Facility Rental Policy

1. Purpose and Scope

This policy sets out the terms on which the Shehu Musa Yar’Adua Foundation (the Foundation) makes the facilities of the Shehu Musa Yar’Adua Centre (the Centre) available for hire. It applies to every booking of the Centre’s auditorium, atrium, meeting rooms, media studio, and associated spaces.

By confirming a booking, whether in person or online, the client accepts these terms in full. Where a booking is made online, acceptance of this policy is required before the booking can be completed.

2. Booking and Confirmation

• A firm booking is confirmed only upon receipt of 100% of the applicable hire charge.
• Corkage is payable on all food and beverage brought onto the premises, save as provided under Section 8 (Catering).
• Decoration, hostess services, and public address systems are provided exclusively by the Centre’s approved independent contractors.

3. Payment Terms

The Accounts Office accepts payment online or by bank draft, bank transfer, or cash. The following conditions apply:

• Bank drafts are to be raised in favour of the Shehu Musa Yar’Adua Foundation Facility Account.
• All charges are inclusive of Value Added Tax (VAT) at 7.5%.
• A discount of 10% is applied where a client makes two comparable facility bookings.
• A refundable caution fee, equal to 50% of the applicable hire charge, is mandatory for use of the media studio.

4. Postponement, Cancellation and No-Show

i. Postponement

At least three weeks’ notice before the event date is required to postpone a booking. Postponement on less than three weeks’ notice attracts a charge of 30%, deducted from the deposit.

ii. Cancellation

Cancellation up to one week before the event date attracts a charge of 50%, deducted from the deposit. Cancellation less than one week before the event date attracts a charge of 65%, deducted from the deposit.

iii. No-Show

In line with standard venue management procedure, no refund is offered for a no-show.

5. Operating Hours

• The Auditorium and Central Atrium are available Monday to Saturday, from 8:00 a.m. to 5:00 p.m., and from 7:00 p.m. to 11:00 p.m. for evening sessions.
• All other venues are available from 8:00 a.m. to 5:00 p.m., Monday to Friday.

6. Use of the Premises and Conduct

• The pasting of posters or handbills on the walls, pillars, fences, or any property of the Centre is prohibited.
• Alcohol is not permitted on the premises. Any alcohol found will be confiscated.
• Any damage to the Centre’s property will be billed to the client.

7. Audio-Visual Equipment

The Centre provides standard audio-visual equipment in some venues. Clients should contact the Conference Coordinator to discuss their audio-visual requirements, including any request to bring in additional equipment.

8. Catering

• Corkage is waived where caterers approved by the Shehu Musa Yar’Adua Foundation are used.
• Food and beverage are restricted to the Pavilion, Central Atrium, and Gallery.

9. Moving In and Moving Out

• An authorisation form is required for any furniture or equipment brought onto or removed from the premises.
• Moving in and moving out of all client furniture and equipment must fall within the booking slot assigned to the client. Where a client requires additional time, this must be pre-approved by the Conference Coordinator.
• Clients must ensure that all their equipment is decommissioned and removed immediately the event ends.

10. Cleaning

• All clients are required to maintain the highest possible standard of cleanliness and to comply with the Centre’s waste management policies. This also applies to their third-party vendors.
• No third-party vendor will be permitted to leave the Centre until the Conference Coordinator has confirmed that the service areas they were assigned have been cleared appropriately.

11. Parking

• The Centre provides parking space for over one hundred cars within the premises.
• Vehicles are parked at the owner’s risk.
• Vehicles must not block any entrance, access route, or drop-off point under any circumstance.

12. Client Declaration and Acceptance

By proceeding with a booking of the Centre’s facilities, the client confirms that:

• the client has read, understood, and accepts this Facility Rental Policy in full;
• the client agrees to the payment, postponement, cancellation, and no-show terms set out above;
• the person accepting these terms is authorised to do so on behalf of the client or client organisation.