Booking Terms and Conditions for the University Conference Office

• Objectives
• Definitions
• General
• Confirmation by the client
• Amendments by the client
• Cancellation by the client
• Amendments or cancellation by the University
• Charges and payments
• Catering
• Accommodation

Objectives

1.  To protect all parties through providing a better understanding of their contractual obligations.

2.  To heighten awareness of the legal obligations of both the University of Lincoln and the Client when confirming a booking.

3.  To recognise that enforcement of a contract and implementation of terms and conditions will always be at the discretion of the aggrieved party, taking into account normal commercial considerations.

Definitions

4.  The ‘University’ and ‘we’ means the property (ies) for which a contract is agreed. The property is owned by the University of Lincoln whose registered office is Brayford Pool, Lincoln LN6 7TS

5.  The ‘Client’ and ‘You’ means the organising body/company and organiser who seek to use the facilities at the University and are responsible for the commissioning and payment of the booking

6.  The ‘Contract’ means the agreement between the University and the Client for a specific booking or series of bookings for Event(s). The Terms and Conditions will form part of the Contract, together with any other terms stated in the Contract.

7.  The ‘Event Planner’ The University’s form to control and agree the Clients needs.

General

8.  All enquiries to the Conference Office for the use of facilities on any of the University’s campuses, or other properties, will be subject to the application of its Booking and other Policies in force at the time of enquiry, before being accepted as a reservation.

9.  Priority is given on the use of the available facilities to meet the academic and operational needs of the University and those of the Student Union.

10.  The University reserves the right to refuse entry to any individual, organisation, or company, to any of its premises, at any location, or refuse the use of any of its facilities at any time for whatever reason.

11.  The University will charge any individual, organisation, or company of any event, and or those taking part in an event or any individual, organisation or company who is found to be on the University’s premises at any time, for damages caused to its property for whatever reason.

12.  The specifications of all facilities provided by the University at the time of booking could be subject to alteration at short notice and as stated in item 9 above.

13.  The University does not permit smoking inside any of its buildings at any time.

14.  The University reserves the right to alter these Booking Terms and Conditions at any time as it see fit.

15.  The University must approve any externally arranged entertainment, services or activities that you have arranged and cannot accept any liability for any resultant cost.

16.  The Client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and the requirements of the University

17.  Should any of your delegates be unable to correct any aspect of poor behaviour or activities unacceptable to the University, the University reserves the right to terminate your stay. Should this occur, no monies will be refunded to you. The Director of Facilities decision is final.

18.  The University will not be liable for any failure to provide or delay in providing facilities, services, food or beverages as a result of events outside its control.

19.  The University’s name/logo may be used in publicity, once proof of the promotional material has been agreed with the University in writing.

20.  The University must comply with certain licensing and statutory regulations and requires the Client to fulfil their obligations in this respect.

21.  You are required to obtain prior written approval from the University if you wish to fix items to the walls, floors of ceilings of any part of any property or facility.

Confirmation by the client

22.  All reservations will be treated as provisional pending formal acceptance by the University and will be held for no more than 14 days pending receipt of written confirmation from the Client, at which time the reservation becomes a firm booking.

23.  The University requires at least fourteen days’ notice prior to any Event date to arrange any required credit facilities. Credit accounts must not exceed their credit limit at any time.

24.  The University’s Event Planner will be completed for all bookings and signed by both parties as an accurate record of the Clients requirements. Once the Event Planner is signed by both parties, all such facilities and services reserved on your behalf will be subject to the terms and conditions of the contract.

25.  Where special requests are made, the University will endeavour to accommodate them, however, they cannot be guaranteed.

Amendments by the client

26.  All alterations to a booking, by either party, must be confirmed in writing before they are deemed to be accepted. The Conference Office will accept written communications by e-mail (conferences@lincoln.ac.uk) or fax (01522 886795).

27.  Where the Client is unable to confirm exact numbers of those attending the event at the time of booking, final numbers must be confirmed by the stated date on the Event Planner. The University reserves the right not to accept any further alterations to this after this date.

Cancellation by the client

28.  In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event, the University will make every effort to re-sell the facilities on your behalf. The University’s cancellation policy is 90% on contracted accommodation and room hire revenue and 65% on contracted food and beverage revenue, being our loss of profit.

29.  Any cancellation, postponement or partial cancellation should be advised to the Conference Office in the first instance verbally. You will be advised at that stage of a cancellation reference number. We also require that cancellations are put in writing by the Client and addressed to the Conference Office.

30.  Definitive cancellation charges due can only be confirmed to you after the intended date of your event, when we shall reduce the charge by the profit on any alternative business we have been able to secure on your behalf.

Amendments or cancellation by the University

31.  The University may cancel the booking:

a.  If the booking might, in the opinion of the University, prejudice the reputation of the University

b.  If any of these Terms and Conditions have been broken

c.  f the Client is more than 30 days in arrears of previous payments to the University

d.  If the University becomes aware of any alteration in the Client's financial situation

32.  In the event that the University needs to cancel any booking, for whatever reason, it will attempt to offer an alternative date or venue or a full refund will be given.

33.  The University reserves the right to move the event to a smaller room/facility, on the same campus, should the numbers of those attending dictate item 9 above comes into force.

Charges and payments

34.  Where a deposit is required, this will be discussed and agreed with the Client at the time of booking and is non-refundable. The booking will not be confirmed until the deposit is received and cleared through the banking system. The University will accept cheques, with a banker’s card, or credit cards.

35.  Payment is due for credit accounts 21 days following the date of the invoice. Payments must be made in pounds sterling, payable to The University of Lincoln.

36.  In the event of payment becoming overdue, interest at 5% above the current payable Bank Base Rate, as at the date of invoice, will be added to your account.

37.  Where a booking is made without a deposit it will be subject to cancellation charges at the following rates, based on the number of working days notice, prior to the Event:

a.  100% five or less working days

b.  50% six to fifteen working days

c.  25% sixteen to twenty working days

d.  10% 21 working days or more

38.  Reduction in the duration or contracted value of the booking will be subject to the University’s cancellation policy.

39.  No charges will be made for any reductions in numbers of less than 10% from those stated on the Event Planner, providing they are received in writing by the University at least 7 days prior to arrival.

40.  Should a reduction in numbers of 10% or more be made at any time prior to the event, the University will first endeavour to re-sell any facilities and services released to a similar value. In the event that the released facilities and services cannot be re-sold, then any reductions of 10% or more shall be subject to the University’s Cancellation Policy.

41.  All prices quoted include VAT at 17.5% and are subject to alterations should the rate change.

Catering

42.  The University has an extensive range of catering facilities which it will make available to Clients, subject to item 9 above.

43.  The University provides a range of standard catering menus for the provision of food and beverages for those seeking to holding events on its premises. Seasonal variations may apply as appropriate.

44.  The University will, where possible, accommodate any special requests for specific catering menus and or dietary requirements.

45.  Where alcoholic beverages have been requested to be served on University premises, confirmation of this remains subject to the successful application by the University to the Local Licensing Authority.

46.  It is strictly forbidden to bring food and drink onto the University’s premises for use at an event without prior written agreement.

Accommodation

47.  The University has a range of student accommodation facilities, in various locations, that it makes available to Clients who wish to book them. This can be independent of any other service.

48.  The accommodation facilities are made available subject to item 9 above.

49.  Those events requiring large amounts of accommodation, which will normally only be available outside semester time, will need to book well in advance to allow the University to make appropriate administrative arrangements.

50.  All bookings for accommodation must be confirmed by way of a deposit by either cheque or credit card.

51.  The bedroom accommodation is available from 14.00 on the day of arrival and must be vacated by 10.30 on the day of departure, unless specific alternative arrangements have been agreed, as detailed on the Event Planner.

52.  The meeting rooms are available for the time shown on your Event Planner. Any extension may incur additional charges.