कार्यालय ज्ञापन

                                                                                                           Office Memorandum 

Reg: Charges for usage of spaces & facilities under Dean Students Section.

On approval of the Competent Authority, the following charges have been decided for the usage of spaces and facilities managed by the Dean Students Section. These charges are subject to specific terms and conditions as detailed below:

1. Open Areas:

      2.   Messes:-

Note: -

• Mess space is only available for booking during vacation period i.e at the time of semester break or mid sem break as specified by the Dean (Students) office.

• Separate mess facility is available on the basis of vegetarian and non- vegetarian food preferences.

• All Messes have a dining capacity of 150-250 persons at a time.

3. Career & Placement Cell:    

The above facilities are available with the Dean Students’ Office to arrange conferences/ seminars/ talks/workshops/academic/scientific events/cultural events/get-togethers/ or any other similar occasions in the campus and may be booked under the following terms and conditions:

General Terms and Conditions:-

Bookings:

1. All bookings are to be made up by only a written request via email to deanstudentsoffice@iitmandi.ac.in , enclosing the details of the events including the target audience.

2. Tentative bookings are subject to approval and are subject to availability of designated area for date & time requested. Upon approval, an intimation will be issued from the Dean (Students) office, and the necessary advance must be paid as per the intimation, failing which the booking will be canceled.

3. Official institute events have the highest priority (bookings should be made at least one month in advance), followed by faculty or student gymkhana events (bookings should be made at least two months in advance), and external users (bookings should be made at least three months in advance). Bookings outside these windows are subject to availability and will be confirmed on the first come, first served basis, subject to satisfying other conditions.

4. The Dean (Students) office reserves the rights to cancel the booking / event, under exigencies, at any time without assigning any reasons.

5. The closure of the event is also subject to intimation in writing with the Dean (Students) office.

Rentals, Payment & Cancellation:

1. The rental rates displayed at the time of booking will remain valid unless revised before the event. 

2. Booking will be confirmed once payment is received and the terms and conditions are accepted.

3. All payments are to be made online to the following bank account :

4. The designated areas shall be made available between 8:00 AM to 7:00 PM on event days and 9:00 AM to 5: 30 PM on preparatory days. For the event of external users, if the event extends beyond 7:00 PM, then additional charges at the rate of 25% of regular hall charges will be made for use between 7:00 PM and 9:00 PM and at the rate of  50% of regular hall charges beyond 9:00 PM. Prior intimation is necessary for such usage after 7:00 PM. Events of the internal users may be exempted from these overshoot charges.

5. In case of any damage caused to the IIT Mandi property during the conduct of the event the same must be replaced/ rearranged at the organizer’s cost.

6. All cancellations including postponement are to be communicated to the Dean (Students) office, in writing under acknowledgement, during the working hours of the office. Cancellation over the telephone or oral instructions shall not be accepted.

7. Preponement or postponement of an event would be considered only if the REQUIRED FACILITY is free on the required date. However, one preponement or postponement is permitted without charges, if the communication is received well in advance.

Services:

1. Any agency required for special services related to the event will have to be engaged by the organizer.

2. The Institute will provide only the standard toiletries i.e. tissue for western style toilets, liquid washing soap and urinal cakes. It shall be the choice of the organizers to use exotic variety of toiletries and they shall make their own arrangements for the procurement and disposal of the same. Flushing of items such as plastic cups, spoons, sanitary napkins is strictly prohibited.

3. No music/loud sound will be played before 6:00 pm and music will be turned off before (09:00 pm), however the event can continue up to 10:00 pm. 

4. Event organizers will maintain the high court sound limit direction of maintaining sound level less than 75 dB.

5. Event organizers must not use a speaker having capacity or any other speaker more than 2,000 W. 

6. Labour support for shifting the belongings connected with the event inside or outside the complex will be the responsibility of the organizer.

Food:

1. The entire campus is a No Smoking Zone.

2. Serving/Consumption/possession of any kind of alcoholic beverages, narcotic substances and smoking is strictly prohibited in the campus. If any kind of illegal activity is detected; the Dean (Students) office may report this to internal security/police and be followed by a penalty to the organizers.

3. No catering facilities are available, however, the organizer may take help of catering facilities available with the Institute. The organizer will have to make arrangements on its own.

4. Food leftovers, disposable plates, spoons, glasses etc., are to be packed in the garbage bags and carried back. Washing of utensils, throwing of food remains and disposables are strictly prohibited.

5. Use of LPG stove, tea/coffee – vending machines, furnace for tandoor and electric stoves/ ovens is strictly prohibited.

6. The food serving tables/chairs/tents are to be removed soon after the event and the venue to be cleared/washed to remove any stains, oil spills etc.

7. It is the responsibility of the caterer/event manager to coordinate with the organizer/ secretary of the event to ensure that the premises be kept clean throughout the event days by deploying a sufficient number of house-keeping staff.

General Rules and Regulations:

1. The booking is purely provisional and subject to the availability and can be canceled at any time due to the circumstances that the authorities’ deems fit.

2. Every Organizer must ensure that there is no clash with the event timing and Mess timing.

3. Any scuffle with any staff member over any issue may result in a penalty.

4. Fireworks of any kind are strictly prohibited on campus.

5. IIT Mandi assumes no responsibility for theft/loss /damage or lapse of services will be entertained at any stage by the institute.

6. No items or belongings to the designated areas to be moved or carried out from any purpose.

7. The organizers shall inform the Dean (students) office about the visit of VIPs to the event in advance.

8. Contact details of IIT Mandi staff should not be published.

9. The venue must be returned in a clean condition.

10. Only ready-to-install stalls/banners/backdrops are permitted; no carpentry or welding on-site.

11. It is mandatory on part of the organizers to inform the security officer/Deputy Security Officer and  Dean (students)  office and provide the details concerning the event and other information as may be deemed necessary from the security point of view at least 1-2 weeks before the event.

12. Violation of any of the above mentioned rules shall attract a penalty of Rs. 10,000/- per violation, per day and any other penal action as decided by the competent authority.

13. Any exception to the above stated policy norms requires approval from the Dean (Students).

This comes into force with immediate effect.