School of Arts and Communication Design Terms and Conditions Lettings Henley Business School, University of Reading (Greenlands) Limited
When you make a booking with us it is important we are both clear who is responsible for what. This document sets out clearly which responsibilities lie where. Because of the nature of Henley s business and the long- term nature of its academic programme, Henley s Terms and Conditions and cancellation charges are significantly different from those expected in the normal hotel business. The following are the terms of the contract between you, the customer, and us, Henley Business School, University of Reading (Greenlands) Limited. 1 Who is this contract between? The contract is between us and you, not any other person or organisation that you book rooms, meals or facilities for. You accept responsibility for paying all charges, including any extra charges, arising under this contract. The contract is subject to and construed and interpreted in accordance with English law. You may not transfer your rights or responsibilities under this contract to any other person or organisation. 2 Provisional bookings We may agree to you making a provisional booking. You may cancel provisional bookings without penalty. While we hold your provisional booking, we will not allocate the facilities that you have provisionally booked to other customers unless you agree. 3 Confirming your booking We will confirm your booking only on the basis of these terms and a Booking Contract signed by you. The Booking Contract will clearly state the accommodation, delegate rates, guest numbers, meals and other facilities which you have booked, and will include a clear statement of any other arrangements which have been agreed between you and us. You must sign the attached Contract and return it to us by post or fax, within 5 days of the date shown on the Contract. If we do not receive the signed Contract within this period we reserve the right to release your provisional booking and re-sell the space and facilities held. If you ask us verbally to confirm your booking you must send us a written confirmation signed by you, either on the attached Booking Contract, or by letter, stating that you accept these terms. We must receive this within five days of receiving your verbal confirmation or we may cancel the booking. When you confirm a booking, you agree to pay all the charges for accommodation, meals and other facilities set out in the Booking Contract, unless these are changed or cancelled under the terms of clauses 6, 8, 17 or 18 below. In that case you must pay the charges set out in the relevant clause(s). 4 Paying your invoice Once we have asked you to pay a deposit or advance payment (see clauses 17 and 18), we will invoice you for all charges immediately after the event. You must pay in sterling or euros, to the address shown on the invoice, within 14 days of the date of the invoice. Deposits are to be paid within 7 days of the invoice. You will pay any bank charges involved in making the payment. If you do not pay the invoice in full and on time, we reserve the right to charge you statutory interest and fixed penalties under the terms of the Late Payments of Commercial Debts (Interest) Act 1998.
5 Deposits Deposits will be required for bookings with a value exceeding 3,000. We will require a non-refundable deposit of 40% of the total contracted revenue on confirmation of your booking. 6 Altering your booking If you alter your booking your request must be made in writing to us. We will confirm our acceptance of your written request in writing, so that you know what you have booked and what you are responsible for. The Booking Contract and any agreed, accepted written alterations will set out the accommodation, meals and other facilities that you have booked with us. It will include details of any extra facilities that we may have agreed, and of any items you have cancelled but must pay for under clause 8. 7 Extra accommodation, meals or other facilities If you ask for any extra accommodation, meals or other facilities, 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 us as soon as possible to discuss possible increases in numbers or extra facilities, and then confirm your requirements in writing. We will respond in writing confirming what extra arrangements we have made for you (and, where applicable, the extra cost). Should the School, for reasons beyond its control, be unable to provide residential accommodation on site, we reserve the right to offer alternative accommodation in a nearby hotel. If we book extra bedrooms on your behalf in hotels, these will be subject to the same cancellation terms as our own facilities. 8 Cancelling all or part of your booking If you need to cancel or postpone your booking, or reduce the numbers that you have agreed to pay for in the Booking Contract, you must give us written notice. You will be liable to pay charges for any accommodation, meals or other facilities that we cannot re-sell despite using reasonable efforts. You must pay in full for any accommodation, meals and other facilities that you book and do not cancel, whether or not you use them. The level of charge to be applied will depend on the amount of notice you give us, calculated from the following tables: Cancellation charges Written notice received by us More than 12 weeks before the first day of the event 4 to 12 weeks before the first day of the event Less than 4 weeks before the first day of the event and not more than 12 weeks Percentage of contracted revenue to be charged (Original) No charge 50% 100% We will show the details of what you have cancelled on a new Booking Contract. We will tell you our final charges for your cancelled booking once we know whether or not we have been able to re-sell the items you cancelled.
9 Giving us the final details You must confirm final timings, menus and any special dietary requirements 10 days before the event. If you do not do this we will decide what we should supply and charge accordingly. 10 Changes or cancellation by us because of events beyond our control We have the right to alter or cancel a booking that we cannot keep if the reasons for that are beyond our control. If this happens we will use all reasonable efforts to offer you an alternative. We cannot accept responsibility if we cannot provide accommodation, food, drinks or service because of industrial action or any other cause which is beyond our control. We have the right to cancel a booking without liability to the customer if a customer is in arrears of previous payments; the Business School becomes aware of any alteration in the customer s financial situation; or if, in the view of the Business School, the booking might prejudice the reputation of the Business School. 11 Changes or upgrades to room allocations There may be circumstances which require us to alter the meeting rooms, dining rooms or residential accommodation allocated to you. We will do this only if the alternatives we offer are suitable for your purposes as you explained them to us when you made the booking. There will be no extra charge to you if we change or upgrade your room allocations under this clause. 12 Arrival and departure times Conference, training or syndicate rooms will be available for the time shown on your contract. Bedrooms will be available from 2.00 pm on the day you arrive, and must be vacated by 9.00 am on the day you leave, unless you have made other arrangements with us. We will charge you for any extra costs incurred by bedrooms not being vacated on time or by conference, training or syndicate rooms not being vacated by the agreed time. 13 Environmental Responsibility To demonstrate our commitment to the environment and the future of Greenlands Estate, we have recently achieved accreditation to ISO 14001. This is the internationally accepted standard designed to address the delicate balance between running a business and reducing environmental impact. We would appreciate support from our clients with this initiative by using our recycling containers for any unwanted/used materials where appropriate.
14 Animals and pets No animals or pets of any kind, except assistance dogs are allowed on our premises. 15 Food and drink We work out our charges on the basis that we will provide all food and drinks that you and your party need. You or your party must not bring food or drinks onto our premises to eat or drink here without our agreement. We will charge corkage or equivalent charges for all drinks or food brought onto our premises and consumed. 16 Behaviour on our premises You must make sure that members of your party, and anyone visiting you or your party on our premises behave in such a way that they do not cause a nuisance or unreasonable disruption to Henley Business School, our employees or to anyone else using or visiting the Business School. Should any of the members of your party refuse to, or appear to be unable to alter any aspect of behaviour that is unacceptable to us, we reserve the right to terminate the stay of the person(s) involved or all of your party. You agree to pay any loss or liability of any kind to us or any other person caused by members of your party, or your servants, agents or suppliers, and to indemnify the Business School in full against all injury (including death) to any persons or loss of or damage to any property which may arise out of any negligence, act of omission of you, your servant(s), agents, sub contractors or suppliers. If any damage caused by your party prevents bedrooms or other facilities being used whilst the damage is made good, you will be charged for any revenue lost during this period. We advise that you are fully insured against all losses or liabilities we can supply information about insurance if you wish. We cannot accept responsibility for loss of or damage to property or vehicles belonging to you or your party, however caused. 17 Services provided by other parties Before you arrange for any other supplier to provide you with anything, you must have the Business School s prior consent in writing. The Business School cannot accept any liability for any costs connected with such suppliers. All event equipment must be removed on the day of event. If you ask us to arrange for a service provided by any other person or organisation, we will only act as an agent for you. Any resulting contract is between you and the person or organisation providing the service, unless we specifically agree otherwise in writing. We will treat the person or organisation providing the service as a person visiting you (see clause 15). The customer is responsible for ensuring that any band, musician or discotheque employed by them with the prior written consent of the Business School complies with the requirements of the Performing Right Society, the Portable Appliance Testing (PAT Testing) requirements of the Electricity at Work Regulations 1989, the Health & Safety at Work act 1974, and has a minimum level of Public Liability insurance cover of 10m. All event equipment must be removed on the day of event. 18 Payment in advance We have the right to carry out a credit check. If at any time we are not reasonably satisfied that you will be able to meet the charges, we have the right to cancel your booking unless you pay a deposit, or pay all or part of the charges in advance. If you cannot accept our requirements for a deposit or advance payment, you will have the right to withdraw your booking without charge within seven days of us notifying you. We will set any deposit you
pay against the eventual charges. We will not refund this deposit unless you cancel the booking under the terms of clause 8, when we will refund the difference between the deposit and the payments due under that clause. 19 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 received within 30 days. You will have the right to withdraw your booking without charge within 7 days of us telling you our requirements if they are not acceptable to you. 20 Competing services a. The rooms, offices and grounds ( Facilities ) of Henley Business School will not be let on a temporary or permanent basis to any person or organisation intending to offer courses, programmes or consulting services in any part of the Facilities that compete directly or indirectly with any Henley Business School course, programme or service as detailed on the Henley website whether accredited or not ( Competing Services ). Henley Business School reserves the right to decline any booking for an individual or organisation that wishes to offer such activities at Henley. The final decision on whether a course, programme or consulting service is a Competing Service rests with the Director of Marketing. b. All Lessees, temporary or permanent, who do not offer Competing Services at the commencement of their letting undertake not to introduce or launch any Competing Services during the period of their letting. If a Lessee does introduce any service deemed by Henley to be a Competing Service without first informing Henley of its intention Henley reserves the right to cancel the relevant booking(s) without notice. c. Lessees will not state, imply or give the impression in any promotional materials that Henley Business School or the University of Reading are in any way responsible for the management of Lessees events, the provision of teaching, the marking of examinations or the award of any certificate or qualification relating to the event/teaching/examinations in question or that participants at a Lessees event are students of Henley Business School. d. Lessees may not leave their own promotional materials in the Facilities after the end of their letting. This includes rooms used by the Lessee and communal areas of the School whether adjacent or not. e. Lessees may ask Henley Business School Faculty to contribute to or speak at a programme or event held by them at the Facilities but cannot in so doing present the event as a joint venture between the Lessee and Henley Business School unless agreed in writing in advance. The nature of any proposed collaboration must be discussed with the Director of Marketing of Henley Business School who will decide whether the collaboration may take place and how the collaboration should be described. Faculty members involved in any agreed collaboration can be referred to by their Henley title in promotional materials produced by both parties 21 Use of logo and imagery a. Henley Business School and the Henley Business School logo are registered trademarks and the School will take all appropriate steps to protect the use of its name and logo including, but not limited to, legal action. Lessees cannot use the name and logo of Henley Business School or the University of Reading in any promotional materials whether web, video or in print for their services without prior written consent from
the Director of Marketing. The street address and directions given to clients, contacts or programme participants in any published format should refer only to Greenlands, Henley on Thames, RG9 3AU, UK. b. Lessees may not use photographs or illustrations showing the Greenlands building from any viewpoint or the view of the grounds and River Thames from the back of the building in any promotional or programme materials whether web, video or in print as these are iconic elements of Henley Business School s brand identity. This clause does not apply to photographs taken for personal (non-commercial) use. c. Any photographs, film or video footage taken by the Lessee during their letting or at any events that may be conducted in collaboration with Henley must not include in either foreground or background Henley Business School signage, headed notepaper, delegate badges, flipchart paper, coffee cups or any other item bearing the Henley logo or elements of the brand identity. 22 Other Items The Business School must comply with licensing; Health and Safety and other statutory requirements, and customers are required to support the Business School in this respect. The Business School is concerned for the health and safety of everyone on site at Greenlands, and you are required to comply fully with the Business School s Health and Safety Policy. You are not permitted to fix any items to the walls, floors and ceilings without prior written consent of the Business School (including Blu Tack). Prices quoted include VAT at the prevailing rate when the contract was prepared, and are subject to alteration should the rate change. September 2011 V9
Terms and Conditions Lettings For more information, please contact: Henley Conferences Henley Business School University of Reading (Greenlands) Limited Greenlands Henley-on-Thames Oxfordshire, RG9 3AU conference@henley.com Tel +44 (0)1491 418 810 Fax: +44 (0)1491 571 635 Certificate No EMS 551404 Certificate No FS 564864 www.henleyconferences.co.uk