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EWIC Meeting Rooms Terms and Conditions

Terms & Conditions

1. Booking Procedure

All bookings must be confirmed by completing and returning the booking form within 48 hours of receipt. Failure to return the form within this timeframe may result in the cancellation of your booking without further notice. We will make reasonable efforts to notify you before cancellation.

2. Cancellations

All cancellations must be made in writing via email to ewic@regen.org.uk. Verbal cancellations will not be accepted. Cancellation fees apply as follows:

  • More than 10 working days before the booking: No charge
  • Between 10 and 6 working days before the booking: 50% of the room hire fee
  • 5 working days or less before the booking: 100% of the room hire fee, plus costs for pre-ordered refreshments and luncheon (based on 4 cups per delegate)

Cancellations made due to unforeseen circumstances (force majeure) may be reviewed on a case-by-case basis.

3. Refreshments

A variety of hot beverages are available at the venue, charged at £1.50 per cup. These charges will be invoiced alongside room hire fees. Hirers are encouraged to inform us of their requirements at the time of booking.

4. Damage to Property

Hirers are responsible for any damage caused to the property or furniture belonging to the Elsie Whiteley Innovation Centre. Repair or replacement costs will be invoiced to the hirer. All equipment and furniture remain the property of the Elsie Whiteley Innovation Centre at all times.

5. Payment Terms

All invoices must be paid within 30 days of the invoice date. Invoices are typically distributed on the first Wednesday of the month following the booking. Late payments may be subject to interest in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

6. Expulsion from Premises

The management reserves the right to ask individuals to leave the premises if their behaviour is deemed unsuitable, illegal, or disruptive. This includes any breach of health and safety or fire regulations.

7. Cleanliness

Hirers are responsible for ensuring that high standards of cleanliness are maintained throughout their event. Rooms should be left in the condition in which they were found.

8. Fire Safety

Hirers must adhere to all fire safety procedures as displayed within the premises. In the event of a fire, all visitors must follow the evacuation protocols.

9. Health and Safety

Hirers are required to comply with Health and Safety at Work regulations while using the facilities. All risks associated with their use of the facilities must be managed by the hirer.

10. Reporting Accidents

All accidents or injuries must be reported immediately to the Main Reception. The Elsie Whiteley Innovation Centre will maintain records in accordance with health and safety legislation.

11. Parking

Car parking spaces cannot be reserved or guaranteed. Parking is provided on a first-come, first-served basis. The Elsie Whiteley Innovation Centre does not accept liability for any damage or loss to vehicles or belongings left in vehicles parked on-site.

12. Out of Hours Bookings

An out-of-hours fee of £30 per hour (or part thereof) applies to any bookings starting before 9 am or ending after 5 pm. This will be invoiced along with other charges.

13. Liability

The Elsie Whiteley Innovation Centre accepts no liability for any injury, damage, or loss except where such injury, damage, or loss arises directly from the negligence of its employees. The hirer is responsible for arranging appropriate insurance, including public liability cover, for their event and any third-party suppliers they engage.

14. Internet Usage

Hirers must not use the Elsie Whiteley Innovation Centre’s internet connection to access or display content that is illegal, inflammatory, obscene, or otherwise inappropriate. Any damage caused to IT equipment through misuse will be charged to the hirer.

15. VAT and Other Charges

All prices quoted exclude VAT, which will be charged at the prevailing rate.

16. Force Majeure

The Elsie Whiteley Innovation Centre shall not be liable for any failure to fulfil its obligations where such failure is due to circumstances beyond its reasonable control, including but not limited to natural disasters, government restrictions, strikes, or other force majeure events.