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Booking

Booking_Form Guidelines_for_Reservation_of_JNU_Convention_Centre 1._Application_and_Allotment a._The_Convention_Centre_shall_be_booked_for_academic_talks,_seminars,_conferences,_slide_and_film_shows,_lecture-demonstrations_and_workshops,_etc. b._The_Convention_Centre_shall_primarily_be_used_for_the_academic_activities_of_the_University._Other_academic_institutes,_PSU's/Autonomous_bodies/registered_NGOs,_Departments_of_Central/State_governments_need_to_apply_in_the_prescribed_format_through_the_concerned_head_of_organizations. c._The_Convention_Centre_cannot_be_made_available_to_any_political/religious_organization. d._The_JNU_Students/Staff/Officers/Teachers_associations_may_use_it_for_organizing_lectures_etc._for_primarily_for_academic_purposes. e._Convention_Centre_will_be_provided_for_the_University_activities_will_be_given_first_priority._PSUs/Autonomous_bodies,_other_academic_institutes_etc._will_be_given_second_priority_for_allotment,_provided_that_their_requests_are_made_at_least_one_month_in_advance. f._Green_area_near_the_Convention_Centre_shall_not_be_booked/used_for_lecture/function. g._Reservation_of_Convention_Centre_shall_be_confirmed_on_receipt_of_communication_(letter/faxes,_email)_and_on_advance_payment_of_prescribed_rent._Tentative_bookings_will_be_treated_as_cancelled,_if_not_confirmed_within_a_week's_time. h._Reservation_of_Convention_Centre_shall_not_confer_any_right_of_tenancy_of_the_premises_and_the_University_shall_have_the_right_to_cancel_the_reservation_at_any_time_without_advance_notice_and_without_assigning_any_reason. i._The_application/proposals_sent_by_the_JNUSU_for_Academic_and_Cultural_programmes_may_be_routed_as_under._       (i)_For_Academic_purposes:_Dean_(IHA).      (ii)_For_Cultural_program:_Coordinator_(cultural)_and_Dean_(IHA). Such_applications_must_be_submitted_at_least_15_days_in_advance_with_administrative_approval_by_(Competent_Authority)_and_clearance_should_be_collected_from_the_concerned_office,_7_days_before_the_commencement_of_the_programme. j._All_applications_should_be_routed_through_proper_channel_as_per_the_University’s_system._Applicants_need_not_carry_the_form_in_person_for_approval_of_the_concerned_office. k._The_organizer_(s)_of_the_event_must_make_the_payment_of_applicable_rent_in_advance._The_applicable_charges_can_be_paid_in_favour_of_the_'Finance_Officer',_JNU,_New_Delhi,_either_by_cheque/draft/cash_or_by_online,_depositing_with_the_Cash_Branch_(room_no._242,_Administration_Building)_of_the_University. l._Whenever_the_event_is_organized_on_Saturday/Sunday_or_Public_Holiday,_the_program_organizers_are_advised_to_deposit_basic_charges_for_supporting_staffs_in_Maintenance_Account_of_JNU_as_per_the_existing_rates.      *_Dos/Rector_may_seek_the_final_approval_from_the_Vice_Chancellor_in_special_cases.     _*_CSO_should_be_provided_with_the_copy_of_the_approval_letter_with_necessary_instructions. -_Please_note_that_the_Good_Service_Tax_@_18%_(GST)_(CGST@9%_+_SGST@9%)_will_be_extra.  

2._Security_Deposit -_A_Security_deposit_of_Rs._15,000/-_is_required_to_be_deposited,_which_will_be_refunded_after_the_conduct_of_the_programme.   

3._Postponement_and_Cancellation a._Notice_for_postponement/cancellation_of_a_function_should_reach_the_concerned_office_atleast_seven_days_prior_to_the_date_of_function_(excluding_the_date_of_function)_failing_which_10%_of_the_rent_deposited_will_be_forfeited. b._If_the_organizers_are_advised_to_postpone_or_cancel_a_function_in_stipulated_time_period,_full_amount_of_the_rent_will_be_refunded_or_adjusted_against_future_booking. c._Cancellation_charges_will_not_be_levied_when_a_programme_is_shifted_from_a_smaller_hall_to_a_larger_hall,_subject_to_its_availability_on_the_same_date._Payment_of_difference_of_rent_and_fresh_NOC_would_be_required._If_the_shifting_is_from_a_larger_hall_to_a_smaller_one,_no_refund_is_admissible. d._Regarding_cancellation_of_booking,_the_organizer_should_inform_the_concerned_office_in_writing.  

4._Refunds a._Refund_of_security_deposit_is_allowed_on_the_basis_of_cancellation_of_allotment_letter_issued_by_the_concern_office. b._Refund_of_Security_deposit_after_adjustment_of_damage_and_charges_for_overstay_if_any,_will_be_allowed_on_receipt_of_request_from_the_organizer_with_original_receipt_of_the_deposit_and_re-receipt_for_the_amount. c._In_case_requisite_charges_against_booking_has_been_deposited_but_other_requested_documents_are_not_completed_up_to_one_week_before_the_proposed_date_of_function_and_the_event_is_ultimately_cancelled,_the_cancellation_charges_as_mentioned_in_clause_3_(a)_will_be_levied.  

5._Overstay_and_Damages a._The_damage,_if_any,_made_to_the_Convention_Centre_fittings,_fixtures,_etc.,_during_the_course_of_use,_the_organizer/recommending_authority_from_the_School/Centre_will_be_responsible_for_make_up_of_such_losses_by_making_cash_payment_or_from_the_Security_deposit_as_may_be_decided_by_the_Advisory_Committee._Damage_exceeding_the_amount_of_Security_deposit_will_be_similarly_recovered._The_decision_of_Advisory_Committee_will_be_final. b._Pasting_of_posters,_hammering_nails_or_fixing_any_decorative_material_inside_the_auditorium_is_strictly_prohibited._Banners_should_carefully_be_hanged_outside_the_premises_without_causing_damage_to_the_walls_and_should_be_removed_after_the_program._Streamers,_flowers,_etc.,_are_permissible_in_the_foyer_but_not_inside_the_auditorium_itself. c._The_auditorium_and_foyer_must_properly_be_cleaned_up_after_use._If_excessive_litter_is_kept_lying_around,_cleaning_charge,_payable_to_a_Safai-Karamchari,_will_be_deducted_from_the_security_deposit. d._Foyer_may_be_divided_into_various_sections_if_there_is_more_than_one_booking_on_the_same_time. e._In_the_event_of_overstay_the_allottee_will_be_charged_damages_(25%_of_rent_deposited_by_them_upto_1:30_hours)_or_as_decided_by_Advisory_Committee._This_amount_will_be_fixed_by_the_Advisory_Committee_considering_the_running_cost_of_electricity,_air-conditioning_plant_etc. f._Damages_to_the_furniture_and_fittings_or_losses_of_any_kind_caused_during_the_use_of_Convention_Centre_are_to_be_made_good_by_the_allottees._The_staff_attached_to_the_building_will_determine_the_amount_payable_on_this_account_and_their_decision_will_be_final_and_binding_on_the_allottees.  

6._Catering a._Dinner,_lunch_or_any_other_refreshment_like,_snacks,_water_bottles,_tea,_coffee,_soft_drink,_etc.,_are_not_allowed_inside_the_auditorium/committee/Lecture_Hall._Smoking_is_strictly_prohibited_inside_the_Convention_Centre. b._Children's_parties/play_equipments_or_rides_are_not_permitted_in_the_catering_venues. c._Presently,_the_catering_services_could_be_obtained_from_any_agency. d._The_organizer_can_hire_any_agency._It_will_be_the_responsibility_of_the_organizer_to_keep_the_premises_clean_after_the_event_is_over._The_caterers_catering_within_the_complex_stands_debarred_from_catering_for_the_Convention_Centre_in_case_of_:- -_Littering -_Making_the_premises_unhygienic -_For_any_kind_of_damages -_Complaints_of_any_other_nature  

7._General a._In_case_of_any_mechanical_failure,_organizer_should_co-operate_with_the_University_authorities_and_adhere_to_their_instructions._All_efforts_will_be_taken_to_relocate_the_Venue,_subject_to_security_norms_and_availability. b._The_organizer_will_be_responsible_for_any_mishappening/incident_that_might_take_place_during_the_conduct_of_the_programme. c._Organizers_are_required_to_take_care_of_conference_material/technical_equipment/personal_belongings,_as_the_Centre_is_not_responsible_for_their_safety. d._Registration_table_for_registration_of_delegates_for_the_multipurpose_hall_and_Seminar_rooms_is_permitted_in_the_predefined_areas. e._If_a_party_is_unable_to_use_the_booking_venues_due_to_failure_of_electricity_or_on_account_of_riot,_fire,_earthquake_or_an_act_of_war,_etc._the_University_will_not_be_held_liable_for_any_loss_suffered_by_the_booking_party. f._In_view_of_the_prevailing_security_environment,_organizers_of_the_programme_are_to_nominate_designated_representatives_for_indentifying_delegates_and_guests_to_ensure_that_only_invited_persons_are_allowed_to_attend_the_programme. g._In_exceptional_case_the_Vice-Chancellor_may_grant_exemption_from_the_operation_of_any_of_the_rules_on_merit

 

 

8._Do’s_and_Don’ts a._Organizers_must_not_make_noise_outside_the_meeting_venues. b._The_organizers_have_to_sign_the_occupation_and_vacation_reports_available_with_the_caretaker,_while_taking_over_and_handing_over_the_venue. c._The_furniture_inside_the_Convention_Centre_should_not_be_shifted_to_any_other_place. d._Do_not_over-crowd_the_venue/halls_with_more_than_the_prescribed_number_of_invitees. e._Mobile_phones_should_be_switched_off_or_kept_on_silent_mode_before_entering_any_of_the_meeting_venues. f._Organizers_are_required_to_make_sure_that_the_participants/delegates_are_confined_to_the_venues_booked_for_them_for_meeting/catering_arrangements/lecture. g._Only_one_banner/_backdrop_is_allowed_inside_the_hall. h._No_decoration,_posters_or_notices_are_allowed_inside_the_hall. i._Designated_spaces_have_been_marked_for_floral_rangoli_and_other_decoration._Only_floral_decorations_are_allowed._Minimal_decorations_are_permitted_outside_the_Auditorium_and_Hall. j._Do_not_speak_loudly_on_cell_phone_in_the_corridors_of_the_Convention_Centre. k._Smoking_is_strictly_prohibited. l._Shouting_slogans_in_the_premises_of_the_venue_is_not_permitted. m._Organizers_have_to_strictly_adhere_to_the_time_slot_for_which_bookings_have_been_made;_and_vacate_the_venues_on_time. n._Organizers_must_ensure_that_banners/backdrops_are_removed_immediately_after_the_conduct_of_programme.
----This_has_the_approval_of_the_Competent_Authority.