General
1. These terms and conditions are applicable to staff, students and private individuals and organizations (hereinafter “Applicants”), while making use of venues of the University of the Western Cape (hereinafter “UWC” or “University”).
2. UWC reserves the right for any authorised officer to enter a venue on UWC premises, query the use of the venue at any time, and request documentation confirming a venue booking.
3. Violation of the terms and conditions of use may lead to action being taken by UWC against the offenders.
4. Applicants shall have no claim for damages against the University or any of its officers or staff arising directly or indirectly from the hire of the facilities howsoever arising, negligence included, by any person, including any member of the public utilizing the venue.
5. Applicants indemnify the University and hold the University harmless from and against any or all liabilities arising from any acts or omission of Applicant, its employees and/or agents and/or appointed researchers.
6. Applicants indemnify the University against all claims for costs and liabilities arising from the presence of Applicant on University property. This indemnity shall apply to any claims by Applicant its employees, students, agents and representatives for their injury or death while on University property and shall include loss or damage to Applicant property and the personal effects of Applicants employees, students, representatives and/or agents.
7. Applicants will provide proof of public liability insurance to UWC upon request.
8. A venue/joint operation centre will be established based on the risk profile of the event.
9. A duly authorised UWC official will conduct a venue inspection prior to the event when required.
Interpretation
10. In the event of any contradiction between any verbal agreement and these terms and conditions, these terms and conditions will always prevail.
11. In the event of any contradiction between any written agreement and these terms and conditions, conditions of the specific written agreement signed by a duly authorised UWC official will prevail.
12. UWC will not be liable for any verbal or written representation made by any employee with regard to the availability and anticipated use of UWC venues and facilities.
13. UWC reserves the right to update these terms and conditions from time to time, and the onus will be on Applicant to familiarise themselves from time to time with these terms and conditions.
14. Applicants may not sub‐let, cede, assign any of its permission for use of the venue, without permission in writing from an authorised UWC representative.
Applicant Responsibilities
15. Applicant accepts full responsibility for the hire and use of venues, the conduct of the participants and any other consequence which may arise as a result thereof.
16. The following activities are not permitted on UWC premises: dangerous weapons, food and drinks in lecture venues, smoking inside venues.
17. Applicant must ensure that the conditions of use of the particular venue if provided are complied with and that there is no damage to University property. The cost of any damage which might occur whilst the venue is hired will be for the account of the Applicant.
18. No illegal activities are allowed on UWC Property.
19. The Applicants venue hire and event may not interfere with the running of the primary activities of the University or the normal functioning thereof.
20. No posters, banners, flyers, flags or slogans may be exhibited or distributed on the University’s buildings or displayed in any other manner on the campus except in spaces provided for such purposes, i.e., on notice boards, with prior agreement in writing from a duly authorised official.
21. If it has been allowed to carry and exhibit posters, banners, flags and slogans, to utter slogans and lyrics and singing of songs, these may not be directed at certain individuals, groups, races, religions, sexes and may not contain malicious expressions.
22. Any signage to be erected by external users must be approved in advance by UWC Risk and Compliance. UWC reserves the right to remove signage that has not been approved.
23. No terrain or building or any other facility of UWC may be entered upon nor any route followed or action taken by Applicant for which no precise prior agreement has been concluded in writing with a duly authorised UWC official.
24. Amplified sound will be allowed solely at the discretion of UWC. If allowed, sound levels must remain reasonable, and no sound checks may be done outside specified times, given academic activity in the adjacent buildings. Failure to comply may result in Applicant being barred from hiring venues at the University again.
Finances
25. 100% of the hire fee and service fee are payable in advance in order to confirm the booking.
26. Applicants will not be allowed to proceed with venue use unless payment has been received in full for the venue hire fees and service fees.
27. UWC shall be entitled to review the venue hire fees and associated services from time to time.
28. Applicant shall be charged cancellation fees based on the scale below:
a. Less than 7 working days’ notice of cancellation: 25% of venue hire fees
b. Less than 3 working days’ notice of cancellation: 50% of venue hire fees