Sri Vijaya Puram, November 4: Government departments, autonomous bodies, cultural organisations and non-governmental organisations (NGOs) planning to organise functions at Andaman Club have been asked to submit their booking applications at least one week before the proposed programme date, following concerns over delays caused by last-minute requests.
The Directorate of Art & Culture has reiterated the requirement under Office Order No. 146, dated November 27, 2017, and urged all prospective applicants to follow the prescribed timeline to ensure that bookings are processed and approved without unnecessary delays.
According to the Directorate, applications are frequently being submitted only one or two days before scheduled programmes. Such short notice leaves limited time for processing the requests and obtaining approval from the competent authority, affecting the timely allotment of the venue.
The department has therefore asked all concerned organisations to plan their programmes in advance and submit applications at least seven days before the intended date of the function.
The Directorate has also reiterated the conditions governing cancellation and postponement of confirmed bookings, particularly the timelines for submitting written requests and the refund of security deposits and advance rent.
Under the prescribed rules, organisations seeking to cancel a booking or postpone a programme must submit written intimation at least two days before the scheduled date of the function. The date of the programme itself will not be counted while calculating the notice period.
Failure to comply with this requirement will result in the forfeiture of the security deposit, meaning the amount will not be refunded.
However, organisations that submit written cancellation or postponement requests within the stipulated period will be eligible for a full refund of both the security deposit and the advance rent paid.
The distinction between timely and delayed cancellation requests has been highlighted to ensure that organisations are aware of the financial implications before confirming their programmes at the venue.
The instructions apply to government departments, autonomous bodies, cultural organisations and NGOs seeking to use Andaman Club for functions and other programmes.
The Directorate has called upon all concerned to strictly adhere to the provisions of the 2017 office order and the prescribed terms and conditions governing venue allotment.
The renewed advisory places emphasis on advance planning, timely submission of applications and adherence to cancellation deadlines. Organisations intending to use the facility have been asked to factor these requirements into their event schedules to avoid administrative delays and the possible loss of deposits.
With the Directorate reiterating the existing booking conditions, applicants are expected to ensure that both initial requests and any subsequent changes to confirmed programmes are communicated within the prescribed timelines.
