Conditions for renting premises in the Academic Quarter

1. ARRIVAL

1. Contact the operations manager at reception or on tel. 40626601 for opening and inspection of the premises
2. Before taking over a room, a user contract must be signed
3. The operations manager is the Kvarteret's representative during the event and the user must follow their instructions
4. The operations manager and the Neighborhood Board have the right to inspect all events

2. DEPOSIT

When the total amount for the booking exceeds NOK 30,000 excl. VAT, the tenant must pay 50% of the sum in advance of the event. This must be done via invoice no later than 14 days before the event, unless otherwise agreed in the contract. In the event of non-payment of the deposit, Kvarteret has the right to cancel the event without responsibility for any financial inconvenience this may cause for the customer, guests or the event as a whole.

If the event is canceled outside the cancellation conditions, both parties are bound by this.

3. LESSEE'S RESPONSIBILITY

1. The lessee is obliged to provide a Principal who must be present during the entire event. Contact information for the main person in charge must be given at reception
2. The main person in charge is responsible for ensuring that the event complies with applicable laws and regulations and must only leave the building after approval from the Operations Manager
3. The principal is responsible for spills, broken glass etc. in the room is dried up and cleaned
4. The principal is obliged not to consume alcohol or other drugs before and during the event
5. In cases where the Quarter provides bartenders, the Principal may be exempted from the requirement to be sober. The bartenders then take over the responsibility for compliance with the bartender regulations. The main person in charge must still fulfill his other duties and not be visibly intoxicated.
6. The tenant is obliged to provide fire guards at events that require smoke detectors to be switched off. These must be in the designated place during the entire events, etc. otherwise is specified by the Operations Manager
7. The tenant is obliged to ensure that every person at work knows the Kvarteret's HSE routines for organizers (booklet is available at reception)
8. The lessee is obliged to follow applicable Norwegian laws and regulations
9. The tenant is obliged to pay TONO/GRAMO or equivalent unless otherwise agreed with Kvarteret
10. Bringing food and drink is NOT permitted unless this has been approved in direct dialogue with the head chef in advance via email. This must be presented in writing upon arrival. Brought alcohol or containers with unknown liquid content, where there is suspicion of alcohol, will be confiscated without the tenant or their guests being entitled to get this back

4. RULES OF ORDER

1. Persons who serve alcohol and/or perform security duties (including fire guards) must not have consumed alcohol or other drugs and must have received approved training prior to the event
2. Minors must not be allowed into the premises. In individual cases, the operations manager or duty manager can grant a dispensation from the ban, in which case the minor must be accompanied by a guardian approved by the District. The guardianship form must be completed and can be found on our website.
3. Obviously intoxicated persons must be immediately asked to leave the premises, the organizer can contact the Kvarteret's guards for help
4. It is not permitted to advertise alcohol
5. Escape routes must not be blocked with tables, decorations etc. It is not permitted to use combustible materials such as decorations
6. Hanging posters in the Quarter is only permitted in designated places. It is not permitted to hang posters on painted surfaces or with tape on walls without approval from an Operations Manager
7. A general film ban applies to the Kvarteret's common areas. Employees, volunteers or guests cannot be filmed without their explicit consent. Filming during events or at other events must be approved separately by Kvarteret

5. TERMINATION

1. The event and all sales must be finished at the latest by the end of the service
2. All glasses must be washed. Plates, coffee cups, etc. Delivered to Stjernesalen or Grøndahls. All tables, benches and bar counters must be washed. Furniture is stacked against the wall, the floor is swept and spills are wiped up. Rubbish must be cleared and thrown in the bin in the backyard. See point 6.1 for the consequences of not maintaining this point
3. When the venue has been cleaned, the organizer must contact the Operations Manager for approval and locking of the venue. In the event of insufficient cleaning, the Operations Manager can ask the organizer to correct this before the room is approved. If the organizer leaves the room without approval, the organizer may be billed a fee for cleaning in accordance with part 6 on sanctions section 4
4. The premises must be cleaned and emptied, and the settlement for sales ready, within half an hour after the end of the event or the end of the bar
5. Cash settlement is carried out at the reception and belongs to the Quarter in its entirety. The operations manager accepts ticket settlements unless otherwise agreed. Ticket sales, etc. accrues to Kvarteret, after which the tenant invoices Kvarteret for turnover

6. PENALTIES & INDEMNIFICATION

1. The neighborhood can invoice the organizer's organization a fee for breach of user contract, limited to NOK. NOK 15,000 ex. VAT and that the organization can be banned from the Quarter for up to one year
2. The tenant is fully responsible for all damages and all losses, direct and indirect, that the Quarter should suffer as a result of the event. The district itself decides which players will be responsible for a possible repair or when purchasing a replacement
3. Points 1 and 2 do not prevent Kvarteret from choosing to hold individuals responsible for damages and losses
4. If the venue is not sufficiently cleaned or the Kvarteret has to be responsible for clearing or cleaning it after the event, the Kvarteret can invoice the organizer for this up to NOK 5,000, for example. VAT

7. PRIVACY

1. Kvarteret stores contact information for the tenant and contact person in connection with the event. This is used for follow-up of the event, and information work in connection with the use of the premises at Det Akademiske Kvarter. The tenant agrees to this by accepting the terms and conditions for renting premises in the Academic Quarter
2. The tenant and contact person can at any time withdraw their consent and have the information removed by sending an inquiry to admin@kvarteret.no

CANCELLATION TERMS

Cancellation of the booking must be made no later than 10 days before the event. If the deadline is missed, a fee of 50% of the agreed price is incurred. If the agreed price is lower than NOK 2,000, DAK can charge a cancellation fee of NOK 1,000.

Below are more specific conditions for the cancellation of individual services and/or personnel. Please note that Det Akademiske Kvarter can adapt the cancellation conditions if necessary after a written agreement with the tenant.

Hire of personnel

If the hire of extra personnel has been agreed, this service must be canceled before the 10th calendar day of the month before the event takes place. If the deadline is missed, DAK can demand a cancellation fee of up to 100% of the agreed price.

Catering

Cancellation must be made no later than one week before the event. If the deadline is missed, DAK can demand a cancellation fee of up to 100% of the agreed price.

Rental of external equipment

In cases where DAK has to hire equipment from an external party, DAK applies its own cancellation deadlines to the individual external rental operator. If this deadline is missed as a result of a cancellation by the tenant, the tenant must cover the expenses this entails. The tenant himself has a duty to investigate the conditions of external rental agents. Information is provided about which external rental agents are used in the lease agreement. Any changes in the use of external rental agents after the conclusion of the agreement will be notified in writing on an ongoing basis.

For larger events

For events with an agreed price of NOK 20,000 e.g. VAT or higher, a deposit equivalent to 50% must be paid no later than 10 days before the event is held. Failure to pay the deposit within the deadline is considered a cancellation, and the event is cancelled. The invoice for deposit payment is sent to the agreed invoice address no later than 3 working days after the signed rental agreement. In the case of special bookings at short notice outside the deadline for paying the deposit, the deadline will be adjusted according to written agreement.

In case of cancellation later than 10 days before the event, the deposit will be considered to cover the cancellation fee amounting to 50% of the agreed price.