Rental Terms for Renting Premises at Det Akademiske Kvarter

  1. Arrival

    1. Contact the Operations Manager at the reception or by phone at +47 40626601 for the opening and inspection of the premises.
    2. The user agreement must be signed before taking possession of the venue.
    3. The Operations Manager is Kvarteret's representative during the event, and the tenant must follow the instructions provided by them.
    4. The Operations Manager and Kvarterstyret have the right to inspect all events.

  2. Deposit

    1. When the total amount for the booking exceeds 30,000 NOK excluding VAT, the tenant must pay 50% of the total in advance. The payment must be made via invoice no later than 14 days before the event, unless otherwise agreed in the contract.
    2. If the deposit is not paid, Kvarteret reserves the right to cancel the event without liability for any financial loss for the tenant, guests, or the event as a whole.
    3. For cancellations outside of the cancellation terms, the specified terms for both parties apply.

  3. Renter's Responsibilities

    1. The tenant is obligated to appoint a Main Responsible Person to be present throughout the event. The contact details of the Main Responsible Person must be provided to the reception upon arrival.
    2. The Main Responsible Person is responsible for ensuring the event complies with all applicable laws and regulations and can only leave the premises after approval from the Operations Manager.
    3. The Main Responsible Person is also responsible for ensuring any spills, broken glass, and other messes in the venue are cleaned up.
    4. The Main Responsible Person should not consume alcohol or other substances before or during the event.
    5. If Kvarteret provides servers, the Main Responsible Person may be exempt from the requirement to be sober. The servers will then be responsible for ensuring compliance with alcohol regulations. However, the Main Responsible Person must still fulfill all other duties and should not appear intoxicated.
    6. The tenant is required to provide fire watch personnel for events that require the deactivation of smoke detectors. The fire watch personnel must be present at designated locations throughout the event unless otherwise specified by the Operations Manager.
    7. The tenant must ensure that all staff and any helpers are familiar with Kvarteret's health, safety, and environmental procedures for event organizers (the manual is available at the reception).
    8. The tenant must comply with all applicable Norwegian laws and regulations.
    9. The tenant is responsible for paying TONO/GRAMO or similar fees unless otherwise agreed with Kvarteret.
    10. Bringing food and drink is strictly prohibited unless pre-approved by the head chef via email. Written confirmation of approval must be presented upon arrival.
    11. Bringing alcohol or containers with unknown contents, where alcohol is suspected, will result in confiscation. The tenant and their guests will not be entitled to reclaim these items.

  4. Rules of Conduct

    1. Individuals serving alcohol or performing security tasks, including fire watch personnel, must not have consumed alcohol or other substances. They must also have undergone approved training before the event.
    2. Minors are not allowed access to the premises. In certain cases, the Operations Manager or Duty Manager may grant an exemption. In such cases, the minor must be accompanied by a guardian approved by Kvarteret. The guardian form, available on Kvarteret's website, must be filled out and submitted prior to the event.
    3. Clearly intoxicated individuals must immediately be asked to leave the premises. The tenant may contact Kvarteret's security personnel for assistance.
    4. Advertising alcohol is strictly prohibited.
    5. Emergency exits and escape routes must always be kept free of obstacles. It is not allowed to place tables, decorations, or other items in a way that blocks these routes. The use of flammable materials for decoration is also prohibited.
    6. Hanging posters at Kvarteret is only permitted in approved areas. It is not allowed to hang posters on painted surfaces or use tape on walls without prior approval from the Operations Manager.
    7. Filming in Kvarteret's common areas is generally prohibited. Staff, volunteers, and guests cannot be filmed without their explicit consent. Filming during events or other activities requires prior approval from Kvarteret.

  5. Closing

    1. The event and all sales must be concluded no later than the alcohol serving cut-off time.
    2. All glasses must be washed, and plates, coffee cups, and similar items should be delivered to Stjernesalen or Grøndahls. All tables, benches, and bars should be cleaned. Furniture should be stacked against the wall, the floor swept, and any spillage cleaned up. Trash must be cleared and disposed of in the trash bin in the backyard. See section 6.1 for the consequences of failing to comply with this point.
    3. Once the venue is cleaned, the tenant must contact the Operations Manager for approval and locking of the premises. If cleaning is insufficient, the Operations Manager may ask the tenant to address this before the room is approved. If the tenant leaves the premises without approval, they may be invoiced for cleaning according to section 6, item 4 on sanctions.
    4. The venue must be cleaned and emptied, and sales reconciliation must be completed within 30 minutes after the event ends or the alcohol serving cut-off time.
    5. Cash reconciliation is carried out at the reception and belongs entirely to Kvarteret. The Operations Manager will accept ticket settlement unless otherwise agreed. Ticket sales and similar income belong to Kvarteret, and the tenant will invoice Kvarteret for the revenue.

  6. Sanctions & Compensation

    1. Kvarteret may invoice the tenant's organization a fee for breaches of the user agreement, up to a maximum of NOK 15,000 excluding VAT, and may exclude the organization from Kvarteret for up to one year.
    2. The tenant is fully responsible for all damages and losses, both direct and indirect, that Kvarteret may incur as a result of the event. Kvarteret determines which parties will be responsible for any necessary repairs or replacement purchases.
    3. Items 1 and 2 do not prevent Kvarteret from holding individuals responsible for damages and losses.
    4. If the venue is not adequately cleaned or if Kvarteret needs to handle cleaning or maintenance after the event, Kvarteret may invoice the tenant for this, up to a maximum of NOK 5,000 excluding VAT.

  7. Privacy

    1. Kvarteret stores contact information for the tenant and the contact person in connection with the event. This information is used for event follow-up and communication related to the use of the premises at Det Akademiske Kvarter. The tenant consents to this by accepting the terms for renting premises at Det Akademiske Kvarter.
    2. The tenant and the contact person can withdraw consent at any time and have their information removed by sending a request to admin@kvarteret.no.