Meeting Room Booking Terms & Conditions
Thank you for choosing De Vere Venues in which to run your training event. The following terms and conditions will apply to your booking (to the exclusion of any other terms and conditions which you may purport to apply):
To secure your booking
To confirm the booking a valid credit card number must be provided or pre approved credit with De Vere Venues.
When confirming numbers, please ensure that they are realistic in relation to your event. The delegate numbers for which you contract will be used as the basis for your final account and will be subject to our cancellation policy as detailed below. We do, however, understand that numbers can reduce and with this in mind we allow for a 10% variance in delegate numbers if notified to us in writing more than 14 days prior to the course/event.
Cancellations or amendments
In the unfortunate event that you cancel or reduce your numbers, cancellation fees will be charged in accordance with this clause. All cancellations and amendments must be confirmed to us in writing and a cancellation number obtained from the venue. On receipt of this confirmation the notice period becomes effective and excess space will be released for re-sale. Fees for cancellations/reductions in numbers are calculated as detailed below and are based on the total value of the confirmed booking.
Period of notice given before course/event arrival date: Cancellation fee:
91 - 120 days 20%
61 - 90 days 35%
31 – 60 days 45%
15 – 30 days 65%
4 – 14 days 90%
3 days or less 100%
Final confirmation of attendees
To enable us to organise your event successfully, please send to us your final numbers, no later than 7 days prior to the course/event.
Training/event rooms and facilities
Delegate numbers will be taken into consideration when allocating your training/event room. We reserve the right to change allocated rooms and advertised facilities at our absolute discretion and to vary our brochure from time to time. No liability is accepted for any errors or omissions in our brochures.
You are responsible for all allocated rooms during the period of the booking. Any damage to the rooms or their contents incurred as a result of the acts, omissions or default on the part of you, your guests, employees, subcontractors or representatives or their guests may result in a charge to remedy such damage. The client, their guests, employees or third party subcontractors will be liable for the cost of repairs carried out as a result of any damage caused to any property or equipment owned by De Vere Venues by the negligence, wilful act or default of any such person. De Vere Venues accepts no liability for the loss or damage to any equipment or personal belongings brought onto the property by you, your guests, employees or associated third parties.
So far as is permitted by law De Vere Venues limits and excludes liability to you, your guests, employees and third party subcontractors as follows;
Any equipment brought to any De Vere Venues premises by you, your guests, employees or third party subcontractors is brought by that person at their own risk and you will indemnify us against all liability arising in connection with the use of the equipment. You and any third party subcontractors employed by you and your guests for the purpose of organising and providing additional external events (such as teambuilding) will be required to comply with all applicable statutory requirements including relevant Health and Safety regulations and to provide liability insurance commensurate with the risks involved, appropriate method statements, risk assessments, licenses and demonstrate additional competency skills required to manage the event, in compliance with relevant Health and Safety Law. De Vere Venues shall not be responsible for the damage or loss of any merchandise or articles left in any of its premises.
De Vere Venues is subject to statutory regulations including, without limitation, Liquor Licensing, Fire Regulations, Health, Safety and Environment. Clients, their employees, their guests and associated third parties must therefore comply with these requirements as may be directed and enforced by De Vere Venues.
Invoicing for pre approved credit
Unless otherwise stated by us, the invoice will be raised on the date of the event and forwarded to you for payment. Payment is required within 14 days of date of invoice. In the event that you wish any of the charges to be settled on your behalf by individual delegates, written notification of this is required 14 days in advance. Any acceptance by us of such proposals is without prejudice to our rights to hold you responsible for the full amount of the invoice and/or cancellation/non-arrival charges. Delegates will be requested to provide a credit card imprint on check-in in order to guarantee payment of any personal expenses not covered by the main account. All rates are quoted exclusive of VAT (unless stated otherwise).
In the event of you failing to pay your invoices on time we shall be entitled to charge interest on a daily basis from the date of the invoice to the date full payment is made. This shall be in accordance with the Late Payment of Commercial Debts Act 1998 at 8% above base rate (Bank of England). . In the event of invoices being outstanding for longer than 60 days, we shall be entitled to cancel all your outstanding bookings and all outstanding invoices will become immediately due and payable.
Use of grounds
Any on-site external or internal teambuilding or other similar activities require the authorisation of the Management at the time of booking and additional insurance liability and Health and Safety documentation may be required. No alcohol, food or beverage may be brought into the venue or grounds by or on behalf of the client or any guests for consumption on the premises unless the prior written consent has been obtained, for which a charge may be made.
In the event that you become bankrupt, cease to trade, have a receiver appointed or make any voluntary arrangement with your creditors, we shall be entitled to immediately terminate this contract by giving notice in writing to you or your representative(s).
No failure or delay by us in exercising any of our rights under this contract shall be deemed to be a waiver of that right. In the event of circumstances beyond our control resulting in us being unable to provide our services, we shall have no liability in respect of any losses or damages arising directly or indirectly from such circumstances. Should the client contract with De Vere Venues through an agent, the agent acts in that capacity for the client and not De Vere Venues. The client therefore accepts full responsibility for payment of the account. This contract shall be governed by the laws of England.
All bookings are subject to these terms and conditions which may not be varied without our written agreement.
* All reference in days means calendar days.