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Conference Facilities
The core competence of the Prime Ministers Museum and Library (PMML) has been in the academic sphere, with seminars, workshops and lectures as the mainstay of its activities. The PMML Library Building has an Auditorium in the ground floor and a Seminar Room in the first floor. The Auditorium has a capacity of 296 and the Seminar Room 80. Seminar Room/Auditorium facilities are generally provided to educational institutions, reputed NGOs, Trusts, Government departments & institutions, Foreign Missions, Cultural and Youth organizations, etc. The final decision regarding the booking rests with the Director, PMML. Organizers should fill in the requisite form and submit it to the Administration of the PMML. Outstation applicants can send their applications through email or courier.
VENUE AND FACILITIES
| Venue | Capacity | Rent( maximum 8hrs) | Additional Charges (Per hour) |
|---|---|---|---|
| Auditorium | 296 | On working days – Rs.50,000/- | Rs.5000/- |
| Rs.70,000/- on Saturdays, Sundays inclusive of Gazetted holidays |
Rs.10,000/- | ||
| Seminar Room | 80 | On working days :- 3 hour charges (Rs.10,000/-) 5 hour charges (Rs.15,000/-) 8 hour charges (Rs.25,000/-) (The rate of one hour will be charged if the time exceeds more than half an hour) - |
Rs.5000/- |
| On Saturdays, Sundays inclusive of Gazetted holidays 3 hour charges (Rs.13,000/-) 5 hour charges (Rs.22,000/-) 8 hour charges (Rs.35,000/-) (The rate of one hour will be charged if the time exceeds more than half an hour) |
Rs.5000/- | ||
All the above rates are excluding 18% GST
Booking Procedure:
1. The booking party must contact the PMML Booking Officer to check the availability of the venue for the desired event date. During the initial conversation, the booking party should provide details such as the tentative date, estimated number of attendees, preferred timings, and the event schedule. Contact details for the Booking Officer can be found in the table of contacts at the end of this document.
2. Once the venue’s availability is confirmed, the booking party must carefully fill out the official booking form provided by PMML. All required details, as specified in the form, must be accurately completed, and any necessary supporting documents must be attached for further processing.
3. After reviewing the application, PMML will assign a tentative booking date to the booking party. This date will be finalized upon approval by the Director of PMML. The booking party will be notified once the booking is confirmed.
4. Following the approval of the booking request, the booking party is required to submit the full booking fee, including an additional 18% GST, to PMML. Payment must be made in full (100% of the total amount) through the approved payment methods.
Decorations & Branding:
1. Only three backdrops are allowed: one on the left side of the Main Gate, one in the foyer outside the Library Building, and one inside the Seminar Room or Auditorium. Installation can be done a day prior, before 7:00 PM, if the venue is available. Additional banners or publicity materials require special permission. 3-4 signage boards are permitted.
2. Backdrop Size Specifications:
● Seminar Room: 3' x 6'
● Auditorium: 8' x 14'
● Library Foyer: 8' x 6' or 10' x 6'
3. Stage Dimensions:
● Width: 9 meters
● Depth: 11 meters
4. No additional furniture will be provided beyond the fixed furnishings. Hoardings, banners, or flower arrangements must be placed in designated areas after PMML approval. Floral gates at Jacaranda, Silver Oak, or Stein Auditorium entrance are not permitted.
5. Sponsor banners must be free-standing and cannot be affixed to walls. For large conferences, submit a proposed layout at least two weeks in advance for approval.
6. Only floral decorations are allowed in designated areas. Minimal decorations are permitted outside the Auditorium and Seminar Rooms.
7. All audio-visual equipment, signage, backdrops, and flower arrangements must be sourced from PMML or its approved vendors. Guests may only bring laptops.
Equipments & Booking:
Equipment Tariff List:
|
S. No. |
EQUIPMENT |
TARIFF PER ITEM (In Rs.) |
|
1. |
Podium Mikes (2) |
Inclusive in booking charges |
|
2. |
Dais Mikes (6) |
Inclusive in booking charges |
|
3. |
Desk Mikes (18) |
Inclusive in booking charges |
|
4. |
Sound System |
Inclusive in booking charges |
|
5. |
LCD Projectors: 6000 Lumens (Seminar Room) |
Full Day Slot – 7000 Half Day Slot – 4000 |
|
6. |
LCD Projectors: 8000 Lumens (Auditorium) |
Full Day Slot – 15000 Half Day Slot – 10000 |
|
7. |
LCD Display (1) |
1000 |
|
8. |
Spotlight: Auditorium (PAR, Profile 50 Degree, PC - 1000 Watt, LED) |
Inclusive in booking charges |
Important Terms & Conditions:
Please read carefully before signing. Once signed, these terms will be binding. Booking Process & Payment
1. The booking party must fix an appointment with the Conference Coordinator between 9:00 AM to 5:00 PM for discussions and planning. 100% of the booking amount must be paid after approval by the Director, PMML, to finalize the date and event details.
2. Payments can be made via NEFT, Cheque, or DD in favor of the Director, Prime Ministers Museum and Library, payable at New Delhi.
3. A 10% security deposit (refundable post-event) is mandatory and must be paid along with the booking charges.
4. Conference facilities are available from 8:00 AM to 9:00 PM, with lights turned off by 10:00 PM.
5. Bookings for Press Conferences, Annual General Meetings, and Interviews require prior approval from the Director.
Event Guidelines:
1. Entry to the Auditorium is strictly from the rear side, except for VIPs, Chief Guests, and Speakers.
2. The booking party must nominate designated representatives to identify delegates and ensure only invited guests are allowed.
3. Strict adherence to the session timings specified in the booking agreement is mandatory.
4. No outside food or beverages are allowed.
5. Catering for events will be exclusively undertaken through the PMML-empanelled vendor, M/s Double A Lifestyle LLP, which is the authorized catering service provider for PMML.
6. Functions such as weddings, live bands, birthday celebrations, or religious/political events are not permitted.
7. Additionally, sales promotions, donations, or commercial activities are strictly prohibited on the premises.
Decorations & Display:
1. The booking party must ensure that no posters, banners, or materials are displayed on wood paneling, dais or walls using nails, tape, or adhesives.
2. No literature of religious, political, or communal nature may be distributed.
3. Banners and backdrops must be removed immediately after the event.
Layout and Movement Plan:
1. The booking party must ensure that the number of attendees does not exceed the seating capacity or carrying capacity of the booked venue. Overcrowding is strictly prohibited.
2. The booking party is responsible for placing adequate signage at appropriate locations to ensure smooth movement of guests and efficient event operations. All signage must be pre-approved by PMML.
3. A detailed event layout plan, including the movement of goods and people, must be submitted to PMML at least 7 days prior to the event. The plan must include:
○ Entry and exit points for attendees.
○ Placement of branding, banners, and displays.
○ Movement routes for equipment and materials.
4. All goods and equipment must be transported through designated cargo areas and service lifts. Movement through main entrances or public areas is not permitted without prior approval.
5. The booking party must ensure that all pathways, staircases, ramps, and emergency exits remain unobstructed at all times. No materials or equipment may be stored in these areas.
Security & Safety:
1. The booking party must comply with fire safety regulations, any temporary electrical fittings or connections must be properly insulated and safe for use. PMML is not liable for injuries, theft, or loss of personal belongings.
2. The booking party is responsible for damages to property caused during the event.
3. An Exit Pass must be obtained from the Security Officer after the event, which will be issued only after the venue is cleaned.
Music, Video & Audio Policy:
1. For dance, music, or exhibitions, the booking party must obtain a performance license from the Additional Commissioner of Police, Delhi. Films must have a censorship certificate or exemption from the Ministry of Information & Broadcasting, along with a temporary screening license from the Entertainment Tax Department.
2. Music volume must be within acceptable limits and not disturb others. PMML reserves the right to reduce or stop music if necessary. Only soft instrumental music is allowed in outdoor areas, with prior written approval.
Cancellation of Booking:
1. Refund Policy:
○ Full refund will be provided if cancellation is made 20 days or more prior to the scheduled event date.
○ For cancellations made between 15 to 20 days in advance, 10% of the total amount paid will be deducted, and the remaining amount will be refunded.
○ No refund will be issued for cancellations made less than 12 days before the event date.
2. Any request for postponement or change of date will be treated as a cancellation and will be subject to the refund policy outlined above.
3. The notice period for cancellation excludes the date of cancellation and the date of the event.
4. PMML reserves the right to cancel a confirmed booking without prior notice. In such cases, a full refund of any rental amount paid will be provided.
Additional Terms:
1. PMML reserves the right to relocate or cancel events due to unforeseen circumstances. PMML programs will take priority over other bookings.
2. Children below 8 years are not allowed in the Auditorium.
3. Smoking is prohibited in all meeting venues.
4. Organizers must make their own parking arrangements for VIPs and inform the Security Officer in advance.
5. Organizers must comply with all applicable laws, including the Public Liability Insurance Act.
Contact & Entry Details:
● Entry Point: Gate No. 2, Teen Murti Bhawan, Teen Murti Circle, New Delhi, 110011.
● All invitations must mention the venue as "Auditorium/Seminar Hall, Prime Ministers Museum & Library."
● Contact Persons:
| Section | Name | Designation | Email id | Telephone No. |
|---|---|---|---|---|
| Center for Contemporary Studies | Mr. Iqbal Ahmad | Assistant Research Officer | iqbalahmad(dot)nmml(at)gov(dot)in | |
| Conference Facilities / Programmes | Mr. Rajnish Ranjan | Senior Research Assistant | rajnish[dot]nmml[at]gov[dot]in | 23010666 |
| Security and Coordination | Mr. Gajpal Chauhan | Security Officer | gajendrasinghchauhan1981[at]gmail[dot]com |
