1. INTRODUCTION
The purpose of this document is to define the procedure, reservation conditions and functioning for the provision of use of l'Institut de Cultura de Barcelona locations. The availability and opening hours of the locations will depend on the activities to be carried in these within the scope of their objectives and their timetables. No functions may be held which interfere with the normal operations of any of the museums. Any particular issue not covered in this document will be resolved by the competent channels of l'Institut de Cultura de Barcelona. Any events or activities that prejudice the dignity of persons and their fundamental rights may be prohibited in accordance with the legislation in force.


2. FORMALISATION PROCEDURE FOR THE PROVISION OF USE OF THE LOCATION.
Provision of the location must be formalised by following the procedure set out in this document. Reservation of the location will not be confirmed until the applicant has made payment and signed the corresponding contract of use. Furthermore, the location will not be provided until the applicant has made complete payment and has read the required documentation. Reservation may be confirmed a maximum of 6 months before occupation of the location is initiated.


2.1 Standard model for requesting a prior reservation of the location
In order to formalise the undertaking and be enabled to use any of the l'Institut de Cultura locations, written application must be made to l’Institut in accordance with the standard model for requesting a prior reservation of the location, using the Web page www.bcn.cat/canalcultura. Remittal of the request will entail acceptance of this document. L'Institut de Cultura may require the applicant to provide any documents or additional information it considers necessary. Prior reservations will be handled in strict order according to the reception of requests, duly formalised. Where there are two or more prior reservation requests for the same date and location, l’Institut de Cultura will request that the first applicant make the payment to the account detailed in Point 2.3 and sign the contract of use within a maximum period of 5 calendar days. In all cases, if payment of the quantity requested is not made and the contract is not signed within this period, it will be understood that the prior reservation has been cancelled and payment and signing will be requested of the second applicant, and so on.


2.2. l'Institut de Cultura authorisation to provide use of the location
Once the prior reservation request for the location has been received, l’Institut de Cultura will analyse it and where appropriate will authorise it and remit the contract of use. L’Institut de Cultura may refuse provision of use of the location if the activities are not compatible with the Museum’s normal functioning if the applicant does not carry out the technical adaptations necessary for the competent running of the hall and the Museum.


2.3 Payment to account and signing of the contract of use
The price of use of these locations will be regulated by Ordenança Fiscal (Fiscal Ordinance) No. 3.13 relating to the rate for temporary provision of use of premises and locations. The applicant shall pay 20% of the amount of the rate corresponding to the location and shall sign the corresponding contract of use a maximum of 20 days after l’Institut de Cultura authorises the use of the location, with the exception of the supposition considered in Point 2.1, where payment and signing of the contract must be made within a maximum period of 5 calendar days. Payment may be made by bank transfer or by deposit into the account designated by l’Institut de Cultura.
Once the contract of use has been signed and payment of 20% of the rate made, the prior reservation of the location will be confirmed. If the contract of use of the location is cancelled by the applicant within a period of less than 15 days before occupation of the location is initiated, the applicant shall have no right to reimbursement of the 20% paid to the account.


2.4 Complete payment and delivery of insurance certificate
The remaining 80% of the total price for use of the location will be paid at least 5 days before occupation of the location is initiated, by bank transfer or deposit into the account designated by l'Institut de Cultura de Barcelona.
Within 10 days following the signing of the prior reservation, the applicant must also submit to the Museum the certificate of validity for the civil liability insurance. The applying organisation shall be responsible for all material, personal and moral damages and losses deriving from holding the event, for the setting-up and/or dismantling works and for any other action for which the applicant is attributable, and l’Institut de Cultura shall be exempt of all responsibility in the matter. To this purpose, the applying organisation shall contract at its own expense a Civil Liability Insurance policy for an amount of €60,000 per day, designating as beneficiary and in case of losses incurred l'Institut de Cultura de Barcelona, to cover payment of the claims which may correspond to it or to its representatives, workers and invited attendees, as third parties, for damages to persons or goods, deriving from the normal or abnormal functioning of the event. Under no circumstances shall the existence of an exemption to the same be accepted and additionally the applicant shall be responsible for damages of an amount greater than the insured quantity. Reservation of the location shall be cancelled and provision of same revoked if the total price of the location has not been paid within the established period and if the corresponding certificate of validity for the insurance has not been submitted. In this case, the applicant shall have no right to reimbursement of the 20% of the rate paid to the account.

L'Institut de Cultura de Barcelona reserves the right to cancel the contract of use, for justified reasons or in the public interest. In this case, the amount paid to the account shall be reimbursed.

There is also the possibility that, in addition to the corresponding rate, a cash deposit may be required to guarantee payment for the services and for possible damages.


3. SERVICES INCLUDED AND NOT INCLUDED IN THE BASIC PRICE
3.1 Services included
The basic rate provides the right to:

• use of the location during the event.
• consumption of the maximum energy permitted for the location’s permanent installations.
• heating – air-conditioning of the location in those locations which have the corresponding equipment. Open-air locations shall be exempt from this condition.
• a Museum representative to ensure the installations provide the contracted service and safeguard the proper running of the event.
• a cleaning service, which includes a check during setting-up, maintenance during the event and final cleaning once dismantling is complete. The applicant may use an extension of this service, depending on the characteristics of the event, which will involve the acceptance of an estimate by the applicant. If there is an extension of the cleaning service, this must be paid for before occupation of the location is initiated.
• surveillance service, which includes a security guard from the initiation of setting-up to the completion of dismantling.

3.2 Services not included
The following services are not included in the basic price:

As set out in the Ordenança Fiscal (Fiscal Ordinance), the amount of the rate includes the necessary minimum services of supply, surveillance and cleaning and the total cost of all the additional services arising from carrying out the activities and the planned services, especially those of cleaning, surveillance, the Fire Brigade and others, may be charged.

• Under no circumstances shall the cleaning include the disposal of waste products or of any items that form part of the setting-up or dismantling (carpets, pallets, flowers, posters, any decorative objects, candles etc.) These shall be the responsibility of the applicant.
• Extension of the surveillance service: the applicant may request an extension of the surveillance service, to be agreed with the company awarded the surveillance service of the Museum offices and which will entail acceptance of an estimate by the applicant. This must be paid for before occupation of the location is initiated.
• Increase of the electrical supply: based on the maximum permitted in each location, applicants must directly contract the supply company at their own expense. If this is not possible, an electrical generator set shall be authorised.

The services not included in the basic rate must be paid for before occupation of the location is initiated.


4. SETTING-UP AND DISMANTLING
The event will be set up in accordance with the plan agreed with the Museum and in any unforeseen cases, setting-up must comply with the instructions issued during the preparation of the event by its technicians. Once the event has ended, the applicant is obliged to remove any item forming part of the setting-up, an obligation which the person responsible for the applicant must guarantee with their presence.


5. CAPACITY OF THE LOCATIONS
The applicant is obliged to respect the maximum permitted capacity of the locations and shall be responsible for compliance with this limit.


6. RESPONSIBLE PERSONS
The applicant must nominate a responsible person who will function in coordinating, organising and acting as a representative with the Museum’s responsible person during the setting-up, dismantling and holding of the event, and will take charge of all organisational aspects of the activity. The applicant’s responsible person shall take charge of the entrance of the public and control of the capacity of the location, as well as the maintenance of order and control during the event. The Museum location’s responsible person is the applicant's contact with regard to all aspects relating to the event and shall safeguard compliance with the conditions established for use of the space.


7. COMPLIANCE WITH SAFETY AND WORKPLACE RISK PREVENTION REGULATIONS.
The applicant shall ensure that all the works carried out for the organisation, setting-up and dismantling of the planned event are carried out in compliance with current regulations with regard to Safety and Prevention of Workplace Risks, as well as the regulations applicable to the specific conditions of the usable materials and those applicable during the holding of the event. To this purpose, the Museum shall provide the applicant with this document information on the assessment of non-specific risks in its facilities, as well as the emergency measures, in order to comply with the aforementioned regulations. This information will be understood to have been received upon signature of this document. The applicant shall also submit the following documents 5 days before the event begins: fire-proofing certificate for the materials used in setting-up (vertical, wooden or similar elements), a list of extra anti-fire materials (where appropriate) and the assessment of the specific risks of the event to be held and of the modifications to the emergency exits (where necessary).


8. GRAPHIC IMAGE OF L'INSTITUT DE CULTURA AND OF THE CORRESPONDING MUSEUM, AND PUBLICISING OF THE EVENT
The use of the graphic image of the Museum and its logos in advertising leaflets or similar must have the prior written authorisation of the Museum.


9. COPYRIGHT AND LICENCES
If there is any artistic act or show, the occupant must have the corresponding permission of the Societat General d'Autors or others. The user shall be responsible for the copyright arising from the enactments carried out. Also, for activities which require a municipal licence or other permit, the applicant is obliged to obtain this before occupation of the location is initiated.


10. ADVERTISING AND PUBLICISING OF THE EVENT
The placing of commercial advertising in the exterior or interior of the Museum area is forbidden without the express authorisation of the Museum. Signposting of the event must be previously approved by the person responsible for communication in the Museum and any modification must be previously communicated and authorised by this person.


11. USE OF THE LOCATIONS
a) Maintenance of the facilities
The applicant is responsible for returning the facilities to the same condition in which they were found before use. The applicant must assume the cost of any damage caused to the location or to any material which has been provided or was in the location.


b) Use of the provided location
The applicant for the location may only avail of the equipment provided during the pre-established times. To this effect, the applicant may not use other areas and/or equipment or enter these areas without the Museum’s authorisation.


c) Activities to be carried out
In the hall only the activities for which the location has been provided may be carried out. No other activity may be carried out without the express permission of the Museum.


d) Safety and prevention items
In no case is it permitted to block, impede access to, place obstacles to or cover the emergency exits, the emergency signs, fire-extinguishers and alarm buttons, fire detectors, or any other safety and prevention items. The electrical installations may not be modified under any circumstances without the prior written authorisation of the Museum.


e) Ornamentation
The placing of any item of ornamentation must be requested from the person responsible in the Museum with due prior notice and this person must previously authorise this.


f) Respect for neighbours and sound volume
Events held during night-time hours must not disturb the neighbours, especially with regard to the volume of music and sounds in general, from the setting-up of the event until the guests have left the Museum premises. All the locations have restrictions on music and shows. The programming of music requires the prior written permission of the Museum. The Museum may call off the event if the decibel level permitted in Municipal Ordinances is exceeded or if the neighbours are obviously being disturbed.


g) Public address and sound tests
Public address system and sound tests must be performed after 7 pm, outside the Museum’s normal opening hours. They must be specifically requested and adjusted to the needs of the Museum and other users and carried out during the times and under the conditions indicated by those in charge of the location.


h) Restrictions
The following are not permitted in the locations:

• Storage of any objects or materials susceptible to producing any type of combustion or explosion.
• Access of animals except in specific, previously-authorised situations.
• Leaving the halls with food or drinks.
• In no part of the Museum is it permitted to fix, hang or attach materials without the Museum’s express permission.

i) Access and parking of vehicles and/or other items
Vehicles are only permitted access for loading and unloading in the area set aside for this purpose and for reasons directly related to the progress of the event. The parking of vehicles or other items in the street, on the pavements or in other unauthorised places depends on Barcelona City Council. If the requesting organisation wishes to do this, it must contact the corresponding municipal services. The Museum accepts no responsibility for any occurrence outside its premises.


j) Prohibition of entry outside areas designated for the event
For safety reasons it is completely forbidden for people, organisers or attendees of the event to circulate outside the areas expressly designated for this event. The Museum accepts no responsibility for damages or losses which may arise from non-compliance with this regulation. These shall be the responsibility of the applicant.


k) Fire extinguishers
For activities with an increased risk, the applicant must provide a sufficient number of extinguishers to supplement those existing in the location, in accordance with the regulations in force.


l) Abandoned material
All material not removed before 10 am on the day following the event or the dismantling is considered to be abandoned. The applicant shall be responsible for the costs of removing this material from the halls.


m) Responsibility for the waste removal service
The catering operators and the setting-up companies must take responsibility for the service of removing waste from each of the events, either doing this directly or by contracting the removal from the Barcelona City Council’s Urban Cleaning Services, by fax at 93 291.41.55, giving one week’s notice before the date of the service. They shall provide the waste containers necessary according to the volume and characteristics of the waste and shall remove them at the pre-arranged time. In the case of direct removal, the Association must be informed in writing, specifying the dates and times. This must be between 7 am0 and 10 am on the day after the event.


n) Cooking area and catering service
In those locations where there is an area designated for kitchens or a catering service, the floor must be protected with a carpet and only the properly covered area may be used. The applying company must request express permission from the Museum if a catering service is to be organised during the event.