University of Cape Town; Fuller Hall Terms and Conditions

CANCELLATION POLICY:

All cancellations must be notified in writing to the University and the date on which the University receives such notification shall be deemed the date on which the cancellation occurred. Subject to the notification, the following cancellation charges shall apply, so that cancellations occurring between:

Ten and six weeks before arrival date – 30% of the full amount of the cost of the reservation is payable

Six and four weeks before arrival date – 45% of the full amount of the cost of the reservation is payable

Four and two weeks before arrival date – 60% of the full amount of the cost of the reservation is payable

Two weeks or less before arrival date – 80% of the full amount of the cost of the reservation is payable

Non-arrival / no prior notice of cancellation – the full amount of the cost of the reservation is payable

If a cancelled reservation/booking is subsequently filled, the University may at its sole discretion either credit or refund to the Client all or part of the money paid by the Client.

SPECIAL CONDITIONS: INDEMNITY WAIVER

Health and Safety Indemnity Waiver

Whilst the University makes every effort to comply with current regulations regarding the safety of its guests, it is the responsibility of every Client guest and leader of any party to ensure that the Client and all members of the group or party know the procedures in case of fire or other emergency. Notices of these regulations are posted and further information can be obtained at the offices of the Halls of Residence.

Damage to or interference with safety appliances may result in the persons responsible or the party of which he/she is a member being told to vacate the University’s premises. The Client shall indemnify the University against all and any loss and/or damage arising out of any misuse of fire alarms, fire extinguishers and/or any other University equipment including the total costs of any repairs or replacements to University property, and any other charges raised by the Fire Service or other public body.

1. Each person who enters and/or stays on the University’s premises does so at his/her own risk.

2. The University shall not be liable for any loss of, or damage to any property of any nature owned by whomsoever, as may from time to time be upon the University’s premises; or for any injury, disablement or death caused to anyone whomsoever on the University’s premises howsoever such damage, loss, injury, disablement or death may be caused or whether it is occasioned by the act, omission or negligence (gross or otherwise) of any employee or office holder of the University or anyone else for whose action the University may be liable in law.

3. I waive any claim (including any claim for consequential loss) which, but for this waiver, I may have against the University arising out of such inconvenience, loss, damage, injury, disablement or death and I further indemnify the University against any claim of what so- ever nature as may be made against it by any person whomsoever in respect of such loss, damage, injury, disablement or death, such indemnity to include an indemnity against all such costs which may be incurred by the University in connection with any such claim.

I acknowledge that I have read the Rules and General Information document and accept the conditions as set out in the documents and will inform my group members accordingly.

METHODS OF PAYMENT

1. Payment in full should be made by Bank Transfer

2. Bank Deposits should be made to: Account Name: IGARSS 2009

Bank: Standard Bank of South Africa

Branch: Blue Route Centre

Account No.: 240603885

Branch Code: 025609

SWIFT CODE: SBZAJJ

3. Please fax a copy of the deposit slip to us on: +27 (021) 650 3465; Attention Judy Mackintosh immediately to facilitate the booking process, otherwise we will be unaware of your payment.

Please keep the original deposit slip as proof of your payment in case there is a fax error and we require another copy thereof.

It is advisable to bring deposit slips or any other documentary proof of payment with you as well.

Foreign currency transfers usually attract bank charges and will only be confirmed on amount credited to our account.

NB: Guests will not be permitted access to any Residence unless the FULL balance is paid.

1. CONTRACT

Reservations of accommodation, facilities, meals and any service are accepted subject to the terms and conditions listed herein. Any agreement to alter the terms of these conditions shall be void unless confirmed in writing by the Manager of the Campus & Letting or the Head of Student Housing. No contract for accommodation shall come into existence unless and until the University has accepted and confirmed a booking and the Client has paid the relevant deposit.

2. GROUP BOOKINGS

A person making a reservation for any group or party thereby warrants that he/she is authorised on behalf of all members of that group or party to enter into a contract with the University subject to these terms and conditions. The names and addresses of all members of the party or group must be provided to the University prior to or at the time of arrival. The Client shall be fully responsible for his/her/its party at all times and for the safety and supervision of all members of such party. Any information so supplied will only be used by the University for the purposes of administering the contract and for health and safety purposes.

3. ALTERNATIVE ACCOMMODATION

Where necessary the University reserves the right to provide alternative accommodation and/or facilities to those that have been reserved.
In all such cases the University will use its reasonable endeavours to ensure that the alternative accommodation and/or facilities provided are of a standard equal to those reserved.

4. ACCOMMODATION OPTIONS

Should your 1^st preference not be available and you have indicated that you are prepared to take up accommodation in the available option, your 2^nd option will then become the official booking and you will be advised thereof in writing.
Flats and rooms will be allocated as are available at the time of receipt of the deposit. This may mean that by the time we are in receipt of your deposit your 1^st preference may no longer be available – If this is of concern to you, kindly follow up with the Vac office as soon as you have paid your deposit. Only written requests for preferred options will be considered, in cases where more than one option is made available. Verbal advice of availability is not a guarantee of a booking. We do not accept telephonic or verbal bookings.

5. SINGLE ROOMS

Reservations made for or by single persons will be allocated to a single room. For party reservations, it will be assumed that members of the party are willing to share rooms with persons of the same sex unless the Client notifies the University when placing the booking of the number of the members of the party who do not wish to so share accommodation and that is accepted by the University when it confirms the booking.

6. PRICING

The prices stated by the University are based on costs, which apply at the time when the reservation is made. Changes in the price of labour, fuel or food may make it necessary to adjust the contract price. Should this be so, the Client will be notified immediately and shall have the right to withdraw his/her reservation and the University will refund any deposit paid but otherwise the University shall be under no liability to the Client.

7. LOSS OF KEYS

If a room key is mislaid the Client shall pay to the University the amount of R20.00. In the case of a lock being damaged and needs replacement the average cost for such locks will be in the range of +- R180.00

8. RE-LETTING ACCOMMODATION

Accommodation may be re-let if not taken up within 24 hours of the agreed date of arrival and if no notice of late arrival has been received by the University.

9. CANCELLATION BY THE UNIVERSITY

If the University is forced to cancel any bookings for any reason, beyond its reasonable control its liability shall, subject to the provisions be limited to refunding all monies paid by the Client to the University at the time of cancellation.

10. ARRIVAL AND DEPARTURE TIMES

Rooms will be available for occupancy from 2.00pm on arrival day and all rooms must be vacated by 10.00am on departure day unless notification is received or prior permission is given in writing by the Group’s Conference Office Manager for an alternative time.
On arrival at the allocated residence, you must report to the reception desk and complete the signing in register.
Please print clearly and legibly as we shall not take responsibility for any errors that may occur as a result of illegible script.
The key to your room will be given to you, the group organiser or his/her nominee.

11. ILLNESS

A person making a booking is responsible for notifying the University before the date of the visit if any member of the party has suffered from or been in contact with an infectious illness during the four weeks prior to arrival.
The University may at its sole discretion, exercised reasonably, cancel the booking in respect of the individual concerned or, having assessed the risk and the University acting reasonably deems it necessary and appropriate the University may at its sole discretion cancel the booking of the entire party and the cancellation provisions of clause 11 shall apply as if the booking had been cancelled by the Client.

12. CHILDREN AND YOUNG ADULTS

Reservations for parties consisting wholly or substantially of persons under the age of 18 years must be accompanied by a declaration of the numbers of people under that age and their actual ages together with a declaration of the number and identity of adults in charge of the party.
The Client shall ensure that there are at least the number of adults required by law to supervise the party at all times, that all young people under the age of 18 will be so supervised and that all adults supervising the party are suitably qualified and experienced to do so. The Client shall also ensure that it complies with all relevant legislation and guidance concerning the protection of children, and such and all other applicable rules, guidance and legislation are complied with in full and that all criminal record checks as are required by this legislation have been conducted so that nobody involved in any way in the supervision of the children and/or young people is in any way unfit or unsuitable to undertake that role. Where reservations consist wholly or substantially of vulnerable adults, the Client shall ensure that such criminal record checks as are required by relevant legislation and guidance concerning the protection of vulnerable adults are conducted. Unless such a declaration is made and the University confirms acceptance of booking, the University reserves the right to transfer such parties to other accommodation or to request them to vacate the University premises. The University reserves the right to retain all or part of the monies paid by the Client.

13. TERMINATION BY THE UNIVERSITY

The University reserves the right to terminate a reservation at any time for conduct which in the reasonable opinion of the Director or Manager Student Housing is improper or unreasonable and in such an event the University will not be liable to refund any money paid.
Where a reservation is so terminated the Client and his or her guests (if any) will immediately vacate all University premises and remove all of his/her and their property from the University premises.

14. DAMAGE OR LOSS OF PROPERTY/EXPENSES

The University gives all information and makes all statements in good faith and uses its reasonable endeavours to check all information given to Clients and their agents. The University shall not be liable for any damage or loss to property, valuables or money resulting from information provided by the University or any agent or employee acting for the University save where such loss or damage is caused by a wilful and negligence act of such person. Clients are liable for any expenses incurred by any of the members of their party in addition to and over and above the cost of the reservation.

15. VEHICLES

Vehicles may not exceed 40kmh on campus. Free car parking is available. Vehicles, cycles or motorcycles are brought onto campus at their owner’s own risk.
The University accepts no responsibility for any vehicle brought onto campus. Cars should be parked in the designated car parks provided for vacation visitors and not on campus roads or elsewhere.The University may request details of the registration numbers and owners of all or any vehicles and/or motor cycles and the Client will promptly supply such details on request.
Should you have any queries with regards to parking requests please contact the Visitors Reception & Information Centre on Tel: 021 – 650 3121

16. TRANSPORT

Should you require transport to and from the Airport or Railway station, or you have specific transport requirements for your group, please contact: Transport Manager at Jammie Shuttle Services on Tel: 021 – 685 7135

17. HIRING OF UNIVERSITY EAUIPMENT AND FACILITIES

For hiring of any Audio Visual equipment contact: Classroom Facilities Unit – Tel: 021 – 650 3587

Hiring Lecture Theatres and other Venues: contact Properties & Services – Tel: 021 – 650 2248

Use of Sports Facilities i.e. Squash Courts, Swimming Pool, Gym etc. Contact: Sports Centre – Tel: 021 – 650 3563/4

18. SECURITY

The reception is open 24 hours.
Each door has a padlock. IT IS IMPERATIVE THAT YOU KEEP YOUR PADLOCK KEY IN A SAFE PLACE AT ALL TIMES. The University of Cape Town cannot be held liable to make good for the loss of any personal belongings due to theft or negligence on thepart of the guest.

19. ANIMALS

Animals and pets are not permitted on University premises with the exception of guide dogs.

20. DANGEROUS ARTICLES

Firearms, explosives and all and other articles of a dangerous nature shall not be brought onto University premises.

21. UNIVERSITY NAME AND LOGO

The University does not give authority for its name or logo to be used on any publicity material or press reports for non-university events without prior written consent.
No publicity may be affixed to a University building without the prior written consent of the University.

22. MEALS AND MEAL TICKETS

All meals are served in the dining hall of a vac residence unless specific prior arrangements have been agreed with the vac office for an alternative venue. Please note our Kitchens are Not Halaal or Kosher
On your arrival, each guest will be issued a meal card as per their booking arrangement. The effective date for each meal card is printed on the front of the card. Please ensure on receiving your meal cards that the correct meal cards were issued to you as mistakes cannot be rectified at a later stage. Keep your meal cards in a safe place as we do not replace LOST MEAL CARDS FREE OF CHARGE – if this should occur, replacement meal cards can be purchased at the Booking Office (if unfamiliar to location, please enquire at reception).
No CASH REFUNDS will be granted for any meal cards that have not been used.
Any CHANGES to meal numbers must be made 48 hours prior to the time of actual meal required. This must be done in writing to the Vacation Office.
Meals booked with the Vacation Office prior to arrival of group and not taken due to last minute changes in the group’s itinerary will be charged for. No refunds on meals not taken can be considered.
Menus sent to you for your perusal is an indication of a typical meal cycle only, and is not necessarily what will be served. Only in cases where a specific, customised menu option has been negotiated in writing and approved with the Vacation Office, will the Catering department supply meals according to the agreed menu.
Packed lunches are available on request but 48 hour notice is required prior to date and clear written instruction must be given as to the time they should be ready for collection, as well as the expectation in regards to contents of the packed lunch.
For cost saving reasons, the Vacation Office reserves the right to serve meals in a Dining Room other than the Residence booked for accommodation. If this poses a problem to you, you must bring it to the attention of the Vacation Office before confirming your booking.

THE OFFICIAL MEAL TIMES ARE AS FOLLOWS:

Weekdays / Weekends Weekends/ Public Holidays

Breakfast: 07:00 – 08:30 08:00 – 09:30

NOTE: Should you require Breakfast at a time earlier than indicated above you must clearly indicate this in writing to the Vacation Office so that alternative arrangements can be made.

23. INTERNET ACCESS POINTS

This is not available in our residence. Internet café’s available in Main Road, Rondebosch.

24. SWIMMING POOL

The University does not accept any liability where guests decide to make use of the swimming pool on campus. (Refer also to Indemnity Waiver)

25. NOISE LEVELS

Should be kept at an acceptable level at all times. All organisers are responsible for groups and students.

26. TELEPHONE SERVICE

Individual rooms do not have telephones but Public phones are available in the foyer of the residence (most accept world call cards)

27. LAUNDRY FACILITIES

We do not provide such facilities but there are a number of commercial laundries on the main road.

28. TUCK SHOP FACILITIES

We do not have this facility at our Residences

29. ELECTRICAL APPLIANCES AND TV SETS

Electrical appliances need to comply with safety requirements and be in proper working order.
All rooms have a maximum current rating of 5 amps and no electrical appliance drawing more will be allowed.
There are no Television sets in rooms but in communal TV lounges.

30. PREVENTION OF ACCIDENTAL FIRES

Great care to be taken in winter when heaters are switched on. DO NOT hang clothing over heaters, or leave them on when going out.

31. MAINTENANCE REQUESTS

Should you have any maintenance problems, please report it during office hours of 07:30 – 16:00 at the reception or supervisor’s office (the supervisor’s office is situated within the residence). Maintenance problems reported after hours will be assessed by staff on duty for repair the following day, depending on severity of the problem.
Any after hour emergency request must be referred to the sub-warden on duty via the reception.

32. BEDDING AND TOWELS

We provide 1Duvet Inner & cover, 1 blanket (in winter), 1 fitted sheet, 1 pillow and a pillow case. It will be advisable to bring extra bedding along if you deem it necessary.
1 Hand towel and one bath towel is provided.

33. CLEANING SERVICE

There is no daily cleaning service of rooms on the Budget Option. The room is cleaned and setup prior to your arrival.
Conference Booking Option the beds are made and room tidied daily. Rooms are not serviced on Sundays & Public Holidays.
The communal areas, bathrooms and toilets are cleaned daily.
Linen is changed weekly (every 7th day)
Towels are replaced every 2^nd day if necessary.

34. FIRE ALARM AND FIRE EQUIPMENT

Each residence is equipped with a fire alarm system.
You are prohibited from playing with the fire extinguishers, fire hoses or any other electrical equipment in the building; as such activities may endanger the lives of other guests, should there be an emergency. Guest not adhering to this policy will be responsible for the full cost of cleaning areas dirtied and the replacement of equipment.
No guest will tamper with or in any way misuse fire equipment. It is a criminal offence which may endanger lives. Guests will be billed for any damages incurred.
Behind each room door is an orange notice with instructions on what to do in the case of an emergency.
Should the fire alarm go off at any time, guests are required to make their way to the car park in the front of the building in a calm and orderly manner.
The relevant UCT staff will then instruct you on what to do at the assembly point outside the building, should the situation arise.

35. LIFTS

No visitor may engage in any behaviour which impedes the normal function of the lift or causes/likely to cause damage to the lift.
Smoking is STRICTLY PROHIBITED in the lifts.
Any wanton damage caused to the lifts will be for the account of the group deemed to have been responsible for the malfunction of the lifts.

36. SMOKING

Smoking is not allowed in any areas demarcated by non-smoking signs.
Smoking is only allowed in Single rooms. Limited availability of single rooms
In the case of Double rooms, smoking will only be permissible with the permission of the second guest sharing the Double room.

37. ALCOHOL

Glass bottles may not be brought into residence or its environment under any circumstances.
Should anyone wish to bring alcohol onto University premises, it first needs to be cleared via the Vacation Accommodation Office.

38. LITTER

Guests should refrain from throwing items out of the windows.
It is unacceptable as there are bins in both the rooms and the corridors.

39. DAMAGE TO UNIVERSITY PROPERTY

The Group/Individual will be held responsible for the repairs/replacement of any University equipment that has been damaged by a guest as a result of unacceptable behaviour. Costs for damages are fully payable before or on the day of departure.

40. LIABILITY

The University shall not be liable to the Client in contract tort (including without limitation negligence) and/or breach of statutory duty for any loss or damage which the Client may suffer by reason of any act, omission, neglect or default (including negligence) in the performance of this contract by the University.

The University shall not be liable to the Client in contract tort (including without limitation negligence) and/or breach of statutory duty for any loss of profits and/or any indirect or consequential (including economic) loss of any kind which the Client may suffer by reason of any act, omission, neglect or default (including negligence) in the performance of this contract by the University.

Provided that nothing in these Conditions shall operate as: -

41. GENERAL

Neither party shall have any liability for any failure to perform or for any delay in the performance (other than as to payment) of any of its obligations under this contract caused by any factor beyond its reasonable control.

The contract is personal to the Client. The Client shall not assign, transfer or charge its rights and responsibilities under this contract or any of them.

The provisions of these Conditions are severable and distinct from one another and, if at any time any of the provisions is or becomes Invalid, illegal or unenforceable, the validity, legality or enforceability of the other provisions shall not in any way be affected or impaired.

The rights and remedies of the Client in respect of this contract shall not be diminished, waived or extinguished by the granting of any indulgence, forbearance or extension of time by the University to the Client or by any failure of or delay by the University in ascertaining or exercising any such rights or remedies. Any release, waiver or compromise or any other arrangement of any kind (a release) by the University shall not affect its rights and remedies as regards any other party nor its rights and remedies against the Client in whose favour it is granted or made except to the extent of the express terms of the release and no such release shall have effect unless granted or made in writing. The rights and remedies in this contract are cumulative and not exclusive of any rights and/or remedies provided by law.

These Conditions and the contract shall not constitute and shall not be deemed to constitute any relationship of partnership or agency between the University and the Client and shall not in any way create a lease of the University premises.

The Client shall not impede in any way the University (or its agents and servants) in the exercise of the University’s right of possession and control of each and every part of the University premises.

All notices under this contract shall be in writing and may be served by post or facsimile transmission addressed to the other party at the address given in this Contract or at such other address as a party shall from time to time by notice in writing give to the other party for the purpose of service of notices under this contract and every such notice shall be deemed to have been served by post at the expiration of 3 days after despatch of the same or if sent by facsimile transmission at ten hours local time on the next normal Business Day of the recipient following despatch and in proving service it shall be sufficient to show in the case of a letter that the same was duly addressed prepaid and posted in the manner provided and in the case of a facsimile transmission report that it was transmitted to the correct telephone number. Saturdays, Sundays and Public Holidays shall not in any event be treated as days on which service is effected, and service shall be deemed to take place on the next normal Business Day of the recipient.

For the avoidance of doubt nothing in these Conditions shall confer on any third party any benefit or the right to enforce any provision of these Conditions.

These conditions and any contract between the University and the Client in respect of any reservation of University Accommodation shall be governed and construed in accordance with South African Law. Any dispute arising out of or in connection with a reservation of any kind, which cannot be settled amicably, shall be referred for arbitration.

For the purposes of these Conditions Client shall mean any individual making a booking and in the case of a group booking on behalf of a partnership, organisation or company also the relevant partnership, organisation or company.

42. COMPLAINTS

Any complaint which is not resolved prior to departure must be submitted in writing to the Vacation Accommodation Office not more than one week after departure save where there are justifiable reasons why such time limit cannot be met.

Manager: Vacation Accommodation Fax: 021 – 685 2629

Student Housing & Residence Life

University of Cape Town

28 Main Road

RONDEBOSCH

7700

ALL INFORMATION APPLIES TO UCT STAFF MEMBERS AS WELL