Terms and Conditions Sunley Management Centre, The University of Northampton Enterprises Ltd, Park Campus, Boughton Green Road, Northampton, NN2 7AL In these terms of business, which apply to all bookings, the expression ‘SMC’ means the Sunley Management Centre or one of its subsidiaries specified in the Client’s confirmation, and ‘Client’ means the person, firm or company booking or staying at the SMC. Introduction 1.1 Any booking is provisional until SMC receives a signed copy of these terms from the Client or written confirmation of booking from the Client, receipt of which will be deemed to be the Client’s acceptance of these terms. Before receiving such signed document, SMC may consider bookings for the same facilities but will give the Client who has made the provisional booking first option to confirm the booking. Booking confirmation 2.1 All rates include VAT at the current rate 2.2 Prices quoted are subject to variation up to 12 weeks prior to arrival, after which, except for variations due to Client’s requirements, they may only vary due to changes in VAT or other reasons outside SMC control, in which case they will immediately be notified to the Client. In the latter case, the Client will have the right to cancel the booking without cost. Prices 3.1 All rooms, facilities and rates offered by SMC are subject to availability at the time of booking and the discretion of the Conference Manager. Availability 4.1 Provisional minimum numbers will be required from the Client at the time of booking and the SMC minimum charge for the facilities booked will be based on those numbers. Numbers 4.2 At least 14 days prior to arrival, the Client will provide SMC with up to date guest numbers and, if appropriate, a rooming list. 4.3 At least 7 days prior to arrival, the Client will provide SMC with final numbers. The final charge to the Client will be calculated using this number or the actual number attending, whichever is the greater, provided that the minimum charge is exceeded. 4.4 If any reduction is made by the Client to the final numbers less than 48 hours prior to arrival, SMC may charge the Client 50% of the per head charge for each guest not attending. If less than 24hours notice is given, each non-attending guest will be charged to the Client at the full price per head. 4.5 In the event of a reduction in the numbers booked, SMC reserves the right at any time up to 7 days prior to arrival to reallocate the booking to suitable alternative facilities or accommodation within SMC. Deposits 5.1 SMC may require a deposit at any time prior to arrival, the amount being determined by the Conference Manager. In all cases, failure to pay a deposit within seven day of being requested to do so entitles SMC to treat the booking as cancelled. 5.2 If the Client cancels, any deposit will be set up against cancellation charges. Payment 6.1 Settlement of the invoice in full, less any advance payments, must be made prior to departure from SMC. 6.2 Payment is by cash, cheque or such credit and debit cards as are recognised by the SMC. 6.2 At least 3 working days are normally required to process credit and debit card payments and 5 working days to process cheque payments. 6.3 Credit facilities with SMC are available to corporate accounts, subject to application and prior approval, but not to private individuals. Details are available on request. 6.4 All sums payable are due for payment on presentation of invoice. In the event of any query relating to the invoice, the Client must notify SMC within 14 days of the invoice date and the Client’s obligation to pay all outstanding balances immediately will not be affected. 6.5 SMC may charge interest at a rate of 2% above Bank of England base rate, from time to time, on any outstanding balance after as well as before judgment. Cancellation 7.1 Cancellations or postponements by the client must be in writing and will result in a postponement charge below becoming due. In each case, the percentage charge is based on the advance notice of cancellation given and applies to the estimated total cost of the booking. 28days to 3 months 50% 14days to 28days 75% Within 14 days 100% 7.2 SMC will try to re-let the allocated rooms and a reduction of the cancellation charge made is made if SMC is successful. 7.3 The Client also agrees to reimburse SMC for any costs incurred by it arising from the consequential cancellation of SMC arrangements with third parties. 7.4 Clients will be subject to the above cancellation charges if bedrooms reserved by the booking are not taken up or cancelled or vacated early. Changes and Cancellation by SMC 8.1 SMC may, without prior notice, change the Client’s assigned room(s) for one(s) of equal suitability without affecting any minimum or other charge. 8.2 SMC may cancel the booking at any time and without liability to the Client if: 8.2.1 The Client is more than 28 days in arrears with payment to SMC or any of its subsidiaries for previously supplied services; 8.2.2 The Client is unable to pay its debts as they fall due; 8.2.3 Any part of SMC is closed or unable to operate for any reason beyond SMC control. 8.3 If SMC cancels the booking for a reason other than as set out in Clause 8.2, then it will use its reasonable endeavors to provide alternative facilities at another area of similar or comparable standard. Arrival and Departure 9.1 Meeting rooms, Conference facilities, Event space and Exhibition rooms will be available as per the covering agreement. Extensions for early arrival or late departure must be agreed with SMC and a supplementary charge may be applied. 9.2 Bedrooms are usually available from 2pm on the day of arrival. 9.3 Bedrooms are to be vacated by 10am on the day of departure. Etiquette and Controls 10.1 SMC reserves the right to judge acceptable levels of noise and behaviour of the Client, guests or representatives and the Client must take all steps necessary for corrective action as requested by SMC. In the event of failure to comply with management requests, SMC may terminate the booking or stop any event without being liable for any refund or compensation. 10.2 It is the policy of SMC not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, age, ethnic origin or disability. The Client, its employees, guests and all sub contractors engaged by or on behalf of the Client are expected to adhere to this policy and SMC may, without incurring any liability remove from SMC any person offending against this policy. 10.3 SMC and the events, its hosts, are subject to statutory controls, including those relating to fire, licensing, entertainment, health, hygiene and safety. There must be strictly observed by Clients and their guests and representatives. 10.4 Prior consent of SMC must be received for any entertainment or services contracted by the Client or for any display to be fixed. All displays must comply with statutory codes and regulations. 10.5 The Client will ensure that any outside contractor reports to SMC duty manager to sign as contractor’s indemnity form. SMC may in its absolute discretion refuse access to any contractor. External Purchases 1 1.1 No wines, spirits, beers or food may be brought into SMC or its grounds by the Client, guests or representatives for consumption or sale on the premises without the express written consent of SMC and for which a charge may be made by SMC. Liabilities 12.1 Other than for death or personal injury caused by negligence of SMC, liability to the Client is limited to the price of the booking. 12.2 Unless SMC is liable under clause 12.1, the Client indemnifies SMC from and against any and all liability and any claims, costs, demands, proceedings and damages resulting or arising from the booked meeting or event, the Client, its guests and any outside contractor. 12.3 SMC will not be liable for failure to perform to the extend that the failure is caused by any factor beyond its reasonable control. 12.4 SMC does not accept responsibility whatsoever for damage to, or theft from or theft of vehicles parked on the SMC premises. 12.5 The Client is responsible for any damage caused to the allocated rooms, furnishings, utensils and equipment in them by any act, omission, default or neglect of the Client, its guests or sub-contractors and shall pay to the SMC on demand the amount required to make good or remedy any such damage. General 13.1 The SMC name, telephone and facsimile numbers, logo, website address and the name SMC and derivatives must not be used in any advertising or publicity without the express prior written consent of the Conference Manager. 13.2 The booking is not assignable by the Client without the prior consent of SMC. 13.3 The information provided by the Client may be processed by SMC for the purposes it has notified the Information Commissioner. By confirming the booking, the Client consents to this processing of the information 13.4 Any comment or complaint should be made at the Conference Manager at the time of the event so that the matter can be resolved immediately. Alternatively, write within 28 days to the Conference Manager. 13.5 These terms will be construed in accordance with English law and the SMC and Client submit to the non- exclusive jurisdiction of the English courts. I have read and agree to Terms and Conditions of booking at Sunley Management Centre. On behalf of the client: Signed Print Name Date On behalf of Sunley Management Centre Signed Print Name Date