THE WESSEX CONFERENCE CENTRE BOOKING TERMS & CONDITIONS
Use of the Conference Centre and/or Accommodation and their facilities is permitted only upon the following terms. By placing a booking for use of the Conference Centre and/or accommodation, you accept and agree to be bound by these terms.
1 Throughout these terms references to “we” “us” and “our” shall be deemed to be to Westley Enterprises Limited (company number 02146988) whose registered office is at Sparsholt College, Sparsholt, Winchester, Hampshire, SO21 2NF, trading as The Wessex Conference Centre. All references to the “Conference Centre” shall where appropri-ate mean the specific room(s) booked by you at the Wessex Conference Centre. All references to the “Accommodation” shall, where appropri-ate, mean the specific room(s) booked by you for the overnight accom-modation of guests on our premises. When we describe you as a “Consumer” we shall mean an individual, who is not booking the Con-ference Centre for use in the course of business, but for personal use. Any reference to “Week Day” shall mean any day that is not a Saturday, or a Sunday, or a public holiday in England and Wales. “Conference” shall mean any event such as a meeting, seminar, product launch or training event booked in the course of business.
2 These terms shall prevail over any booking made at the Conference Centre. Any inconsistent terms or conditions contained, or referred to, in any booking enquiry, purchase order, correspondence or elsewhere or similar document or implied by law or course of dealing. In the event of any dispute between these terms and the letter we send to you, with specific details of your booking (Letter) (together the Booking Contract), the Letter shall prevail and shall take precedence over any terms or conditions implied by practice or otherwise.
3 Booking enquiries should be made by telephone, in writing and sent by post to The Wessex Conference Centre, Sparsholt, Winchester SO21 2NF, email at firstname.lastname@example.org or, alternatively, by fax to 01962 776636.
4 All booking enquiries are subject to acceptance by us. Booking enquir-ies will only be accepted subject to the required room (s) in the Confer-ence Centre and/or Accommodation being available and provided the proposed event is considered reasonable and appropriate for the Con-ference Centre as a venue. It is a condition of your booking that the total number of invitees shall not exceed the Conference Centre capaci-ty. In all cases, we retain absolute discretion as to whether to accept or decline a booking enquiry and shall not be obliged to give any reason if a booking enquiry is not accepted.
5 A booking enquiry may be submitted by an agent acting on behalf of someone else. In these circumstances the agent must clearly state on the booking enquiry that they are acting as agent for someone else and state the name and address of the individual/entity on whose behalf the booking enquiry has been submitted. By submitting a booking en-quiry on behalf of someone else, the agent confirms that they have authority to enter into these terms on behalf of that person. Where a booking enquiry has been submitted by an agent acting on behalf of someone else, all references throughout these terms to “you” or “your” shall be taken to mean both the agent and the person on whose behalf the agent has submitted the booking enquiry. For the avoidance of doubt, both the agent and the person on whose behalf the agent has submitted a booking enquiry shall be bound by the Booking Contract.
6 If we accept your booking in principle, following receipt of your book-ing enquiry we shall provide you with two copies of the Booking Con-tract setting out, among other things, the amount of deposit (if any) we require from you in order to confirm your booking. You must sign and return both copies of the Booking Contract to us along with the non-refundable deposit within fourteen (14) days of receipt of the Booking Contract. For the avoidance of doubt, where the booking enquiry has been made by an agent acting on behalf of someone else, both the agent and such person shall be required to sign the Booking Contract. By signing the Booking Contract you warrant that you are 18 or over and are legally capable of entering into a binding agreement.
7 Following receipt of these signed copies of the Booking Contract and the deposit we shall sign both copies of the Booking Contract and send one signed copy to you (which shall be deemed to mean the agent where the booking enquiry has been submitted by an agent). Your booking enquiry shall not be deemed to have been accepted by us, and no contract shall be deemed to have been formed between us, unless and until we return to you the copy of the Booking Contract signed by us and you.
8 If you are making the booking as a Consumer then you have a seven (7) Week Day ‘cooling-off’ period from the day you receive the Booking Contract, signed by both us and you, to cancel your booking (receipt will be assumed to have occurred two (2) days after the Booking Contract is sent to you). To cancel the booking you must give us notice, as set out in Clause 15. If you cancel your booking in this seven (7) Week Day ‘cooling-off’ period you will receive a refund of the price paid in full, notwithstanding the re-fund policy set out in clause 15. We will process this refund as quickly as possible, and in any case within thirty (30) days of the day you have given us notice of your cancellation. If you are not a Consumer this clause does not apply.
9 When you book you are accepting the terms of the Booking Con-tract on behalf of your invitees.
10 When making a booking enquiry, you must state when and for how long the Conference Centre and/or Accommodation is re-quired. You should allow sufficient time for preparation before the event and for clearing up after the event.
11 You must declare in full your event requirements and the num-ber of people to whom invitations to the event will be extended. You must not exceed the number of people stated in the Booking Contract unless this has been agreed by us in advance in writing in which circumstance you may be required to pay additional catering charges in relation to such additional people. The organising per-sonnel must be included in the number of invitees. In no circum-stance may you allow the number of people on our premises to exceed the Conference Centre’s stated capacity. To ensure that the Conference Centre is suitable for all your invitees all booking en-quiries that include invitees with special needs should give full and clear details of those special needs (i.e. wheelchair access or food allergies).
12 If you require refreshments and/or catering to be provided at the event, you must state this on the booking enquiry and, where food is required, select from our menus and specify the number of covers required.
13 You must not, and must ensure that your invitees do not, bring any foodstuff and/or liquid onto our premises without our express prior written permission and, in that situation only on the condition that you ensure that we are provided with such sample of such foodstuff and/or liquid as we reasonably deem to be sufficient.
14 The total charge for the provision of the (as relevant) Accommo-dation, Conference Centre and catering services at the Conference Centre shall be the amount set out in the Booking Contract (which, unless stated otherwise shall be exclusive of VAT which shall also be payable at the prevailing rate), except in cases of obvious error when we reserve the right to correct the amount charged. This charge shall be paid by you on or before the dates set out in the Booking Contract. If payment is not made on or before the dates set out in the Booking Contract, we may charge interest at 2.5% per annum above the base rate of the Bank of England at the time on all unpaid amounts and/or cancel your booking. Where book-ings are made more than twelve (12) months prior to the date the event is intended to take place we may increase our charges and shall notify you of any such increase no less than one hundred and twenty (120) days prior to the date of the event. In the circum-stance that, following the receipt of such revised charges, you wish to cancel your booking you may do so in accordance with clause 15 below.
15 If you wish to cancel a booking for a Conference anytime after you receive the Booking Contract, you shall be required to do so in writing, marked for the attention of the Conference Centre Coordi-nator and shall immediately pay to us a cancellation fee where there are fewer than (91) days between the date we receive the cancellation and the date for which you have booked the Confer-ence Centre and/or accommodation. Your cancellation is effective from the date we receive your written notification. Subject to Clause 8, the cancellation fee shall be a percentage of the total charge set out in the Booking Contract and the relevant percentage shall be determined by
a. More than 91 days notice = 0% cancellation fee (for the avoidance of doubt we will not return the non-refundable deposit);
b. 90 to 10 days = 50%; and
c. 10 days or less = full charge shall be payable.
We will make reasonable endeavours to secure alternative bookings and will reduce the cancellation fee by the amount of alternative busi-ness secured.
16 If you wish to cancel a booking for any function that is not a Confer-ence anytime after you receive the Booking Contract, you shall be re-quired to do so in writing, marked for the attention of the Conference Centre coordinator and shall immediately pay to us a cancellation fee as set out below. Your cancellation is effective from the date we receive your written notification. Subject to Clause 8, the cancellation fee shall be a percentage of the total charge set out in the Booking Contract and the relevant percentage shall be determined by the number of months notice of cancellation we receive as follows:
a. More than 24 months notice = 0% cancellation fee (for the avoid-ance of doubt we will not return the non-refundable deposit);
b. If you wish to cancel giving more than 60 days notice after an increase in rates pursuant to clause 14 = 0% cancellation fee;
c. 12 – 24 months notice = 50%;
d. 6 – 12 months notice = 75%; and
e. 6 months or less = full charge shall be payable.
We will make reasonable endeavours to secure alternative bookings and will reduce the cancellation fee by the amount of alternative business secured.
17 Car parking on the premises is subject to availability and is confined to the designated parking bays. Parked cars must not obstruct the en-trance or exits or other vehicles. You should make your invitees aware that all vehicles parked at the premises are left at the owner’s risk. Parking permits(where applicable) must be displayed in the front wind-screen when parking on the College grounds. Staff, Students or visitors using the Car Parks for entering any part of the College property with any kind of motor vehicle do so entirely at their own risk, whether to themselves, their passengers, the vehicle or its contents or to any other party. Nothing of value should ever be left in the vehicle. The College will not be responsible for any loss of or damage to any vehicle or any-thing contained therein or thereon howsoever the loss or damage may be caused.
18 You (or your named delegate) must remain on the premises at the Conference Centre at all times throughout the duration of the event.
19 You shall not use the Conference Centre, the Accommodation or their facilities for any activity other than that agreed by us in the Book-ing Contract and shall not permit them to be used for any illegal activi-ty. Neither the Conference Centre nor the Accommodation is licensed for gaming and betting.
20 You shall not use the Conference Centre, the Accommodation or their facilities in any way which may result in annoyance or disturbance to other occupiers or users of the premises. A non-smoking policy is in force throughout the premises and you shall make your invitees aware that this extends to a perimeter of four metres around the premises.
21 You shall not install in any part of the Conference Centre any furni-ture, signage or equipment (including plugging-in portable IT, audio/visual or other electrical equipment) or make any alterations to the fittings, appearance or layout of the Conference Centre without the prior approval of the Conference Centre co-ordinator (or his/her dele-gate). If any installations or alterations are permitted, the Conference Centre must be promptly reinstated to its original condition after the conclusion of the event by you. Any electrical equipment brought onto our premises by you and/or an invitee must carry an up to date PAT testing label and have passed PAT testing within the periods set out. Drawing pins, adhesive tape, blu-tac and similar materials should not be fixed to walls or woodwork.
22 We accept no responsibility for loss of or damage to any articles (including personal belongings) brought on to the premises by you or your invitees.
23 You will be responsible for keeping proper order during the event and for ensuring that all invitees conduct themselves in an appropriate manner and comply with all rules and regulations relating to health, safety and security applicable at the Conference Centre and the Accom-modation and with any instructions you receive from our staff. We shall have the right to refuse to admit to, or direct the removal from, the premises of any person who, in the opinion of the Conference Cen-tre coordinator (or his/her delegate), is not in a fit and proper de-meanour to be on the premises.
24 You shall only access and use, and ensure that your invitees only access and use, those parts of the Conference Centre and its facili-ties that have been allocated to the event, or the services or equip-ment offered with the facilities (if any), the toilets and the access routes to and from the same, and not attempt to access or use any other part of our premises, facilities, services or equipment.
25 Right of access to all parts of the Conference Centre and the Accommodation at all times is reserved to our authorised staff.
26 The finishing time for the event, set out in the Booking Contract, must be strictly adhered to by you and all invitees must have vacat-ed the Conference Centre by that time.
27 You must ensure that your invitees are made aware that where they are staying overnight in the Accommodation they shall be able to access the Accommodation from 1500hrs on the day of arrival and should leave the Accommodation by 1000hrs (weekdays) or 1100hrs (weekends) on the day of departure.
28 After the event, you must remove from the Conference Centre anything brought on to the premises by any person, and ensure that the facilities and the access routes are left in a tidy condition to the satisfaction of the Conference Centre coordinator (or his/her delegate).
29 Although we shall use reasonable endeavours to provide the Accommodation, the Conference Centre and their facilities as agreed, we reserve the right to cancel any booking or withdraw permission to use the Accommodation, the Conference Centre and/or their facilities at any time in the event of equipment break-down, unavailability of services or staff or other event beyond our control, or if any damage to the Accommodation, the Conference Centre or the facilities has been caused, or if there has been any breach of law or of these terms by you or your invitees.
30 In the event that we are unable to provide the Conference Cen-tre as booked our liability shall not exceed, in aggregate, the total amount paid by you in relation to the booking. We shall not be liable for any indirect or consequential loss or for any loss of profit, revenue, contracts, data, goodwill or other similar losses. Nothing in these terms is intended to limit or exclude our liability for death or personal injury caused by our negligence or for fraudulent mis-representation or any other liability that may not, under English law, be limited or excluded.
31 You may not assign or transfer your rights under these terms.
32 Failure by us to enforce a right does not result in waiver of such right.
33 A person who is not a party to the contract entered into on the-se terms shall have no right under the Contract (Rights of Third Parties) Act 1999 to enforce any of its terms.
34 If any part of these terms is found to be unenforceable as a matter of law, all other parts of these terms shall be unaffected and shall remain in force.
35 You acknowledge that no tenancy or lease rights are created by these terms.
36 English law applies to these terms and any dispute between the parties regarding the booking of the Accommodation, the Confer-ence Centre or arising out of or in connection with these terms will only be dealt with by the English courts
For further information please contact a member of The Wessex Conference Centre Team:
The Wessex Conference Centre