Application Forms must be filled for all reservations: 

Clients should be as detailed as possible in providing information concerning their event.  The Event Centre reserves the right to reject any application from any individual and/or organization whose activities are considered incompatible with the aims and objectives of ADMIRALTY CONFERENCE CENTRE.

 

Contact Person:
Clients must provide a contact person that will represent them when they are unavailable. Where situation demands the urgent attention of the clients he/she must be available. In other words, his/her phone number must be provided and accessible at all time. Admiralty Conference Centre reserves the right to take urgent decision where situation demands.

 

Conditions of Payment:
To secure a firm booking, a minimum of 50% non-refundable cost of the Hall must be paid within one week after reservation and the balance paid one month after the initial payment.  Where the event is less than two months from the date of booking, full payment must be made at the time of booking.  All payments for Hall must be fully paid at least two weeks to the event.  Payment should be in form of certified bank cheques, Electronic Transfer or cheque payable to ADMIRALTY EVENTS AND SYSTEMS. Alternatively, cash can be paid directly into the company’s account and the teller submitted to Admiralty Conference Centre.  Cash payment to any staff is not allowed while late payments will not be accepted.  Reservation not fully paid up in accordance with aforementioned schedule, namely two weeks to the date of the event will be deemed as cancelled, unless agreement is reached with Admiralty Conference Centre. Otherwise, cash or bank draft must be paid at the bank; cheques are not acceptable for late payments.

 

Postponment:

In the event of a postponement by the renter,

–          All postponement must be confirmed to the Event Center, in writing, at the earliest opportunity.

–          In the event the Venue is unavailable on the new date, the Renter will have to pick an unavailable date at no cost. Otherwise, such postponement shall constitute a cancellation of the booking under this agreement and as it can only be granted and accommodated by the Event Centre on the availability of the venue on the new date.

 

Cancellation:

In the unfortunate event that the Renter cancels the booking, which should be confirmed to the Event Centre in writing at the earliest opportunity, a cancellation fee will be charged in accordance with this clause as follows:

–          25% of the total amount charged will be deducted as cancellation fee if the cancellation is done one month or more prior to the date of the event.

–          50% of the total amount charged will be deducted as cancellation fee if the cancellation is done two weeks to the date of the event.

–          100% of payment made will be forfeited if cancellation is done a week or less to the date of event.

 

Technical Details:
Technical details relating to the event must be discussed and agreed with the Management & the Facilities Manager before the event to allow the Technical Team enough time to prepare for a successful event.  Air-conditions will be switched on 30 minutes before the start of the event. 

 

Hall Capacity:
Admiralty Conference Centre has halls with banquet seating capacity of 120, 500, and 1200 guests, Prospective clients are advised to note this maximum seating capacity of the hall(s) rented and ensure that the number of invited guests does not exceed the seating capacity of the hall. Admiralty Conference Centre reserves the right to ensure that the hall is not overcrowded in accordance with safety & fire regulations.

 

Opening Hours And Period Of Hire:

Admiralty Conference Centre is open for events every day of the week, statutory holidays included. The Renter is entitled to 8 hours from the start of the events. The Event hall is responsible to turn on the Electric generator for at least 30 minutes to enable cooling of the hall before guests arrive. Extra hours cost an hourly rate of N20,000.00.

 

Vendors and Promoters must ensure that the time of loading in is in agreement with Admiralty Conference Centre at the time of booking or before the event. Guest entrance will only be opened at the agreed time and vendors are to use the vendors’ entrance.

 

Meetings:
All vendors, contact person(s), clients and Admiralty Conference Centre representative must have a pre-event coordination meeting that will be held at least two weeks before the event to allow our team adequate preparation for a successful event.

 

Customer Caution Deposit:
Customers will be required to pay refundable deposit at the time of booking. Refundable deposit is N50,000.00. Caution fees are refundable within 3 days after events if there are no damages and all materials/equipment are evacuated. Our technical personnel will conduct pre-and post-event inspection of our facilities and the deposits will be returned after 3 days if our hall is found to be free from any damage or theft.

 

All Contractors such as Caterers, Decorators, Musicians, Drink Handlers and Electricians are to pay caution fees in the following manner: Caterers – N10,000.00, Drink Handlers – N10,000.00, Decorators – N20,000.00, Other Vendors- N10,000.00.

Caution fees are refundable after events if there are no damages and all materials/equipment are evacuated.  Admiralty Conference Centre reserves the right to deduct from the caution deposit for any losses or expenses incurred as a result of negligence or otherwise acts of your agents or guests.

 

No public transport vehicle is allowed in the compound.

 

Security:
Clients, Patrons and their promoters and/or event managers shall be solely responsible for making adequate security and safety arrangements in respect of their programs.  They will ensure that relevant measures and routine are made known to their customers and guests, including entrance and exit of the specific facility rented by them.

 

Decoration:
Overnight decorations preceding day of event is allowed. On no account should the decoration fabrics and materials be arranged in a manner that is obstructive to the flow of the cooling system in any manner.  Total coverage of the ceiling with decoration materials shall not be allowed especially area around the air conditioning vents. Complete evacuation must have been made on or before 6am of the day after, where however you did not evacuate your fabrics/ materials before this time, Admiralty Conference Centre reserves the right to deduct from your caution fee and get that sorted out.

Catering:
Clients are fully responsible for bringing the caterers for their events. Clients shall be responsible for smooth conduct of the caterers and ensure no damage is done to our facility. Admiralty Conference Centre reserve the right to deduct from the refundable deposit if any expenses or losses is incurred. Cost of any damage caused by any of  vendors in excess of the caution fee deposited shall be borne by client.

 

Cleaning:
All promoters and hirers are required to keep the highest possible standards of cleanliness.  No caterer will be allowed to leave the event premises until the Cleaning Supervisor has assured the Security Supervisor that the service areas have been left the way they were met.  Caterers must evacuate all left-over food and garbage immediately after the event.

 

Signatory:

The terms and conditions must be signed by the individual applicant/Hirer or where applicable, the company Secretary, Director or other Authorized Executive or Representative of the Hirer.