Conference & Banqueting Terms & Conditions

Page last updated: May 2018

PLEASE READ THESE TERMS AND CONDITIONS CAREFULLY

These Conference & Banqueting Terms and Conditions (the Terms) should be read in conjunction with Our General Terms and Conditions, made available via www.ribbyhall.co.uk/legal and details of the specific terms on which you may make bookings to use the Conference and Banqueting facilities (Conference Facilities). PLEASE HAVE SPECIAL REGARD TO THE GENERAL TERMS.

Defined terms shall take the meaning given to them in the General Terms unless otherwise defined in these Terms:
Acknowledgment means the written confirmation of acceptance of your booking provided by Us to you in writing following receipt of your Confirmation.

Confirmation means the confirmation of your booking by you to Us within 48 hours of your booking being made, Confirm shall be construed accordingly.

Contract means the contract between Us and you comprised of these Terms, and any Literature you have sought to rely upon at the time of your booking.

Deposit means the non-refundable sum paid by you at the time of the booking as referred to under the ‘Deposit’ section below.

 
Confirmation and Formation of Contract

We request that you Confirm your booking for use of Our Conference Facilities within 48 hours of it being made in order for it to be guaranteed. Failure to Confirm your booking may result in it being released and sold to another client.

No Contract governing your use of the Conference Facilities exists until We are in receipt of your Confirmation, and the earlier of payment of the Deposit (if any) has been made and/or We have issued the Acknowledgment. Every member of your party must comply with these Terms and all appropriate laws and bye-laws and you shall be responsible for any breaches of the Contract or such laws by any members of the party during their use of any part of the Village.

 
Price and Deposit

We shall inform you of the Price at the time of the Booking. 

We reserve the right to require payment of a Deposit to a predetermined amount, details of which will be specified to you at the time of your booking. Should you fail to pay a deposit within 10 days of being required to do so, We may treat the booking as having been cancelled by the you. In the event that a cancellation fee needs to be implemented, the Deposit is non - refundable and will be set – off against any cancellation fees that may arise.

 
Cancellation of Booking

Any cancellation or postponement of a confirmed booking will be subject to the following cancellation charges:

Notice Given & Cancellation Fee
25 <        Nil
12 ≤ 24   25% of the Price
4 ≤  11    50% of the Price
< 4          100% of the Price
 

Contract Particulars

Contracted delegate numbers can be reduced by up to 10% and will not be charged for if We are notified at least 7 calendar days in advance of the event.

e.g:

·         Contracted numbers = 50 delegates

·         10% reduction = 5 delegates

·         No of delegates charged for = 45 (advance notice given)

Should actual numbers on the day fall below the contracted number of delegates, the contracted number will be charged for.

 
Health and Safety

You must notify Us at any time in advance about any special requirements of your delegates relating to disabilities and/or dietary requirements to enable us to make provisions for guests welfare and safety. Failure to notify us in a reasonable timeframe and with reasonable detail will result in you being liable for any breach, loss or damage that is incurred.

 
VAT

All contracts are inclusive of VAT; at time of print VAT is at 20%.

 
Settlement of Accounts

Our terms for settlement of invoices which are forwarded to you for payment are thirty days, after which interest may be chargeable at 4% above bank base rate. Any payments / deposits paid by credit card will be subject to additional charges.

 
Consumption of Food or Drink

Whilst on Our premises you must comply with licensing regulations. Consumption of food or drink other than supplied by Us is not permitted without prior agreement.

 
Room Allocation

We reserve the right to alter the suite allocated, to another suitable suite should this be necessary.

 
Damage

You must  not affix signs, displays or posters to the fabric of the venue without Our prior written consent. Any damage caused to equipment, furniture, décor, carpet, wall coverings either in the suites, public areas or to the exterior of the building, will be billed you.

 
Hours of Conference

Should an event overrun from the times stated at the time of booking an additional charge may be levied at Our sole discretion.

 
Car Parking

Free car parking is available to 24 hour and day delegates, although spaces cannot be guaranteed. Should disabled spaces be required, they can be reserved if We are advised in advance.

 
External Noise

We will use reasonable endeavours to discourage any obtrusive external noise disturbance. However, should this occur and it is beyond Our control, We will not be held responsible.

 
Fire Regulations

You will be briefed as to fire procedures. In accordance with that procedure you are responsible for ensuring your delegates respond in the proper manner.

 
Your Own Equipment

We are in no way liable for any loss or damage to equipment or personal belongings in the venue suites or public areas, at any time. You must ensure that any equipment brought to the venue complies with current Health & Safety Legislation.