Universiteit Van Stellenbosch

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					     Visiting Groups
                         APPLICATION FORM




POST TO:   The Director              Tel : 021 – 855 2462
           Commercial Services       Fax: 086 5477 858
           Stellenbosch University   Sel : 079 699 1158
            Private Bag X1           E-mail: djma@sun.ac.za
            MATIELAND
           7602
IMPORTANT:

Please read Appendix A carefully before completing and signing the
application from.



DETAILS OF GROUP



Name of Group: ______________________________________
Organiser:         ______________________________________
Person responsible for group: ___________________________
Date of Arrival:      ____________________ Time: after 14:00
Date of Departure: ____________________ Time: before 10:00


NOTE: The position of organiser and the position of person responsible for the
group each has distinct responsibilities attached to it.
One person can fill both positions or each position can be filled by a different
person. Keep this in mind and be very thorough and accurate in reading through
and completing this application form.


                               For office use only
      Name of                                        Meals (X)          Bedding
                      Male   Female
     Residence                         Breakfast        Light    Main   (Yes/No)




                                                                                  2
A         GROUP SETUP

     Please specify the number of people per category requiring accommodation

          CATEGORY                           MALE                     FEMALE
                                    SINGLE          SHARING    SINGLE       SHARING

           ADULTS

          STUDENTS

          SCHOLARS

            TOTAL


NOTE: If there are people with children (up to the age of 5 years), requiring
accommodation for the children as well, please give full details of

a)        the number of children:               ____________________________________

b)        their age:                            ____________________________________

c)        the sort of arrangement desired:      ____________________________________



B         TYPE OF ACCOMMODATION NEEDED

      Mark only the appropriate category with an X

      ACCOMMODATION

             WITH BEDDING

             WITHOUT BEDDING


      MEALS

             BREAKFAST

             LUNCH (MAIN MEAL)

             SUPPER (LIGHT MEAL)

             NONE




                                                                                       3
C      MEALS

NOTE: Section C only applies to groups who choose accommodation with
meals included.


FIRST MEAL:   (DATE) ________________________ MEAL: __________________

LAST MEAL:    (DATE) ________________________ MEAL: __________________

MAIN MEALS ARE SERVED AT MIDDAY. IF YOU WOULD PREFER TO HAVE YOUR MAIN MEAL IN THE
EVENING, PLEASE INDICATE SO AND MOTIVATE:

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

PLEASE PROVID THE DATES ON WHICH MEALS WILL NOT BE TAKEN DUE OF OFFICIAL
FUNCTIONS:

DATES (BREAKFAST):   _____________________________________________________________

DATES (LUNCH):       _____________________________________________________________

DATES (DINNER):      _____________________________________________________________




D      SPECIAL REQUESTS


________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________




                                                                                     4
E       DETAILS OF GROUP ORGANISER


NAME:           __________________________________________________________________

POSTAL ADDRESS: ________________________________________________________________

________________________________________________________________________________

____________________________________________________________ CODE: _____________

TELEPHONE       (W): _________________________ (H): ________________________________

CELLPHONE: ______________________________ E-MAIL: ______________________________




F       ACCOUNT DETAILS


PERSON RESPONSIBLE FOR THE SETTLING OF THE GROUP'S ACCOUNT:

_________________________________________________________________________________

POSTAL ADDRESS:

_________________________________________________________________________________

__________________________________________________________ CODE: _________________

If you prefer that an invoice be e-mailed to you, please complete:

E-mail: ______________________________________________________________




                                                                                       5
G    AGREEMENT

     I, ________________________________________, in my
     capacity as the person responsible for the group, hereby confirm that I
     understand and accept the rules and conditions as set out in Appendix A.

1.   I accept from hereon forward full liability, in my personal capacity, for
     any damage or disadvantage that the University may suffer as a direct or
     indirect result of the group's use of University accommodation. I
     undertake, together with the organiser, to pay the University of
     Stellenbosch, on request, for any damage or loss of property.

2.   I indemnify the Stellenbosch University and all its employees against any
     liability whatsoever which may result, directly or indirectly, from the
     group's use of University accommodation.

3.   I furthermore confirm that I have instructions and the authority to sign
     on behalf of every member of the group to indemnify Stellenbosch
     University of everything as set out in the previous point.

4.   I undertake to accompany the group at all times and to exercise the
     necessary supervision and control over the group.




SIGNED AT _______________________ ON THE _____ DAY OF __________20____


NAME OF GROUP:
     ______________________________________________




________________________                           _______________________
ORGANISER                                                SIGNATURE
(print name please)


________________________                           _______________________
RESPONSIBLE PERSON                                       SIGNATURE
(print name please)



                                                                             6
                                                                        ANNEXURE A

              VISITING GROUPS
       ACCOMMODATION IN SU RESIDENCES
                         RULES AND CONDITIONS

A    GENERAL CONDITIONS

1.   Preference will be given to groups visiting Stellenbosch because of activities
     that are connected to Stellenbosch University.

2.   Accommodation will not be granted to any visiting groups during the academic
     semesters, when the University is obligated to provide residence to students.

3.   The completed (signed) form must reach Residence Administration no later
     than four weeks before the start of the holiday during which time the group
     will require accommodation.

4    The final number and/or names of people requiring accommodation, as
     approved by the University, must reach Residence Administration no less than
     three weeks before the start of the holiday during which time the group will
     require accommodation. This enables us to make the necessary arrangements
     with regard tot meal planning, room etc.

5.   Communication between Residence Administration and the person responsible
     for the group, as well as the organiser, must be established before the group's
     use of University accommodation commences, and be maintained throughout
     the duration of the group's stay in the residence.

6.   Students and scholars must be accompanied by a responsible, adult person. It is
     required that this person shall be in the hostel every night from no later than
     21:00, if the students / scholars are in the hostel from this time.

7.   At the time of the group's arrival, the guard at the door of the residence must
     be given a detailed programme of the activities that the group will be taking
     part in.

8.   The person responsible for the group, together with the guard, shall, directly
     after the end of the group's stay in the residence, set up a complete list of
     persons in the group and the duration of their stay in the residence. This list
     must be signed by both.

9.   The guard and the person responsible for the group shall go through the
     residence and notarise the state and contents of every room before the group
     moves in. When the group departs, they shall go through the rooms again to
     notarise any damage or loss that may have occurred. The organiser and the

                                                                                  7
      person responsible for the group shall be held fully liable for any such damage
      or loss that the group may render to University property.

10.   If the number of people requiring decreases after the final figures have been
      confirmed in writing with the University, the group's account will still be
      debited in accordance with the already confirmed final figures.

11.   It is the up to of the person responsible for the group, to ensure that the
      grounds outside the residence is kept clean from any littering by the group.

12.   Please note that University grounds and residences are occupied at own risk
      and that neither Stellenbosch University nor any personnel member of the
      University is to be held responsible, whether by implication or categorically,
      for the safety of any person in the group or for their property.

13.   The University reserves the right of way of University grounds and residences,
      as well as the right to search any person, vehicle or object entering the
      premises, for dangerous and/or undesirable items.

14.   Stellenbosch University cannot be held liable for any loss, damage, injury or
      prejudice that may occur during the group's stay.

15.   The University reserves the right to take steps accordingly, against any member
      of any group that trespasses against any University rule or any law of the
      country.

B     FUNCTIONS AND LIQUOR

1.    No formal parties, gatherings or use of liquor shall be permitted in the
      residences.

2.    Music is allowed but after 21:00 the person responsible for the group shall
      ensure that the music does not disturb any of the other guests in the residence.

3.    The University reserves the right to instruct the US Protection Services to
      confiscate, and hold in safekeeping any musical instrument, radio, tape
      recorder, etc. that is used after 21:00 in such a manner as to cause a
      disturbance to any of the other guests in the residence.

C     GENERAL INFORMATION

1.    For the current rates of Visiting Groups, see the rates list included.

2.    Should a group member or members ask for extra blankets, the group account
      will be debited accordingly.

3.    Rooms shall be cleaned daily, but beds shall only be made for groups who pay
      for accommodation with bedding included.

                                                                                    8
4.   No towels shall be provided, unless asked for by the group, and only if the
     group is paying for accommodation with bedding included.

5.   Group members must supply their own clothing hangers, irons and/or locks for
     cupboards as well as lock for room , as these items will not be provided to any
     group.

6.   No heaters may be used inside any residence.


D    DEPOSIT

1.   A deposit of 25%, as stipulated by Residence Administration, shall be payable in
     advance.

2.   This mandatory deposit is non-refundable if the group should cancel less then
     two weeks before the start of the University Holidays in which they were to
     have made use of University accommodation.


E    MEALS

1.   Full accommodation includes 3 meals per day. No coffee or tea will be served
     before breakfast. No discount will be given in cases where certain meals are
     not taken.

2.   All meals shall be provided according to a set menu. No special meals will be
     served.

3.   Meal times are as follows :

     Breakfast             07:15 to 08:00
     Lunch                 12:30 to 13:15
     Supper                17:30 to 18:15

     If the above mentioned times are not adhered to, the group will be held
     responsible for any extra costs e.g. overtime, transport of personnel etc. which
     will be debited against the group's account.




                                                                                   9
 PRICING - VISITING GROUPS 2011


           STUDENTS/SCHOLARS                RATES
Accommodation per day        Own bedding    R108.00
Accommodation per day        With bedding   R133.00
    Cost per meal             Breakfast     R27.50

                              Light Meal    R33.50
                              Main Meal     R45.00




                    ADULTS                  RATES
Accommodation per day        Own bedding    R218.00
Accommodation per day        With bedding   R241.00
    Cost per meal             Breakfast     R33.50
                              Light Meal    R43.25
                              Main Meal     R57.00




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