Terms of use and Conditions:

Contracts and Bookings

All contracts made for the booking of the Meeting and Conference Rooms are made with the Ethnic Minority Foundation.  A room hire charge is payable for each room booked.  Details of rooms and equipment available for hire and charges are shown separately.  Provisional bookings may be made by telephone, fax, email or in person.  A booking confirmation covering the details of your function will be sent to you.  Until this has been signed and returned, your reservation is only provisional.

• Rooms booked may not be assigned or sublet.

• Minimum room hire charges apply to hire.

Times of Bookings

Rooms are available to enter only from the time the booking starts as specified by the confirmation letter of your booking.  Rooms should have been vacated by the booked time.  Should you require additional time to set-up the rooms to your own specification or to clear, then this should be included in the required booking time.  We reserve the right to charge for any additional room hire charged incurred.

Catering

All food and refreshments must be provided by the Ethnic Minority Foundation appointed caterers.  Final numbers to be catered for must be confirmed to the Conference Centre’s staff by midday, six working days prior to your function.  Catering will be provided and charged for on the numbers notified at that time.

Late additions or amendments will be catered for where possible and will be charged for at the published tariff.

Security, Health and Safety

Users must comply with the Meeting and Conference Rooms Security and Health and Safety policies.  Any accidents occurring within the building must be reported immediately to the Conference Centre staff.

Indemnity and Cancellations

The Meeting and Conference Rooms may in exceptional circumstances and without incurring any liability, up to five days before the hire date:

a)  cancel a booking
b)  allocate an alternative room

Every effort will be made to meet your requirements.  The hirer will indemnify the Ethnic Minority Foundation against all claims which arise from a booking.

The hirer will be liable to make good any damages to the furniture and fittings and to any other property of the Meeting and Conference Rooms resulting from holding the function, however caused.

Telephone, Facsimile en eMail

Telephone calls, use of facsimile and photocopying facilities and the sending of eMails are not included in the room hire charge and will be itemised on your invoice.

Cancellation Fees

In the event of you cancelling a booking the following charges will be made:

Less than 28 days written confirmation  - Full room hire
Less than 2 days written confirmation    - Full room hire and catering charges