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(SLiC2010)_Guidelines_FacilitiesBooking

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  • 1. NUS Presentation Title 2001
  • 2. NUS Presentation Title 2001 Contents:- • OSA Administered Facilities 1. YIH Venue Booking & Guidelines (Training, Discussion rooms and YIH Dance Studio) 2. Open Venue Booking & Guidelines (Central Forum, LT 27 Science Foyer, YIH Open Plaza) 3. Central Library Facade Banner Booking •Process Flow • FAQ
  • 3. NUS Presentation Title 2001 Yusof Ishak House Facilities - Booking 1. Applicants must be representative of Registered NUS Student Organizations or NUS Departments. 2. Only Office of Student Affairs may approve facilities booking under its purview. Guidelines available at http://www.nus.edu.sg/osa/activities/svcs/onlinebooking.html 3. Booking forms available at http://www.nus.edu.sg/osa/activities/svcs/forms.html . Completed forms must be sent to osafacilieis@nus.edu.sg
  • 4. NUS Presentation Title 2001 Yusof Ishak House Facilities - Booking 4. Available schedule for booking Venue Availability Time Closed Training Rooms Term & Mon to Sat 9 am to 11pm Sundays & Public Holidays Vacation Term Mon to Sat 9am to 11pm Sundays & Public Holidays Discussion Rooms Vacation Mon to Fri 9am to 5pm Sundays & Public Holidays Saturday 9 am to 1pm Sundays & Public Holidays 5. All facilities in YIH are only available for bookings in hourly blocks (e.g. 9 to 11 am / 9:30 to 11:30 am) 6. OSA Facilities Section will open and lock the rooms during office hours on Mondays to Fridays. After office hours and on Saturdays, NUS Campus Security will assist to perform the above duties. Contact them @ 68741616. 7. Rooms will be open up to a maximum of 15 minutes before the booking time only. 8. All bookings will be subjected to confirmation via email from OSA Facilities.
  • 5. NUS Presentation Title 2001 Yusof Ishak House Facilities - Guidelines 1. Applications must be submitted at least 3 working days before the date of event and up to a maximum of 2 months in advance. 2. Upon confirmation of availability of facilities, you may submit your event details to your respective officer for review. 3. Pay the booking charges at the Student Service Centre within the timeframe given. - GIRO within 3 working days from the date of booking approval. - Internal fund transfer within 10 working days. 4. Check your receipts before leaving the Student Service Centre. Payment made and cancellation of events is non- refundable. 5. The organizers must ensure orderliness and discipline to prevent any kind of disturbances during the event. 6. The following is strictly not allowed / prohibited at all times - Consumption of alcoholic drinks - Smoking and gambling - F ood in the YIH Dance Studio, Training Rooms - Admittance by members of the public
  • 6. NUS Presentation Title 2001 Yusof Ishak House Facilities - Guidelines 7. Food consumption is allowed in the following areas. Extra care must be taken to ensure that the premises are kept clean, dry and free of litter after the event. - Discussion Rooms - Foyer outside the Training Rooms and sometimes in the Training Rooms 8. Furniture is to be packed up properly after use based on the layout plan displayed in the rooms. 9. If outsiders are involved, the organizers must apply for a Public Entertainment Licence (performances) and the necessary passes as per MOM rules (Training/Seminar by non-Singaporeans/non-SPRs). 10. OSA Facilities Section reserves the right to impose penalties on the applicant if the facilities, equipment, and surface are found damaged or flout any of the above stated rules based on the Schedule of Suspension for the Usage of OSA Administered Facilities. 11. The premises must be used only for the purpose approved. OSA Facilities Section reserves the right to inspect and cancel, at any time, should the event be deemed as deviating from the stated purpose or which contravenes the stated rules. 12. Any enquires or feedback can be sent to OSA Facilities Section at osafacilities@nus.edu.sg or 65162377.
  • 7. NUS Presentation Title 2001 OSA Administered Facilities – Open Venue Booking Guidelines 1. Applicants must be representative of Registered NUS Student Organizations/ Halls of Residences or NUS Departments. 2. Bookings are allowed up to 6 months in advance only. An email circular will be sent out to inform student leaders of the next semesters slots. 3. Complete the template below and email to osafacilities@nus.edu.sg 1. Upon confirmation of availability of facilities, within 10 calendar days, you must submit your event details/event proposals to your officer in-charge for review.
  • 8. NUS Presentation Title 2001 OSA Administered Facilities – Open Venue Booking Guidelines 5. Depending on the information provided in the proposal of your event. An in-principle approval or final approval will be granted by the respective staff in-charge. For in-principle approval , follow up with actual proposal with details at least 2 weeks before your event. Bazaar s – Impor tant Ter ms and Conditions To Take Note 1) All goods at the bazaars are to be obtained on consignment basis only. 2) All stalls/booths are encouraged to be manned by undergraduates. 3) The committee is held responsible for the cleanliness of the venues and its surroundings during and after the bazaar. You also have to bear the cost of rectifying any damages done to the premises. 4) Posters should not be affixed on the walls. 5) Banners should not be suspended from the yellow dampa ceiling strips. 6) The layout of the stalls should not cause obstruction to the movement of people. 7) The noise level should not cause disturbance/inconvenience to on-going lectures/classes in the vicinity. Please note that performances and use of sound equipment, from 8:30am to 1pm and from 2pm to 6pm, is prohibited.
  • 9. NUS Presentation Title 2001 OSA Administered Facilities – Central Library Facade 1. Applicants must be representative of Registered NUS Student Organizations/ Halls of Residences or NUS Departments. 2. Bookings are allowed up to 6 months in advance only. 3. To book, please complete the template and email to osafacilities@nus.edu.sg 4. Upon submission of reservation, applicants must submit a draft proposal and design of the banner to their respective staff overseeing their group within 10 Calendar days from the date of the reservation. The Officer-in-Charge reserves the right to cancel the booking without prior notice if applicants fail to comply with the above rule.
  • 10. NUS Presentation Title 2001 Be Mindful! 1.Applicants are to adhere to the rules stated in Approval Email for each specific OSA Administered Venue sent to them by OSA. 2. OSA reserves the right to impose penalties based on the Schedule of Suspension for the Usage of OSA Administered Facilities.
  • 11. NUS Presentation Title 2001 OSA Administered Facilities – Sound Meter 1. Applicants booking the Central Library Forum, Plaza@YIH and using any form of Audio/Visual equipment, must loan out the Sound Meter from OSA. 2. Applicants are to loan out the Sound Meter the day before their event and return it in good condition within the following working day after their event. 2. To loan the Sound Meter, email to osafacilities@nus.edu.sg
  • 12. Process Flow for Booking Facilities NUS Presentation Title 2001 Submit Project proposal to SO 6 weeks prior event Concurrent request to book facilities to Facilities OSA Facilities Available? In-Principle Booking No Yes Student Change Date/ Venue forward to Organisation Compliance? Review based on Cancel booking Yes – Event Approved. Bazaar Event/ YEP Conference/ Online TPA NEA Meetings approved -Food pre-packed -Safety & Crisis - Speaker have (strictly no cooking/ food handling) Management plan - Submit Proposal necessary passes? - Topic Screening No – - Submit Proposal - Audience Target Students revise - Submit TPA online proposal/ - Floor plan TPA - Crowd flow/control rejected - Performances - On-site compliance
  • 13. NUS Presentation Title 2001 FAQ 1. Why must I submit my proposal, Temporary Change of Use Permit (TPA) / Safety & Crisis Management plans 6 weeks in advance of an event? The officer in-charge will assess your event proposal on several facets – Safety, Adherence to University Policy, Adherence to Government Agency requirements (NEA approval). By sending your proposal early, you will be ensured of a seamless booking of required facilities and approval to event. We may also arrange to meet with the organising committee to discuss safety matters in consultation with Office of Safety, Health and Environment (OSHE). Changes in proposal and/ plan may then be updated in your online TPA application. 2. Why cant we have bazaar stalls with open cooking or direct food handling ? Stalls with open cooking or direct food handling are strictly prohibited due to fire safety hazard regulations. However, we may allow sale of pre-packed food items supplied by licensed vendors on provision that you obtain written consent from NEA 2 weeks prior to your event National Environment Agency South West Environmental Regional Office 335 Clementi Road, Singapore 129786 Tel: 6460 2121 Fax: 6469 4350 For more information, please see http://www.nea.gov.sg 3. Can I help an external organisation book NUS facilities? This is not allowed unless the event is jointly managed by NUS and the external organisation. Upon our approval, the event must be managed by your representative , present at the event at all times with the other organisation’s staff providing consultation only. We will hold the student organisation responsible for any flouting of University regulations during the event.
  • 14. NUS Presentation Title 2001 FAQ 4. Why must I apply for the online TPA? TPA is required when you are requesting for a temporary change in the purpose of the facility (e.g. setting up stalls/ table/ chairs/ tents). You will need to prepare the following info as well during submission - floor plan, crowd control/flow, fire safety plan 5. Where can I read more on the University regulations on facilities? More information is available at our website at http://www.nus.edu.sg/osa/activities/svcs/onlinebooking.html 6. My event is approved by my staff advisor and department. Do I still have to inform OSA? Only OSA may approve Student Organisation events and facilities booking under its purview. Student Organisations that do not comply with OSA requirements will be subjected to disciplinary action. 7. I want to book a Lecture Theater or Tutorial room at the faculty. Who do I approach? You may approach the respective Dean’s Office to check the availability of the facility. Upon the confirmation of availability, please forward us the email or the form from faculty for our endorsement. You may then proceed to Student Service Centre to make payment for the booking. 8. How do I process my publicity matters for my event? Your event may be publicized through IVLE, OSA Twitter, banners or posters around the campus. Firstly submit your publicity for review. Upon approval, bring along your posters to OSA for stamping of poster validity date. Do note that you are only allowed to publicise 2-3 weeks before the event. After the event, you will need to remove the posters within 3 working days. 9. I’m booking facilities 6 months in advance. Can I submit my proposal nearer to my event? You may only pre-book 2 months in advance of the event. Pre-approval may be sought by sending a initial proposal on event (e.g. proposed stalls, type of event, speaker, etc). This would allow a pre-booking of the venue. You must follow up with an actual proposal at least 6 weeks before the event.
  • 15. NUS Presentation Title 2001 THE END Any Question?