Terms and Conditions for ICCL Events

1. Parties
   This Agreement is made between ICCL (International Convention Center Limited) and the Client (the individual or organization hiring the venue, hereafter referred to as the “Client”). Names in Capital:
2. Date of Event:
   

   Date	Time	Event	Space	No. Of Guests
   [Insert Date]	[Insert Time]	[Insert Event Name]	[Insert Space Name]	[Insert Number]

3. Definitions
   
   • “International Convention Center Limited” refers to ICCL and its authorized representatives.
   • “Venue Hire Agreement” refers to the signed document acknowledging these Terms and Conditions and specifying event details.
   • ‘Duty Manager’ refers to the Convention Center staff designated to manage the event on the day.
4. Booking & Payments
   
   1. All bookings must be confirmed in writing via the official ICCL booking form or online portal. A booking is confirmed only when the Community Center has received:
      • A signed Venue Hire Agreement that indicates that the Client has acknowledged and accepted these Terms & Conditions.
      • Payment of a deposit amounting to 50% of the total venue hire fee.
   2. The remaining balance must be paid no later than 30 days before the event date. If payment is not received, the reservation will be canceled with no refund.
   3. If your booking is made less than 30 days before the event, full payment must be made at the time of booking.
   4. Payments can be made via cash, bank transfer (NEFT), or demand draft. Applicable taxes will be added.
5. Damage Deposit
   
   • A refundable damage deposit may be required, the amount of which will be communicated during the booking process.
   • The damage deposit will be returned within 7 days after the event, subject to a satisfactory inspection of the venue for any damage or breakages.
6. Venue Access
   
   • The Client shall only use the venue for the purpose specified in the Venue Hire Agreement.
   • The Client is responsible for ensuring that all attendees comply with ICCL's terms and conditions.
   • Clients and their contractors may access the venue only at times agreed upon in the Venue Hire Agreement. Only authorized vendors and contractors are allowed access to the venue.
   • The venue must be vacated by the agreed time; failure to do so will incur additional charges.
   • Noise levels must be kept within acceptable limits as per ICCL policy.
7. Conduct and Safety
   
   • Clients are responsible for the conduct of their guests and contractors. The Community Center reserves the right to refuse entry or remove any person posing a safety risk.
   • Clients are responsible for ensuring that all decorations, props, and equipment meet safety standards.
   • The Client must adhere to all fire safety and security regulations during the event. Fireworks and firecrackers are strictly prohibited.
   • Children must be supervised at all times.
   • No animals, except for service animals, are permitted in the venue without prior approval.
8. Equipment Accessibility
   
   1. Availability of Equipment
      
      • All equipment (Stylelux LED Screens, JBL Sound System, Stylelux Lighting, In-house Catering, Seating, and 2 Majestic Halls) is available for use during the event.
      • Equipment must be requested at least [insert specific time] before the event to ensure availability.
   2. Setup and Operation
      
      • The Client is responsible for the setup and proper usage of all equipment. ICCL’s technical staff will be available to assist with the setup, but the primary responsibility for ensuring the equipment is used appropriately lies with the event organizer.
      • Any special requests for additional equipment or adjustments must be communicated to ICCL at least [insert specific time] before the event.
   3. Damages to Equipment
      
      • The Client agrees to compensate ICCL for any damage, destruction, or theft of equipment during the event.
      • The following damages and associated fines will apply:
        

        Feature	Usage/Set Up	Fine For Damage
        Stylelux LED Screens	Used for crystal-clear visuals during events and presentations.	Cracked Screen - [Insert Amount] Malfunctioning Parts—[Insert Amount]
        JBL Sound System	Used for high-quality audio during events, festivals, or conferences.	Speakers Damaged - [Insert Amount] Wiring Damage - [Insert Amount]
        Stylelux Lighting	Used to create mood lighting during events and celebrations.	Light Bulb Damage - [Insert Amount] Control System Failure - [Insert Amount]
        In-house Catering	Provides food and beverage services to guests during events.	Equipment Damage (e.g., ovens, refrigerators) – [Insert Amount] Dishware/Glassware Damage – [Insert Amount] per item Serving Equipment (e.g., trays, tongs) – [Insert Amount] per item Tablecloth/Decorative Damage – [Insert Amount] per piece.
        Seating (Round-table)	Seats up to 800 guests in a round-table arrangement.	Damaged Chairs – [Insert Amount] per chair Table Damage – [Insert Amount]
        Seating (Theater-style)	Seats up to 1,200 guests in a theater-style arrangement.	Broken Seats – [Insert Amount] per seat Aisle Damage – [Insert Amount]
        Majestic Halls (14,000 sq. ft.)	Two large halls, each covering 14,000 square feet, for grand events.	Floor Damage (e.g., stains, scratches) – [Insert Amount] Wall Damage – [Insert Amount]

      • In the event of damage, ICCL reserves the right to assess the damage and invoice the Client accordingly. The Client agrees to settle all fines promptly, within [specify time], of receiving the invoice.
9. Food and Beverages
   
   1. Consumption on Premises
      • All food and beverages must be consumed within the premises of ICCL.
      • Guests are prohibited from bringing their food and beverages unless ICCL has granted prior approval.
      • Outside catering services are not permitted unless specifically agreed upon in writing by ICCL
      • ICCL guarantees that all food and beverages are prepared and served under the highest food safety standards.
      • ICCL provides necessary catering equipment (e.g., serving tables, plates, cutlery). If any equipment is damaged during the catering service, the Client will be responsible for the repair or replacement cost.
   2. Cancellations and Changes to Catering
      • If the Client wishes to cancel food and beverage services, a written notice must be submitted at least [insert specific time] before the event date to avoid cancellation charges.
      • Cancellations made within [specify time] of the event will result in a [percentage] cancellation fee of the total catering order.
      • Any changes to the menu or service request must be made in writing at least [insert specific time] prior to the event date. If the Client requests changes after the specified time, additional charges may apply.
   3. Alcohol Service:
      (Blank)
   4. Prohibited Activities:
      • Smoking, spitting, and tobacco consumption inside the venue are strictly prohibited. A fine of Bdt. 1,000/- will be charged for any violations.
10. Cancellations and Date Alteration
    
    1. Cancellations by the Client
       • All cancellations must be submitted in writing to ICCL. Refunds will be provided based on the following schedule:
         1. More than 30 days before the event: full refund of the deposit.
         2. 15-30 days before the event: 50% of the deposit will be refunded.
         3. Less than 15 days before the event: No refund of the deposit.
       • If the Client wishes to postpone a confirmed booking, ICCL may allow the deposit to be applied to a rescheduled date, subject to availability and ICCL’s discretion.
       • This cancellation policy only applies to venue hire. Cancellation fees from other suppliers or services booked by the Client are not included.
    2. Cancellations by ICCL
       • ICCL reserves the right to cancel or terminate a booking at any time if necessary, including but not limited to non-compliance with these Terms and Conditions.
       • If an event cannot go ahead due to circumstances beyond ICCL’s control (e.g., natural disaster, government restrictions) that prevent ICCL from hosting the event, ICCL will notify the Client promptly and refund all deposits or prepayments related to the booking.
    3. Date Alterations
       • Clients must request changes to event dates or details in writing. Approval will depend on venue availability and may include extra charges.
       • ICCL will make reasonable efforts to accommodate date change requests but is not obligated to approve such changes.
       • If a new date cannot be agreed upon, the original booking will be treated as canceled, and the cancellation policy will apply.
11. Parking & Transportation
    
    • ICCL does not provide on-site parking facilities. Clients and their guests are advised to make alternative arrangements for parking and transportation.
    • ICCL is not responsible for any transportation or parking-related issues experienced by the Client or their attendees.
12. Liability
    
    • ICCL will not be held responsible for any loss, theft, or damage to personal property brought onto the premises by the Client or their guests.
    • The Client will be held liable for any damage caused to the venue or equipment by themselves or their attendees.
13. Compliance
    
    • The Client agrees to comply with all applicable laws and regulations, including those related to noise, safety, and alcohol consumption.
    • The Community Center reserves the right to terminate the event for breaches of these Terms and Conditions.
14. General
    
    • ICCL reserves the right to amend these Terms and Conditions at any time. Any changes will be shared with the Client in writing to ensure clear communication.
    • Any disputes arising from this Agreement will be subject to the jurisdiction of the local courts.