Terms & Conditions
Terms & Conditions
This contract is made between us, (UH Ventures Ltd – ConferenceHertfordshire (UHV)) and you - not between us, and any other person or organisation on whose behalf you may have booked rooms, meals, facilities or other services. UHV trades under the name ConferenceHertfordshire.
When you sign these terms and conditions you accept responsibility for paying all charges, including any extra charges arising under this contract. This contract gives you certain rights but you may not transfer these rights to any other person or organisation.
1. Provisional booking
UHV may agree to you making a provisional booking i.e. holding of the space following initial enquiry. This is at UHV discretion and if we agree to do so then we will hold this for 30 working days. If we receive a conflicting booking in this time we will contact you to offer right of first refusal. You may cancel a provisional booking without charge. There are separate arrangements for booking bed and breakfast accommodation. These are set out in Clause 6.
2. Confirmed booking - the booking contract
Once a provisional booking is made, UHV will send out two copies of this document and two copies of the booking contract confirming the date or dates you have booked details of any accommodation, meals or other facilities and the rates you have agreed with UHV. This will include a deposit invoice for 10% of the total. The booking contract and terms and conditions are to be signed by the authorised person on behalf of the company, the 10% deposit invoice paid, and returned to UHV within 30 days, or within 5 working days if the event is less than 4 weeks away. When UHV receive back all 3 items, the booking becomes confirmed upon the basis that you agree to pay all the charges set out in the booking contract. If there are any changes to or cancellation of the booking contract by you, then the relevant cancellation charges will apply in accordance with clause 8 of these conditions. We reserve the right to refuse to accept a booking, at our discretion without any obligation to provide a reason.
3. Deposits and pre-payments
A deposit of 10% of the booking total is required and an invoice for this amount will be sent to you with the booking contract. Payment of the deposit is required within 30 days of the invoice being sent or within 5 working days if the event is less than 4 weeks away. The remaining 90% will be due 30 days in advance of the event. If the 90% payment is not received by the due date then a late booking surcharge of 5% of the total cost of the conference will be applied. A written warning will be sent before a surcharge is implemented. Unless the pre-payments are made, UHV may terminate the booking at any time after the due date. We have the right to make a credit check to make sure that you will be able to meet all charges when they fall due and if we are not reasonably satisfied that you will be able to do so, we have the right to cancel the booking unless we receive full payment from you 30 days in advance of your event. Any deposits or payments that you make in advance will be deducted from the final amount that you must pay us. All deposits are non-refundable and cannot be transferred to another booking. You must pay UHV in sterling, to the address shown on the invoice and you are responsible for any bank charges involved in making the payment.
4. Post event payments
Following the end of the event, if any additional charges have been incurred, a final post event invoice will be sent within 30 days of the event. If payment of this post event invoice is not received within 30 days of receipt a reminder will be sent after which the debt will be referred to our debt collection agency.
5. Agency Commission
Bookings received through an event agency will be accepted. An 8% commission charge is payable by ConferenceHertfordshire to the agency on full delegate rates only, excluding VAT - this does not include bookings made on room hire and catering. The 8% commission charge is payable on confirmed events only and it is the responsibility of the Agent to invoice for this commission post event. This 8% is not deductible from any of the event invoices. Agency commission is not payable on any cancellation fees.
6. Bed and Breakfast bookings
You must complete and sign a bed and breakfast booking form. Full payment is due upon booking. All deposits and pre payments are non refundable and cannot be transferred to another booking. Upon receipt of your payment we will create a bed and breakfast booking. There is no booking until payment has been received. A receipt acknowledging your payment, which can be used as a VAT receipt, will also be sent.
7. Making a booking more than a year ahead
We may need to increase our charges if you book more than a year ahead. When you book, you agree to pay our charges for the accommodation, meals and other facilities set out on the booking contract plus VAT (if this applies) at the current rate. We reserve the right to increase our charges from the figures agreed giving no less than 12 months notice. At that point you may cancel the booking with no further payment being due. Deposits, however, are non refundable.
8. Cancellations/Amendments to a booking
Once the booking contract has been signed, all amendments involving a reduction in numbers/facilities will be viewed as cancellations of the booking contract. On receiving an amendment of a confirmed booking, UHV will issue a new booking contract showing the revised booking details and rates and this will include any associated cancellation charges for the cancelled booking contract. All notification of cancellations, changes in the number of delegates or any change in the duration of the booking for the event must be communicated to UHV in writing. If a booking for an event is cancelled after the signed booking contract has been received by UHV, or if the number of delegates attending is reduced, or if the duration of the event is reduced below those dates set out in the booking contract, the following scale of charges will become payable. These charges are also applicable for bed and breakfast bookings for groups of 10 or more.
Number of working days prior to event Proportion of total cost for which you are liable
60 - 40 working days notice of cancellation 25%
39 - 25 working days of cancellation 50%
24 -15 working days notice of cancellation 75%
Less than 15 working days notice 100%
Full payment must be made for all accommodation, meals and other facilities booked and not cancelled whether or not used. If numbers for an event fall, UHV reserves the right to relocate the booking to alternative space within the venue as best fits the revised event. Agency commission is not payable on any cancellation fees.
9. Final details
UHV requires final details of delegate numbers and names, meeting rooms and other facilities for the event (the “booking details”) 7 working days in advance on non-residential bookings and 15 working days in advance on residential bookings. (For conferences taking place during the Easter vacation, final numbers are required 30 working days before the start of the Easter vacation and this date will be notified to you). This refers to any increases to the numbers previously notified as per clause 8 above. These revised booking details will form the minimum for which you will be charged. If we do not receive the booking details at these times we will decide numbers on the basis of what has already been confirmed and charge accordingly.
10. Extra accommodation, meals or other facilities
If you ask for extra accommodation, meals or other facilities after the final numbers have been agreed, we will use our best efforts to provide them but we cannot guarantee that we will be able to meet your requests. You should contact UHV about possible increases in numbers as soon as possible.
11. Overseas customers and guarantees
If you are a customer from outside the UK, we reserve the right to ask for a guarantee of payment from a UK bank and to cancel the booking if the guarantee is not provided within 30 days. You will have the right to withdraw your booking without charge within 7 days of telling you our requirement if they are not acceptable to you.
12. Termination of the Booking
UHV may cancel the booking (with a refund where applicable) but otherwise without any liability of whatever description for any loss on your part howsoever arising if:
• The booking might, in the opinion of UHV, prejudice the reputation of the University or if the purpose of the event differs from the description on the booking contract.
• The use of the premises is likely to occasion a potential risk of disorder or damage or injury to person or persons or property
• We receive serious complaints in relation to the use of the premises by you.
• You are more than 30 days in arrears with payments to UHV in respect of any booking.
• If UHV becomes aware of any adverse change in your financial situation since the date of the booking contract
• Either party becomes insolvent or subject to a bankruptcy petition or administration order
• Any part of UHV is closed or otherwise unavailable due to events outside UHV’s control
• There is a potential conflict of interest between bookings which at the sole discretion of UHV may prejudice the success of any or all events. In this event, the booking or bookings which confirmed first will be accepted, but all other bookings will be cancelled.
13. Arrival and departure times
We will make reasonable efforts to have bedrooms available from 14.00 on the day you arrive but cannot be guaranteed unless this is agreed in writing by ourselves, and you must vacate bedrooms by 10.00 on the day you are leaving. You must make sure that all members of your party know this. If they do not leave their rooms on time UHV will charge you for any extra costs that we incur as a result of the delay.
14. Lost or misplaced keys/keycards
You will ensure that all keys/keycards are returned to the Residential Services Office on the day of departure. We will make a £20 + VAT per key/keycard charge on your final invoice for lost keys/keycards. It is your responsibility to ensure that all members of your party are aware of this.
No animals or pets of any kind, EXCEPT assistance dogs for disabled people are allowed on the University of Hertfordshire premises. Where possible these should be notified in advance so that appropriate room allocations can be made.
The University does not permit smoking in any of its premises.
17. Food and drink
We work out our charges on the basis that UHV will provide all food and drink that you or your party require. You or any member of your party must NOT bring food or drink onto any University premises to eat or drink without our written agreement. We may make a charge for corkage on any drinks or food brought in and consumed.
18. Services/facilities provided by a third party
If you ask us to arrange for a service to be provided by any other person or organisation we will only act as agents for you. Any resulting booking contract for the provision of that service will be entirely separate from our booking contract and will be solely between you and the provider of that service.
19. Use of the premises
You may not use the premises for any purpose other than that specified in the booking contract. You must not, without first obtaining our written consent, cause or permit:
• any interference with the gas or electrical lighting switches, pipes, wires or other installations on the premises;
• any alterations to fixtures or fittings and nails, screws or adhesive devices to be driven into or otherwise affixed to floors, walls or any other part of the premises;
• the erection of any platform, stand, screen, banners or decoration;
• the use of any loudspeaker system or other equipment outside the premises.
You may not, without first obtaining the written consent of Welwyn Hatfield Council, display from any public highway any advertisement, poster, placard, notice board or any other signage relating to your event. You must ensure that all electrical equipment and wiring which is used or installed during your event (other than that used or installed by us or the University of Hertfordshire) conforms to the current Electricity at Work Regulations and the current edition of the Institution of Electrical Engineers Regulations for Electrical Installations. You will be responsible for all losses to persons or property caused by electrical equipment and wiring and will indemnify UHV against all claims which may be made in respect of such losses.
20. General provisions
You are responsible for ensuring, at your own expense, that any band or musician employed by you complies with the requirements of the managers at UHV and with statutory requirements in particular, that applying to copyright, the Local Government (Miscellaneous Provisions) Act 1982, the Theatres Act 1968, the Cinemas Act 1985 and the Licensing Act 2003.
Our maximum liability under these terms and conditions is limited to the charges shown on your booking contract. Under no circumstances will UHV be liable for any economic or consequential loss (or loss of profit). Other than liability in respect of death or personal injury arising from negligence UHV does not accept responsibility for any loss or damage to you or your property, nor to any person participating in your event or their property, however caused. All warranties, indemnities and conditions implied by law are excluded to the fullest extent permitted by the law.
UHV shall not be liable or be deemed to be in breach of any booking contract by reason of any delay in performing, or any failure to perform, any of our obligations under these terms and conditions if the delay or failure was due to any cause beyond our reasonable control. You will indemnify UHV from and against all costs, claims, expenses, demands, charges, liability or damage of any description incurred or suffered by UHV arising either directly or indirectly out of the use of the premises including, without limitation: cancellation of your booking by you including, without limitation, any reasonable cost or expenses incurred by us in connection with the booking; and your negligence or the breach of any of the warranties, undertakings or agreements on
your part to be observed or performed by you under the terms of this agreement. We strongly recommend that you obtain appropriate cancellation and damage insurance.
Nothing in this booking contract shall create, or be deemed to create, the relationship of principal and agent or employer and employees or a joint venture or partnership between the parties. Neither you nor us intend that any term of this booking contract shall be enforceable by virtue of the booking contracts (Rights of Third Parties) Act 1999 by any person, save for UHV, that is not a party to it.
23. Behaviour while at UHV
You must make sure that you, members of your party and anyone visiting you or any members of your party at the University behave in such a way that they do not cause a nuisance or unreasonable disruption to the University, its members, employees or to any other visitor. Should any of your delegates be unable to correct any aspect of poor behaviour or activities unacceptable to UHV, then UHV reserve the right to terminate his/her stay immediately. Should this occur, no monies will be refunded to you. The decision of UHV management is final. You agree that you, the members of your party and anyone visiting you at the University will obey the University ordinances, regulations and rules, in particular those governing parking and traffic, general safety in the University, and guidelines regarding meetings and so on, held on the premises. UHV reserves the right to approve any externally arranged entertainment, services or activities that you have arranged and cannot accept any liability for any resulting costs. You accept that it is your responsibility to ensure the maintenance of order throughout the period of the event and in particular with regard to the clearing of the premises of people at the end of the event. You are responsible for the rooms, furnishings and equipment used during your stay at UHV. Any damage incurred for whatever reason, including by neglect or default, may result in a charge to rectify the damage. If such damage results in bedrooms or seminar rooms not being used whilst damage is made good, then the client will be charged for any revenue lost during this time. You are responsible for all injury to any person at UHV occasioned wholly or in part by the carelessness of your group. You should make sure that you are fully insured against all losses or liabilities referred to in this contract. We can supply information about insurance on request.
The University does not permit smoking in any of its premises.
24. Use of University of Hertfordshire or UHV or ConferenceHertfordshire name or logo
You may not use the University’s, UHV’s or ConferenceHertfordshire’s name and logo or crest without consent. No photographs of any part of the University may be used without written permission from UHV.
• Tickets are issued subject to the Rules and Regulations of the venue and event organiser. Full details are available on request.
- Defaced, illegible or copied tickets will not be accepted.
- The management reserves the right to refuse admission should patrons breach any Rules and Regulations of the venue or event organiser.
- The management may on occasions have to conduct security searches to ensure the safety of the patrons.
- We regret that tickets cannot be exchanged or refunded after purchase. The management cannot be held responsible for any tickets which are lost or stolen.
- Tickets are sold subject to the management’s right to alter or vary the programme due to events or circumstances beyond its control without being obliged to refund monies or exchange tickets.
- The venue operates a No Smoking policy.
- The Venue Management accept no responsibility for any personal property.
- Ticket holders consent to photography, filming and sound recording as members of the audience.
- The ticket holder must comply with all relevant statutes, safety announcements and venue regulations whilst attending the event.
- Breach of any of these conditions or any unacceptable behaviour likely to cause damage, nuisance or injury shall enable the venue or event management to eject you from the venue