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Standard Terms and Conditions for Conference/Meeting Bookings

DAVID HIATT BAKER CONFERENCE CENTRE

Please read this carefully.

1. Confirmation of Bookings

1.1 All booking enquiries are treated as ‘provisional' until The Hirer returns a booking form to the Vassall Centre Trust. 

1.2 A 'provisional' booking is cancelled automatically if a booking form has not been received by The Vassall Centre Trust within 10 working days from the date of the enquiry.

1.3 The booking becomes ‘confirmed' and subject to these terms and conditions when the booking form has been received by The Vassall Centre Trust and a Confirmation of Booking returned to The Hirer.
At this time, The Hirer becomes liable for a non-returnable booking fee, calculated as being 25% of the hire charge. 

2. Cancellation of Bookings

2.1 In the event that The Hirer wishes to cancel a confirmed booking, this must be in writing or by fax.

2.2 The following cancellation charges, inclusive of the 25% booking fee, will apply: -
a. Within three calendar months of the date booked: 50% of the hire charge.
b. Within two calendar months of the date booked: 75% of the hire charge.
c. Within one calendar month of the date booked: 100% of the hire charge.

2.3 In addition to the cancellation charge above, the following charges will also be made: --
1.  100% of the cost of any catering ordered for which the Vassall Centre Trust will be charged.
2.  100% of the catering handling fee.
3.  100% of any other costs associated with the cancelled booking which would not otherwise have arisen and have been or will be incurred by the Vassall Centre Trust.

3. Fire/Health & Safety

Conference or meetings organisers are required to familiarise themselves with the evacuation procedures and be able to account for all participants. They must ensure full compliance with the Health & Safety Notices displayed within the Centre.

4. General

4.1 Damage - Items must not be attached to the walls of any part of The Vassall Centre (including The David Hiatt Baker Conference Centre) with "Blue Tack" or other similar substance or with any mechanical fixing such as pins or nails or adhesive pads.

4.2 Damage - The Hirer is responsible to The Vassall Centre Trust for any damage caused to the allocated room(s) and the equipment, furnishings, fixtures and fittings therein, or to any other areas of the conference centre generally, by act of default or neglect by an employee, representative subcontractor or guest of The Hirer.  The costs of making good such damage will be charged to The Hirer.

4.3 Finishing Times - Conferences and meetings must finish at the times booked in order to avoid clashes with other booked events.

4.4 General Cleanness - The Hirer shall leave the premises in a clean and tidy condition.  The Vassall Centre Trust reserves the right to make a charge for additional expenses necessary to return the premises to a condition suitable for use by the next hirer.

4.5 Hirer's Equipment - The Vassall Centre Trust will, where practicable, assist with the storage of The Hirer's equipment but accepts no liability for such equipment if damaged or lost.

4.6 Personal Items - The Vassall Centre Trust does not accept any liability for personal items or belongings. These are brought onto the site at the owners risk.

4.7 Car Parking - Vehicles and their contents are left on The Vassall Centre Car Park entirely at the risk of the owner/registered keeper.

4.8 Photography – To demonstrate the benefits of barrier free environments and diversity of use, activities in the David Hiatt Baker Conference Centre are occasionally photographed.  If the Hirer has any objections to this or has reason to think that those attending will have objections, please indicate this when booking. 
If you would prefer not to allow photographs during your event, please tick here o
             
5 General Liability

The Vassall Centre Trust shall not be liable for any breach of contract or delay or failure in providing the services agreed as a result of circumstances beyond their control. This includes but not limited to fire, floods, strikes, delays in transportation, failure of services or inability to obtain necessary information or regulations from any authority.