THIS FORM IS SUBJECT TO THE ATTACHED RULES AND REGULATIONS
A REFUND OF OVER KSH. 15000/= AFTER FINAL BILLS, WILL BE PAYABLE BY CHEQUE ONLY AFTER FOURTEEN (14) WORKING DAYS. REFUND PAYABLE TO (NAME TO BE WRITTEN ON CHEQUE):

Disclaimer

SSJS and its trustees, officers, employees, servants, agents and representatives do not accept any liability whatsoever to the Hirer/Caterer/Decorator* at the JAIN BHAVAN or to any insurer for any loss, damage, destruction, injury, death or other adverse outcome occurring to the person(s) or property of the Hirer/Caterer/Decorator* whether arising from accident, fire, theft, break-in, burglary or any other cause whatsoever or howsoever occurring and by whomsoever caused or arising from the breach of contract, breach of duty, carelessness, recklessness, negligence or gross negligence or wrongful acts or omissions of the trustees, officers, employees, servants, agents and representatives of SSJS. It is the Hirer’s/Caterer’s/Decorator’s* sole responsibility to procure insurance cover for any such eventuality and to notify its insurers of the existence of this disclaimer.

Indemnity

The Hirer/Caterer/Decorator* hereby indemnifies and keeps SSJS, its trustees, officers, employees, servants, agents and representatives fully indemnified against any third party claims for any loss, damage, destruction, injury, death or other adverse outcome occurring to any visitor, invitee, licensee or guest or to any of the agents, employees, visitors, invitees, licensees or guests of VOC or of the Hirer/Caterer/Decorator* whether arising from accident, fire, theft, break-in, burglary or any other cause attributable to the breach of contract, breach of duty, carelessness, recklessness, negligencee or gross negligence or wrongful acts or omissions of any of the Hirer’s/Caterer’s/Decorator’s* officers, employees, servants, agents, representatives, visitors, invitees, licensees or guests at the Premises.

Jain Bhavan, Loresho P O Box 281-00606 Nairobi Kenya
Email: ssjsbooking@jainsangh.net

RULES AND REGULATIONS FOR BOOKING/HIRING Applicable to the party who hires any facility at SSJS

1. Booking for each specific area of SSJS must be applied for in the prescribed form, which must be signed for or on behalf of the hirer, decorator and caterer as applicable.
2. No telephone will be accepted.
3. The application form must be accompanied with the appropriate deposit in full.
4. Final confirmation will be given in writing.
5. Booking is not transferable, and deposit will be forfeited unless a written cancellation is given 90 days
prior to the confirmed booking date.
6. Deposit will only be refunded in case of death in immediate family. This decision is subject to the
sole discretion of the SSJS Management Committee. VAT levied on the booking is only refundable
from 6 months of payment. After 6 months, only principal amount will be refunded.
7. In case of lack of availability of desired area of hire, the request will be wait-listed on a first- in- first-
out basis for which acknowledgement will be given but no deposit accepted.
8. In case of cancellation, the next in the waiting list will be given priority.
9. Under no circumstances, double booking will be allowed for the same desired venue for any function.
10. Foyer: No meals to be served. Only tea, coffee, soft drink, ice-cream sweets, nuts and biscuits can be
served.
11. Auditorium: Strictly no food or drinks will be allowed. Meals and Light snacks will be permitted to
be served in the Upstairs Hall adjacent to the auditorium or in Garden Area.
12. Under special circumstances and at the discretion of the SSJS Management Committee, the dining
halls may be hired for ‘haraka marriage or marriage ceremony, engagement ceremony or any other
function, provided the halls are available within the stipulated 90 days period.
13. Only vegetarian food will be allowed to be cooked and/or served.
14. Alcoholic drinks are strictly prohibited within the SSJS premises.
15. Smoking is strictly prohibited within the buildings of SSJS.
16. Decorations: The hirer will abide by the following rules pertaining to decorations
• Only hooks provided on the wooden frames and walls can be used to prop the decorations. Under no
circumstances will extra hooks or nails be permitted.
• Masking tapes or other adhesives are strictly prohibited.
• Decorations to be hung from ceilings are strictly prohibited
• Lighting: Buntings and lighting will be permitted only on hooks provided
• Stage: Externally sourced stages or ladders will not be permitted in the SSJS premises.
• Mandap: These may be decorated without touching the walls or ceilings
• Electricity: Power for video, photography, PA systems etc, to be drawn from the power points
provided. Un-insulated wiring will not be permitted. The SSJS Electrician to verify any electrical
instrument to be used within the premises. (a day prior to the function).
• Toran: Should be placed on the hooks provided.
• Havan Kund: The smoke from the Havan to be limited to avoid damage to walls, ceilings and
floors. Please take necessary precautions. The Duty Officer has the right to curtail the intensity
of the smoke.
• No naked flames, diyas or candles permitted in the Auditorium. Exception will be given to a
single diya for purposes of opening ceremonies or such for a limited time on a protected base.
• One candle per table allowable in the dining halls.
17. Decorators and Caterers: The hirer is responsible for conduct of the Decorators/Caterers and to ensure the rules and regulations are followed (Separate rules and regulations attached). The hirer will inform the SSJS Property Manager of the names and contacts of these persons. The Hirer will also fill and sign the necessary forms informing the names of these persons who will only be allowed at the discretion of the SSJS Management Committee.
18. The hirer will be responsible for cleaning the entire premises used by them properly after the function to the satisfaction of the SSJS Property Manager.
19. The hirer will be responsible for any loss or damage caused during the function. All repair charges will be borne and paid for by the hirer. Management reserves the right to deduct damages from the Security Deposit and bill the hirer should the damages be extreme.
20. Car Parking: SSJS will not be responsible for any loss or damage to vehicles parked including loss of any property from the vehicles while the same are parked at SSJS.
21. Attached is a separate set of rules & regulations pertaining to vehicle parking which have to be adhered to strictly.
22. SSJS will not be responsible for any damage or loss to Individual Property of the Decorator/Caterer.
23. The hirer will ensure all stores are vacated within 6 Hours after the function is over. SSJS will have
the right to vacate the same at its own discretion should the same not be done within 6Hours a charge
of 10,000 per day will be levied thereafter.
24. Utensils and Furniture available within SSJS will be used for various functions. Outsourcing of the
same is strictly prohibited.
25. At all times SSJS community will be deemed to be acting by or through its Officials, Committee
Members, Employees or duly authorized agents and spokespersons.
26. SSJS Management Committee reserves the right to amend the scale charges including terms and conditions of the same at any time.
27. SSJS Management Committee, official staff and authorized persons reserve to itself an absolute and unrestricted right to enter the premises at all times for the proper supervision of the hiring and for any other purposes it may consider appropriate.
28. The obligations and liabilities of the hirers, if more than one, shall be joint and several.
29. We do not allow unreasonable size vehicles entering the SSJS premises which may cause a substantial amount of damage on the grounds / paved cabro and driveway.
30. Entry to SSJS is strictly by motor vehicles. During a wedding the Groom cannot use other means of entering SSJS e.g., helicopter, horse cart, camel, any other pets etc.
31. The hirer shall ensure that only the groom vehicle shall be allowed in the barricaded parking.
32. The hiring shall be deemed a license to occupy the premises as specified in the booking documents. Such license shall be personal to the hirer and shall not be assignable or transferable without the prior written consent of the SSJS Management Committee. Such consent may be refused without any reasons being provided for the same.
33. The hirer shall ensure that no person attending or participating in the function causes any obstruction, nuisance or commit any unlawful act whether on the premises of in the immediate vicinity thereof. The SSJS Management reserves the right to remove any such offending person from the premises using reasonable force if deemed necessary.
34. Where only part of the premises is hired the hirer shall ensure their party shall not encroach upon or obstruct other areas of the buildings and grounds comprising of SSJS.
35. SSJS Management shall not be responsible for the failure of gas, electricity, or water supplies.
36. The Hirer shall have his / her employees (whether term or permanent) properly insured against Common Law and Work Injuries Benefit Act Liabilities. SSJS will not be liable for any injuries, etc. suffered by his / her employees whether term or permanent.
37. Levy will be charged when food/tickets are sold to exhibitors / visitors. The rate for the levy will depend on the requirements.
38. Hiring charges are subject to change every calendar year. The prevailing rates will be applicable for hiring of premises irrespective of the date of payment of deposit.
39. Overnight charges are applicable for any set-up/removal done after midnight.
40. The tax point will be the date on which payment for the service is received in
whole or in part.
41. SSJS will not be responsible for any injury or mishap caused to anybody
during your set-up and hire days.
42. All the Rules and Regulations including all other instructions given under the guidance of the SSJS Manager must be always abided.
43. Gas charges, overtime for the SSJS staff and security guards to assist with
parking will be charged to the hirer at the prevailing rates.
44. Booking is only confirmed after a minimum deposit of 50,000 Ksh.
45. If your event is in less than 3 months, please clear 100% of your payment, UPFRONT. Failure to do so, will open your dates to other bookings. Refund maybe provided with 25% cancellation fee.
46. Please see the Booking Form for additional details on our Cancellation and Refund Policy.
47. No sale or consumption of alcohol, meat or eggs in the premises including the parking. Any person caught drinking will be prosecuted.
48. Please ensure that your decorator and caterer follows our rules and regulations shared with you separately.
49. Ensure that you collect your receipt and fill out the Booking Form.
50. Please ensure that you follow ALL formalities and paperwork to solidify your
booking. No verbal agreements will hold ground.
51. Drinks (including water) and food (including snacks) are STRICTLY
prohibited inside the auditorium. It is the host’s responsibility to ensure that
this rule is followed.
52. Rates may be changed without notice.
53. Miscellaneous Utility Charges include table, chairs, utensils, serving dishes
and cooking gas. Above rates do not include Daily Fee for casual staff who
maintain the cleanliness of the areas hired and ongoing cleaning of utensils.
54. Jain Bhavan provides a male and female cleaner for the washrooms. Should
you need additional cleaners, please see below.
55. Jain Bhavan will provide 1 guard during the day and 2 during the night, should
you need additional guards to guide traffic or additional security, please see
below.
56. In an event of shooting of TV shows/ Live Events broadcasted nationally or
internationally, we understand that production of these shows may want to run on generator solely. We charge an additional fee of 25,000 Ksh per hour for the same.
57. Should you need a permit for your event from the county, you can either source it yourself or we provide the service at an additional fee paid directly to our Site Supervisor.
58. Should you serve meals, we usually open the meal service to our Staff and casual staff after the guests have eaten. Any leftover food your caterer leaves after the event, we generally donate to staff of residents in the neighbourhood.
59. We have Pre-Décor rates as out lined above and same rental rates apply should you/your decorator want to clear a day after the event.
60. Catering and Vendor Levy is applicable to events which may be of commercial nature, or you may hire a caterer to serve/sell readymade meals during a show. Please seek further clarity from the Property Manager.
61. Sound and Light packages for the auditorium depend on your choosing.

THE HEALTH AND SAFETY OF OUR EMPLOYEES AND GUESTS IS OUR NUMBER ONE PRIORITY. THESE GUIDELINES PERTAIN TO ALL HIRERS.

• Maximum number of people allowed per function will be as per the Government Directives (inclusive of priests, photographers/videographers, DJ. etc.). Caterers and casuals will be in addition to these.
• All Government Protocols and Ministry of Health guidelines must be observed at ALL times.
➢ Wearing of Face Masks is recommended while within indoor spaces.
➢ Washing of hands regularly is advised.
• SSJS shall not be liable for the conduct and service provided by the casuals.
• If the hirers fail to comply with Government Directives, SSJS shall not
be responsible for any fines levied by the Government and will
become the Hirers responsibility.
• The above rules and regulations are subject to change without notice as per the
Government Directives.
• If the hirer is found to be in breach of the above rules and regulations,
SSJS has to the right to suspend the event.
• The hirer must sign the bottom of each page to ensure he/she has
understood the rules and regulations and the indemnity form.
• All hirers to contact the office for further guidance.

SSJS FACILITY HIRE
Waiver/Release for Communicable Diseases Including COVID-19
ASSUMPTION OF RISK / WAIVER OF LIABILITY / INDEMNIFICATION AGREEMENT

In consideration of being allowed to hire the Facility of Shree Sthanakvasi Jain Sangh, the undersigned acknowledges, appreciates, and agrees that:
1. Hiring of facilities includes possible exposure to and illness from infectious diseases including but not limited to MRSA, influenza, and COVID-19. While particular rules and personal discipline may reduce this risk, the risk of serious illness and death does exist; and,
2. I KNOWINGLY AND FREELY ASSUME ALL SUCH RISKS, both known and unknown, EVEN IF ARISING FROM THE NEGLIGENCE OF THE SSJS COMMUNITY or others, and assume full responsibility for my hiring; and,
3. I willingly agree to comply with the stated and customary terms and conditions for hiring of facilities with regards to protection against infectious diseases. If, however, I observe and any unusual or significant hazard during my presence, I will remove myself from the facility and bring such to the attention of the nearest official immediately; and,
4. I, for myself and on behalf of my heirs, assigns, personal representatives and next of kin, HEREBY RELEASE AND HOLD HARMLESS SHREE STHANAKVASI JAIN SANGH their officers, officials, and/or employees, and if applicable, owners and lessors of premises used to conduct the event (“RELEASEES”), WITH RESPECT TO ANY AND ALL ILLNESS, DISABILITY, DEATH, or loss or damage to person or property, WHETHER ARISING FROM THE NEGLIGENCE OF RELEASEES OR OTHERWISE, to the fullest extent permitted by law.