Rules for renting conference rooms in the Wroclaw University Library
1. General provisions
These rules define the regulations for renting conference rooms in the Wroclaw University Library (WUL).
The library offers rooms for rent for conferences, training sessions, lectures, exhibitions and other cultural, educational and scientific events.
Rental is possible for external persons and entities as well as members of the University community, unless the regulations provide otherwise.
Conference rooms are rented on the basis of an application via the form, a declaration of acceptance of the rental cost estimate and familiarization and commitment to comply with these Rules.
The event must not hinder the activities of the Wroclaw University Library and must not conflict with generally accepted ethical principles, good manners or have negative consequences for the image of the University of Wrocław and the Wroclaw University Library.
Conference rooms are rented 7 days a week, except for public holidays.
The rentier is obliged to comply with sanitary, health and safety as well as fire protection regulations and to maintain law and order in the buildings as well as on the WUL's premises.
In WUL's all premises smoking tobacco products, electronic cigarettes and drinking alcohol is strictly prohibited.
The rentier and the event participants are obliged to comply with the ban on bringing any dangerous items onto the WUL's premises.
2. Definitions
Rules – this should be understood as this document specifying the rules for renting conference rooms and making other spaces available in the Wroclaw University Library.
WUL's mission – this should be understood as maintaining the highest professional level of its activities in order to actively support scientific, research and educational processes at the University of Wrocław, in accordance with the expectations and needs of academic staff and students, and meeting the library and information needs of external users.
Rentier – this should be understood as a natural person, an organizational unit without legal personality or a legal person who makes a room reservation and is responsible for organizing the event.
The event – this should be understood as training courses, conferences, workshops, presentations, closed events or other such meetings, the whose subject and objective are not contrary to the UoW's statutory goals and the WUL's mission.
Lessor – this should be understood as the Wroclaw University Library in Wrocław (WUL).
Whenever these Rules refer to:
3. Rental applications
Conference room rental applications are accepted by the WUL's Front Office via form available on the WUL's website.
Reservations must be made in advance (at least 1 month before the planned event).
It is possible to view the conference room only after prior contact to arrange a visit date.
Conference room reservations are deemed to have been done only after the rentier has accepted the proposed cost estimation for the rental of conference rooms in the WUL.
4. Rental conditions
Conference rooms can be rented for conferences, sessions, trainings, lectures, shows, exhibitions and other events consistent with the University of Wrocław's statutory goals and the Wroclaw University Librarys's mission.
The WUL's reserves the right to refuse conference room rentals due to the nature of the event. Information about the refusal will be send via email no later than 7 days after receiving of the request.
The rentier is obliged to comply with the safety regulations and these Rules.
WUL, in connection with the event organised in a rented room, reserves the right to consult security issues with the UoW's Department of Defence Affairs and implement the received guidelines.
WUL, in connection with the event organised in a rented room, reserves the right to consult technical issues with the UoW's IT Services Department and the UoW's Property Maintenance Department and implement the received guidelines.
After the event, an employee designated by the WUL's Director will conduct an inspection of the conference room in the presence of the Rentier. A protocol will be prepared of this inspection.
The Rentier is not permitted to rent, lend, or make available any premises in the WUL's buildings to third parties. This constitutes grounds for immediate withdrawal from the agreement. Withdrawal from the agreement does not release the Rentier from the obligation to pay any fees due.
5. Fees
Room rental fees are determined individually depending on the room size, number of participants, duration of the event, type of room rented and required technical facilities.
The price list for renting conference rooms is available on the WUL's website.
5.1. Fees for external entities
In the case of room rental by external institutions, fees are settled on the basis of an invoice issued by the WUL.
Payment must be made up to 5 days before the planned event.
5.2. Fees for entities of the University of Wrocław
In the case of renting the conference room by UoW's entities, fees are settled on the basis of internal settlement between UoW's entities.
Internal settlements are issued after the event has been completed.
Payments must be made immediately after the Internal Settlement is received by the entities.
6. Responsibility
The Rentier is obliged to use the conference rooms and the entire area of the facility in such a way that they will not deteriorate beyond the limits of normal wear and tear.
The Rentier, along with their collaborators, is liable for any damage caused by their actions during the Event. The Rentier is obligated to immediately report to WUL's personel any instance of destruction or damage to the facility's infrastructure or equipment under WUL's control, and to cover the costs associated with repairing such damage or destruction. Should these circumstances occur, a representative of WUL will prepare a protocol specifying the nature and extent of the damage.
In the event of damage being detected, the Rentier is liable for the damage up to the actual cost of its removal.
WUL is not responsible for items left by the tenant or event participants.
7. Rules for cancellation of rental
Cancellation of room rental is possible no later than 7 days before the planned event date.
In case of cancellation of the rental less than 7 days before the event, the Rentier is obliged to cover 50% of the agreed rental fee.
Cancellation of the rental must be reported in writing to the e-mail address: bu[w]uwr.edu.pl or by phone: +48 71 34 63 120.
The cancellation request must include the date of the planned event, its title and the organizer.
If the rental is cancelled at least 7 days before the event date, the Renter will receive a full refund of the amount paid.
Refunds will be made within 14 business days of the cancellation being notified.
In special cases, such as force majeure (e.g. natural disasters, sudden closure of the facility), WUL reserves the right to waive cancellation fees.
8. Catering
Catering can only be organised in the hall next to the conference rooms.
The Rentier is obliged to ensure that catering services are provided during the event in such a way that it does not disrupt the course of the event and does not cause damage to the rented rooms, as well as does not disrupt the functioning of the WUL within the scope of its statutory activities.
The WUL does not provide catering services.
9. Decorations
Decorations may only be placed in rented conference rooms and the hall and must comply with safety regulations.
Decorations must be properly made, aesthetic, and must not contain any illegal, immoral or offensive content or violate good manners.
The Rentier may not, without obtaining the prior WUL's consent make any changes to the structure of the building or to the rooms provided or rented, in particular by placing any materials, substances, etc. on the floors, walls, ceilings, or equipment that may cause damage.
The Rentier is obliged to remove all training, promotional and information materials as soon as possible after the end of the Event.
It is prohibited to use flammable materials, such as candles, without the WUL's consent.
The Rentier is liable for any damage resulting from the placement of decorations.
10. Audio equipment
The Rentier may use the available audio equipment in the conference rooms, provided that the terms of such use are agreed in advance with the WUL.
Any additional audio equipment brought by the Rentier must comply with safety standards and must not interfere with the operation of the facility.
The Rentier is liable for any damage resulting from the use of audio equipment.
11. Streaming and simultaneous translations
The WUL does not provide event streaming services.
The WUL offers simultaneous translation booths, which can be made available upon request. The WUL does not offer simultaneous interpretation booth services. Booths are available for a fee.
12. Information clause (GDPR)
In accordance with Article 3 paragraphs 1 and 2 of Regulation (EU) No 16/679 of the European Parliament and of the Council of 27 April 2016 (GDPR), we inform you that:
The administrator of your personal data is the University of Wrocław, Uniwersytecki 1 Sqr., 50-137 Wroclaw. The administrator has appointed a he administrator has appointed a Personal Data Protection Supervisor, who can be contacted by e-mail: IOD[w]uwr.edu.pl or by phone: +48 71 375 26 04.
Your personal data will be processed by the University of Wrocław:
pursuant to Article 6(1)(b) of the GDPR, for the purpose of concluding and implementing the concluded contract;
pursuant to Article 6(1)(c) of the GDPR, in order to fulfill legal obligations in connection with the performance of the concluded contract;
pursuant to Article 6(1)(f) of the GDPR, in order to secure and pursue possible claims;
The categories of data concerning you obtained by the University of Wrocław include: name, surname, contact details, and official data necessary to prepare, conclude and implement the contract.
Data may be transferred to entities processing them on behalf of the University of Wrocław, in accordance with applicable law, and to entities with which the University of Wrocław has concluded appropriate data processing agreements.
Your data will be stored for the period necessary to execute the concluded Agreement, and after that time - for the period and to the extent required by generally applicable law or to secure and pursue any claims.
You have the right to access the content of your data, correct, restrict, and process it.
Providing personal data is voluntary, but necessary to provide the rental service.
- Personal data will not be transferred to third countries or international organizations.
Personal data will not be processed in an automated manner and will not be subject to profiling.
You have the right to lodge a complaint with the President of the Personal Data Protection Office (UODO). Contact details are available on the website: https://uodo.gov.pl/en.
Furthermore, please note that:
13. Final provisions
The Wul reserves the right to change the Rules for renting conference rooms.
Any disputes arising from the rental of conference rooms will be resolved by the court having jurisdiction over the seat of the Wroclaw University Library.
The Rentier is fully responsible for the actions of the event participants, including any damage they cause on the WUL's premises.
The WUL reserves the right to cancel an event due to reasons beyond its control (force majeure), such as technical failures, decisions of the authorities, sanitary threats or other unforeseen circumstances that prevent the rental from taking place.