Terms & Conditions for De Vere Venues Thank you for choosing De Vere Venues in which to run your training course/conference/ 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), and you are asked to read them carefully before signing overleaf and returning this form. 1.To secure your booking To confirm your reservation and to ensure that we have the correct information for your course/event, you are requested to return our booking form within 7 days* as alternatively the space may be released. Bookings remain provisional until this contract is signed by both parties. 2.Delegate numbers When confirming numbers on the booking form, please ensure that they are realistic in relation to your course/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. 3.Cancellations or amendments In the unfortunate event that you cancel or reduce your numbers, cancellation fees will be charged in accordance with this clause. We will endeavour to re-sell your space and, if successful, any payments received for such space sold will be taken into account, based on the applied percentage, when calculating your cancellation fee. 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% 4.Final confirmation of attendees To enable us to organise your event successfully, please send to us your final numbers, delegate rooming list and information on any visitors/guests no later than 7 days prior to the course/event. 5.Minimum numbers at weekends Bookings for weekend events are accepted subject to the venue's minimum numbers/minimum charge being reached. In the event that the numbers/value reduces below this minimum, De Vere Venues reserves the right to move the event to a comparable venue. 6.Training/event rooms and facilities Delegate numbers will be taken into consideration when allocating your training/event room. Delegate packages are available daily from 0830 until 1800. Special arrangements may be made for events beginning or ending outside of these hours. 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. 7.Damage 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. 8.Liability 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. 9.Statutory legislation 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. 10.Credit facilities All clients of De Vere Venues are required to establish credit facilities and are requested to complete our application for credit facilities form. Please allow 14 days from receipt for us to process this application. In the event of credit being declined or insufficient time being available to process your application, an interim invoice for all known costs will be raised in advance and such invoice must be paid 30 days prior to the event. Applications for multiple bookings may be subject to additional settlement terms and conditions. Credit facilities are available to Limited/ Public Limited Companies, Registered Trusts/ Charities & Government Bodies only and not to private individuals or partnerships. No credit will be provided on invoices under £100 and for such invoices, only payment by credit card will be accepted. 11.Invoicing and payment 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). Please note if you pay with a credit card for any conference, event and weddings (deposit and final payment) a transaction fee will be charged. This will be 3.25% for American Express and 1.5% for all other credit cards. No fee will be charged if you pay with a debit card 12.Late payment 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. 13.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. 14.Termination 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). 15.General 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.