Venue Holds & Challenges Policy

Holds & Challenges – Quick Guide

What’s a hold?

A hold is a way to save your spot while you decide. It shows interest in a date, but it’s not a confirmed booking. Nothing is final until a contract is signed and your deposit is paid.

How holds work

  • We allow up to 4 holds per date, in order of request.

  • Holds expire after 14 days unless you confirm or request an extension.

  • You can place up to 4 single dates or 4 date ranges on hold per event.

  • Please designate one primary contact person for all communications about your booking. This ensures nothing gets lost or delayed.

Confirming your hold

If you’re the First Hold and ready to book:

  1. Let us know.

  2. We’ll send you a contract and invoice for a 50% non-refundable deposit (plus GST).

  3. Once signed and paid, your booking is locked in and all other holds are released.

What if you’re not first in line? (Challenging)

If you’re behind someone else:

  • You can challenge by submitting a pre-signed contract.

  • The person ahead of you then has 2 business days to confirm or release the date.

  • If they release, you move up in line.

  • If no one’s ahead of you, your booking is confirmed once we countersign and your deposit is paid.

What if someone challenges my hold?

⚠️ If someone challenges your hold, you’ll have 2 business days to respond. Timely communication is essential — if we don’t hear back within that window, your hold will be released to the challenger.

Important to Know

  • A hold = interest only. A confirmed booking requires both a signed contract and deposit.

  • The POLARIS Theatre reserves the right to decline hold extensions in order to move its own internal bookings into First Hold position.

  • To keep everything smooth, all correspondence must go through your designated contact person.