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Dear Mr. Ahmed,
I write on behalf of Harbour Light Arts Society regarding your 10 March notice revising the renovation closure at Seaview Civic Arts Centre to 5 April–15 June. Under our executed licence (reference HLAS–SCAC–24/017), the Main Hall and Black Box were reserved for our community dance festival on 10–12 May, with rehearsal access beginning 8 May. We remitted a $3,500 deposit on 21 February and accepted the contract’s minimums (two technical staff on duty, and a $4,000 food-and-beverage spend with Centre catering). As of today, we have issued 420 presale tickets and contracted a sprung-floor supplier specifically for your stage dimensions. The revised dates, if applied as stated, would curtail access to both rooms during our event window.
Your notice describes a sprinkler retrofit and rigging replacement. The October planning memo characterised those works as non-emergency, to be scheduled “when practicable.” We therefore ask the Centre to clarify whether the present closure is force majeure under clause 9(b), or elective maintenance governed by clause 12. If the retrofit schedule is discretionary, it would be treated as elective maintenance; in that case, clause 12 provides for a prorated abatement of rent, prompt refund of the deposit, and reasonable relocation costs. We request the Centre’s written position on this point.
To preserve our program and community goodwill, we propose mitigations that keep the pilot project on track while allowing performances to proceed: evening access to the Black Box (18:00–22:30) on 10–12 May; Main Hall for 11:00 and 14:00 matinees on 11–12 May; waiver of minimum technical staffing other than one duty manager; south-door load-in 07:00–09:00; sound-check curfew relaxed to 17:30; loan of risers and a portable wardrobe rack; and reimbursement of incremental costs up to $2,000 (e.g., revised floor install). We will maintain your safety protocols and provide a daily call sheet.
If full closure is unavoidable, we request: refund of the $3,500 deposit within five business days; a written waiver of cancellation penalties; a letter of support explaining the cause of venue change that we can share with ticket-holders; and a credit for three spring weekends in 2026 at current rates.
Please provide a written response by 18 March so that our board can brief stakeholders and adapt the production plan. We appreciate the Centre’s goals and seek a solution that protects safety without eroding public trust.
Sincerely,
Elisa Morgan
Festival Director, Harbour Light Arts Society
I write on behalf of Harbour Light Arts Society regarding your 10 March notice revising the renovation closure at Seaview Civic Arts Centre to 5 April–15 June. Under our executed licence (reference HLAS–SCAC–24/017), the Main Hall and Black Box were reserved for our community dance festival on 10–12 May, with rehearsal access beginning 8 May. We remitted a $3,500 deposit on 21 February and accepted the contract’s minimums (two technical staff on duty, and a $4,000 food-and-beverage spend with Centre catering). As of today, we have issued 420 presale tickets and contracted a sprung-floor supplier specifically for your stage dimensions. The revised dates, if applied as stated, would curtail access to both rooms during our event window.
Your notice describes a sprinkler retrofit and rigging replacement. The October planning memo characterised those works as non-emergency, to be scheduled “when practicable.” We therefore ask the Centre to clarify whether the present closure is force majeure under clause 9(b), or elective maintenance governed by clause 12. If the retrofit schedule is discretionary, it would be treated as elective maintenance; in that case, clause 12 provides for a prorated abatement of rent, prompt refund of the deposit, and reasonable relocation costs. We request the Centre’s written position on this point.
To preserve our program and community goodwill, we propose mitigations that keep the pilot project on track while allowing performances to proceed: evening access to the Black Box (18:00–22:30) on 10–12 May; Main Hall for 11:00 and 14:00 matinees on 11–12 May; waiver of minimum technical staffing other than one duty manager; south-door load-in 07:00–09:00; sound-check curfew relaxed to 17:30; loan of risers and a portable wardrobe rack; and reimbursement of incremental costs up to $2,000 (e.g., revised floor install). We will maintain your safety protocols and provide a daily call sheet.
If full closure is unavoidable, we request: refund of the $3,500 deposit within five business days; a written waiver of cancellation penalties; a letter of support explaining the cause of venue change that we can share with ticket-holders; and a credit for three spring weekends in 2026 at current rates.
Please provide a written response by 18 March so that our board can brief stakeholders and adapt the production plan. We appreciate the Centre’s goals and seek a solution that protects safety without eroding public trust.
Sincerely,
Elisa Morgan
Festival Director, Harbour Light Arts Society
Choose the best option according to the information given in the message:
1. What is the main purpose of this email?
2. Deposit amount?
3. Which clause if elective?
4. Meaning of “prorated”?
5. “It would be treated as elective maintenance”—“It” refers to …
6. What is the tone used in this mail?
Here is a response to the message. Complete the response by filling in the blanks. Select the best choice for each blank from the drop-down
Dear Ms. Morgan,
Thank you for 7.... regarding the renovation schedule. Our project manager confirms the sprinkler retrofit is a code-mandated safety upgrade and therefore 8.... clause 9(b) (force majeure). Notwithstanding, we can accommodate your event as follows: Black Box access 18:00–22:30 on 10–12 May; Main Hall reserved for 11:00 and 14:00 matinees on 11–12 May; technical minimums 9.... one duty manager; south-door load-in 07:00–09:00; sound check extended to 17:30. We will supply risers and two rolling racks and authorize up to $2,000 for incremental costs. Your $3,500 deposit may be 10.... to this engagement or refunded.
Please join a coordination call 11.... to finalize the plan. We appreciate your collaboration and share your goal of preserving the program and community goodwill.
Sincerely,
Karim Ahmed
Director, Seaview Civic Arts Centre