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| TERMS AND CONDITIONS | | |
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| These Terms and Conditions are subject to change, without notice, at the Conference Centre's discretion. |
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| These Terms and Conditions set out the terms under which the Conference Centre provides conference facilities. These Terms and Conditions, together with the Booking Confirmation, are the basis of the agreement between the parties (the “Agreement”). |
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Ver:1 - 12.2.07
1 Definitions
1.1 ‘Balancing Payment/s’ means the amount/s identified on the Booking Confirmation and payable by the Balancing Payment Due Date/s.
1.2 ‘Booking’ means a reservation made by a Client to hold an Event at the Conference Centre.
1.3 ‘Booking Confirmation’ means the document entitled Booking Confirmation prepared by the Conference Centre specifying the Event details, Prices, Conference Facilities to be provided and confirms the booking.
1.4 ‘Cancellation Charge’ means those charges payable by the Client if the Event is cancelled (see clause 6 below).
1.5 ‘Client’ means the person/s, firm, association, company using the various facilities offered by the Conference Centre.
1.6 The ‘Conference Centre' means Unipart Group Limited, Unipart House, Cowley, Oxford OX4 2PG trading as the Unipart Conference Centre.
1.7 ‘Conference Facilities’ means the room/s, equipment, facilities, etc relating to a particular Event.
1.8 ‘Date of Issue’ means the date of issue identified on the relevant Quotation or Booking Confirmation.
1.9 ‘Deposit’ means the deposit amount identified on the Booking Confirmation, payable by the Deposit Due Date.
1.10 ‘Event’ means any function, conference, workshop or other event held in the Conference Centre (which includes, but is not limited to, the Conference Centre rooms, Orchard, the Lean Machine and/or a marquee).
1.11 ‘Function Sheet’ means the document confirming the number of delegates at the Event and any extra services/equipment requested by the Client and is signed off by the Client on the day of the Event as acceptance of any Other Charges agreed by the parties.
1.12 ‘Identification Badges’ means Unipart Visitor identification badges produced and issued by the Conference Centre.
1.13 ‘Other Charges’ means the additional charges for extra services/equipment requested by the Client. By way of example these may include (but are not limited to) costs associated with: catering, additional delegates, additional equipment required on the day of the Event, etc.
1.14 ‘Price’ means the cost/s identified in the Booking Confirmation.
1.15 ‘Provisional Booking’ means a provisional Booking awaiting confirmation by the Client and/or Conference Centre.
1.16 ‘Quotation’ means the quotation provided to the Client. Once a Quotation has been confirmed a Booking Confirmation will be prepared and forwarded to the Client.
1.17 ‘Representative’ means anyone associated with the Client including agent, employee, representative, associate, guest, licensee, customer, etc. attending or assisting the Client with the Event.
1.18 ‘Working Days’ means Monday to Friday excluding Saturdays, Sundays and Bank Holidays.
2 Confirmation of Booking
2.1 The Conference Centre will provide a Quotation showing the Provisional Booking of rooms required, the number of expected delegates and the Price. The Prices provided on the Quotation will be valid for a period of 10 (ten) Working Days from the Date of Issue of the Quotation during which time the Client is required to confirm the Provisional Booking and a Booking Confirmation will be produced by the Conference Centre.
2.2 The Conference Facilities reserved pursuant to a Provisional Booking will be held on behalf of the Client by the Conference Centre for 10 (ten) Working Days from the Date of Issue of the Quotation. If the signed Booking Confirmation is not received from the Client within 10 (ten) Working Days then the Conference Centre reserves the right to release the Conference Facilities without informing the Client.
2.3 The Conference Centre requires the Deposit to be paid upon return of the signed Booking Confirmation and a Provisional Booking will only become a confirmed Booking after receipt by the Company of the signed Booking Confirmation and the payment of the Deposit amount in cleared funds or by credit card.
3 Client’s use of Company Premises
3.1 The Client agrees to be bound by all reasonable instructions, rules and regulations of the Conference Centre in relation to the Event.
3.2 The Client agrees to indemnify the Company against any claims arising from any act by anyone using, attending or connected with the Event. Should the Conference Centre be involved in any expense legal or otherwise in any way connected with the Event the Client will reimburse the Conference Centre for any amount so incurred.
3.3 The Client will insure against loss or damage to the property of the Conference Centre for the time any of its Representatives are at the Conference Centre and against injury or death of the its Representatives or third parties caused by the negligence of the Client or its Representatives. Upon request, the Client shall produce evidence of suitable insurance cover with a reputable insurance company providing a minimum level of insurance cover of £5m.
3.4 The Client will be liable for the cost of all repairs carried out as a result of any damages caused to any part of the Conference Centre's premises or property by the negligence or wilful act or default of any Representative. In case the damage to Conference Centre's premises or property is such that it would lead to the Conference Centre being unable to honour its commitments to a third party the Conference Centre will recover from the Client such consequential loss of revenue and any costs associated with cancelling/rescheduling subsequent Conference Centre Events.
3.5 The Client undertakes that it will ensure all its Representatives connected with the Event will comply with all the rules and regulations of the Conference Centre, Health and Safety regulations and all other relevant legislation.
3.6 The Conference Centre reserves the right not to admit any Representative to any Event if the Conference Centre believes that it would be detrimental to its business or property. The Conference Centre's decision is final.
3.7 The Event will finish at the agreed time specified in the Booking Confirmation and no extensions will be permitted unless agreed to by the Conference Centre in writing. Any extension may incur Other Charges for which the Client will be liable.
3.8 The Client shall supply the Conference Centre with prior written notice of the names of all its Representatives who will be attending the Event no later than 2 (two) Working Days before the Event. In the interests of security, Identification Badges will be issued and the Client will ensure that these are worn at all times. The Client will ensure that all Identifications Badges are returned to the Conference Centre reception upon departure.
3.9 Clients are not permitted to bring their own food, drinks or alcohol onto the premises. Smoking or the taking of drugs within the Conference Centre is prohibited.
3.10 All Equipment provided by the Conference Centre identified on the Booking Confirmation as standard equipment or ordered by the Client as extra equipment for use during the Event is to be set up by the Conference Centre. Client Representatives may only use the Equipment after receiving guidance from the Conference Centre staff.
3.11 Clients may bring their own equipment on site providing they inform the Conference Centre in writing at least 5 (five) Working Days before the Event of the nature of the equipment. All Client equipment must comply with PAT testing regulations and have the relevant approval certificates. Responsibility for the equipment will rest solely with the Client.
3.12 The Client will obtain the Conference Centre’s written permission before any of its Representatives fix items to walls, floors or ceilings within the Conference Centre.
3.13 The Client will obtain written permission from the Conference Centre for the use of any entertainment, live performances or licensed viewings of videos or DVDs on the premises.
3.14 No photography or filming of any part of premises or logos belonging to the Conference Centre and/or its associated companies will be permitted.
4 Charging
4.1 The Conference Centre will charge the Client for the actual number of delegates attending the Event or for the number of delegates as agreed in the Booking Confirmation whichever is greater.
4.2 An authorised representative nominated by the Client in advance of the Event will be required to confirm the number of delegates in attendance and the services provided at the Event and must be available at the end of the Event to sign the Function Sheet. This will be conclusive evidence of the number of delegates in attendance and of the service provided.
4.3 The Client will pay for all charges incurred by the Client's and/or its Representatives whilst attending the Event.
5 Payment Terms
5.1 All Prices are valid from the Date of Issue of the Booking Confirmation.
5.2 The Deposit is payable upon the return of the signed Booking Confirmation.
5.3 In addition to the Deposit, the Client must pay the Balancing Payment/s specified on the Booking Confirmation to the Conference Centre on/before the Balancing Payment Due Date/s specified on the Booking Confirmation. If the Balancing Payment/s is not received by the Due Dates then the Conference Centre may cancel the Booking (Cancellation Charges clause 6 may apply). The Conference Centre will inform the Client accordingly.
5.4 Other Charges incurred after the payment of the Balance Payment/s will be invoiced after the Event and full payment must be received by the Conference Centre within 30 (thirty) days of the date of Invoice.
5.5 All prices quoted are exclusive of VAT and any other applicable taxes. All beverage prices are quoted at the prevailing Excise rates and in the event the Excise rates are changed before the service date, then the prices quoted will stand increased by the change in the Excise rate.
6 Cancellation Charges and Variations in Numbers
Cancellation
6.1 All cancellations must be communicated by the Client to the Conference Centre in writing. Cancellations will not be effective until acknowledged by the Conference Centre in writing (email will be deemed sufficient for these purposes).
6.2 If a Booking is cancelled by the Client, the Conference Centre will charge the Client a Cancellation Charge relating to the full value of the Event which will be calculated on the basis of when the cancellation occurs:
6.2.1 3 (three) months before the date of the Event: the Deposit is retained;
6.2.2 between 15 (fifteen) working days and 3 (three) months before the date of the Event 75% (seventy five percent) of the total Price of the Event is payable;
6.2.3 less than 15 (fifteen) working days before the date of the Event: 100% of total Price of the Event is payable.
6.3 The above Cancellation Charges will be based upon the Price of the Event as specified on the Booking Confirmation and will include room hire, food & beverage and charges for any Equipment ordered for the Event.
6.4 The Conference Centre reserves the right to cancel a Booking up to 7 (seven) working days before the Event date due to circumstances outside its control. The Conference Centre will use reasonable endeavours to assist the Client in re-scheduling their Event.
Variation in Numbers
6.5 The Client must inform the Conference Centre in writing, no later than 5 (five) working days prior to an Event, if the number of delegates is likely to exceed the original number of delegates specified in the Booking Confirmation. The Conference Centre will use its reasonable endeavours to provide the service for the increased number of delegates but will not be held responsible for any failure to do so.
6.6 The Conference Centre reserves the right to change the room allocated on the Booking Confirmation to accommodate the additional number of delegates.
6.7 If the number of delegates is likely to be less than the original numbers specified in the Booking Confirmation then the Client should immediately inform the Conference Centre in writing and following charges shall apply:
6.7.1 No reduction in delegate numbers will be accepted less than 4 (four) working days in advance of the date of the Event;
6.7.2 10% (ten percent) reduction in delegate numbers will be accepted if informed at least 7 (seven) working days in advance of the date of the Event;
6.7.3 20% (twenty percent) reduction in delegate numbers will be accepted if informed 15 (fifteen) working days in advance of the date of the Event;
6.7.4 If the reduction in delegate numbers is in excess of 20% (twenty percent) then the reduction will be limited to 20%.
6.8 The Conference Centre reserves the right to change the room allocated for the Event in any instance of reduced delegate numbers at its discretion or to deem such a reduction as a cancellation of the Event.
7 Licensing
7.1 A bar license extension can be applied for on the Client's behalf and will be charged at cost. If the Event is to be held in a marquee and the Client requires a bar, an additional Occasional License will be required at an additional charge. The Conference Centre cannot guarantee that the Courts will grant the Client's license application.
7.2 The Conference Centre reserves the right to refuse to serve alcohol to any person it deems to be intoxicated and to have that person removed from the Conference Centre.
8 Force Majeure
8.1 The Conference Centre shall incur no liability to the Client if the performance of its obligations under this Agreement is prevented or hindered by any case whatsoever beyond the Conference Centre's control and in particular but without prejudice to the generality of the foregoing by Act of God, war, riot, civil commotion's, Government controls restrictions or prohibitions or any other Government act or omissions whether local or national, fire, flood, subsidence, sabotage, accident, strike or lock out and shall not be liable for any loss or damage resulting there from suffered by the Client.
9 Governing Law
9.1 The construction validity and performance of this Agreement shall be governed by English law and the parties hereby submit to the non-exclusive jurisdiction of the Courts of England & Wales in connection with any disputes arising out of this Agreement.
10 Waivers/Amendments
10.1 No failure or neglect on the part of any party hereto to enforce any of this Agreement or to insist on the strict performance or observance thereof shall be considered as a waiver unless specifically stated to be a waiver in writing.
10.2 This Agreement shall not be varied or amended otherwise than by an instrument in writing signed on behalf of all parties by their duly authorised representatives.
11 Assignment
11.1 None of the parties hereto shall assign this Agreement or any part thereof or any benefit or interest herein without having first obtained the prior written consent of the other party.
12 Invalidity
12.1 The invalidity or unenforceability of any part of this Agreement shall not affect the validity or enforceability of the remainder. |
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| Ver:1 - 12.02.07 | | |
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