Download BVI IAC Booking Check List Document

This document presents options to select from in order to finalize your booking. Depending on the
selection, further consultation may be required in order to complete the booking.
Personal Details
Title
First Name
Last Name
Telephone:
Mobile:
Email:
Event Information
Event & Room Set-up
Name of Event:
Type of Event:
Date of Event:
Event Times:
Number of Delegates:
Space Required (Sq. Ft/M):
If you know, rooms required
Layout of Main Room
Auditorium Style?
Banquet Style?
Cabaret?
Court Style?
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Cocktail?
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U-Shape Style?
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Hollow Square Style?
Classroom Style?
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Conference Style?
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Do you need a stage?
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Do you need a staff room?
Catering
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Breakfast
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Snack
Buffet
Lunch
Seated
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Tea
Buffet
Dinner
Seated
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Brief description of catering requirements: e.g. light refreshments throughout the day, in room catering, or additional separate
room, etc.
Technology
Comment
Large Screen Projection
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Audio conferencing
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Video conferencing
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Local calls
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International Calls
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Video recording
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Audio recording
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Lighting
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Microphones
Handheld microphones
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Gooseneck microphones
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Lavalier microphone (lapels)
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Headworn microphones
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Note: For microphones, please indicate whether you would need the audience to have audio capabilities
Wide Screen TV
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Printing, Copying and scanning
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Extension Cables
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TV with DVD Player
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Translation
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Décor, Entertainment & miscellaneous
Flower Arrangements
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Themed Décor
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Perimeter Décor
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Head Table Décor
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Bartender, waiters
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Tables Covers
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Table Bar/ Food Station
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Table Cloths
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Stage
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Live entertainment
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Photography
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Videography
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Security
Stationery requirement
White Boards
Flipcharts
Writing Pads
Writing equipment
Name Badges
Folders
Post it Notes
Additional Information
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Declaration
The BVI International Arbitration Centre will endeavor to satisfy all above agreed requirements. Requirements not listed above
are deemed out of scope and fall outside the quotation given.
Full Terms and Conditions of Reservation and Use are available on our website: http://www.bviiac.org/Facilities/TermsConditions
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If a reservation is made more than 30 days before the first day of the booking, a deposit of 50% of the
rental price is required to secure a reservation at BVI IAC. Such initial deposit will be payable at the
time the reservation is made. The balance of 50% of the rental price is due 30 days before the first
day of the booking start date.
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If a reservation is made within 30 days of the first day of the booking start date, payment of 100% of
the rental price is required to secure a reservation at BVI IAC.
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Payments should be made by wire. Users are responsible for paying any and all fees associated with
the wire transfer, including any foreign wire transfer transaction fees imposed by BVI IAC’s bank.
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Any reservation for which payment becomes overdue will not be secured.
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Should payment still be outstanding on the date of the booking, the “Users” may not have access to
the facilities.
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BVI IAC may impose a late fee of up to $100 for overdue invoices.
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Cancellation requests must be in writing (letter or email) at least 15 days before booking.
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If a cancellation request is received by BVI IAC more than 30 days prior to the first day of the booking
start date, all payments shall be reimbursed.
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If a cancellation request is received by BVI IAC between 30 and 16 days prior to the first day of the
booking start date, 50% of the rental price will be reimbursed.
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There are no refunds for cancellation requests received 15 days or less prior to the first day of the
booking start date. In such cases, 100% of the rental price is forfeited.
If you agree that the above fairly sets out your understanding of our mutual responsibilities, please sign a copy of this letter in
the space indicated below
PRINT NAME:
Sign:
DATE: