Welcome to Jawaharlal Nehru University

Guidelines for Reservation of JNU Convention Centre

 

Application and Allotment

  1. The Convention Centre will be booked for academic talk, Seminar, conference, slide and film show, lecture, demonstrations, workshops, etc.
  2. The Convention Centre will primarily be used for the academic activities of the university. In case of other academic institute, PSU’s/Autonomous bodies/NGO, Department of Central/State government application in the prescribed format may be submitted through the concerned head of the organization.
  3. The Convention Centre cannot be made available to any political/religious organization. The JNU Student/Staff/Officers/Teachers association may use it for organizing lectures etc. as stated above.
  4. Convention Centre should be provided to Jawaharlal Nehru University on first priority, PSU’s/Autonomous bodies, academic institute etc. will have second priority for allotment. Provided such requests are made atleast one month in advance.
  5. Green area near the Convention Centre will not be booked/used.
  6. Reservation will be confirmed on receipt of communication (letter/faxes, email) and on advance payment of prescribed rent. Tentative booking are treated as cancelled if not confirmed within a week’s time.
  7. The organizer will collect confirmation letter of booking of Convention Centre after submitting usual rent atleast 15 days before the programme from the concerned office. The applicable charges can be paid in favour of the ‘Finance Officer’, JNU New Delhi’ either by draft or by cash, depositing with the Cash Branch (room no. 242, Administration Building) of the University. The tariff are as follows:-
Sr. No. Type of Hall Seating capacity
Facility
Booking Charges for 8 hours (Outside Agencies) Booking charges for 8 hours (JNU with outside funding or Collaboration) Booking charges for 8 hours (Professional bodies)
1 Auditorium-1
372
Centrally air-conditioned with audio-visual equipments and stage lighting
Rs.30,000/-
Rs. 10,000/-
Rs. 50,000/-
2 Auditorium-II
322
Centrally air-conditioned with audio-visual equipments
Rs. 25,000/-
Rs. 8,500/-
Rs. 45,000/-
3 Committee Hall
100
Centrally air-conditioned with audio-visual equipments and video-conferencing facility
Rs. 8,500/-
Rs. 4,250/-
Rs. 10,000/-
4 Lecture Hall-1
117
Centrally air-conditioned with audio-visual equipments
Rs. 6,500/-
Rs. 3,250/-
Rs. 8,500/-
5 Lecture Hall-2
117
Centrally air-conditioned with audio-visual equipments
Rs. 6,500/-
Rs. 3,250/-
Rs. 8,500/-
6 Lecture Hall-3
117
Centrally air-conditioned with audio-visual equipments
6,500/-
3,250/-
8,500/-
7 Training Room
21
Air-conditioned with 21 chairs and 21 desks alongwith a Podium
5,000/-
3,000/-
8,000/-
8 Committee Room
30
Air-conditioned with 30 Executive chairs and 01 long conference table
5,000/-
3,000/-
8,000/-

- Please note that the Service Tax @ 12.36% will be extra on above rates.
- No amount shall be charged from the Seminars /Conferences/ Workshops/ Symposiums etc. funded by JNU only, subject to submitting of a copy of the approval by the University..

- A Security deposit of Rs. 10,000/- is also to be deposited, which will be refunded within 7 days after the programme.
- A discount of 10% over the total charges could be considered to be given to a party booking the whole centre.

For Sr No. 7 & 8 (Training & Committee Room)
• A Security Deposit of Rs.5,000/- is also to be deposited, which will be refunded by Cash Branch after receiving the Okay report from the Caretaker (Building) regarding any damages etc; if any.
• In case of Bulk bookings for one week and more, the Security Deposit will be Rs.1,000/- per day.

Postponement and Cancellation

  1. 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 should be forfeited.
  2. 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.
  3. Cancellation charges will not be levied when a programme is shifted from a smaller hall to a bigger hall, subject to availability on the same date. Payment of difference of rent and fresh NOC would be required. If the shifting is from a bigger hall to a smaller one, no refund is admissible.
  4. Organizers should give intimation regarding cancellation of booking in writing to the concerned office.

 

Refunds

  1. Refund of security deposit is allowed on the basis of cancellation of allotment letter issued by the concern office.
  2. Refund of Security deposit after adjustment of damage and charges for overstay if any, is allowed on receipt of request from the party with original receipt of the deposit and re-receipt for the amount.
  3. In case requisite charges against booking has been deposited but other documents are incomplete up to one week before the proposed date of function and the event is ultimately cancelled, cancellation charges as mentioned in clause 2 (a) will be levied.

 

Overstay and Damages

  1. 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 to make such loss by making cash payment from the Security deposit as may be decided by the Advisory Committee. Damage exceeding the amount of Security deposit will be similarly recovered in which case the decision of Advisory Committee will be final.
  2. Pasting of posters, hammering nails or fixing any decorative material inside the auditorium is strictly prohibited. Banners should carefully be hung outside without damage to the walls and should immediately be removed after the program. Streamers, flowers, etc., are permissible in the foyer but not inside the auditorium itself. 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.
  3. Foyer may be divided into various sections if there is more than one booking on the same time.
  4. In the event of overstay the allottee will be charged damages (25% of rent deposited by them upto 1:30 hours) or as may be decided by Advisory Committee from time to time. This amount is fixed by the Advisory Committee considering the running cost of electricity, air-conditioning plant etc.
  5. 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.

 

Catering

  1. 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.
  2. Children’s parties/play equipments or rides are not permitted in the catering venues.
  3. Presently catering services could be from any agency. The University is preparing panel of caterers.
  4. Catering services can be hired by any agency by the organizer. 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

 

General

  1. Reservation of Convention Centre shall not confer on the allottees any right of tenancy of the premises and the university shall have the right to cancel the reservation at any time without any notice assigning any reason.
  2. In case of any mechanical failure, organiser should co-operate with the University authorities and adhere to their instructions efforts will be taken to relocate the Venue, subject to security norms and availability.
  3. For any mishappening/incident that may take place during the program, the responsibility will be that of the organizer.
  4. Booking parties are requested to take care of conference material/technical equipment/personal belongings, as the Centre is not responsible for their safety.
  5. Registration table for registration of delegates for the multipurpose hall and Seminar rooms is permitted in the prefunction areas.
  6. 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 Centre will not be liable for any loss suffered by the booking party.
  7. 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.
  8. The Vice-Chancellor may grant exemption from the operation of any of the rules in exceptional cases on merit.

 

Do’s and Don’ts

  1. Booking parties are requested to avoid making noise outside the meeting venues.
  2. The organizers have to sign the occupation and vacation reports available with the caretaker, while taking over and handing over the venue.
  3. The furniture inside the Convention Centre should not be shifted to any other place.
  4. Do not over-crowd the venue/halls with more than the prescribed number of invitees.
  5. Mobile phones should be switched off or kept on silent mode before entering any of the meeting venues.
  6. Booking parties are requested to make sure that the participants/delegates are confined to the venues booked for them for meeting/catering arrangements.
  7. Designated spaces have been marked out for floral rangoli and other decoration. Only floral decorations are allowed. Minimal decorations are permitted outside the Auditorium and Hall.
  8. Do not speak loudly on cell phone in the corridors of the Convention Centre.
  9. Smoking is strictly prohibited.
  10. Shouting slogans in the premises of the Centre is not permitted.
  11. Booking parties are requested to strictly adhere to the time slot for which bookings have been made; and vacate the venues on time.
  12. Booking parties must ensure that banners/backdrops are removed immediately after the meetings conclude and not leave it behind at the Centre.

The above guidelines for reservation of JNU Convention Centre has the approval of the competent authority.

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