Union Territories Civil Services (UTCS) 
GOVERNMENT OF NCT OF DELHI
DIRECTORATE OF TRAINING : UNION TERRITORIES CIVIL SERVICES
VISHWAS NAGAR INSTITUTIONAL AREA,
BEHIND KARKARDOOMA COURTS, SHAHDARA, DELHI-110032
POLICY FOR USE AND OPERATION OF THE AUDITORIUM
A. INTRODUCTION:
Policy has been framed for best possible utilization of the Auditorium. It aims at regulating the use of the Auditorium for training, training related and entertainment activities of the Directorate of Training, Government of NCT of Delhi (GNCTD) and official functions and programmes of other departments of the GNCTD.
B. INFRASTRUCTURE:
Auditorium is an air-conditioned hall having a seating capacity of 157. It is equipped with latest sound, light and projection systems. The stage has green rooms on either side, projection screen, motor controlled curtains and light arrangements. There are four exit/entry points – two in the rear and two in the front. Besides, there are two separate entry/exist doors on either side of the stage. The Auditorium also has an entrance lobby and washrooms for convenience of the audience/viewers/invitees.
C. GENERAL INSTRUCTIONS:
(i) The Auditorium being the property of the Directorate of Training is for exclusive use of the Directorate, for its training, training related and entertainment activities. However, Government organisations may also use the Auditorium for official functioning/programmes subject to terms and conditions laid down in the Policy. The Directorate of Training shall not allow the use of the Auditorium for any private purpose by anyone including Government officers/officials.
(ii) For Government Organizations, other than the Directorate of Training, permission to use the Auditorium shall be accorded in order of priority. Departments of GNCTD shall be accorded first priority. Ministries and Departments of Central Government shall be accorded second priority. Local bodies, like MCD shall be accorded third priority. Corporations of the GNCTD shall be fourth in the priority and other autonomous bodies of GNCTD shall be fifth in the priority. In addition, PSUs and autonomous bodies of the Central Government may also use the Auditorium for official functions/programmes as sixth and seventh in priority.
D. ACTIVITIES FOR THE AUDITORIUM:
(i)The Auditorium may be used by the Directorate of Training for its own training programmes involving at least 75 participants (not exceeding 150) .This may be resorted to only when courses cannot be conducted in seminar halls in the Administration Block.
(ii) The Auditorium may be used by the Directorate of Training for screening those course related films/documentaries, which for special reasons/circumstances, cannot be screened in the seminar halls. In such cases number of trainees/ participants in course should not be less than 75.
(iii) The Auditorium may be used by the Directorate of Training for other training related activities. Such activities include seminars, workshops, panel discussions, conferences involving large number of participants i.e. not less than 75 and not exceeding 150.
(iv) The Auditorium may also be used by the Directorate of Training for limited training related entertainment purposes/activities. Entertainment activities may mean screening of feature/non-feature firms/documentaries for participants of the residential trainings/programs/courses including officers and staff of the Directorate of Training. Entertainment activities may also include special film shows, stage plays, cultural programs, debates etc. to be organized by the Directorate of Training for its trainees, officers of the GNCTD and also for Government school children, whenever considered important.
(v) Activities as mentioned at D (i) to (iv) may also be allowed for Government departments/bodies/corporations other than the Directorate of Training. In addition, any other official function may also be allowed subject to condition it has been permitted by the concerned Administrative Secretary of the Department/HOD of the local body/corporation. This, however, shall be subject to terms and conditions as mentioned in the Policy.
E. PERMISSION AND LICENCES FOR THE AUDITORIUM:
(i)The Directorate of Training (and other Government departments/local and autonomous bodies/corporations of the GNCTD & others, if required) shall obtain appropriate licence/permission from the Police authorities as may be required for holding functions/programmes/shows etc. and also for parking of vehicles on the public road.
(ii) The Directorate of Training (and other Government departments/local and autonomous bodies/corporations of the GNCTD & others) depending on type and nature of official programme/function shall also obtain licence/permission from the Entertainment Department of the GNCTD.
(iii) The Directorate (and other Government departments/local and autonomous bodies/corporations of the GNCTD & others, if required) shall screen feature/non-feature films only after obtaining formal permission and approval from such authorities as may be required from the appropriate authorities.
(iv) The Directorate of Training shall get Fire Safety Clearance/ Certificate renewed as and when required.
F. SCHEDULE AND TIMINGS FOR THE USAGE OF THE AUDITORIUM:
(i)Initially, the Auditorium shall be used twice a month, by the Directorate of Training for training, training related activities and entertainment programmes.
(ii) Twice a month use of the Auditorium shall be scheduled in such a way that ensures benefit both for residential and non-residential trainees in terms of training and entertainment.
(iii) Preferably, the Auditorium shall be used in post lunch sessions and in the evenings of the same day for Probationers residing in the Hostel as per programme schedule. Minor adjustments of timings/schedule may be allowed as per requirements and as per availability of other services, e.g. Projector Operator, Sound/Light Engineer etc.
(iv) Once the operation and usage of the Auditorium gets stabilized with adequate experience in conducting the training, training related activities and entertainment programmes efficiently, frequency of usage may be increased according to the need and demand.
(v) The timings for the Auditorium shall be as following :
(a) 10.00 am to 1.00 pm (As per requirement of training and training related activities)
(b) 2.00 pm to 5.00 pm (As per training requirement of training and training related activities)
(c) 6.00 pm to 9.00 pm (As per requirement of entertainment programmes)
(vi) Normally, the Auditorium shall not be used on holidays and weekends. However, if owing to special request from any Government department/local and autonomous bodies/corporations and PSUs as stated above, the Auditorium may be used after special permission from the Pr. Secretary (Trg.).
(vii) The Directorate of Training shall in course of time frame a schedule for showing films/ documentaries and plays etc. on yearly basis. Usage of Auditorium shall be broadly on the basis of the schedule and timings so fixed.
G. REGULATION OF MOVEMENT OF VISITORS / INVITEES/ VIPs / VVIPs
(i)For training courses involving large number of participants (not less than 75 and not exceeding 150) the movement of trainees/participants shall be regulated in such a manner so as to cause least inconvenience to them. The entry of the trainees/participants may be from the main entrance of the Auditorium. For faculty/lecturers the entry point may be from either of the side doors near the stage. Exit points may be all the doors (except those serving green room/stage).
(ii) Similar arrangements may be made for other occasions/seminars, workshops, panel discussions, conferences also.
(iii) In case of stage/cultural programmes, the entry and exit of all incoming shall be clearly demarcated as :-
Artists : via green Room
VIPs/Special Guests : via Door (s) near the stage
All others : via Door(s) at the front entrance
(iv) The front rows will be reserved for VIPs and placards, indicating the sitting arrangements, shall be put up by the organisers.
H. OPERATIONAL ARRANGEMENTS FOR SHOWS / PROGRAMMES / TRAININGS:
(i)For operation of the Auditorium i.e. operation of the projector system, light and sound system, screen etc., the Directorate may entrust PWD with a comprehensive annual maintenance contract. The contract may include operation of all the required services.
(ii) The Estate/Caretaking Branch of the Directorate shall ensure that before any event/activity in the Auditorium, all electrical appliances, instruments, air conditioning system, light, sound equipments etc. are checked by the PWD.
(iii) Where shows/ programmes/ events/ films/ documentaries etc. are directly related to training, the team of officer(s) / official(s) of the Training Section, concerned shall be responsible for seating and other related arrangements.
(iv) The Training Section, in case of (iii) above shall ensure that invitees/participants/trainees and the Estate Branch are informed in advance about the activity proposed in the Auditorium. The team shall ensure that invitees/participants/trainees are seated well before the commencement of the programme. It shall also ensure that timings of the programmes are strictly adhered to. The team shall also coordinate with the Estate/Caretaking Branch of the Directorate of Training for necessary support/operational services.
(v) For programmes /events of entertainment nature a team of officials under the officer nominated by order for the said purpose shall be responsible.
(vi) The team of the officer concerned in (v) above shall ensure that the invitees/participants/trainees are informed in advance about the activity proposed in the Auditorium. The team shall ensure that invitees/participants/trainees are seated well before the commencement of the programme. It shall also ensure that timings of the programmes are strictly adhered to. The team shall also coordinate with the Estate/Caretaking Branch of the Directorate for necessary support/operational services.
(vii) The Estate/Caretaking Branch of the Directorate shall also be responsible for coordinating with the PWD for regular repairs of all electrical/civil works, furniture/fixtures.
I. SECURITY, FIRE SAFETY AND SANITATION ARRANGEMENTS FOR SHOWS/PROGRAMMES:
1.While the Fire Department of GNCTD has given Fire Safety Certificate for the Auditorium, it is still essential that on the day of any event/programme deployment of staff of the concerned Training Section/Estate and Caretaking Branch of the Directorate is made in advance as a matter of abundant caution.
2.The staff so deployed shall be responsible to ensure that exit doors of the Auditorium are not locked and can be opened immediately on slightest indication of any untoward incident.
3.The Estate/Caretaking Branch shall also ensure that staff of the PWD is also available to attend, repair and guard against any untoward incident.
4.For security purposes of the Auditorium property, adequate arrangement shall be made by the Estate Branch of the Directorate by deputing security personnel from amongst the existing security staff of the Directorate or as per special arrangement, if any approved.
5.For cleanliness and maintenance of the Auditorium, the Estate/ Caretaking Branch shall ensure that the Auditorium is cleaned thoroughly before and after every occasion of use. It shall also ensure that a chart laying down cleanliness activities is drawn up.
J.CHARGES FOR USE OF THE AUDITORIUM:
(i)Regular and mainstream Government department of the GNCTD and Central Government shall be exempted from any payment towards use of the Auditorium for official functions/programmes.
(ii) Local and autonomous bodies/corporations of the GNCTD shall be required to pay Rs. 10,000/- for four hours i.e. 10.00 am to 2.00 pm (pre-lunch session) and 2.00 pm to 6.00 pm (post- lunch session). The amount shall remain the same if the duration of the function/programme is less than four hours.
(iii) Similar amount shall be charged from PSUs and other autonomous bodies of the Central Government for duration upto 4 hours.
(iv) If the Auditorium is required for full day i.e. 10.00 am to 6.00 pm, the charges payable by the local and autonomous bodies/corporation of the GNCTD shall be Rs. 20,000/- per day.
(v) Similar amount shall be charged from PSUs and other autonomous bodies of the Central Government for full day i.e. 10.00 am to 6.00 pm.
(vi) For use of the Auditorium on holidays and weekends, the charges payable by the local and autonomous bodies/corporation of the GNCTD and also by the PSUs and autonomous bodies of the Central Government shall be Rs. 15,000/- upto four hours (pre-lunch/post-lunch sessions) and Rs. 25,000/- for full day with time period as mentioned in relevant paras above.
(vii) In addition to the charges mentioned in above paras, local and autonomous bodies/corporations of the GNCTD and PSUs and corporations of the Central Government shall, irrespective of the duration for use of Auditorium deposit refundable security amount of Rs. 10,000/-. The amount shall be refunded only after physical inspection of the Auditorium by the Estate Branch.
(viii) In case of any change in the programme of the hiring organisation, the security amount will not be reimbursed.
(ix) The charges for rehearsals, if any, shall be at the same rate as for normal programmes.
K. PROCEDURE FOR RESERVATION OF THE AUDITORIUM:
(i)Reservation of the Auditorium shall be made on receipt of written request in the form prescribed for the purpose at least ten days before the proposed programme.
(ii) Payments of prescribed charges shall be made by cash or DD or crossed cheque drawn in favour of Director, UTCS, Delhi with an additional amount of Rs. 10,000/- as security.
(iii) No request for booking will be treated as confirmed unless the charges are paid in advance and written confirmation of the same is issued by the Directorate.
L. OTHER TERMS AND CONDITIONS :
a.The Organisation hiring the Auditorium shall be solely responsible for any loss/damage to any property of the Auditorium. The loss shall be assessed by the Directorate and the latter’s decision shall be binding on the party.
b.Smoking is strictly prohibited in the Auditorium, on stage and any other portion of then Auditorium. The Organisation hiring the Auditorium shall ensure that it is strictly observed.
c.Intake of alcohol/beer etc. is strictly prohibited in the Auditorium premises. The hiring Organisation shall ensure its compliance and violation may entail forfeiture of security money or any other penalty as decided by the competent authority.
d.No eatables/drinks/refreshments etc of any kind shall be allowed to be carried/ consumed in the Auditorium.
e.Directorate of Training shall not allow hiring organisation to have parking of vehicles inside Directorate’s compound.
f. No inflammable objects should be carried to or used on the stage or in the Auditorium. Also no open fire will be allowed within the premises of the Auditorium or Green Room.
g.No posters/banners for publicity shall be allowed to be pasted inside/outside the Auditorium.
h.No extra lights or mikes will be installed by the hiring Organisation in the Auditorium.
i. The auditorium shall be available from 10 am to 9 pm and in no case it shall be used or kept open after 10 pm.
j. Any facility required to be used by the hiring Organisation other than already provided, will require prior permission of the Directorate and if chargeable extra charges may be levied accordingly for electricity, water etc if necessary.
k.The Directorate reserves the right to change and/or modify some/all terms and conditions without any notice whatsoever.
l. The hiring Organisation will be bound by the conditions as may be prescribed by the Directorate.
m. Due care shall be taken by the users that the programme held or the documentary/ movie (feature/ non feature) screened does not contain any objectionable/ obscene content.
n.The electrical circuit of the Hostel will have to be disconnected before start of any programme in the Auditorium, due to inadequate power load capacity of the present set up. This arrangement may be continued till the time sub station with provision for additional load is established.
o.Irrespective of the fact that programmes are being held or not in the Auditorium , the Estate Branch of the Directorate shall take care of the regular cleanliness and also use of pesticide/ anti-termite treatments etc if required in the Auditorium, in order to always keep it in a functional state.
p.A separate audio-visual section shall be created in the Library of the Directorate to keep & maintain CDs of films/documentaries etc meant for screening in the Auditorium.
q.The Policy is subject to modifications/ amendments as per the emerging circumstances in future.
r. The special power for relaxation of any of the clauses of the Policy shall rest with the HOD i.e Principal Secretary (Training).