Directives for the Management of Venue Rentals

NATIONAL TAIWAN UNIVERSITY LIBRARY
 Directives for the Management of Venue Rentals

 

          May 23, 2017     Passed by the 2,950th Administrative Meeting

Article 1

The National Taiwan University (NTU or “the University”) Library (“the Library”) formulates the NTU Library Directives for the Management of Venue Rentals (“the Directives”) to effectively utilize and manage spaces and venues belonging to the Library (collectively, “Library venues”).

Article 2

A list of Library venues available for rent and the applicable fee standards, rental periods, and application methods can be found in the Appendix.

Article 3

In addition to NTU units, the Library may accept venue rental applications from individuals, government agencies, educational institutions, companies, or registered civil associations (collectively, “applicants”).

Article 4

To use a Library venue, a rental application shall be submitted together with an event proposal to the Library for approval at least 30 days prior to the scheduled rental date.

If the application described in the preceding paragraph is approved, the applicant shall pay all applicable fees and deposits within seven days of the approval date as indicated on the Library’s notice. Failure to pay by the due date shall result in the forfeiture of the applicant’s usage rights.

Article 5

Venue rental applications shall be rejected, and if approved, the approval shall be revoked and the associated usage rights terminated under any of the following circumstances:

  1. The event violates applicable laws and regulations or adversely affects public order or good morals.
  2. The event may damage the facilities and equipment of the rented venue.
  3. The event involves political activities or a political party.
  4. The event is inconsistent with that indicated on the application, or the rented venue is transferred to a third party without authorization.
  5. An NTU unit is found to have rented a venue on behalf of a non-NTU unit with the intention of avoiding or reducing venue fees.
  6. Others circumstances deemed inappropriate by the Library
  7. For an approval revoked under the preceding paragraph for reasons attributable to the applicant, all fees and deposits paid will be forfeited.

Article 6

Applicants who are unable to use a rented venue during the scheduled rental period(s) for any reason shall submit a request for cancellation or change of time/venue to the Library in writing at least 14 days prior to the scheduled rental date.

If an approved application is canceled under the preceding paragraph, all fees and deposits paid will be refunded without interest. If a change of time/venue is approved and thus results in a difference in fees or deposits, the Library shall notify the applicant to make up or receive a refund for the difference.

Except in circumstances described in Paragraph 1, all fees and deposits paid will be forfeited if the applicant fails to use a rented venue during the scheduled rental period(s). In the event of force majeure that renders a rented venue unusable, all fees and deposits paid will be refunded without interest.

Article 7

If the Library is unable to provide a rented venue during the approved rental period(s) due to an urgent need, it may notify the applicant to change the time or venue 14 days prior to the scheduled rental date. In the event that a difference in the applicable fees or deposits should arise, the Library shall notify the applicant to make up or receive a refund for the difference. If the applicant is unable or unwilling to change the application, the Library may cancel the approval and issue a refund for all fees and deposits paid without interest.

Article 8

Use of any Library venues, including the time spent on venue decoration and cleanup/restoration, shall be limited to the approved rental period(s). Overtime usage is not permitted. If a rental extension is approved by the Library, the applicant shall make up the difference in fees accordingly or have the applicable fees deducted by the Library directly from their deposit.

Article 9

Applicants shall comply with the following regulations:

  1. If the applicant will not be present at the rented venue, an on-site event representative shall be appointed as the point of contact with the Library’s venue administrators.
  2. Applicants are responsible for the security and maintenance of exhibits and venue decoration/cleanup/restoration throughout the rental period(s). The Library does not provide any personnel support.
  3. Applicants shall report to the Library immediately should they find any equipment to be defective or damaged prior to use.
  4. Applicants shall maintain the order of the venue and avoid making any loud noise. The volume of the event shall be within the limits set by the applicable noise control regulations.
  5. Smoking is prohibited throughout the Library venues.
  6. Whether food and beverages may be consumed at a rented venue shall depend on the instructions for each venue, which are included in the Appendix.
  7. The venue shall be kept clean, and waste shall be removed from the venue and be disposed of in accordance with the applicable waste classification standards.
  8. Unless with the Library’s approval, DO NOT use or move any public property or equipment of the Library (including any objects at the Library venues, such as exhibits, tables, chairs, furnishings, etc.). Do not set up additional equipment, install decorations, or connect to water or electrical pipelines without express permission.
  9. Posters and banners shall be posted or hung in a manner consistent with Library regulations.
  10. Except for guide dogs, pets are not allowed in the Library.

Article 10

The Library may immediately terminate a rental and the applicant shall forfeit all fees and deposits paid if the applicant violates any provisions of the preceding article and fails to make improvements despite warnings from the Library.

Article 11

 Applicants shall exercise due care in using any Library venues and the attached facilities and equipment, and they shall repair any damage caused. The Library may make repairs for applicants if they fail to do so themselves. In the event that an item is lost or damaged beyond repair, the applicant shall indemnify the Library in the amount equivalent to the value of the item.

Costs of repairs performed by the Library, as described in the preceding paragraph, may be deducted directly from the deposit. In the event that the deposit is insufficient to cover the repairs, the applicant shall pay the difference.

Article 12

The deposit shall be refunded without interest after the applicant finishes using the rented venue and after the Library confirms that the venue and its facilities and equipment are not damaged or lost, that they have been restored to their original state in accordance with the regulations, and that there are no outstanding costs to be deducted from the deposit.

Article 13

Any dispute or litigation between a renting party and a third party arising from the use of any Library venue shall be handled solely by the renting party. The Library disclaims any and all liability.

Applicants and event participants shall take proper care of any personal belongings, equipment, and materials brought into the rented venue. The Library does not provide custody for any personal effects.

Article 13

Fees charged by the Library shall be used towards paying University management fees and utility and garbage collection fees in accordance with the withholding ratio stipulated in the NTU Directives for the Management of Venue and Equipment Revenues and Expenditures.

Article 14

The Directives shall be passed by the Administrative Meeting and then implemented on the date of promulgation.

 

Appendix: NATIONAL TAIWAN UNIVERSITY LIBRARY

Venue Rental Fee Standards

  1. The following table has been formulated in accordance with the National Taiwan University Library Directives for the Management of Venue Rentals.
  2. The list of Library venues available for rent and the applicable fee standards, rental periods, and application methods for each venue are shown below.
  3. Rates for NTU units are only available if the rental receipt is issued to a unit within the University.
  4. To rent a venue for photography, please refer to the NTU Library Regulations Governing Venue Rentals for Photography Purposes.
  5. Fee standards:
  1. Main Library:

Venue

Period

Fee (NT$)

Notes

International Conference Hall

Workday

Half day

NTU units

8,000
  1. 10,000 deposit
  2. A “workday” is a government business day indicated on the Directorate-General of Personnel Administration’s calendar. All the other days are considered holidays.
  3. Sessions:

      Half day: 8 a.m. – 12 p.m. or 1 – 5 p.m.

      Full day: 8 a.m. – 5 p.m.

      Evening: 5 – 9 p.m.

  1. The venue fee includes water and electricity supply, air conditioning, lighting, etc. Tea dispensers, wireless microphones, presentation clickers, folding tables, and folding chairs are available for rent.
  2. Eating and drinking are prohibited in the International Conference Hall, and only simple light meals may be had at noon for full-day rentals. Prior application and approval of the Library are required.
  3. The live video recording service at the International Conference Hall offers HD videos in MP4 format. Please provide a USB 3.0-compatible flash drive formatted as NTFS with a minimum writing speed of 45MB/s. In terms of flash drive capacity, 3 hours of recording requires 32 GB of storage, while 6 hours of recording requires 64 GB of storage. If the specifications of the flash drive are not met and the recording file(s) cannot be written into the flash drive, DVDs will be provided instead.

Non-NTU units

12,000

Full day

NTU units

12,000

Non-NTU units

18,000

Evening

15,000

Holiday

Half day

15,000

Full day

21,000

Live video recording

Half day

1,500

Full day

3,000

Computer and projection equipment

Half day

1,000

Full day

2,000
 

 

Venue

Period

Fee (NT$)

Notes

Multi-Use Exhibition Hall

(Zu Zan Hall)

Up to 5 days

Workday

NTU units

5,000 per session
  1. 10,000 deposit
  2. All non-exhibition events shall be charged the “up to 5 days” rate.
  3. A “workday” is a government business day indicated on the Directorate-General of Personnel Administration’s calendar. All the other days are considered holidays.
  4. Sessions:

   8 a.m. – 12 p.m.; 1 – 5 p.m.;

   5 – 9 p.m. (evening)

  1. For a rental lasting more than 6 days, the daily rate shall apply. The daily rental time is limited to the opening hours of the Main Library on the given day(s).
  2. 2. The venue fee includes water and electricity supply, air conditioning, lighting, etc. 3. Tea dispensers, presentation clickers, folding tables, and folding chairs are available for rent.

Non-NTU units

7,000 per session

Evening/ Holiday

8,000 per session

6–14 days

 

NTU units

3,000 per day

Non-NTU units

4,000 per day

15 days or more

 

NTU units

2,700 per day

Non-NTU units

3,600 per day

Junior Exhibition Hall

1–14 days

 

NTU units

700 per day
  1. The daily rental time is limited to the opening hours of the Main Library on the given day(s).
  2. The venue fee includes water and electricity supply, air conditioning, lighting, etc.
  3. Fees may be waived for exhibitions of faculty members’ or students' work done for a course or faculty/student club project with a special application submitted by the competent academic program or the Student Activity Division of the Office of Student Affairs.

Non-NTU units

1,000 per day

15 days or more

 

NTU units

600 per day

Non-NTU units

900 per day

Other items

Tablecloths

 

250 each

 

Portable speakers

 

1,500 per day

4 wireless microphones included

Other notes:

  1. The Main Library does not offer rentals on blackout dates. Please refer to the Library website for information about our opening hours: http://www.lib.ntu.edu.tw/node/10>
  2. To request a pre-rental venue inspection, please contact the Library in advance to schedule a visit between 8 a.m. and 5 p.m., Monday through Friday (workdays only).
  3. Apply online: http://www.lib.ntu.edu.tw/node/112
  4. Point of contact for venue rentals at the Main Library: Administration Affairs Division (Tel: 02-33662300, Fax: 02-23693601, Email: libexe@ntu.edu.tw)
 
  1. NTU History Gallery

Venue

Period

Fee (NT$)

Notes

A. NTU Spirits Exhibition Area

Up to 5 days

Hours

NTU Units

1,000 per hour
  1. 5,000 deposit
  2. All non-exhibition events shall be charged the “up to 5 days” rate. Events lasting 6 or more days will be charged the daily rate.
  3. Available equipment (quantity): Speaker (1), microphones (2), folding chairs (40), and display wall at the Central Exhibition Hall
  4. Maximum capacity: (persons)

A. NTU Spirits Exhibition Area: 20

B. Compact Book Stacks: Up to 20 at a time

C. Central Exhibition Hall: 60

D. Chyun-Lyu Exhibition Hall: 30, and the maximum capacity may be adjusted depending on venue decoration.

  1. No food and beverages are allowed in the Compact Book Stacks (Zone B).
  2. For hourly rates, fees are rounded up to the nearest whole hour. For rentals charged the daily rate, hours are from 9 a.m. to 5 p.m. on days that the library is open; evening sessions begin at 5 p.m. with fees calculated until rental conclusion. Tuesdays and national holidays are blackout dates.
  3. Rental of Area C (Central Exhibition Hall) automatically includes Area A (NTU Spirits Exhibition Area).
  4. Waste disposal, venue decoration, and restoration shall be handled by the applicant.

 

Non-NTU units

2,000 per hour

Evening/ Blackout dates

2,500 per hour

6 days or more

Hours

NTU units

1,000 per day

Non-NTU units

2,000 per day

B. Compact Book Stacks

 

Hours

NTU units

1,000 per day

Non-NTU units

2,000 per day

C. Central Exhibition Hall

Up to 5 days

Hours

NTU units

1,500 per hour

Non-NTU units

3,000 per hour

Evening/ Blackout dates

4,000 per hour

6 days or more

Hours

NTU units

2,000 per day

Non-NTU units

24,000 per day

Evening/ Blackout dates

4,000 per hour
 

D. Chyun-Lyu Exhibition Hall:

Up to 5 days

Hours

NTU Units

1,500 per hour

Non-NTU Units

3,000 per hour

Evening/ Blackout dates

4,000 per hour

6 days or more

Hours

NTU Units

2,000 per day

Non-NTU Units

24,000 per day

Evening/ Blackout dates

4,000 per hour

Other notes:

  1. The exhibition areas of the NTU History Gallery are located on the second floor in the east wing and central area of the old Main Library’s back building. Exhibition areas are mainly used for permanent and temporary exhibitions but are also available for rentals. Please see the map below for areas that are available to rent:

 

  1. The NTU History Gallery is open from 9 a.m. to 5 p.m., Monday through Sunday, except on blackout dates (Tuesdays and national holidays).
  2. To request a pre-rental venue inspection, please contact the NTU History Gallery in advance to schedule a visit during its opening hours.
  3. Venue fees will be waived for student clubs of the University. However, a NT$3,000 hourly usage fee will be assessed for rentals during evenings or on blackout dates if air conditioning is required.
  4. There are no water dispensers or restrooms on the second floor of the old Main Library building. Those in need of these facilities shall be directed to the first floor.
  5. Apply online: http://bookings.lib.ntu.edu.tw
  6. The point of contact for venue rentals at the NTU History Gallery: Operations Division (Tel: 02-33662362, Email: ntuhistgal@ntu.edu.tw)