STANDARD TERMS AND CONDITIONS FOR THE ROYAL COLLEGE OF PHYSICIANS The College is an independent medical institution registered as a charity, and a tenant of the Crown Estate.All reservations for conference, banqueting, meeting and training facilities are made upon and are subject to the terms and conditions set out below:1.Definitions“the Client” means the person, firm or company with contracting to hire facilities at the College“the Function” means the event for the purpose of which the Client has made the Reservation.“the College” means The Royal College of Physicians and the RCP Regent’s Park Limited.“the Reservation” means the written offer and acceptance of meeting facilities at the College on the terms referred to herein.“Total Estimated Charges” means total anticipated final charges of event to include room hire, catering, AV and any additional charges2.Eligibility and Numbers(a)The Client agrees to provide the Meeting & Events Department with full details of the nature and agenda of the Function. A best estimate of the number of guests expected to attend should be provided at least 10 working days prior to the Function. The Client agrees to notify the College promptly of any changes to this estimated number and the exact number of guests expected to attend must in any event be provided to the College no later than three working days prior to the Function. The Client agrees to pay the College’s charges for the greater of (i) the actual number of guests attending the Function and (ii) the number of guests last notified to the College as expected to attend.(b)The College reserves the right to move the Function to a different meeting room in the College should the expected number of guests fall below the minimum appropriate for the specific suite, which has been reserved for the Function.3. Payment (a) An initial deposit is required in order to confirm the booking. Pre-payment in full of the estimated total cost of the Function must be made against proforma invoice not less than ten working days prior to the date of the Function unless agreed otherwise. If the actual cost of the Function exceeds the estimated cost, payment in full of any balance is due immediately on presentation of invoice. Payment must be made in pounds sterling and may be made by cheque, Bacs or credit card only.(b) Any dispute as to amounts payable does not excuse payment in full of those amounts outstanding, which are not in dispute. 4. Cancellation by the ClientIf the Customer wishes to cancel the Rooms and/or Services or reduce the number of the guests then the Customer will give the College notice in writing. Notice is only effective on actual receipt by the College. In the event of cancellation by the Customer of this Agreement or reduction in number of guests the Customer agrees to pay to the College the proportionate cancellation charge in respect of each of the guests in accordance with the schedule below:6 months notice - 50% of the total estimated charges3 months notice - 80% of the total estimated charges1 month notice - 100% of the total estimated chargesIf within the above mentioned notice period, the Client cancels the Function the Client shall be obliged to pay a cancellation charge equal to the total estimated revenue (inclusive of VAT) attributable to the Function and for this purpose the College shall be entitled to treat any prepayment made pursuant to Clause 3 (a) above as a cancellation charge and to retain it as such. The College may in addition charge to the Client any third party costs incurred by the College (to the extent non-refundable) in respect of goods or services, which are no longer required as a result of the cancellation. 6. Cancellation by the CollegeThe College reserves the right to cancel the Reservation and to terminate this Agreement forthwith by notice in writing to the Client if the College or any substantial part thereof is closed due to circumstances beyond the reasonable control of the College or if the Client has failed to make the required prepayment pursuant to Clause 3(a) above or has otherwise failed in any material respect to comply with the terms of this Agreement. If the College cancels the Reservation in any such circumstances the College will refund any amounts paid by the Client in advance to the College but will otherwise have no further liability to the Client. 7.PunctualityThe Client agrees to commence the Function promptly at the time(s) agreed with the College and to procure that its guests vacate the room(s) designated for the Function at the time(s) agreed with the College. The Client will reimburse to the College all costs and expenses incurred by the College (including but not limited to additional payments to waiters) as a result of any breach by the Client of this Clause 7. 8. Conduct(a)The Client shall be responsible for any loss of, or damage to, the College building, it’s furnishings, utensils and equipment during the period of hire. (b) Should the College require the Client to provide security or any additional security for the Function the College will provide or procure such service and will make an appropriate charge or re-charge therefore to the Client.9.Contractors(a) Should the Client wish to employ the services of any outside contractor (other than a contractor supplied by the College), the Client must so inform the College as soon as practicable. The. College reserves the right within its sole discretion and without assigning any reason to refuse access to any such contractor (b) The College does not allow exhibits to be erected in front of any portraits due to the risk of damage. Exhibitor plans and access times must be approved by the College in advance(c)The Client agrees to indemnify the College and to keep it fully indemnified against any loss, damage or injury resulting from any act or omission of such contractor, his servants or agents or caused by any equipment supplied by such contractor. (d) It is the responsibility of the Client to ensure that all contract staff engaged by the Client are fully aware of their responsibilities whilst in the College and of the College’s no-smoking and behaviour policies10. Injury to persons or propertyThe Client will take all reasonable precautions not to damage any property of the College and will satisfy any claim properly founded on such damage. In addition the Client agrees to indemnify the College and to keep it fully indemnified from and against any claims, demands or proceedings brought against the College by third parties arising out of or in connection with the Function except to the extent that death or personal injury is caused by the negligent act or omission of the College its servants or agents.11. AdvertisingNo advertising or selling is allowed on the premises, except in the privacy of the closed meeting. Any form of publicity or display requires the special permission of the College. Any subsequent advertisement of any product or service (e.g invitations) must not mention The Royal College of Physicians, The name “ Royal College of Physicians” may only be used to indicate where the meeting is located.12. Food and BeveragesNo food, wine, beer or spirits may be brought into the College by the Client or by its contractors, agents or guests for consumption on the College premises unless the prior written consent of the College has been obtained. If the College grants such consent it may within its sole discretion levy an additional charge in respect thereof.13. Personal Property The College does not accept liability for any personal property or equipment of the Client or of the Client’s contractors, agents, guests or invitees or hired by the College on the Client’s behalf and brought to the College premises unless delivered to the College for safekeeping and a ticket or other form of receipt given.14. Limitation of LiabilityThe maximum liability of the College to the Client in respect of a breach of this Agreement shall be limited to the extent of the charges which would otherwise have been payable there under by the Client. Under no circumstances shall the College be liable for consequential losses of any nature howsoever arising. 15.Law and JurisdictionThis Agreement shall be governed by and construed in accordance with the laws of England and the parties hereby submit to the jurisdiction of the English courts.Signature: Signature: Natacha CuenoudAccount Manager: Name of Authorised client Royal College of Physicians/ The RCP Regent’s Park Ltd Company 23/10/2006Date Position:Date IMPORTANT INFORMATION FORCONFERENCE ORGANISERSSmokingThe College operates a no-smoking policy. We would be grateful if you could inform your delegates of this policy and ensure that they do not smoke in the college nor on the grounds or car park.Security All staff and visitors to the College are asked to wear an identity badge or pass. Organisations hiring facilities should ensure that all participants are issued with and wear name badgesCloakroom A manned cloakroom is provided in the lower ground floor of the College. We would be grateful if organisers could urge their delegates to use this rather than taking coats into the function rooms. The cloakroom is manned from 09.00 until 17.00hrs unless otherwise requested.PortersPorters are available to assist @ £25.00 per hour (minimum 4 hours)Food & RefreshmentsFood and refreshments must be kept within specified catering areas and should not, under any circumstances, be taken into the Lecture Theatres.Telephones There are four public call boxes in the College. Use of the house switchboard is not permitted.Personal Belongings Neither the Company nor The College can accept responsibility for any items lost or mislaid on the premises.Photography Special permission is required for all photographs, filming and video taping within the College Precincts.QuestionnairesWe value customer feedback and you may be contacted to ask your permission to distribute our questionnaires during your event. Please contact us if you do not wish to participate.Parking Any space required must be booked in advance, these will be charged for and will depend on availability. Disabled car park spaces are available and should be booked in advance. Exhibitor parking will require credit card details in advance.AccessOur building is open at 08.00 until 17.00hrs to allow pre-arranged set up and deliveries.DeliveriesThe College will only accept deliveries and boxes marked with the following details: Royal College of Physicians, 11 St. Andrews Place, Regent’s Park, London NW1 4LE, Name and date of the event, Function Room name, Contact personStorage The College does not have lock up storage facilities – therefore anything stored on the clients behalf will be at the client’s own risk. Anything not collected within 1 week of the event will be disposed of.Exhibitions The College does not allow exhibits to be erected in front of any portraits in the College due to the risk of damage. Floor plans of every room are available, on request. The Meetings and Events Department must approve exhibitor plans before the final plan is confirmed. Access times are to be arranged in advance. Should any exhibitor arrive outside of these times access will be denied. Out of hours (before 8am and after 5pm) supervision of exhibitors will be a minimum of £250.00, which will vary according to the individual requirements.AccommodationPlease contact our hotel agent Hotel Reservations Ltd on 01268572003 or networktours@btconnect.com who will be able to advise you of local hotels in the area and arrange for a discounted rate.Payment All prices are exclusive of Value Added Tax at 17.5% apart from room hire, which is exempt of Value Added Tax and all beverages are charged on a consumption basis. Confirmation of final chargeable numbers is requested 3 working days and all function details as well as a full pre-payment is required 10 working days prior to the event.