Venues and Resources Rental Agreement
Professional facilities and resources available for rent. Review our terms and conditions for booking our venues and computer labs.
Welcome to OEC Venue Rentals
Our modern facilities are available for educational events, training sessions, and professional meetings.
Agreement Requirements
All clients must agree to the terms expressed in this rental agreement. Our facilities offer state-of-the-art amenities in a professional environment, perfect for workshops, training sessions, meetings, and educational events. Please review all terms carefully before booking.
General Rental Terms
Basic terms and conditions that apply to all venue rentals at the OEC.
Availability
Room rental shall be based on availability. Rental dates and times: Mondays-Fridays 8:30 a.m.-05:00 p.m. & Weekends 8:00 a.m. - 05:00 p.m.
Payment Requirements
Payment or purchase order confirmation must be received one (1) week prior to the scheduled event date. Payment is required prior to use of the facility.
Cancellation Policy
ALL cancellations must be done in writing, at least one week prior to the scheduled event. Failure to do so will result in a penalty of 20% of the Total Rental Fee.
Catering Services
The OEC does not offer catering services. Clients are responsible for their own catering arrangements.
Smoke-Free Environment
The OEC is a smoke-free building. No smoking is allowed anywhere on the premises.
Parking Available
Parking is available on location for all clients and their guests.
Special Booking Terms
Additional requirements and services that may apply to your booking.
Security Services
Security services must be selected for weekend bookings and for events that will extend beyond 6:00 p.m. on weekdays.
Linen & Housekeeping
The "Linen & House Keeping Charge" must be selected based on the number of attendees for a meeting or workshop layout.
Classroom Layout
The "Classroom Layout" charge must be selected provided that each participant will require an individual desk.
Equipment & Amenities
All amenities (e.g. projector/screen, microphones) required must be selected during booking.
Computer Training Events
For computer-based training events, a second room can be rented for use as a dining space.
Facility Rules
Important rules and responsibilities for all facility users.
Damage Responsibility
Clients are responsible for any damage to the OEC Facility, contents and/or fixtures. All damages incurred during occupancy must be reported to the Facilities Manager immediately after occurrence.
Equipment Liability
Clients holding events assume responsibility for any damage to rooms, contents or equipment used and will be charged for any necessary repairs or replacements.
Personal Injury
The OEC is not liable for personal injury or other liabilities caused during the use of its facility.
JACAP Licence
Clients are responsible for acquiring a JACAP Licence where recorded music will be played at the event. Visit www.jacapjamaica.com for more information.
Wall Mounting
Mounting of objects to the walls, ceiling, or any of the fixtures must first be approved by the Facilities Manager.
Prohibited Substances
No drugs and/or smoking are allowed on the premises under any circumstances.
Prohibited Activities in Computer Labs
Renters of computer labs agree not to engage in any of the following during the rental period.
Installing or downloading unauthorized software
Accessing or distributing illegal, offensive, or inappropriate material
Attempting to hack, bypass security, or access restricted systems
Eating or drinking near any computers or electronic equipment
Using personal storage devices (USBs, external drives) without permission
Smoking or using open flames in or near the facility
Subletting the space to third parties
Engaging in activities that may damage equipment or facility
Making modifications to hardware or lab settings
Computer Use & Safety Guidelines
Guidelines for responsible use of our computer facilities and equipment.
Computer Use & Safety
- Use all computer systems responsibly and only for their intended purpose
- Ensure no software is installed or uninstalled without prior approval
- Immediately report any hardware or software issues to the OEC
- Log off all systems at the end of use and erase all temporary stored data
- Not tamper with cables, connections, or internal hardware
- Refrain from disabling antivirus or firewall software
General Facilities Use
- Keep the lab clean and orderly
- Return all chairs, desks, and equipment to their original locations where applicable
- Dispose of trash in appropriate containers
- Ensure all lights and devices are turned off at the end of the rental period
- Comply with any building rules and safety procedures communicated
Damages & Liability
- The Renter is responsible for any damages caused to the computers, peripherals, or facility during the rental period
- The OEC is not liable for any data loss, technical failures, or personal injury that may occur on the premises
- It is the responsibility of the renter to inform all users of the rules outlined above prior to use of the facility
Contact Information
For bookings, inquiries, or additional information about our venue rental services.
Get in Touch
Facilities Manager
Ladona Smith
Phone: (876) 929-1571/1424
Extension: 6339
CUG: (876) 809-4151
Email: lsmith@overseasexams.org.jm
OEC Main Office
6 Manhattan Road
Kingston 5, Jamaica
Website: www.overseasexams.org.jm
Booking Process
To ensure the best service, please contact our Facilities Manager well in advance of your desired rental date. We recommend booking at least two weeks ahead to guarantee availability and allow time for any special arrangements or equipment requests.