- The requesting party is not guaranteed any action on requests filed less than the timetable prescribed previously. In such cases, a letter addressed to the Director should be attached stating the cause for delay of filing.
- All requests should be coursed to the Cultural Arts Office (CAO). Requests coursed outside the office's procedures will not be honored by CAO. The office will not take any repsonsibility towards the Green Media Group or the Client.
- The Production and Media Services Request Form (PMSR-1 Form) should be filed in duplicate as stated in the guidelines for filing a production and event management request.
- The GMG VP-Externals or VP-Internals shall contact the Client for a feasibility meeting if there is no conflict in GMG's schedule. Details of the event and the requested services will be the agenda for the meeting. A feasibility meeting does not guarantee a granted request.
- The requesting party must have only one (1) contact person who is involved and knows everything about the arrangements made within the feasibility meeting. If ever another person is assigned to attend the feasibility meeting, the assigned person shall take responsibility in making sure that what was discussed during the meeting will be communicated to the contact person. If the request is granted, arrangements made within the feasibility meeting will have to be strictly followed.
- Requests should be followed up after five (5) working days from CAO. Requests received on Monday morning shall have its status confirmed Friday afternoon; requests received Monday afternoon shall be confirmed Monday morning. This is to give time for the feasibility meeting (to be scheduled at least 2 days after the feasibility meeting).
- After following up your request via phone or in person, you will receive either the confirmation form (PMSRC-C form) or the denial form (PMSR-D form) from the office, depending on the status of your request. If you don't receive any EMR-C or EMR-D form that would mean that your request has a pending status. It is neither granted nor denied. A PENDING status would mean, your request is still being processed. The VP-External or VP-Internal is still waiting for the response of the group.
- If granted, you will be asked to accomplish an evaluation form on GMG's performance to be coursed through the VP-Externals or VP-Internals. Kindly fill this up to help us improve the request service. An evaluation meeting will be scheduled after the production to ensure that both GMG and the Client could discuss the result of the event. GMG will also provide an evaluation form for the client to assess the relationship between the client and the GMG members of the production.
- The requesting group can only make last minute changes and/or requests at least three (3) days before the date of performance.
- In case(s) where there are changes (i.e. time and venue), postponement or cancellation, the VP-Externals or VP-Internals should be informed with a written letter at least three (3) days before the event. If this is not complied with, GMG has the option to automatically dismiss the request. In cases where the new time is in conflict with a previously service request, the initial commitment will be given priority.
- In case(s) of special request(s) which comply with the time requirement, GMG still has the option not to grant these requests.
- In cases of fortuitous event (e.g. typhoon or earthquake), kindly inform the VP-Externals or VP-Internals as soon as possible, together with a letter of intent to re-schedule a request. In cases where the new time is in conflict with a previously granted service request, the initial commitment will be given priority.
- Reservations of the necessary production equipment/props should be care of the requesting parties' supplier (i.e. venue for pictorials, lights, projector, laptop, computer, wide screen, VCR, and the like.)
- The requesting group will pay for all costs incurred in making the set design, props, and AVP. Work will not begin unless the materials/cash needed to render the services requested have not been provided by the client.
- Client should provide FOOD (preferably meal), TRANSPORTATION, and all necessary materials (e.g. Mini DVs, DVDs, CDs, etc.). He/She should also pay for the editing fees and voice talent fees provided by a professional editing house and talent. Client should communicate the preferred format of the final material. GMG reserves the right to hold on to raw footage of a video.
- A ban on all activities request(s) shall take effect a week before and during the final examination week.
- GMG Logo placements, GMG mentions and/or GMG AVP presentation during the requesting party's event will be required as proper recognition of GMG's efforts. This will vary depending on the agreement of the GMG representative and the client.
- For additional requests, the client should file another request form separate from the previous request form. All requests should be filed through the PMRS-1 and undergo the requesting process.
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