Conference Hall | Library

INDIAN PORTS ASSOCIATION
(an apex body of all the major ports of India, which are under the administrative control of Department of Shipping, Government of India)

GUIDELINES FOR USE OF CONFERENCE HALL AT IPA

IPA has excellent Conference facilities for arranging meetings of various Committees and Seminar, which are now available as per following guidelines:

1. Conference hall shall be given on hire to PSUs, Financial Institutions, Central government offices, and consultancy firms.

2. The conference facilities should strictly be used for promotion of technical, financial and managerial aspects of the firms through workshops, seminars, training etc. and not for any other purpose.

3. Conference hall will not be given on hire on Saturdays, Sundays and other holidays.

4. HALL TIMINGS AS UNDER (MON-FRI):

Full Day: 9 AM To 6 PM
Half Day: 9 PM To 1 PM & 2 PM To 6 PM

TOTAL CAPACITY:

25 Persons (Max.)

5. RATES:

Full Day (8 hours): Rs. 3000/-
Half Day (4 hours): Rs. 2000/-

6. HIRE CHARGES OF THE CONFERENCE ROOM WILL INCLUDE THE FOLLOWING FACILITIES:

1. Projection Screen
2. Head Table/PAS
3. Overhead Projector
4. Meeting style sitting arena with Micro-phones

7. AVAILABLE ON REQUEST (RATES AS PER ACTUAL):

1. LCD Projector
2. Laptop
3. Tea/Coffee,
4. Drinking water(Mineral)
5. Biscuits etc. at extra cost(actual or IPA rates)

8. CANCELLATIONS:

If a meeting is cancelled, a cancellation charges will be payable as follows:
a) More than 7 days - 10%
b) Less than 7 days - 25%

9. TERMS & CONDITIONS

i) Any usage beyond the stipulated time will be charged extra at Rs.500/- per hour but not exceeding 2 hrs at the maximum and subject to availability.

ii) Booking of conference room will be confirmed only after deposition of requisite amount.

iii) An amount equivalent to the hiring charges of the room is to be deposited as security, which will be refunded after settlement of the outstanding dues, if any.

iv) Representative of the organisation will take over the conference hall from IPA one hour before the meeting. At the time of taking over, a list of items in the auditorium will be recorded by respective representatives of the organisation. Similarly after the meeting is over the hall will be handed over to the representative of IPA in the same condition.

v) Any damages observed after the meeting shall be paid by the hiring party.

vi) Timings noted in the Register for handing and taking over will be taken into consideration for calculating the actual hiring charges.

vii) The hiring party will depute their representative at the main entry gate of the hall to ensure that only invited persons enter the hall.

viii) Hiring party shall be responsible of all damages to IPA property.

ix) Photography in general is prohibited but Press photographers shall be allowed only in the hall with prior permission of IPA.

x) Hiring party can arrange their own packed lunch (dry only).

10. CONTACT:
Co-ordinator: Rekha Majumdar
EPABX: 011-24369061/63, 24368334, 24368329 FAX: 011-24365866
E-mail: ipa@hub.nic.in & ipadel@nda.vsnl.net.in

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