Terms & Conditions of Meeting Room Bookings

To make a booking you can check our availability online here or contact us either by email or by calling reception on 0191 269 6950.

1.1 These are the terms and conditions which shall apply to our supply of Meeting Rooms and other Services to non-Clavering House tenants. Note that for Clavering House tenants T&Cs and House Rules shall apply.

 

1.2 These terms tell you who we are, how we will provide the Services to you, how you will pay for the Services, how you may cancel a Booking and other important information.

 

1.3 Please read these terms and conditions carefully. By proceeding with your Booking you agree to accept these Terms and Conditions.

 

1.4 In particular, your attention is drawn to the provisions of paragraph 10 (Limitation of Liability).

 

  1. Definitions

 

2.1 In these Terms and Conditions, the following words and phrases shall have the following meanings:-

 

“Booking” means your booking of a Meeting Room in accordance with Paragraph 3 below;

 

“Booking Confirmation” means the booking confirmation sent to you following your request for a Booking;

 

“Business Day” means a day (other than a Saturday or Sunday) between the hours of 9am and 5pm.

 

“Cancellation Fee” means any Fee payable in connection with the cancellation by you of a Booking in accordance with paragraph 6;

 

“Catering Services” means any catering services made available by us at our Premises for your use in Meeting Rooms;

 

“Equipment” means equipment available for hire by you to use for the duration of a Booking;

 

“Fees” means our fees for the provision of Services to you including the amounts payable for the hiring of Meeting Rooms and for any additional Services provided to you and any Cancellation Fees;

 

“Invoice” means any invoice sent to you in connection with the supply by us of Services to you;

 

“Meeting Rooms” means furnished office space for you to use on a temporary basis for conferences or meetings or other similar commercial purposes at any of the Premises;

 

“Premises” means any building or property owned or managed by us, by any other company in our group, or by any associated company containing Meeting Rooms which are the subject of a Booking;

 

“Services” means the making available by us to you of Meeting Rooms and any other ancillary services (including Catering Services, Equipment hire, conference call facilities and out of hours services) from time to time subject to the Terms and Conditions;

 

“Terms and Conditions” means these terms and conditions;

 

“Website” means our website at through which your Booking is to be made.

 

2.2 In these Terms and Conditions:

 

  1. a) references to “we”, “our” and “us” shall be deemed to include references to us as agents for any owners or managers of the Premises containing the Meeting Rooms;

 

  1. b) references to “you “or “your” shall be deemed to include references to any of your subsidiary or associated companies to whom we provide any of the Services and, where the context requires, to any persons permitted or invited by you to use the Meeting Room the subject of a Booking.

 

  1. c) where the context requires, words denoting the singular include the plural and vice versa and words denoting any gender include all genders;

 

  1. d) references to persons includes any person, firm or company or group of persons or unincorporated body;

 

  1. e) references to “writing” shall include electronic messages or text, including, without limitation, email.

 

  1. Bookings

 

3.1 Meeting Rooms are booked by you submitting your request for a Booking on the Website, via the telephone or by attending reception of any of our Premises.

 

3.2 We will send you a Booking Confirmation recording the details of (including price payable for) that Booking. By proceeding with your Booking, you agree to be bound by these Terms and Conditions in respect of that Booking.

 

3.3 You will need to pay for your Booking in accordance with paragraph 4 below (as applicable).  You will not have access to the room until the booking is paid for. Payment must be received no later than 48 hours before your Booking. We reserve the right to refuse access where payment has not been received.

 

  1. Fees and payment

 

4.1 The Fees payable for a Booking and our other Services (which exclude VAT) will be the prices set out on the Website (as applicable) each time that you make a Booking;

 

4.2 You may pay for your Booking as follows:-

 

4.2.1 If booking via the Website, an invoice will be sent to you with your confirmation which should be paid by BACS or CHAPS transfer or card payment prior to the date of your Booking;

 

4.2.2 If booking and paying via the telephone or at the front desk of our Premises, an invoice will be sent to you with your confirmation which should be paid by BACS or CHAPS transfer or card payment prior to the date of your Booking;

 

4.3 In the event that you require any additional Services that are notified to us following the date that you make your Booking, any Fees in respect of such Services shall be payable at the time such Services are requested.

 

4.4 If at any time a statement of account showing the Bookings made by you is required, this will be available for you to see by requesting a statement from reception.

 

4.5 We will charge interest at the rate of 5% per annum on all sums payable under this Agreement which remain unpaid for 7 days from the due date. Such interest is calculated from the due date for payment to the date of payment.

 

  1. Changes to Bookings

 

5.1 If you wish to make any change to your Booking, you can do so by notifying reception at the Premises where your Booking was made in person or by telephone/email. Please notify us of any changes as soon as possible. We will let you know if the change is possible and, if it is possible, we will let you know about any changes to the Fees payable in respect of such Booking or anything else which would be necessary as a result of your requested change. We will then ask you to confirm whether you wish to go ahead with the change. If you do not wish to go ahead with the change, your Booking shall remain unaltered unless you wish to cancel your Booking in accordance with the provisions of paragraph 6.

 

5.2 We reserve the right to change the allocated and confirmed Meeting Room to an alternative room of similar size and quality to the one originally booked in the event that the original venue is unavailable.

 

5.3 There may be occasions where, due to circumstances beyond our control (see paragraph 11), the Services may be affected. We reserve the right to make any changes necessary to your Booking until such time as we are able to resume normal performance.

 

5.4 If we need materially to change your Booking, we shall notify you of such change as soon as practicable and you shall be entitled to cancel your Booking accordingly. In such an instance, no Cancellation Fee shall be payable by you in accordance with paragraph 6.

 

  1. Cancellation

 

6.1 If you need to cancel the Booking made by you, the Cancellation Fees set out in this paragraph 6 shall apply.

 

6.2 Cancellations can be made by contacting reception of the Premises where your Booking was made by telephone, in person or by email. Any cancellation made will not be effective unless and until we confirm acceptance of that cancellation by sending you an email confirmation of the cancellation.

 

6.3 In the event that you cancel your Booking 2 Business Days or more prior to the date of a Booking, no Cancellation Fee shall be payable.

 

6.4 In the event that you cancel your Booking less than 2 Business Days prior to the date of a Booking, a Cancellation Fee equal to 100% of the Fee for that Booking shall be payable.

 

6.5 On a cancellation where no Cancellation Fee is payable, we will apply the credit to your account that can be used against a future Booking, alternatively, where a refund is requested, this will normally be made to the original payment method within 15 working days.

 

6.6 In the event that you wish to propose a new booking date/time, a Booking Rescheduling Fee equal to 100% of the Fee for that Booking shall be payable before the new Booking date can be confirmed.

 

  1. Use of Meeting Rooms and Equipment

 

7.1 You will use the Meeting Rooms and Equipment strictly for the purpose of and in accordance with the details (including length of time) for your Booking.

 

7.2 You will not use the Meeting Rooms or the Equipment for any unlawful, fraudulent, criminal, immoral or similar purposes or in connection with any business or activity that is in breach of any applicable legislation (primary and subordinate), rules, regulations or orders of applicable authorities.

 

7.3 You must not damage the Meeting Room or any part of the Premises, including (without limitation) the walls, windows, doors, woodwork, paintwork, blinds, carpets, furniture or Equipment. No notices, posters, decorations, banners or other items may be fixed, attached or displayed on any walls, windows, doors, woodwork, paintwork, furniture or other surfaces using Blu Tack, adhesive putty, tape (including Sellotape or masking tape), pins, nails, hooks or any other fixing method without our prior written consent. You must not remove any Equipment, furniture or other items from the Meeting Room without our consent. You will be liable for the reasonable cost of repairing, cleaning or replacing any damage caused by you or your attendees as a result of any breach of this clause.

 

7.4 You must leave the Meeting Room in a reasonably clean and tidy condition at the end of your Booking and remove any materials, displays, decorations, equipment or waste brought onto the Premises by you or your attendees. We reserve the right to charge the reasonable cost of any additional cleaning or waste removal required as a result of your failure to comply with this clause.

 

7.5 You will not during the use of the Meeting Room knowingly do anything that may damage the goodwill or reputation of our business or may bring our business into disrepute.

 

7.6 You must not do anything that causes damage to the Premises or causes nuisance or annoyance to other users of the Premises or remove any of the equipment, furniture or effects from the Premises.

 

7.7 Fire exits, escape routes, corridors and access to fire safety equipment must remain unobstructed at all times. Furniture must not be moved in a way that obstructs any means of escape.

 

7.8 Smoking and vaping are prohibited anywhere on the Premises, including the Meeting Rooms, communal areas, the entrance steps and the car park. Anyone wishing to smoke or vape must leave the Premises. You are responsible for ensuring that your attendees comply with this requirement.

 

7.9 The use of candles, tea lights, incense, smoke or fog machines, fireworks, pyrotechnics, sparklers or any other naked flame or hazardous effect is strictly prohibited anywhere within the Premises without our prior written consent.

 

7.10 You will give us adequate advance warning of any unusual activities taking place within the Meeting Rooms. We reserve the right to refuse such activities taking place should they be deemed to interfere with other clients.

 

  1. Catering Services

 

8.1 In addition to the making available of Meeting Rooms, we may (depending in which Premises you are making a Booking) make available to you Catering Services. Prior to the date of your Booking, we will let you have details of the Catering Services available in the Premises of the Meeting Room that you have booked, pursuant to which you may pre-order any food or beverages required.

 

8.2 If Catering Services are provided by us at the Premises then, unless we agree otherwise at the time of a Booking, any food and beverages to be consumed in a Meeting Room must be purchased through the Catering Services offered to you at the Premises.

 

8.3 We agree to allow you to consume food and beverages in a Meeting Room that have not been purchased in accordance with paragraph 8.2. However, in such circumstances, we reserve the right to apply a charge of £5 plus VAT per person in respect of any food or beverages provided by you or by any third-party catering provider.

 

8.4 Any amounts payable in connection with the Catering Services ordered or any charges applied will be payable in accordance with paragraph 4.

 

  1. Damage, Property and Overruns

 

9.1 You are responsible for the Meeting Room for the duration of your Booking. Any damage to the Meeting Room or its contents or the Equipment (or any other part of the Premises) incurred as a result of you or your invitees (or representatives of either) behaviour or negligence will result in a charge based on:-

 

  1. a) the cost of the repair; and

 

  1. b) the value to us of any subsequent loss of business or trade or other commercial activity suffered by us.

 

9.2 If you do not vacate the Meeting Room by the agreed end time, or your Booking overruns into additional chargeable time, we reserve the right to charge for the additional room hire at the rates in force at the date of your Booking. Where your failure to vacate the Meeting Room on time prevents us from honouring another booking, you will also be liable for any reasonable losses incurred by us as a result.

 

9.3 Any property left at the Premises following your Booking will be held for a maximum of 28 days where practicable. Whilst we will take reasonable care of any items found, all property is left entirely at the owner’s risk and we accept no liability for any loss, theft or damage. We reserve the right to dispose of, recycle or donate any unclaimed items after 28 days. Where you request that an item is returned by post or courier, this will be at your cost and risk.

 

9.4 We accept no liability for the loss of or damage to any personal belongings, equipment, documents or other materials brought onto the Premises by you or your attendees.

 

  1. Limitation of liability

 

10.1 Nothing in these Terms and Conditions shall limit or exclude liability for:

 

  1. a) death or personal injury caused by negligence, or the negligence of any of our or your employees, agents or subcontractors; or

 

  1. b) fraud or fraudulent misrepresentation.

 

10.2 Subject to paragraph 10.1, we shall not be liable to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, arising under or in connection with these Terms and Conditions for :

 

  1. a) loss of profits;

 

  1. b) loss or damage to goodwill; and

 

  1. c) any indirect or consequential loss.

 

10.3 This paragraph 10 shall survive termination of the arrangements governed by these Terms and Conditions.

 

  1. Force Majeure

 

We shall not be liable for any breach of these Terms and Conditions or any losses resulting therefrom caused by circumstances beyond our reasonable control, including, but not limited to, acts of God, fire, lightning, flood or extremely severe weather, explosion, war, terrorism, disorder, industrial disputes (whether or not involving our employees) network failures, or acts of local or central Government or other competent authorities.

 

  1. Collection and use of your personal information

 

12.1 Please refer to our Privacy Policy which specifies what personal information we will collect from you.

 

12.2 If you choose to pay by card, we will not store any of your payment information.

 

  1. Governing law and jurisdiction

 

These Terms and Conditions shall be interpreted in accordance with English law and any disputes (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the English courts.