Terms
and Conditions
of Booking
1. Confirmation
The Company requests that all bookings be confirmed within twenty-four
hours of being made for them to be guaranteed. Should written confirmation
not be supplied, the booking may be released and the conference space
sold to another client. Confirmation of a booking indicates acceptance
of these terms and conditions of booking.
2. Cancellation of Bookings
Any cancellation or postponement of a confirmed booking will be subject
to the following cancellation charges:
• Over three week’s notice of
cancellation – no charges incurred.
• Two – three week’s notice of
cancellation – 30% of room hire/delegate rate payable.
• Less than two week’s notice of cancellation – 60% of
room hire/delegate rate payable.
• Less than one week’s notice of cancellation – 100% of
room hire/delegate rate payable.
The Company classes the working week as Monday-Friday, excluding Bank
Holidays, 9am-5pm.
If an alternative cancellation policy is issued at the time of booking,
this would supercede the above.
3. VAT
All rates quoted are exclusive of VAT.
On the final invoice, this will be added to items which attract VAT at
the current rate.
4. Settlement of Accounts
The Company terms for settlement of invoices which are forwarded to the client for payment are thirty days. After which interest may be chargeable @ 4% above base.
5. Guaranteed Numbers
Final numbers are required not less than 72 hours before the event is to take place. Should actual numbers on the day fall below the guaranteed number of delegates, the original number will still be charged for with regard to catering. (The Company classes working days as Monday to Friday 9am-5pm excluding Bank Holidays).
6. Day Delegate Rate
A minimum number of delegates required to qualify for this rate will be stipulated at the time of booking. Should delegates fall below this number, the minimum would still be charged.
7. Rates
Any rates quoted relating to either conference or accommodation services are subject to alteration, although all effort will be made to avoid this.
8. Consumption of Food & Drink
Licensing regulations must be complied with by clients whilst on our premises. Consumption of food or drink other than supplied by the Company is not permitted without prior agreement.
9. Facilities
At its discretion, the Company may make changes to the decor of any conference room or public area.
10. Room Allocation
The Company reserves the right to alter the conference room allocated to another suitable room should this be necessary.
11. Damage
Any damage caused to equipment, furniture, decor, carpet, wall coverings
either in the conference rooms, public areas or to the exterior of the
building; will be billed to the conference organiser.
12. Hours of Conference
Should the conference overrun from the times stated at the time of booking
an additional charge may be levied at the discretion of the Company.
13. Car Parking
Free car parking is available. Should disabled spaces be required, they
can be reserved if the Company is advised in advance.
14. External noise
The Company will endeavour to discourage any intrusive external noise
disturbance. However, should this occur it is beyond the control of the
Company and it may not be held responsible.
15. Fire Regulations
Conference organisers will be briefed on arrival as to fire procedure.
In accordance with that procedure they are responsible for ensuring their
delegates respond in the proper manner.
16. Clients’ Own Equipment
The Company is in no way liable for any loss or damage to equipment or
personal belongings left unattended in conference rooms or public areas,
either during the working day or when the building is closed.