

2. When would you require final payment of the balance due?;

3. You mentioned that building works will be performed during the year. Can you guarantee that the venue will be ready for us to use by the week before the start date of our exhibition? We would like to have included in any contract a clause that guarantees us use of the venue whether building works are complete or not, because if we book and the works are not complete by the opening date, we will not be able to find another venue at short notice. Would you be prepared to include such a clause in any contract and offer us the venue for no charge if the works are not complete by the opening date?

4. What sort of lighting does the venue have? Is it able to be repositioned if necessary?

5. Will the venue supply anyone to assist us with hanging the works or to supervise said hanging of works?

6. At what stage before the exhibition are we able to commence hanging works?

7. How soon after the exhibition finishes do we need to have the venue cleared?

8. Will we need to do any preparation of the venue before we start hanging such as painting, wall preparation, etc?

9. What condition do you want the venue left in when the exhibition is finished (i.e. do we need to re-paint, etc)?

10. Are you able to send me, in electronic format such as a PDF file, a copy of any standard contract or similar that you have for the venue?

That's all for now!

I'll look forward to hearing from you soon.

Kindest regards,
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Wayne Baker