Defence Service Officers' Institute

2.

Facilities Available & Booking Charges

Location Name	Charges (in Rs.)			Capacity
	Category I	Category II	Category III
	(Self_&_Parents)	(Real Brother, Sister & Grown up Children)	(Relatives_&_Friends)	(No of persons)
Ruby	1500/-	2000/-	2000/-	25- 30
Topaz	4500/-	6000/-	6000/-	80-100
Sapphire	5000/- + 1000/- (Terrace_charges)	7000/- + 1000/- (Terrace_charges)	10000/- + 1000/- (Terrace_charges)	120-150
Swimming Pool Area	2500/-	3000/-	3500/-	70-80
Garden Area	6000/-	7000/-	12000/-	400-500

3.

Additional Charges

a)

Generator backup/AC -Rs 1000/- for Cat II & Cat III.

b)

Bar Establishment (with Ice/Barman) -Rs. 1000/-

c)

Bar & addl facilities incl decor, DJ etc. Approved rate list of these is available at the institute.

d)

Catering charges as per approved menu list available at the institute with the concerned staff .

e)

Outside vendors (Under own arrangement) are not permitted to operate.

f)

All the above charges are liable for revision as decided by the Managing Committee from time to time

4.

Eligibility

A member can book only his personal parties. Parties in connection with private organization/association are not permitted.

5.

Methodology

The booking of banquets will be done as follows:

a)

Step 1

-

Liaison with Secy/Facility Manager to check the availability of Banquet room.

b)

Step 2

-

Payment of booking amount to Accounts officers for selected date & venue to ensure issue of booking confirmation by the institute.

c)

Step 3

-

Liaison with F&B representative of Jumbo Marketing (the caterer) to finalise the menu & other arrangements required to be done for the party day.

d)

Step 4

-

Issue of liquor/beveages demand to the institute for enabling its timely collection.

e)

Step 5

-

Payment of 100% catering amount to the institute at the earliest but not later than 24hr prior to the party day.

f)

Step 6

-

Signing of Bar/food vouchers on termination of party.

g)

Step 7

-

Settlement of final bill within 48hrs of the party getting over.

6.

Documentation

The member needs to undertake the following documentation:

a)

Obtain the cash deposition receipt from the institute.

b)

Finalize & sign the Party & Booking Invoice.

c)

Read the rules and sign the acceptance form as per laid down terms & conditions for banqueting facilities.

d)

Obtain the final clearance bill from the institute on settlement of bills within 48hrs of the party getting over.

7.

Party Timings

Parties will be booked for a duration of 4 hrs. Members will be required to pay additional charges as noted below, if the party exceeds the laid down block time:

a)

Afternoon Parties/Lunch

-

1130h - 1530h

b)

Evening Parties

-

1930h - 2330h

c)

Additional Charges

Facility	Ist Hour	IIst Hour	Remarks
	1530Hrs-1630Hrs 2330Hrs-0030hrs	1630Hrs-onwards 2330Hrs-onwards
Additional Hall Charges	1000/-	2000/-	No extension of time beyond 1530hrs if venue booked for dinner & no extension beyond 0030hrs
Generator Charges	1000/-	1500/-	-do-

d)

On termination of laid down timings the member will be specify the min staff needed for continuation of party. The staff will be provided by the institute at following cost/rates.

(i)

Waiter

-

Rs. 150/- each

(ii)

Barmen

-

Rs. 150/- each

e)

Club lights will be switched off & the staff shall be withdrawn after the termination of second one hour extension timings

8.

Banquet Charges : Following needs to be adhered to :-

a)

Banquet Booking rates.

b)

Menu list/rates as approved for various options shall be adhered to in accordance with the laid down list.

c)

Addl charges for decor/DJ etc shall be levied as per the approved vendor list.

d)

Members are requested to abstain from arguments over the existing banquet rates with the staff, as these have been duly vetted & approved by the Management Committee to ensure correctness.

9.

Breakages/Losses : Loss or breakages of crockery, glassware etc, shall be paid by the member who has book the party. Hanging of buntings/ballons & putting of nails on walls/doors/frames or party rooms is prohibited. Loss/Damage to the DSOI property e.g. flower pots, carpets, furnishing, fittings & so on will be paid by the member who has book the party.

10.

Marriage Ceremonies : Following shall be strictly adhered to:-

a)

Ghori, Gas lights, band etc are not permitted inside the institute premises.

b)

No pandit/granthi is permitted with the DSOI main buildings premises. Performance of hawan or any such ceremony inside party rooms is also not allowed.

c)

Use/carriage of firearms is completely banned inside institute premises.

11.

Conduct by Members

All members shall abstain from getting into arguments with institute staff. Complaints, if any, concerning the party arrangements/catering services will be brought to the notice of the Secy/Facility Manager and the same can be endorsed in the complaint register for scrutiny.

12.

Misc Issues

a)

If food has already been prepared prior to cancellation, the member will be charged for the food.

b)

No refund will will be given for any arrangments not utilized due to inclement weather.

c)

The Institute is closed on tuesday, hence there will be no booking on that day.

d)

Sapphire will not be available for parties during lunch time on Sunday.

e)

All Payments will be made in Cash/Demand Draft, in favour of DSOI Gurgaon in Advance (i.e. actuals + 10% extra)

f)

Maximum of 10% guests in excess of the booking will be catered for. In case of any further increase then 10%, the institute shall not be responsible to cater for them.

g)

Booking on telephone will not be taken as confirmed booking. Booking will be confirmed on payment of advance.

h)

Min 48hr notice is required for organizing a party. Booking requirement not meeting this criteria shall be accepted only after approval of Management Committee.

i)

The host is to be present till the termination of the party & will be responsible for the conduct of his guests.

j)

No liquor will be served to civilians at any party.

k)

No payment will be made for any items direct to the contractor.

l)

In case of members use decoration Lights/Halogen for outside decor, additional electricity charges based on amount of amperes consumed will be included in the final bill.

m)

Members are not permitted to get any food items for the parties hosted by them. No left over food wil be packed & handed over to the members.

n)

Foreign guests, for whom prior clearance has not been obtained from the MI Dte through the DSOI, will not be invited for the parties. A minimum of 10 days notice is required by the DSOI.

o)

In case VVIP's are attending the function, member hosting the function will submit a list of VVIP's at leasst one week before the party date.

p)

The party shall not be organized by the institute if a member fails to deposit the requisite advance/amount as mentioned in Para 5(b) & (e) of these rules.

13

Dress Code

Members booking the club premises are responsible to ensure that all guest are properly dressed. Wearing of chappals is prohibited.

14

Cancellation Charges

In case the function is cancelled, the members should inform in writing. Please note that cancellation on phone is not accepted.

a)

Proir to 8 weeks - 10% of booking amount

b)

8 weeks - 4 weeks - 20% of booking amount

c)

4 weeks - 48 hrs prior - 25% of booking amount

d)

48 hrs -24 hrs - 50% of booking amount

e)

On the day of party - 50% of booking amount

15

Above rules will be signed prior to the party by all members.