कार्यालय ज्ञापन

                                                                                     Office Memorandum

Subject: Charges for the newly constructed facilities at CCE office.

Competent Authority has approved the following usage charges and policy for two newly constructed facilities in CCE office, north campus, namely 76 seater Mini Auditorium and 40 seater conference room.

Usage Charges:

 Enclosed: General Terms and Conditions

General Terms and Conditions

Bookings

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

2. Following receipt of written communication, the tentative booking is subject to other conditions. On approval of the request, an intimation will be issued from CCE office.

3. The official events of the institute will be accorded highest priority (for which bookings should be made at least one month in advance), followed by the events conducted by the institute faculty members or student gymkhana (for which bookings should be made at least two months in advance), which are followed by the events of external users (for which the 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 CCE office reserves the rights to cancel the booking / event, under exigencies, at any time without assigning any reasons.

5. All legal disputes are subject to the jurisdiction of Mandi Court only.

Rentals, Payment & Cancellation

1. Rentals indicated at the time of booking will hold good if there is no revision, but the ruling rentals will apply during event dates.

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

     A/C Name   :   CCE, IIT Mandi

     Account No. :   7315000100034369

     IFSC Code   :   PUNB0731500

     Bank        :   PUNJAB NATIONAL BANK

     Branch      :   IIT Mandi Branch

1. The complex 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 25% of regular hall charges will be made for use between 7:00 PM and 9:00 PM and at 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.

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

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

4. Preponement or postponement of an event would be considered only if the REQUIRED FACILITY is free on the required date and on an additional payment of 10% of the charges fixed for the required facility. However, one preponement or postponement is permitted without charges, if the communication is received 10 days in advance.

5. If the cancellation is made one month or earlier from the event date, then 25% of payment will be charged. In case, the cancellation is made two weeks before the event, then 50% of payment will be charged. If the cancellation is made less than two weeks before the event, 80% of the payment will be charged.

Services

1. The air condition plants will be operated only on event days and about an hour before the commencement of the event.

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

3. 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.

4. Only the sounds and lighting system provided in the complex shall be used for event and usage of additional audio systems, PA system, Hi-Fi speakers, Lights, LED Screen, etc. will not be allowed.

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

Food

1. Serving/consumption of alcoholic beverages and smoking is strictly prohibited in the campus.

2. 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 at its end only.

3. 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.

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

5. 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.

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

General

1. Fireworks of any kind are not permitted in any part of the campus.

2. IIT Mandi assumes no responsibility for theft/loss of personal belongings.

3. The organizers shall inform the CCE office about the visit of VIPs to the event in advance giving the details of the event and the list of VIPs.

4. Our telephone number, email id, names of our staff shall not be published either in print or in web-page as contact for providing details of your event.

5. Venue must be handed over in the condition in which it was occupied i.e. clean condition.

6. Only ready-to-install stalls/banners/backdrops are permitted. Carpentry and welding work in the premises are strictly prohibited. Banners/ branding of the event must be done strictly at designated place only. Arches, buntings, and cutouts having event related details can be fixed outside at any part of the area allotted for the event.

7. It is mandatory on part of the organizers to meet the security officer, CCE office and provide the details concerning the number of delegates, foreign delegates’ participation and other information as may be deemed necessary from the security point of view at least 2 weeks before the event.

8. Violation of any of the above mentioned rules may incur a penalty of Rs. 5,000/- per violation, per day.

9. Any exception to the above stated policy norms requires approval from Head CCE.