Organization : Directorate of Estates
Facility : Vigyan Bhawan Online Booking

Home Page : http://estates.nic.in
Terms & Conditions : http://www.indianjobtalks.com/uploads/75727-Vigya.pdf

Vigyan Bhawan Online Booking :
** Vigyan Bhawan is allotted for holding Departmental, National or International Conferences/Seminars by the Government of India, State Governments, PSUs and Autonomous Bodies in that order of priority.

** Vigyan Bhawan is allotted to NGOs/Private Enterprises only if and for the days when the President, the Vice-President or the Prime Minister attend the function of the NGO/Private Enterprise. [Private Parties - All organizations other than Government Departments, PSU/Autonomous Bodies under control of Ministries & departments are private parties for the purpose of the allotment and the licence fee.]

Facilities :
** Facilities available in Vigyan Bhavan are listed at the end of this brochure. Permission is not given for brining in equipment, furniture and other items from external sources.
** Vigyan Bhawan conference halls are equipped with audio-video conference facilities of international standard, including local area network facilities.

** Facilities at Vigyan Bhavan are provided on “as is where is” basis. No addition/alteration or modification is permitted or entertained.

** Hall No.1 of Vigyan Bhawan is reserved for exclusive use on the occasion of visits of Heads of State wherein the Presidents / Prime Ministers and other Heads of State participate and for the meetings of the President or the Prime Minister of India.

** The VIP Lounge and Dining Hall are allotted only for the occasion when President, Vice-President, Prime-Minister of India or a visiting Head of State of another country attend the function. These rooms are to be paid for as they automatically come with a booking for VVIP attended functions.

** No permission is given for facility (facilities) over and above the facilities already listed. Request for alternate uses and external uses are not entertained. External/ hired furniture is not permitted into Vigyan Bhavan.

Note :
i. Organizers may make their own arrangement to provide ushers and interpreters Security clearance for the personnel so deployed should invariably be obtained. Organizers should make their own arrangement for back-drops and additional sign-boards in consultation with the security agencies and the CPWD Officer- incharge in Vigyan Bhavan.

ii. In case of any mechanical failure, allot tees should co-operate with the CPWD and Security authorities and adhere to their instructions; efforts will be taken to relocate the venue, subject to security norms and availability.

Who can apply :
** In case of Departments of Central Government and State Governments applications in the prescribed format may be submitted by an officer not below the rank of Joint Secretary to the Government of India or the Head of the Department.

** In case of PSUs/Autonomous bodies and NGOs/ Private Party application must be submitted by the Head of the Institution.

Steps to apply :
Application for allotment must be submitted in the prescribed form available in Directorate of Estates, at least one week before the proposed date of the function. Applicants are advised to provide all details asked for in the form. The following steps need to be taken by applicants :

a. Availability of the venue must be ascertained from the Directorate of Estates.
b. No Objection Certificate from the DCP Security (PM) must be obtained by the applicant
c. In case of VVIP’s participation, copy of the letter of consent to attend by the VVIP from the office of the VVIP should be furnished.

d. In case of PSU/Autonomous Bodies and NGOs/Private Parties a No Objection Certificate from DCP New Delhi District is to be furnished.
e. PSUs and Autonomous Bodies must submit a certificate from their nodal ministry (not below the rank of Under Secretary) vouching the purpose of application by the organization.

f. Application from NGOs/Private Parties will be considered for allotment only for the day on which participation of a VVIP i.e. President, VicePresident or Prime Minister of India is confirmed.
g. Full payment of licence fee (and security deposit in case of PSU/Autonomous Bodies/Private Parties) by Departmental/Official Cheque payable at par at Delhi (Demand Draft in case of Private Parties).

h. Payment from outstation applicants will be accepted by Demand Draft/ Official Cheque payable at par at Delhi with supporting document from the office stating that the draft is made out of allocated funds of that Department/PSU/Autonomous Body.

Licence Fee includes charges for the venue, electricity and lighting, airconditioning and the use of fixed audio and video equipments.

When a conference is jointly organized by a Government Department and an autonomous body/PSU or Private organization, rates applicable to Government Departments will be charged if the payment is made by Government cheque out of their budgetary allocation/fund; otherwise rates applicable to autonomous bodies/private parties would be charged.

Advance Booking :
a. For international conferences and functions of international nature : upto 2 years before the date of function.
b. For inter state conferences : upto 6 months before the date of function.
c. For other functions : upto 3 months before the date of function

Application and Allotment :
a. Completed application form with requisite documents and payment should reach Directorate of Estates at least one week before the date of function.

b. All applications from Government Departments for booking up to 5 working days should be signed by an officer not below the rank of Joint Secretary to the Government of India or the Head of the Department. For any booking exceeding 5 working days the requisition should be approved by the Secretary of the concerned department.

c. Minimum accommodation allotted will be a Committee Room. Minimum period will be one day.
d. Merely ascertaining the availability of Vigyan Bhawan is not a guarantee for a confirmed booking. Booking will be confirmed only on receipt of all necessary documents and the prescribed licence fee is paid.

e. Allotment is liable to be cancelled without prior notice if any VVIP visit to Vigyan Bhawan is notified by the DCP Security (PM) or the office of the VVIP.
f. Allotment to private parties will be made only for the day when the VVIP’s participation is confirmed through a letter of consent from the VVIP’s office.

g. Director of Estates reserves the right to cancel an allotment any time without assigning any reason. No damages can be claimed for such cancellation.