Boardroom and meeting-room terms

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OLNIN PRIVATE LIMITED BOARDROOM & MEETING ROOM BOOKING TERMS

Version: 1.0

These Boardroom & Meeting Room Booking Terms (“Booking Terms”) govern the reservation and use of OLNIN Private Limited (“OLNIN”) Boardroom, Conference Room and Meeting Room facilities. These Booking Terms form part of the OLNIN Membership and Facility framework and should be read together with the Master Membership Agreement, Membership & Facility Policies, applicable Membership Package and any applicable quotation or booking confirmation.

1. FACILITIES COVERED

OLNIN may make the following facilities available for booking, subject to availability:

Boardroom / Conference Room A premium meeting facility with a capacity of approximately 10–12 persons, depending on the room configuration and applicable safety requirements. It is intended for:

Board meetings Executive meetings Client meetings Business negotiations Presentations Corporate discussions Small conferences Professional gatherings Meeting Rooms

OLNIN also provides meeting rooms with a capacity of approximately 6 persons, suitable for:

Client meetings Team meetings Interviews Consultations Presentations Business discussions Small professional gatherings OLNIN may determine the appropriate room configuration according to availability and operational requirements.

2. ELIGIBILITY TO BOOK

Meeting facilities may be booked by:

Active OLNIN Members;
Authorized Users of Members;
Corporate Members;
eligible Non-Members;
and approved external organizations or individuals.

All bookings remain subject to availability, confirmation and applicable booking requirements. Membership does not guarantee availability of a particular room at a particular time.

3. BOOKING METHODS

Bookings may be made through an approved OLNIN booking channel, including:

OLNIN Member Portal / CRM;
reception;
authorized OLNIN representative;
or another booking method designated by OLNIN.

A booking is considered confirmed only when it has been recorded and confirmed by OLNIN's authorized booking system or representative.

A request or inquiry alone does not constitute a confirmed reservation.

4. MEMBER BOOKING RATES

Unless otherwise stated in the applicable Membership Package or quotation, the standard Member rates are:

Boardroom / Conference Room Hourly: PKR 7,000 Half Day: PKR 30,000 Full Day: PKR 60,000

6-Seat Meeting Room Hourly: PKR 3,000 Half Day: PKR 15,000 Full Day: PKR 30,000

All prices are exclusive of applicable taxes.

5. NON-MEMBER BOOKING RATES

Eligible Non-Members may book the facilities subject to availability and advance payment.

Boardroom / Conference Room Hourly: PKR 10,000 Half Day: PKR 45,000 Full Day: PKR 80,000

6-Seat Meeting Room Hourly: PKR 6,000 Half Day: PKR 25,000 Full Day: PKR 60,000

All prices are exclusive of applicable taxes.

OLNIN may require full payment in advance for Non-Member bookings.

6. DEFINITION OF BOOKING PERIODS

Unless otherwise specified in the booking confirmation:

Hourly Booking: One reserved hour.

Half-Day Booking: Up to six (6) hours.

Full-Day Booking: Up to twelve (12) hours.

The applicable booking period begins at the confirmed start time and ends at the confirmed end time.

Setup, preparation, packing and departure must be completed within the reserved booking period unless OLNIN has expressly approved otherwise.

7. COMPLIMENTARY MEETING ROOM ALLOWANCES

Where a Membership Package includes complimentary Meeting Room or Boardroom hours, those hours are subject to:

availability;
advance booking;
the applicable Package allowance;
the applicable room capacity;
these Booking Terms;
and the Membership & Facility Policies.

Complimentary hours:

have no cash value;
cannot be exchanged for money;
cannot be transferred to another Member;
cannot be carried forward;
cannot be credited against Membership Fees;
and expire at the end of the applicable membership month.

Unused complimentary hours therefore do not accumulate into the following month.

8. AVAILABILITY

All Meeting Room and Boardroom bookings are subject to availability.

OLNIN does not guarantee that a particular room will be available at any particular time.

Where a requested facility is unavailable, OLNIN may, where reasonably possible, offer:

an alternative room;
an alternative time;
an alternative date;
or another appropriate arrangement.

OLNIN's provision of an alternative is subject to availability and operational feasibility.

9. BOOKING CONFIRMATION

A confirmed booking should identify, where applicable:

Member or booking party;
facility;
date;
start time;
end time;
number of attendees;
applicable rate;
applicable taxes;
special requirements;
and any additional charges.

Members should verify the booking details immediately after confirmation.

10. CANCELLATION POLICY

Unless a specific booking, quotation or event agreement provides different terms, the following standard cancellation policy applies.

Cancellation 72 Hours or More Before Booking No cancellation charge.

Cancellation Less Than 72 Hours but at Least 48 Hours Before Booking A cancellation charge of 25% of the applicable booking value may apply.

Cancellation Less Than 48 Hours Before Booking A cancellation charge of 50% of the applicable booking value may apply.

No-Show A 100% booking charge applies.

For complimentary bookings, OLNIN may treat the applicable reserved complimentary hours as used instead of applying a monetary charge.

11. NON-MEMBER ADVANCE PAYMENT

Non-Member bookings may be required to be paid in full in advance.

Where a Non-Member fails to attend without complying with the applicable cancellation period, OLNIN may retain the applicable cancellation/no-show amount from the advance payment.

Any refund, where applicable, will be processed according to the applicable cancellation terms.

12. RESCHEDULING

A Member may request to reschedule a booking.

Rescheduling is subject to:

availability;
the applicable cancellation period;
the original booking terms;
and OLNIN's approval.

A request to reschedule made within the applicable cancellation period may be treated as a cancellation and new booking.

OLNIN does not guarantee that the same facility will be available for the new date or time.

13. LATE ARRIVAL

The booking period begins at the confirmed booking time regardless of the actual arrival time.

For example, if a room is booked from 2:00 PM to 3:00 PM and the Member arrives at 2:20 PM, the booking will ordinarily still end at 3:00 PM.

Late arrival does not automatically extend the booking.

14. EARLY DEPARTURE

Leaving a facility before the end of the reserved period does not automatically entitle the Member to a refund, credit or extension.

The unused portion of a paid booking remains subject to the applicable booking terms.

15. EXTENDING A BOOKING

A Member may request additional time if:

the room remains available; and OLNIN confirms the extension. Additional time will be charged at the applicable rate unless expressly included in the Package or otherwise approved.

A Member must not independently extend a booking beyond the reserved period.

16. OVERSTAY

A Member must vacate the room at the end of the confirmed booking period.

Where a Member continues using the room after the booking period without authorization, OLNIN may:

require immediate vacation of the facility;
charge additional usage;
apply the applicable hourly rate;
and/or take other reasonable action under the Membership & Facility Policies.

17. NUMBER OF ATTENDEES

The number of attendees must remain within the applicable capacity of the booked facility.

The Boardroom / Conference Room is designed for approximately 10–12 persons. The Meeting Room is designed for approximately 6 persons.

OLNIN may refuse entry or require an alternative arrangement where attendance exceeds the safe or operational capacity of the facility.

18. GUESTS AND VISITORS

Members may invite clients, business associates and other Guests to their booked Meeting Room or Boardroom.

The Member is responsible for:

registering Guests where required;
ensuring Guests follow OLNIN policies;
maintaining professional conduct;
and ensuring Guests do not access unauthorized areas.

Guests do not acquire independent Membership rights merely by attending a meeting.

19. ROOM SETUP

Standard room furniture and configuration are included subject to the applicable facility.

Special arrangements may include:

additional seating;
different table arrangements;
presentation setup;
equipment;
signage;
catering;
decoration;
or other requirements.

Special arrangements may incur additional charges and are subject to prior approval.

20. AUDIOVISUAL AND TECHNOLOGY SERVICES

Where available, Meeting Rooms may include access to certain technology or presentation facilities.

Technology availability may include, depending on the room:

display screens;
presentation facilities;
internet connectivity;
video-conferencing facilities;
audio equipment;
and other meeting technology.

Technology availability is subject to the specific room and operational condition.

OLNIN does not guarantee uninterrupted operation of any technology or internet service.

21. MEMBER RESPONSIBILITY FOR EQUIPMENT

Members must use OLNIN equipment responsibly.

The Member may be responsible for reasonable repair or replacement costs resulting from damage caused by the Member, Authorized Users or Guests, excluding ordinary wear and tear.

Members must not alter, disconnect, relocate or modify technical equipment without authorization.

22. FOOD AND BEVERAGES

Food and beverages may be permitted in Meeting Rooms subject to OLNIN's applicable arrangements. Where catering is requested, it may be arranged separately and may incur additional charges.

Members must ensure that food and beverages do not create:

damage;
excessive odors;
hygiene issues;
spills;
or disruption to other users.

Additional cleaning or restoration costs resulting from a booking may be charged where reasonably applicable.

23. PROFESSIONAL CONDUCT

Meeting Rooms and the Boardroom are professional business facilities.

Users must not engage in:

unlawful activities;
harassment;
threatening conduct;
disruptive behaviour;
excessive noise;
activities creating unreasonable safety risks;
or any activity prohibited by OLNIN's Membership & Facility Policies.

OLNIN may require a user to discontinue an activity that violates these standards.

24. CONFIDENTIALITY AND PRIVACY

OLNIN provides meeting facilities for business discussions but does not guarantee the confidentiality of information disclosed by Members or their Guests.

Members are responsible for taking appropriate precautions concerning:

confidential documents;
business information;
personal information;
financial information;
intellectual property;
and other sensitive information.

Members should ensure that confidential discussions are conducted appropriately.

25. RECORDING AND PHOTOGRAPHY

Recording meetings, taking photographs or conducting video production within the facilities must be done responsibly and with appropriate consent.

A Member must not record another person without appropriate authorization.

Commercial photography, filming or production may require prior approval and may be subject to separate charges.

26. SECURITY

Meeting Rooms operate within OLNIN's broader security environment.

OLNIN may use:

CCTV;
access-control systems;
visitor registration;
security personnel;
and other appropriate security technologies.

Users must comply with reasonable security requirements.

Security systems must not be tampered with, disabled or obstructed.

27. PERSONAL PROPERTY

Members and Guests remain responsible for their personal belongings.

OLNIN is not responsible for loss or damage to personal property except to the extent liability cannot legally be excluded. Users should not leave valuable items unattended.

28. CLEANLINESS AND DAMAGE

The room must be left in a reasonable condition following use.

OLNIN may charge reasonable costs for:

extraordinary cleaning;
damage;
missing equipment;
replacement of damaged items;
or restoration caused by the booking party.

Such charges may be recovered from the responsible Member or booking party.

29. SPECIAL BOOKINGS

The standard Meeting Room Booking Terms may not be sufficient for:

conferences;
seminars;
corporate events;
private events;
large gatherings;
rooftop events;
extended productions;
or customized corporate requirements.

Such arrangements may require a separate Event Proposal, Quotation, Booking Agreement or Event Terms.

30. EVENTS AND ROOFTOP BOOKINGS

Use of OLNIN's indoor or rooftop areas for seminars, conferences, corporate events or private events is subject to separate event arrangements.

Event bookings may require:

advance payment;
security deposit;
event deposit;
additional security;
staffing;
cleaning charges;
equipment charges;
catering arrangements;
parking arrangements;
and other requirements.

The applicable requirements will be communicated through the relevant proposal and quotation.

31. THIRD-PARTY SERVICES

Where a Member requests catering, valet parking, transportation, equipment rental, event support or another third-party service, OLNIN may facilitate or coordinate the request.

Unless OLNIN expressly provides the service itself, third-party services remain subject to the third party's terms.

OLNIN does not guarantee the:

availability;
performance;
quality;
conduct;
pricing;
or outcome of an independent third-party provider.

32. TAXES

All published rates are exclusive of applicable taxes, unless expressly stated otherwise.

Applicable taxes, government charges or statutory amounts will be added to the booking invoice where required.

33. PAYMENT

Paid bookings must be settled according to the applicable booking confirmation, invoice or quotation.

OLNIN may require advance payment for:

Non-Member bookings;
special bookings;
customized arrangements;
events;
high-value reservations;
or bookings involving additional services.

A booking may be cancelled or declined where required payment has not been received.

34. NO GUARANTEE OF AVAILABILITY

Booking requests are subject to availability. OLNIN shall not be responsible for failure to provide a requested room where the facility becomes unavailable because of circumstances beyond its reasonable control, including:

emergency;
security incident;
technical failure;
maintenance;
government direction;
force majeure;
health or safety circumstances;
or other circumstances reasonably requiring closure or restriction.

Where reasonably possible, OLNIN may offer an alternative facility, time or date.

35. FORCE MAJEURE AND EMERGENCIES

OLNIN may suspend or modify facility use where reasonably necessary because of circumstances beyond its reasonable control.

These may include:

natural disasters;
severe weather;
fire;
power failure;
security threats;
civil disturbance;
government restrictions;
public emergencies;
major technical failures;
or other force majeure circumstances.

36. POLICY COMPLIANCE

Every person using the Boardroom or Meeting Rooms must comply with:

these Booking Terms;
the OLNIN Membership & Facility Policies;
the applicable Membership Package;
the Master Membership Agreement;
and any specific booking confirmation or quotation.

Failure to comply may result in cancellation of a booking, restriction of access, additional charges or other action permitted under the applicable agreement.

37. INTERPRETATION AND PRIORITY

Where the documents governing a booking contain different provisions, the following order of priority shall generally apply: 1. Specific signed Booking Agreement / Event Agreement 2. Specific written quotation or booking confirmation 3. Master Membership Agreement 4. Membership Package terms 5. Membership & Facility Policies 6. These general Booking Terms This hierarchy may be modified where a specific document expressly states otherwise.

38. AMENDMENTS

OLNIN may update these Booking Terms from time to time to reflect operational, security, technological, legal or facility changes.

Updated terms may apply to future bookings from their effective date.

39. ACKNOWLEDGEMENT

By making or using a Boardroom or Meeting Room booking, the booking party acknowledges that it has had the opportunity to review these Booking Terms and agrees to comply with them.

OLNIN PRIVATE LIMITED Boardroom & Meeting Room Booking Terms Version: 1.0

All rates stated above are exclusive of applicable taxes and subject to availability.

Boardroom and meeting-room terms.