Services >Conference Facilities
Guidelines for Booking of IIC Venues
The guidelines relate to the bookings and the cancellation for
the
Auditorium, Conference Rooms, Committee Rooms, Private Dinning
Hall and Lawns.
CAPACITY
Venues Capacity
IIC Main Building
The Auditorium 234
Conference Room - I (1st Floor) 50 around the table and 30 extra
Conference Room - II (2nd Floor) 36 around the table and 30 extra
Private Dinning Hall 25 persons for meetings &
45 persons for lunches / dinners
Terrace Pergola 25 persons for meetings
60 persons for lunches / dinners
Fountain Lawn 350 persons for lunches/ dinners
IIC Annexe
Conference Room - III 55 persons + 6 on the dais
Lecture Hall 80 persons + 20 extra chairs
Committee Room - III 16 persons for meetings & 25 persons for lunches / dinners
Lounge Terrace (Annexe) 60 persons for dinners only
Committee Room - IV 10 persons for meeting
15 persons for lunches/dinners
Lawn (Annexe) 175 persons
Fire Safety Regulations: The IIC is legally responsible for enforcing the fire safety regulations in the venues within the Centre. Parties availing the Centre’s facilities must not exceed the seating capacity of these venues.
II. MEETINGS & CONFERENCES
Use of IIC facilities is permitted to Members with the following
guidelines:
- Reservations will be confirmed on receipt of letters/faxes and on advance payment of 100% for Conference Rooms. Tentative bookings are treated as cancelled if not confirmed within a week’s time.
- Tape Recording: Booking parties availing tape recording facilities are requested to bring their own cassettes. For those availing tape/video recording & connecting an outside sound jack directly to the sound system in the meeting venues is not allowed.
- Meetings / Press Conferences of political and religious nature are not permitted.
- Booking of IIC facilities for Training Programme, Press Conference, Annual General Meeting and Interview require prior approval of the Director / Secretary.
- Maximum size of a banners/backdrops permitted in the Conference Rooms are 9’x 4’ and for the Auditorium 16’x 8’ and may be displayed inside the meeting places and 6’x 2’ outside the lobby. Banner size for the registration table is 5x2½ feet and the colour permitted for all these banners/backdrops is ‘Blue and White’. Decorations, posters etc. are not permitted elsewhere within the premises of the Centre. Banners/Backdrops should be on self stands only.
- The registration table for the registration of delegates for the Auditorium and Conference Room - I is permitted outside the lobby area only.
- For dance and music programmes, performance licence has to be obtained from the Additional Commissioner of Police: licencing: Delhi, P.S. Defence Colony, New Delhi.
- If there is any film/video screening as part of a programme, it is to be ensured that the film is censored (or that it has an exemption from censorship certificate issued by the Ministry of Information & Broadcasting, Govt. of India) and a temporary screening license is obtained from the Commissioner, Dept. of Entertainment Tax, Govt of Delhi.
- Sponsors of the programme will be responsible for making good any damage caused to the Centre’s building, furniture, equipment by their agents, performers or members of the audience.
- 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, the Centre will not be liable for any loss suffered by the booking party.
- Booking parties are requested to take care of conference material/technical equipment/personal belongings, as the Centre is not responsible for their safety.
- Conference facilities can be used between 9.00 am to 9.00 pm only.
Do’s and Don’ts
- Booking parties are requested to avoid making noise outside the meeting venues.
- Mobile phones should be switched off or kept on a silent mode before entering any of the meeting venues.
- Collection of donations, registration fee, sales promotion advertisements or any commercial transactions are not permitted within the premises of the Centre.
- Display of goods/products are not permitted inside or outside the Auditorium or Conference Rooms.
- Booking Parties are requested to make sure that the participants/delegates are confined to the venues booked for them for meeting/catering arrangements.
- Wood paneling outside the Auditorium and inside Conference Room III and Lecturer Hall are not to be used for displaying posters, banners or any other material. Nails, double sided or scotch tapes are not allowed to be used on the Auditorium and Conference Room walls.
- Members & their guests are advised not to speak loudly on cellphone in corridors of the Hostel, Annexe and the Administration block as those in rooms get disturbed.
- Programmes involving children below 18 yrs. of age are not permitted in the Auditorium and Conference Room-I.
- Children below 8 yrs. of age are not allowed in the Auditorium.
- Smoking is prohibited inside the meeting venues.
Television Crew and Press Photographers
The booking party is requested to permit only TV crews and photographers who have been invited by them or have received their prior consent to record proceedings of their programmes.
TV crews and photographers are requested to position themselves only in the spaces designated for them and not to crowd the aisles of the Auditorium, Conference Rooms.
Catering
- Reservation of catering requirements will be confirmed on the receipt of letter/faxes and advance payment of 90% on the number of persons guaranteed.
- A single party booking in the Lawn should not exceed beyond 350 persons.
- Outside catering or food and beverage items brought from outside are not permitted.
- Eatables, cold drink shall not be brought into any meeting venues.
- The P.A system used in the Open Air Venues / Lawns should in no case interfere or cause disturbance to the users of other Venues.
- Live band, marriage ceremony or any rituals (involving pandit, pheras, havan etc.) are not permitted.
- Children’s parties / play equipments or rides are not permitted.
- For serving liquor at any function/ party the IIC shall on behalf of the Member concerned, obtain a bar license L-20 from the Excise Department (the license fee is Rs 3,000/- + Rs 200/- extra for conveyance charges).
- Timings for service are
Seminar Teas : 9 : 00 am - 11 : 45 am : 3 : 30 pm - 6 : 30 pm
Tea Receptions : 5 : 30 pm - 8 : 00 pm
Cocktail Snacks : 7 : 00 pm - 9 : 00 pm
Lunches : 12 : 30 pm - 3 : 00 pm
Dinners : 7 : 30 pm - 11 : 00 pm
Bar Services will close at 10:30 pm and Dinner services at 11:00 pm. - Intimation of catering arrangements/alterations/amendments should be given at least 48 hrs. in advance.
- A provision is kept for serving an additional 10% on the minimum guaranteed figure. The Centre will not take the responsibility of catering to more than 10% increase on the number of persons confirmed/guaranteed at the time of booking.
- Whenever the Private Dining Hall is booked for lunch/dinner
(without meetings) the existing tariff of Rs. 2226/- will be waived
off in case the number of persons guaranteed for lunch/dinner is 40
or more.
Cancellation
For cancellation of catering bookings :
A minimum of 48 hrs. advance notice is required for full refund of
advance payment for the catering arrangement.
For cancellation of conference and catering venues :
More than 20 days advance notice 20% of the rental amount is
retained by the Centre.
Between 15-20 days advance notice, 50% of the rental amount is
retained by the Centre.
No rental amount is refunded if less than 15 days notice for
cancellation is given.
In case the conference / catering venue is booked at a short notice
of less than 15 days and cancelled thereafter, 50% of the rental
amount will be retained by the Centre.
Postponement of booking will be treated as cancellation and are
subject to these terms and conditions.
|
Full Day (8 Hrs) |
Half Day (4 Hrs) | |
| Venue | (Rs) | (Rs) |
| Auditorium Capacity : 231 Persons | 9345 | 6008 |
|
Special Rate for Classical Dance performance (which includes provision of 8 spot lights) |
5563 | |
| Conference Room I Capacity : 80 Persons | 5006 | 4228 |
| Conference Room II Capacity : 60 Persons | 5006 | 4228 |
| Conference Room III (Annexe) Capacity:60 Persons | 5006 | 4228 |
| Lecture Hall (Annexe) Capacity : 100 Persons | 5006 | 4228 |
| Art Gallery (Individual Artists) | 1335 | X |
| Art Gallery (Group Shows) | 1781 | X |
|
Venue |
Upto 8 Hours |
Upto 4 Hours |
| Committee Room III (Annexe) | 2782 | 2504 |
| Committee Room IV (Annexe) | 2782 | 2504 |
| Private Dining Hall | 2782 | 2226 |
| Terrace Per Gola | 2782 | 2504 |
|
For One Event (4 Hrs.) |
||
| Venue | ||
| Fountain Lawn / Rose Garden | 2809 | |
| Main Verandah Lawn | 1911 | |
| Fellow Flat Lawn | 1911 | |
| Lawn (Annexe) | 2472 | |
| Lounge Terrace (Annexe) | 2248 | |
|
Additional charges
per hour |
||
| Venue | ||
| Auditorium | 618 | |
| Conference Rooms | 495 | |
| Committee Room/Private Dining Hall /Terrace Pergola | 350 | |
|
Additional Facilities |
||
| Tape Recording | 500 | |
| Slide Projector | 500 | |
| Overhead Projector | 500 | |
| DVD & CTV | 700 | |
| L.C.D. Projector (for 6 hrs.) | 3000 | |
| Mobile P.A. System | 1150 | |
| Cordless Collar Mike | 660 | |
| Cordless Hand Mike | 660 | |
| 2 Mike System | 660 | |
| Spot Lights for Auditorium | 1150 | |
| For Internet Facilities (8 Hours) | 500 | |
|
The above facilities are inclusive of all taxes & provided on
advance booking against full payment. |
||