EXCHANGE HOUSE TERMS OF BUSINESS FOR CONFERENCES, MEETINGS & EVENTS These are the Terms & Conditions of the contract between you & us. These are designed to ensure both parties on the contract, clearly understand their contractual & legal obligations. Booking Confirmation 1. All Bookings are provisional until Exchange House receives a signed copy of these Terms of Business from the Client. Provisional Bookings will be automatically released 7 days from the date of Booking unless confirmed. 2. A signed copy of these Terms of Business duly faxed to Exchange House shall be accepted as a confirmed Booking upon receipt of the fax by Exchange House 3. Email confirmations are not deemed confirmed Booking unless supported by full payment. Prices 1. All price rates exclude VAT. VAT must be added to the prices quoted. 2. Prices quoted are subject to variation up to 4 weeks prior to arrival, after which , except for variations due to the Client’s requirements, the prices may vary due to changes in VAT, price fluctuations in food or beverage costs or other reasons outside Exchange House’s control, in which case, the Client will be immediately notified of such price increases. 3. Notwithstanding the clause above, the Client acknowledges & accepts by the signing of the Terms of Business that there may be price fluctuations in food, beverage costs &/or shortage of supply of particular foods. 4. Exchange House will advise the Client of such variations, if any, at any time prior to the Event &:- (a) The Client together with Exchange House may agree on alternative menus whilst maintaining the Price where possible; (b) the Client may elect to maintain the originally agreed menu in which case the Client shall be required to pay the difference in the price increase for such food or beverage; OR (c) The Client may elect to cancel the Bookings within 7 days from the date of notification without penalty. 5. All prices are as quoted & no discount, promotion or reward scheme may be applied in respect of the Booking unless agreed at the time of booking. Availability 1. All rooms, facilities & rates are subject to availability at the time of the Booking & shall be at the discretion of the manager or Business Centre Organiser. Numbers 1. You must let us know the number of people attending your event 7 days before the date of the Event. Any increase after this date will be at our discretion. Deposits 1. If the booking is to be secured by payment of a deposit then failure to pay the deposit within 7 days of being requested to do so will result in Exchange House treating the Bookings as cancelled. Payment 1. The fee will become payable upon receipt of a pro-forma invoice which will be forwarded to the Client upon confirmation of the Booking. For credit account holders, terms are 14 days, otherwise payment is due on confirmation of Booking. 2. Credit Terms are: Payment falls due within 14 days from date of invoice. We reserve the right to charge interest on overdue balances. 3. All credit account queries must be brought to Exchange Houses Financial Controllers attention within 7 days of invoice date. Failure to do so will, by default, be deemed as acceptance of the debit in full. 4. Credit facilities may be suspended or revoked at any time without prior notice. 5. No variation of these Terms of Business shall be effective unless authorised in writing by the Manager. 6. The credit limit set must not be exceeded. 7. Exchange House reserve the right to take up references or seek any further information it may require when considering the granting of credit. Cancellation or postponement 1. Cancellations by the Client must be in writing sent by recorded delivery & will result in the charge given below. 2. Faxed & email cancellations will not be accepted. 3. The charge for a cancelled Booking is dependent upon when the cancellation is made. If the cancellation is made 6 months or more before the date of the Booking then the charge will be 30% of the total cost of the booking. 6-2 months then 60%. 2 months or less then 90%. Changes or Cancellation by Exchange House 1. Exchange House has the right to cancel the Event under the following circumstances without any liability; (a) If Exchange House is closed or any part is closed due to circumstances outside its control. (b) If the Client becomes insolvent or enters into liquidation or receivership. (c) If the Client is more than 30 days in arrears with any payment to Exchange House. (d) To avoid a breach of these conditions. (e) In the opinion of Exchange House, there has been a significant change in the Clients contracted booking (e.g. reduction in days). (f) Exchange House is not satisfied with the Clients credit status. (g) Your Booking might, in our opinion, damage our reputation 2. Other than to assist in locating alternative venues Exchange House will not be responsible for any losses caused by the cancellation of the booking. Arrival & Departures 1. The Conference rooms, facilities etc will be available as per the Clients Booking requirements, extensions for early arrival or later departure must be agreed with Exchange House prior to the Event & a supplementary charge may be applied. Etiquette & controls 1. Exchange House reserves the right to judge acceptable levels of noise or behaviour of the Client, Guests, representatives or invitees & the Client must take all the steps necessary for corrective action as requested by Exchange House. In the Event of failure, refusal or neglect in complying with management requests, Exchange House may immediately terminate the Booking or stop any Event without being liable for any refund or compensation. 2. It is the policy of Exchange House not to discriminate on the grounds of race, colour, nationally, creed, sex, ethnic origin or disability. The Client, its employees, Guests, representatives, invitees & all contractors engaged by or on behalf of the Client are expected to adhere to the policy & Exchange House may, without incurring any liability, remove from Exchange House any person(s) offending against the policy. Internet Facilities 1. Internet Facilities are available on a wireless connection. Please see the separate ‘Hot Spot’ Terms of Business within the building. Fire Health & Safety 1. Please see separate Health & Safety Policy. General 1. The Business Centre’s name. telephone, & facsimile numbers, logo, website address, the name Exchange House & derivatives shall not be used in any advertising or publicity without the express prior written consent of Exchange House. 2. Any comment or complaint must be made at the time of the Event so that the matter may be resolved immediately but in any case within 2 days from the date of the Event, failing which, Exchange House is not obliged or liable to attend or remedy the complaint. Security 1. Unless specific security arrangements are made with Exchange House, Exchange House accepts no responsibility or liability for any loss or damage to property of the Client, Delegates/Guests or any third parties employed by the Client beyond that provided for in the Hotel Proprietors Act 1956. 2. The Client should note that some of the Event rooms are not capable of being locked & that the Client shall be responsible for informing its Delegates/Guests of this prior to the Event & for taking all reasonable security measures. 3. Security can be arranged by Exchange House with adequate prior notice at an additional charge. Clothing & personal property 1. All clothing & goods which you & other delegate/Guests leave in Exchange House will be left at the Delegates/ Guests own risk. DEFINITIONS · “Client” means the company, firm, body, agent or person booking the Event. · “Event” means the event (including, but not limited to, the services and other facilities) booked by the Client. · “Booking(s)” means Corporate Booking, as the case may be; conferences, corporate events. · “The Contract” means the signed event contract for a specific booking or series of bookings. · “We” & “Us” or “the company” is Exchange House Business Centre, 12-14 The Crescent, Taunton, Somerset, TA1 4EB. · “Guest(s)/Delegate” will be all those persons who attended the Event.