GOVERNMENT OF NATIONAL CAPITAL TERRITORY OF DELHI

DIRECTORATE OF EDUCATION: SPORTS BRANCH

CHHATTRASAL STADIUM, DELHI
(Tea
No. DDE/SPORTS/HIRING/MEMORANDUM/2017/ 19- Dated: I PO-
OFFICE MEMORANDUM

Sub: Revised Booking rates of Stadia of Sports Branch, Dte. of Education

In partial modification of Office Memorandum No. DE 41/Sports/2010/CWG/12913-

13012 dated 14.01.2011, the rates of bookings of respective sports venues of Dte. of
Education are categorized & revised as below and made applicable with immediate effect :

1. Categorization of Events

Category A- Sports Day, Sport Trials and other sports Activities

Category B- Educational Conference, Annual Day, AGM, Social Meeting of Registered NGOs,
Yoga, Corporate Conference

Category C- Commercial, Spiritual Events (other than Yoga) & Other Events (Non- ticketing
events)

Category D- Commercial Ticketing Events

The stadia will be made available for free of cost for following departmental
programmes:

a) Teacher Training
b) Awards Ceremony of Directorate of Education
c) Zonal Meet/ Inter School Matches/ Departmental Schools Annual Day / Sports Day/ Selection
Trials etc
d) Sporting Events of Govt. Aided Schools
e) Sports Camp/ Sports trials of General Admn. Deptt. GNCTD
f) Any other event decided by Secretary/ Director (Education), GNCTD

In case of any dispute regarding category of Event & hiring charges applicable on the
evdnt. the decision of Director regarding the hiring charges and category of event will be
final and binding on organizer.
2. Rates of hiring of Indoor Hall of Thyagraj Stadium (Main Field of Play) & Ludlow
Castle Sports Complex

A. Rates for Sports Activities - (Category A*) up to use of 8 Hours (09:00 am to 5:00
pm per day)
S. Organization Thyagraj Ludlow Additional Charges
No. Stadium Castle
1 Other Government/ Govt. 10 % of booking charge for
Organization Schools such as M.C.D, 18000 9000 every additional hour
Kendriya Vidyalaya, NDMC, Delhi
Cantonment School, J.N.V. etc./ A.C. facility to be made available
Organizations for Physically at Rs 30,000/- for Thyagraj &
challenged sportspersons Rs 20,000/- for Ludlow Castle.
2 Private Schools/Colleges/ Beyond the normal booking
Universities/ Recognized Sports 36000 20000 hours, additional charge of 10%
associations and federations per hour
3 Government Departments &
Organizations/ Sports Control Boards 54000 30000
4 Govt. Owned Corporations/ PSUs/ 75000 36000
Banks/ LIC/ Other Institutions
5 Foreign Institutions/ Multi National 100000 50000
Companies / Embassies Others

B. Rates for functions other than sports (Non-Commercial) such as Annual Day,
Educational Conference, Yoga (Category B*) up to use of 8 Hours (09:00 am to
5:00 pm per day)

S. Organization Thyagraj Ludlow Additional Charges

No. Stadium Castle
(Rs) (Rs)
All Education Institutes Govt. 10 % of booking charge for every
/Private 1,25,000 35000 additional hour
All Universities Govt./Private
1 All Colleges Govt./Private A.C. facility to be made available
All Sports Federations & at Rs 45,000/- for Thyagraj
Boards Govt./Private Stadium & Rs 30,000/- for
All NGOs Ludlow Castle.
2 Corporate, Foreign Beyond the normal booking
hours, additional charge of 10%
i Institutions/ Pvt. Companies/ 1,50,000 50000
Multi National Companies/ per hour
Embassies, Banks, LIC, PSUs
 C. Rates for Commercial Activities (Non-ticketing events) Category C* up to use of 8
Hours (09:00 am to 5:00 pm per day)
Events falling under this category will be charged 3,00,000/- (Three Lakh Only) per day in
r/o Thyagraj Stadium irrespective of organizer/sponsoring authority.

10 0(0 of booking charge will be charged for every additional hour.

A.C. facility will be made available at Rs 45,000/- for Thyagraj.
Beyond the normal booking hours, additional charge of 10% per hour will be charged for usage
of A.C.

D. Rates for Commercial Activities (Ticketing, events) Category D* up to use of 8 Hours

(09:00 am to 5:00 pm per day)

The ticketing events will only be allowed at Thyagraj Stadium and all the events falling
under this category will be charged Rs 5,00,000/-(Five Lakh Rupees) per day irrespective of
organizer/sponsoring authority.
10 % of booking charge will be charged for every additional hour.

A.0 facility will be made available at Rs 45,000/- per day for Thyagraj Stadium.
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Beyond the normal booking hours, additional charge of 10% per hour will be charged for usage
of A.C.

3. Common Charges at Thyagraj Stadium & Chhattrasal Stadium (wherever applicable)

(a) For Category 'A' (Sports Day. Sport Trials and other Sports Activities) & Category 'B'
(Educational Conference. Annual Day. AGM, Social Meeting of Registered NGOs. Yoga,
Corporate Conference)

(i) Rooms/ Conference Hall

Apart from the charges mentioned herein, if rooms/conference room are additionally
requested by the organizer, the same will be charged @ Rs 2,000/- per room/conference hall
per day irrespective of the organization/sponsoring authority subject to the condition of
availability of rooms/conference hall.

(ii) Live Telecast Charges

In the case of live telecast of the event at complex, same will be charged uniformly @ Rs
15,000/- per day except if the event is telecasted on Doordarshan network only.

(iii) Underground Parking

Underground parking facility will be provided to the organizer, if requested @ Rs 5,000/-
per day.

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(b) For Category C (Commercial / Spiritual Events (Other than Yoga) & Other Events
(Non- ticketing events) & Category D (Commercial Ticketing Events)
(i) Rooms/ Conference Hall
Apart from the charges mentioned herein, if rooms/conference room are additionally
requested by the organizer, the same will be charged @ Rs 5,000/- per room/conference hall
per day irrespective of the organization/sponsoring authority subject to the condition of
availability of rooms/conference hall.
(ii) Live Telecast Charges
In the case of live telecast of the event at complex, same will be charged uniformly @ Rs
50,000/- per day except if the event is telecasted on Doordarshan network only.

(iii) Underground Parking

Underground parking facility will be provided to the organizer, if requested @ Rs 10,000/-
per day.
4. Additional Charges in r/o Thyagraj Stadium

S. Facility Detail Charges per day in Rs Remark

No.
1. Displaying Banners to be displayed by the
Advertisement Rs 20,000/- organizer with its own resources &
(Banners & Flex for Category A & B to be removed immediately after the
Boards on Gates) event is over else an equal amount of
Maximum Size : 10 Ft Rs 50,000/- charges will be deducted from the
x 20 Ft For Category C & D security after 24 hours
upto 3 Banners
2 Catering Kiosks (Only For Category A & B --1000/- Only space will be provided. The
space will be for each Kiosk Space litter must be cleared by organizer
provided) measuring 5 feet at the after the end of function failing which
designated location 20,000/- will be deducted from
In case of buffet arrangement, Security Deposit.
amount of Rs 10,000/- will be Food stall and buffet will be allowed
charged. only on the outer corridor of the
For Category C & D --2500/- stadium.
for each Kiosk Space
measuring 5 feet at the
designated location
In case of buffet arrangement,
amount of Rs 20,000/- will be
charged.
Kitchen (optional) Rs 10,000/- The litter must be cleared by organi
For Category A & B after the end of function failing wh
20,000/- will be deducted from Sean
Rs 20,000/- Deposit.
For Category C & D
4 P.A. System (External) 5,000/- Stadium P.A. System is inclusive in
rent.
 5. Rate of hiring of Outdoor Facility of Thyagraj & Chhattrasal Stadium:

Outdoor facilities Thyagraj Stadium and Chhattrasal Stadium will be made available for
booking @ Rs 30,000/- per day. The outdoor arena will be provided free of cost to events
organized by Zones/Districts of Dte. of Education. The stadium area will cover track, ground
and adjacent seating area only.
b) In order to promote and utilize the infrastructure of other sports complexes, the Annual Sports
Day and Yoga Activities by individual schools/Govt. Aided School shall be organized in the
respective or nearby District Sports Complex. Events by Zones or District Authorities will only
be allowed in Thyagraj or Chhattrasal Stadium with exception of schools of nearby locality.
c) Booking rates in r/o MCD School, NDMC Schools, KV School, Jawhahar Navodaya Vidyalaya
and Delhi Cantonment school shall be reduced to 50% of the booking rates applicable subject
to deposit of refundable security.
d) Apart from Republic Day, Independence Day, Gandhi Jayanti & other National Holidays, Inter-
zonal Competitions and Other Sporting Events of Directorate of Education, outdoor facilities
will be made available only during the non-training hours. The outdoor facility will be made
available from 09:30 am to 3:30 pm and same will be subject to change in event of change in
training hours.

Rate for practice Hall of Thyagraj Stadium (only for sport activities)
The practice hall of Thyagraj Stadium where sporting facilities i.e. Basketball Court,
Badminton Court, Martial Arts Arena are situated, will also be made available for hiring
by different entities for sports activities only between 10:00 am to 03:00 pm i.e. after and
before the practice time of the trainees on the following rates:

S.Nc Organization Badminton Basketball Martial Arts Table Tennis

court each per Court per day per day in each table per
day in Rs in Rs Rs day in Rs
All Education Institutes
Govt. /Private 5,000/- 5,000/- 10,000/- 3,000/-
All Universities
1 Govt./Private
All Colleges Govt./Private
All Sports Federations &
Boards Govt./Private
NGOs
2 Corporate, Foreign 1
Institutions/ Pvt. 10,000/- 10,000/- 120,000/- 5,000/-
Companies/ Multi National
Companies/ Embassies,
Banks, LIC, PSUs

Note: Entire Practice Hall will be made available between 10:00 am to 03:00 pm for
Rs 20,000/- per day with equivalent refundable security.
A.C. Facility will be made available @ Rs 45,000/- per day.
 Rate for Outdoor Play facilities of Chhattrasal Stadium (only for sport activities)

The outdoor play area of Chhattrasal Stadium i.e. Basketball Court, Kabbadi
Court/Martial Art Court, Volleyball will be made available for hiring by different entities
for sports activities only between 10:00 am to 03:00 pm i.e. after and before the practice
time of the trainees on the following rates applicable per day:

S. Organization Kabaddi/ Basketball Volleyball

No) Martial Art Court Court
court (each) (each)
All Private Education Institutes
All Universities Govt./Private 5,000/- 8,000/- 5,000/-
All Colleges Govt./Private
1 All Sports Federations & Boards Govt./Pvt.NGOs

2 Corporate, Foreign Institutions/

Pvt. Companies/ Multi National Companies 10,000/- 15,000/- 10,000/-
Embassies, Banks, LIC, PSUs etc.

Note: (1) Any event which results in cancellation/ disruption of practice of students will
not be permitted at any of the stadium.
(2) Every year, the booking amount will be increased by 10% of the amount prescribed.
Thq amount so decided will be applicable from 1st day ofianuary every year.

(DHARM END
A ff-,
NGH)
D.D.E. (SPORTS)
Copy to:
I. Pr. Secretary to Chief Minister, GNCTD
2. Pr. Secretary (Finance), GNCTD, Delhi
3. Pr. Secretary (Education), GNCTD, Delhi
4. Pr. Secretary (PWD), GNCTD, Delhi
5. Secretary to Minister of Education, GNCTD, Delhi
6. Chief Engineer, PWD, CW-1, MSO Bld. Police HQs, New Delhi
7. All Special DEs Dte. of Education
8. All 4ddl. Des, Dte. of Education
9. All RDEs, Dte. of Education
10. All DDEs, Dte. of Education
11. All ADEs, Dte. of Education
12.Concerned Venue Incharges with the request to display the charges on the Notice Board of Stadia
13. Pay & Accounts Officer-IX
14.A.O. (Sports), Dte of Education
15. OS (IT) with the request to upload the Memorandum on website
DHARMENDER SINGH
D.D.E. (SPORTS)

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 Terms and Conditions for Booking of Sports Complex/Stadium :

1. Booking will be done on First Come First Serve Basis.

2. Application for booking of events must be made at least 15 days in advance.
3. Process fee of Rs 1,000/- plus other chargeable tax must be submitted at the time of
submission of application and same will be non-refundable (No processing fee in case of
institutions of Dte. of Education)
4. Payment of Processing Fee shall not be interpreted as confirmation.
5. Director, Education has got full authority to reject any application without assigning any
reason and that decision will be binding on the party/organizer.
6. Security Deposit (refundable provided no damages reported/outstanding dues/items and
conditions)- One Day Rental Charges or Rs 50,000/- whichever is higher. (No security Deposit
in r/o schools of Dte. of Education)
7. GST as applicable will be payable by the Organizer.
8. No sub-letting is permitted. In the event of sub-letting, full deposit will be forfeited with
cancellation of permission of event.
9. No temporary structure would be created in the premises, including grounds/field of
play/seating area without prior permission and approval of the concerned Administrator. No
digging is allowed in the premises and no alteration will be made in any circumstance failing
which permission for event will be cancelled.
10. In ease where the expected gathering is more than 10,000/- in any event at any place,
evacuation drill has to be carried out prior to the commencement of event and contingency
measures shall be taken and placed at the venue well in advance.
11. Only removable markings /tapes on the grounds/field of play are permissible with the
approval of the concerned Administrator.
12. The organizers will be responsible for any accident or mishap including loss of life during the
course of booking by the Organizer. Department will not be responsible for any such accident.
13. During booking period, cleaning and scavenging of areas booked/being utilized, will be the
responsibility of the organizer and the same will be handed over to Department (Through
Administrator) in a neat and clean state after the programme. The organizers will ensure that
the venue shall be maintained clean during and after the event. In case it is not found clean
within 24hrs. after the completion of the event, Administrator will get the complex cleaned by
the cleaning agency looking after the maintenance of stadium/complex and the expenditure
incurred will be recovered from the Security Deposit of the organizers.
14. No eatable can be served in the main arena (FOP & the seating area). Only pre-cooked /
pa&aged food/snacks can be served at the catering point inside the built-up area of the
stadium specifically earmarked for Catering Kiosks. Use of open/gas cooking is not allowed
except when Kitchen is hired. It will be the responsibility of the organizer to ensure that any
eatables brought inside the stadium complex are free from risks which affect the Health,
Safety, Security, etc. and in case of any untoward incident, Department will not be held
responsible.
15. No pets/animals are permitted inside the Complex under any circumstances.

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16. Smoking and drinking are strictly prohibited within the stadium premises, and it will be the
responsibility of organizer to ensure compliance. Failure on part of event organizer to enforce
this rule will attract a minimum penalty of Rs.20, 000/- which would be deducted from the
Security Deposit.
17. The organizer of any event must comply with the municipal and other by-laws, rules &
regulations. No event will be allowed to take place without NOCs/licenses from (i) Delhi Police
(ii) Traffic Police (iii) Delhi Fire Service (iv) Excise Department, or any other Department as
required by law.
18. It will be responsibility of the Organizer to arrange for crowd control, ushering and fire control
during the event.
19. Medical facility for any contingency must be ensured by the organizer. This should include
Medical Kit, First Aid-Box, qualified personnel and ambulance. These arrangements should be
in place during the period of booking.
20. No vehicles will be allowed beyond parking areas.
21. No material, fittings, posters, etc. will be pasted or nailed on the stadium walls.
22. No material, including nails, which can cause damage to the walls / FOP / floor, will be used
inside the complex.
23. No fire works or explosives are permitted in the complex.
24. Department will not be responsible for any losses due to disturbance/failure/breakdown of
electricity, air-conditioning, other installation, water supply, fire, seepage of water through the
roof or natural calamities like storm, flooding etc.
25. The organizer will submit a plan containing all the details of the additional structures like
stage/seating arrangement etc. before the preparation of the event/programme.
26. During the event, proper signage should be displayed in and around the stadium premises to
guide the public and avoid confusion. The same will be fixed and shown one day before the
event to the Administrator or other person appointed by him.
27. The banners or other display material must be removed by the organizer immediately after
completion of event/programme or within the period of booking failing which, deductions will
be made from the security deposit for removal of the banners by special labor employed for
the purpose.
28. Any additional electricity point to be provided with the approval of the Administrator/
Incharge of the stadium.
29. Booking Cancellation Charges:
Cancellation request is received before One Month of the date of event --- Full amount of the
total booking amount
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will be refunded
Beforel5 days of the date of event ---- 50% of the total booking amount will be refunded
Before 7 days of the day of event --- 20 % of the total booking amount will be refunded
30. Department will be given complimentary passes /tickets equivalent to 5% seats of each
category. The same will be utilized for disbursal to students of Govt. Schools.
31. Estimates for any loss/damage to complex/stadium infrastructure/fittings/ installations
during the booking period will be prepared by the PWD/ Maintenance agency, and the same
would be recovered from the Organizer and till then the security amount will not be refunded.

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30. Department shall allot to organizers parking space inside the stadium for limited vehicles
only during booking period. In case of no parking space available, the organizer have to make
separate arrangements for parking.
31. Banner / Poster and publicity of the programme are not permitted till the confirmation of
booking.
32. Security will be provided as per its normal security deployment.
33. Free water supply, other than bottled water as normally available in the stadium will be
provided. In case of any exigency or non-availability of drinking water, the organizer will have
to make arrangements for the same.
34. An inventory should be prepared of the items brought inside the premises by the Organizer
and be got verified by the Security Supervisor of the Security Agency deployed. The gate pass
for taking the items out of the premises should be issued by the Administrator or his
representative after the same is again verified by the Security Supervisor.
35. The Administrator may implement any other terms/conditions and guidelines in public
interest during booking period, the same will be binding on the organizer.
36. The Organizer is required to take any compulsory licensing for the copy right works by the
organizers during the events failing which, the consequences will be responsibility of the
organizers.
37. The Courts of New Delhi will have the exclusive jurisdiction to try the legal disputes, if any,
only after disposal of written representation of the aggrieved party/organizer by Director
(Education) GNCT of Delhi.
38. The Organizer should ensure the safety and integrity of the Field of Play area during the
booking period.
39. Department reserves the right to refuse/cancel the booking at any point of time without
assigning any reason. No appeal/review application will be entertained in this regard.
40. In case, the programme is ticketing event, necessary guards be deployed by the organizer
and security checks be managed by the organizer only. The safety of the crew is to be ensured
by the organizer only.
41. The charges are subject to revision from time to time. It will be binding on the Organizer to
pay the revised tariff from the day it is made applicable.
42. The organizer has to ensure that at the start of the event/at the time of handing over of area
booked, the same is in good condition and without any damage to the property. In event of any
damage of property is noticed by the organizer prior to the start of the event, the same shall be
brought to the notice of the concerned Incharge before the start of event, failing which, it will
be binding on the organizer to pay the amount on account of the damaged area/property
noticed by concerned Incharge.

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 APPLICATION FOR HIRING OF SPORTS STADIA
SPORTS BRANCH, DTE OF EDUCATION

Name of stadia required •

Particulars of space required :

Date and timings for hiring :

(inclusive of preparation)

Name of applicant .•
Contact No. and email id .•
Details of organization •.

Category of Event A / B/ C/ D
(see Memorandum for details)
Specify whether event is : Ticketing Event/ Non-Ticketing Event
: Sponsored/ Non-Sponsored Event
Brief details of the events
to be organized ••

No. of attendee expected •.

(on higher side)

Additional facilities required : Yes/ No

If yes, facilities required .
1. Rooms / Conference Room (No. required ......)

2. Underground Parking : Yes/ No.

3. A.C. Facility* : Yes/ No.

4. Live Telecast of Event (Apart from Doordarshan Network) Yes/ No.

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 5. Kitchen : Yes/ No

6. Advertisement Banners (Maximum Size 10Ft x 20 Ft)

7. Catering Kiosks (No. required ) Yes/ No

8. Buffet Space .• Yes/ No

9. P.A. Sound System (External) : Yes/ No

(* A.C. facility will be mandatory for hiring of Indoor Hall of Thyagraj

Stadium when the Centralized A.C. is on)

Undertaking :
I had seen and gone through the terms & conditions mentioned in the
memorandum related to hiring and I will abide by the same. The
information provided above is true to best of my knowledge.

Signature of Applicant
For office use only: Application No Date
Name of applicant

>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>

RECEIPT
Application No Date Name of
Applicant

Signature of Incharge/Official