By submitting the The Foundation Hall Booking Form, the applicant confirms complete agreement with the following regulations. Breach of any terms may result in cancellation of the reservation, loss of deposit, and/or disqualification from future use of the Hall.
1. General Use Policy
- The Foundation Hall must only be used for the purpose stated in the reservation request.
- Activities must align with The Foundation’s vision and support economic growth.
- Misrepresenting the event’s nature, size, or audience will result in immediate cancellation or termination without refund.
- Events containing politically or culturally sensitive content require prior approval.
- Only activities explicitly approved in the reservation form may occur inside the Hall.
2. Reservation & Access
- Full event details, including expected attendance, must be provided in advance.
- Events must begin and end at the scheduled time. Additional time will be deducted from the deposit if the event overruns.
- The organiser is liable for any damage caused by failure to vacate the Hall on time.
- Access is limited strictly to the approved time window, including setup and cleanup.
- All bookings must be submitted via the official website booking form.
- The Foundation Hall team will review and confirm availability.
- Once approved, bookings may be listed on a public calendar to avoid scheduling conflicts.
- A fully refundable deposit and a non-refundable service fee are required to finalise the reservation.
3. Event Type & Attendance
- Events must be limited to a pre-approved guest list. Open/public events are not permitted.
- Any change to the number of attendees must be communicated at least 72 hours in advance.
- The Hall’s capacity limits must be respected at all times.
4. Deposits & Fees
- A deposit is required for all bookings.
- The deposit will be fully refunded within seven (7) working days after the event if:
- No damage is reported.
- The Hall is left clean, organised, and in its original condition.
- No furniture or equipment is moved, altered, or damaged.
- All terms of use have been respected.
5. Prohibited Actions
- No nails, tape, glue, or adhesive materials may be used on any surface.
- Dragging furniture or equipment across the floor is strictly prohibited.
- Using paint, confetti, glitter, powders, open flames, or smoking is not permitted.
- Damage to carpets, stages, chairs, or fixtures will incur penalty fees.
- No object inside or outside the Hall may be moved, altered, or removed. The Hall must be returned exactly as received.
6. Organiser’s Responsibilities for Safety & Conduct
- Organisers are responsible for arranging their own security personnel.
- The Foundation does not provide security under any circumstances.
- The organiser is fully accountable for the behaviour and conduct of all attendees.
- A designated contact person must always be present during the event and remain reachable by phone.
- All events must comply with local laws and these regulations.
7. Setup & Technical Use
- Furniture may only be rearranged with prior approval and returned to its original layout post-event.
- The Foundation does not provide any technical equipment or services.
- All technical arrangements, including sound, lighting, livestreaming, or projection, are the sole responsibility of the organiser.
- Any equipment brought in must be removed immediately after the event.
- The Hall management must approve any technical setup or changes in advance.
- Organisers must ensure that cables are safely secured to prevent hazards.
- Internet access is not guaranteed.
8. Noise & Sound Management
- Sound levels must be kept reasonable and not disturb others in the building.
- Use of loudspeakers or amplified music requires prior approval.
9. Food, Drink & Cleanliness
- Food or drinks that are served must be disclosed in advance and approved by the Foundation Hall team.
- No food or beverages are allowed inside the Foundation Hall.
- Coffee breaks, snacks, and meals must only occur outside the Hall in designated areas.
- The coffee break area must be agreed upon in advance.
- Organisers must provide rubbish bins and other cleaning supplies as needed.
- All areas must be cleaned during and after the event.
- The organiser must return the Hall to its original condition.
- Failure to do so may result in penalties or loss of deposit.
10. Cleaning & Supervision
- The organiser is responsible for arranging cleaning staff before, during, and after the event.
- Cleaning must be coordinated with the Foundation Hall team.
- A designated supervisor from the Foundation Hall will monitor the event to ensure compliance. The organiser must accept this supervision arrangement.
11. Emergency, Incident & Health Responsibility
- The Foundation Hall accepts no responsibility for medical issues, emergencies, accidents, or injuries during the event.
- Organisers must prepare appropriate safety and emergency protocols.
- Emergency exits must be kept accessible at all times.
12. Garden Use & Protection
- The surrounding gardens must be treated with care and respect.
- Activities that damage the lawn, plants, or landscaping are prohibited.
- Any damage will result in penalties.
13. Recording & Branding
- Photography, filming, and livestreaming are permitted only if declared in advance.
- Branding materials (e.g. banners, roll-ups) must be free-standing.
- Nothing may be attached to walls, ceilings, furniture, lighting fixtures, or windows.
14. Utilities & Service Provision
The organiser is solely responsible for arranging all operational services required for the event, including:
- Electricity backup power
- Water supply
- Cleaning equipment & staff
- Catering equiment
- Sound, lighting, projection, and other technical equipment and assistance
- Event security and emergency response
- First aid and health-related provisions
The Foundation Hall does not provide or manage any of these services. The organiser must ensure that all service providers comply with the Hall’s regulations and operate safely and professionally. No equipment or setup may interfere with the Hall’s infrastructure or obstruct emergency exits.
15. Accessibility & Staff Oversight
- Foundation Hall staff reserve the right to enter the venue before, during, or after the event to monitor proper use.
- Entry by staff will be for supervision purposes only.
16. Deposit & Service Fees
- A non-refundable service fee of 140,000 IQD per day is required upon approval. This fee covers water and electricity consumption and is charged for each calendar day the organiser has access to the Hall, including setup, rehearsals, the event itself, and cleanup—from the day the keys are received until the day they are returned.
- A refundable deposit of 3,000,000 IQD must also be paid. It will be returned in full only if:
- All terms and conditions are respected.
- No damages or violations occur.
- The Hall is returned to its original condition.
- If the cost of repair or cleaning exceeds the deposit amount, the organiser shall be fully liable for the additional expenses.
17. Final Acknowledgement
By submitting the booking form, the organiser confirms that:
- All information provided is accurate and complete.
- Any unauthorised damage or changes to the venue, furniture, or surroundings—inside or outside—will result in penalties
- The Hall will be used respectfully and returned to its original condition.
- The organiser is responsible for leaving the space clean and orderly.
- Failure to comply with these regulations may lead to cancellation, fines, and/or disqualification from future use.
- The organiser agrees to sign a liability waiver and comply fully with these Use Regulations and the Foundation Hall Booking Form.
These ‘Use Regulations’ are integral to ‘the Foundation Hall Booking Form’. Submission of the form constitutes acceptance of all terms stated in both documents.
