Rules

User groups

• The premises may be used by students and employees within the limits given by these rules.
• The use must be approved by the relevant unit at UiB.
• You may not use the premises for private events.

Employees as users

• Employees who belong to the relevant unit, may use the premises for work-parties and similar events.

Students as users

• Student organizations belonging to the relevant faculty / department may use the premises if they get approval from their department.
• Whenever students make use of UiB premises in this way, the relevant department shall appoint an employee who is the responsible contact person for the event. The contact person is not required to be present at the event. The contact person must ensure that the students plan and organize the event within the limits set by fire and safety regulations, and that the rules for serving alcohol are upheld.
• During student parties, only students or other persons belonging to the relevant faculty / party are to be allowed access.

Hours

• The premises can be used until 02.00 on Fridays and Saturdays, and 24.00 on all other days.

Use that the Estate and Management Division should be informed about

• If food and drink serving is part of the event, the Estate and Facilities Management Division should be informed in cases where the event ends later than 20.00. If the event lasts beyond 24:00, a risk assessment must be conducted and included with the notice to the Estate and Facilities Management Division.
• The notice should be sent on a weekday, and before 12:00 on the day before the event at the latest. Use this form (in Norwegian).
• In buildings that UiB does not manage, a message should be sent to the Estate and Management Division email: post.eia@uib.no.

Payment

• The user shall not pay for use of the premises.
• The user does normally not have to pay for cleaning. If extra cleaning is necessary, the event organizer shall pay for the cleaning.

Cleaning

• The event organizer is responsible for cleaning the premises after the event. This includes areas used for parking. All packaging and other forms of rubbish shall be disposed of according to the building’s routines for waste disposal.
• After the event, the premises should be in the same condition as before the event. The users should leave the premises within the event time-frame reported to the Estate and Management Division.

Responsibility for the event

• The event organizer must make certain that no unauthorized persons get access to the building during the event. The participants should only make use of the premises that is provided for the event and not any other premises in the building.
• If event participants exit the building to have a smoke or similar, the organizers must ensure that no unauthorized persons get in.
• Neighbours are not to be disturbed during or after the event.
• All event organizers must provide security for their event. If the event requires extra or unusual security arrangements, the Estate and Management Division must be included in the planning for this. The organizer will pay for extra security if this is necessary.

Fire safety

• The event organizer is responsible for fire safety at the event. The organizer must also be aware of escape routes, fire warning systems, and where fire-fighting equipment can be found and how it is operated.
• The organizer must make sure that the number of guests does not exceed the stated capacity of the premises.
• Any cost incurred as a consequence of a fire response will be paid for by the event organizer.

Non-smoking

• There is a strict ban on smoking in all UiB premises.

Alcohol sale

• The event organizer must have a license to sell alcohol if alcohol sale is planned. The event organizer is responsible for making sure that any alcohol sale is done according to all relevant Norwegian laws and regulations governing such activity.

Responsibility for damages

• The event organizer is responsible for any damages on premises, equipment, and other installations. Any damages should be reported to the Estate and Management Division and will be paid for by the event organizer.

Outdoor areas

• The rules for making use of UiB outdoor areas connected to the unit’s own premises are the same as for the premises.
• Any use of outdoor area in connection to events must be reported on. Use the same UiBhjelp form that you would normally use when reporting about events held after normal working hours.
• At the end of the event the area should be as clean as at the beginning of the event. Any garbage must be removed.
• The event organizer is responsible for any damages on outdoor areas, buildings, equipment, and other installations. Any damages should be reported to the Estate and Management Division and will be paid for by the event organizer.

Sanctions

• In the event of damages to the premises, illegal alcohol sale or other illegal activities, serious breaches of security regulations and similar violations of rules, the right to make use of the premises for events may be temporarily or permanently revoked.