Sun, 28/10/2012 - 00:00 By host
Please ensure you read and adhere to our terms and conditions prior to making any online bookings.
Db Conference Rooms – hire & catering Terms & Conditions
We would like your event to be a success. To help achieve that please read the following Terms and Conditions:-
- Booking Form - All bookings are provisional until you have received confirmation from Db Conference Rooms. The Booking Form shall specify the anticipated number of delegates & trainers for the event. Provisional bookings will be held for a maximum of 14 days. Db Conference Rooms reserve the right to decline bookings.
- Hours - A full day booking is from 09:00 to 17:00. A half day booking is from 09:00 to 12:45 or from 13:15 to 17:00. Access to rooms will not be available outside of these times without prior arrangement. Failure to vacate a room on time may result in additional charges.
- Final Number - The Hirer must inform Db Conference Rooms of the number of delegates & trainers it wishes to be catered for at the function (the “Final Number”) at least 7 working days before the function. This Final Number will override the anticipated number specified but will not affect any other terms of the Booking Form. NOTE - the Final Number may be exceeded only by agreement, in which case charges will be for the actual number of people attending.
- Registration – The Hirer must collect registration details, including delegates’ and trainers’ names and contact details in line with the covid-19 guidelines and provide them at least one working day before the event. Any person not on the register will be refused entry.
- Catering – At registration The Hirer must provide Db Conference Rooms with delegates’ & trainers’ refreshment options for break times. Any special dietary requirements must be provided at least 7 working days before the function and there is no guarantee that all requirements can be catered for. Db Conference Rooms takes no responsibility for any food allergies or intolerances. Failure to confirm Final Numbers within the 7 days will result in The Hirer being charged for numbers per the original Booking Form. No external catering companies are permitted & no bulk catering by The Hirer.
- Equipment - The Hirer must advise Db Conference Rooms of any equipment required at least 7 working days before the function. Failure to do so may result in additional charges. Allocation of only one Internet connection per room without prior arrangement. The Hirer must inform Db Conference Rooms in advance and obtain permission if they intend to use their own equipment. We cannot guarantee compatibility with the venue’s equipment. All such equipment must have current PAT certification.
- Arrival - Trainers and Facilitators must liaise with the venue for access time to the room, if this is not done access will be allowed from 09.00. Trainers and Facilitators must ensure they stagger arrival times of the attendees on the day as per social distancing & COVID-19 guidelines. ALL PEOPLE ATTENDING MUST WEAR A FACE COVERING ON ARRIVAL & DEPARTURE & AT ALL TIMES WHEN NOT SEATED. All visitors must have their temperature checked upon arrival. Anyone experiencing COVID-19 symptoms will be refused access and told to go home and follow the Government guidelines.
- Premises – THIS IS A NON-SMOKING AREA, PLEASE SMOKE OFF SITE. Animals are not allowed on site other than assistance animals with prior notice and only with a valid ID card.
- Health & Safety - The Hirer must make delegates & trainers aware of the relevant Health and Safety information, including Fire regulations & COVID-19 guidelines. Whilst DB Conferencing has conducted its own Health and Safety & COVID-19 risk assessment of the room and its equipment it is the responsibility of The Hirer to conduct their own risk assessment of the activities taking place and any additional equipment used. All mains powered electrical items brought on site require a current portable appliance test certificate.
- Photocopies - A photocopying service is available on site at 5p per A4 copy black & white, 10p colour.
- Cancellation fees - Cancellations must be advised verbally as soon as possible followed by a written notice. Cancellation fees are based on working days (Monday to Friday) & are inclusive of catering charges as follows:-
Days Prior to Booking start date: Cancellation fee
More than 28 days -
15 – 28 days 25%
8 – 14 days 50%
1 – 7 days 75%
24 hours or less 100%
The above late cancellation fees apply irrespective of whether Db Conference Rooms is able to find an alternative booking.
- Payment - All accounts incurred will be invoiced. Payment is due 30 days after invoice and can be paid by either BACS or cheque. Interest on late payment will be charged at 4% per month.
- COVID-19 Clause - Both parties acknowledge the ongoing COVID-19 restrictions in the UK and accept their obligation to comply with any official guidance from UK Government. The parties agree to communicate without delay any issues they may have in performing their obligations under this agreement. You [organiser] acknowledge that COVID-19 may require us to take one or more of the following measures for the safety of our staff and the safety of delegates attending the event to which this booking relates:
- impose maximum delegate numbers at the event;
- limit food or drink availability;
- impose specific requirements regarding personal protective equipment such as the wearing of face coverings;
- stagger times of arrival & exiting at the entrance area.
If we are obliged due to specific Government restrictions, to close our venue, or have a localised lockdown we may offer you an alternative date for the event but if that cannot be agreed the booking will be deemed cancelled with no payment required.
When agreeing online to book a room you are agreeing to these terms and conditions.
Db Conference Rooms is operated by Fix-a-Form International ltd, part of the Denny Bros Group of Companies.
Thank you for your business.
