GUIDELINES ON THE USE OF CONFERENCE FACILITIES

1. Reserve/book online at www.philrice.gov.ph/vcso. Then coordinate personally or through the following:
   

   Visitors and Conference Services Office
   Trunk line: (044) 4560-277 local no. 571
   Mobile numbers: 0908-866-1763
   Emails: prri.mail@philrice.gov.ph, vcso.mail@philrice.gov.ph

2. The "NO CONTRACT-NO USE" policy requires that the user sign the "Contract to Use PhilRice Facilities" before the scheduled activity.
User must pay the total cost or at least 50% of the venue rental before the activity. Remaining balance should be settled before end of the activity.
3. Cancellation or re-scheduling must be informed at least three (3) days before the activity to get 50% refund.
4. PhilRice reserves the right to cancel/move a reservation and refund the corresponding deposit to make way for an internal activity. Accordingly, the user will be informed one week in advance before the activity.
5. Use of conference facilities is from 8:00AM to 5:00PM. Overtime use is subject to corresponding additional fees.
6. Request of venue during holidays and weekends is subject to availability of assisting VCSO and Utility staff with corresponding service charges and overtime rendered during regular working days.
7. Inform the VCSO of the required arrangement of tables and chairs (classroom, conference, or audience type). Preparation of the venue by the user must be within the duration of the contract.
8. Inform the VCSO when bringing personal electrical equipment.
9. Additional charges will also be imposed on damages due to improper use/handling of tables, chairs, AV equipment, carpet, and other materials.
10. Printing and/or reproduction of materials such as fliers, banners, etc. is not part of the contract.
11. Private caterers must undergo a pre-orientation from VCSO and must pay a P500.00 for environmental management fee and use of water. Caterers must bring their own tables in setting food and thermos. Food, snacks, coffee, and water dispenser shall be set-up outside the training rooms. Food and solid wastes must all be brought home by user/caterer.
12. Eating inside the conference rooms is only allowed provided food are not messy and will not spill and stain the chairs, tables, and carpet.
13. PhilRice does not allow washing of tableware and utensils anywhere in the campus.
14. User must brief participants and guests on PhilRice’s IMS policies.
15. IMS and other policies of PhilRice are: no smoking inside the campus; park only in designated parking areas; clean as you go and observe proper disposal and segregation of solid wastes; no use of styro materials and the like; and no liquor during cocktails.
16. Penalties will be collected per group of visitors/facility users for any policy violation. First offense is Php 200.00; second, Php 500.00; third, Php 1,000.00.
17. User may be required to present Official Receipt and Contract Form to the guards as proof of payment and venue reservation.

Additional Reminders:

• PhilRice is a smoke-free campus.
• Park only in designated parking areas.
• Observe proper disposal and segregation of solid wastes.
• Use of styro materials and the like are strictly prohibited.
• Prepare snacks and drinks outside the conference rooms.
• Eating inside the conference rooms is only allowed provided food are not messy and will not spill and stain the chairs, tables and carpets.
• PhilRice cafeteria and private caterers are advised to set snacks/food using their own table especially in setting hot food, thermos and water jugs.
• Charges will also be imposed on any damages due to improper use/handling of tables, chairs, AV equipment and other materials.
  Note: Penalties will be collected per group of visitors/facility users from any policy violation.
  
  First offense - Php 200.00
  Second Offense - Php 500.00
  Third Offense - php 1,000.00