FORM FOR RESERVING FACILITIES FOR CONFERENCES, MEETINGS

1. Name of Member/ Organization:

2. Address:

3. Contact Person & Name:

4. E-mail:

GST No.

PAN No.

5. Nature of Conference / Meeting:

6. Number of persons expected:

7. Name of Chief Guest (with address), if any:

8. Date of the Meeting:

Time of the Meeting:

9. Duration:

From:

To:

10. Meeting venue required:

11. Additional facilities if any required:

12. Whether a WIFI / Audio / Projector is required:

WIFI AUDIO (mic) PROJECTOR

13. Please specify whether the programme is for:

Open meeting Invited persons only

UNDERTAKING

“I have read and understood the guidelines for the booking of the Venues and Catering, and undertake to fully comply with the guidelines”. All bills will be settled after event gets over.

Name in block letters and Membership No.

Signature

GUIDELINES FOR BOOKING OF FCC VENUES AND CATERING

MEETING & CONFERENCES

Members availing the Club’s facilities must not exceed the seating capacity of these venues. Whenever there is a problem of overcrowding, the programme will be stopped until the additional numbers of persons vacate the hall.

FOLLOWING ARE THE RULES

Booking of FCC facilities for Press Conference, Annual General Meeting and Interview require prior approval of the President / Secretary.
Maximum size of backdrops permitted in the Auditorium are 16’ X 8’ may be displayed inside the auditorium; and 6’ X 3’ outside the lobby. Banners/Backdrops should be stand only. Banners/Backdrops exceeding the approved size will not be permitted.
If there is any film, video screenings as part of a programme, it is to be ensured that (a) the film is censored or that it has “A” censorship certificate issued by the Ministry of Information & Broadcasting, Govt. of India. A copy of the censorship certificate must be deposited at the time of booking. And (b) a temporary screening license obtained from the Commissioner, Dept. of Entertainment Tax, Govt. of India. Without the above documents, screening will not be permitted.
Sponsors of the programme will be responsible for making good any damage caused to the Club’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 Club 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 Club is not responsible for their safety.
In view of the prevailing security environment, organizers of the programme are to nominate designated representatives for identifying delegates and guests to ensure that only invited persons are allowed to attend the programme. The Club manager / assistant manager is to be informed of the details of the representative.

DO’S AND DON’T’S

Booking parties are requested to avoid making noise outside the meeting venues.
Booking Parties are requested or make sure that the participants/delegates are confined to the venues booked for them for meeting/catering arrangements.
No literature of religious, political or communal nature will allowed to be distributed, or referred to within the FCC premises.
Children below 8 years of age are not allowed in the Auditorium.
Smoking is prohibited in the meeting venues.
Shouting slogans in the premises of the Club is not permitted.
Booking parties are requested to strictly adhere to the time slot for which bookings have been made; and vacate the venues on time.
Booking parties must ensure that banners / backdrops are removed immediately after their meetings conclude and not leave it behind at the Club.
FCC does not provide space for parking inside the premises of the club.

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 prior consent to record proceedings of their programmes.
TV crews and photographers are requested to position themselves only in the spaces designated and not to crowd the aisles of the Auditorium.
Direct Telecast of Non-FCC Programme is not permitted.

CATERING

Reservation of catering requirements will be confirmed on the receipt of letter, email and an advance payment of 100% on the number of persons guaranteed by members and 120% from Non-Members.
Eatables, cold drinks shall not be brought into any meeting venues.
For serving liquor at any function/party the FCC shall on behalf of the Member concerned, obtain a bar license P-13 from the Exercise Department. The licence fee is as per the Government Rules.

A provision is kept for serving an additional 10% on the minimum guaranteed number of guests. Please note that if this number is exceeded, 10% extra per head will be charged on the extra number of persons.