Skip to main content

Terms & conditions

Standard terms & conditions of conference bookings

The terms and conditions below, together with the Appendix, comprise the contract dated ………………….…………. (“the Contract”) between The Mistress, Fellows and Scholars of Girton College, of Huntingdon Road, Cambridge CB3 0JG (“the College”) and …………….………….. on behalf of ………………………… (“the Client”) for the provision of catering, accommodation and other services by the College to enable the Client to hold their conference or event (“the Event”) on the College’s premises.

Confirmation of booking

In order to secure the booking for the Event, the Client must sign the enclosed copy of these terms and conditions and return it to the College, enclosing the Deposit (as defined below) in accordance with clause 20 below.

By returning a signed copy of these conditions, the Client agrees to pay all charges payable under the Contract unless such charges are cancelled or amended in accordance with these conditions.

The Contract will only be formed when the booking is formally accepted by the College. No Contract will come into existence until the College has issued a written acknowledgement of the booking and confirmed receipt of these signed terms and conditions and the Deposit (as defined below).

The College and the University of Cambridge (“the University”) are obliged to comply with their own risk management policies in relation to the hosting of external events and/or conferences, as in force from time to time. In order to comply with these obligations, the College is obliged to carry out risk assessments in relation to any Event, both prior to accepting any booking and prior to the Event taking place should any booking information change. This may include the sharing of information provided by the Client with the University, the Colleges (as defined below) and external bodies. Accordingly, before being able to accept a booking for an Event, the College may request further information from the Client regarding the Event and/or the Services (as defined below).

By agreeing to and executing these terms and conditions, the Client agrees to provide the College with all reasonable assistance in order to allow the College to comply with its obligations under or in connection with clause 5. The Client therefore agrees, as a condition of booking the Event, to notify the College if any details of the booking change prior to the Event taking place.

The College reserves the right to decline the hosting of any Event and/or any offer for the purchase of catering, accommodation or other services in relation to the Event or otherwise at any time and without providing a reason for such refusal. This includes where the College is made aware that any information provided by the Client is identified subsequently as being inaccurate or incomplete.

Variation of bookings

If the Client wishes to vary the details of the Contract after the signed terms and conditions have been submitted (including but not limited to increasing the number of delegates or changing the speaker), it should inform the College as soon as possible in writing. Please note that the College may request further information from the Client regarding any variations to the Event and/or the Services (as defined below).

Any changes to the Contract must be agreed in writing by the College and may result in the quoted Price (as defined below) being varied in whole or in part to take account of any such changes. The College shall use its reasonable endeavours to meet the Client’s reasonable requirements for changes to the Contract but does not guarantee to do so. 

The Client agrees that any reduction in the number of delegates attending the Event or any reduction in the Services (as defined below) to be provided constitutes a cancellation in whole or part of the Contract and may result in the application of cancellation charges as detailed below.

Services

By accepting the Client’s booking (and subject to the Client’s complying with the terms of the Contract), the College agrees to provide the services outlined in the Appendix to these terms and conditions (“the Services”).

All catering, accommodation and other services required must be clearly stated by the Client in writing when entering into the Contract.

A draft programme with full audiovisual and catering requirements, names and details of speakers and titles of talks, and a complete alphabetical list of delegates for the Event shall be provided to the College no less than 14 days prior to the first day of the Event, together with details of any special dietary requirements and food allergies. The College reserves the right to levy an additional charge in respect of special dietary requirements.

Unless otherwise agreed in writing, if the Client requires the College to arrange for any services to be provided by a third party, the College will only act as an agent for the Client and the Client will be entirely responsible for any third-party fees, costs and expenses.

The College warrants to the Client that the Services will be provided using reasonable care and skill.

Price

The price for the Services (“the Price”) will be in accordance with the prices advertised by the College from time to time, which will (for the avoidance of doubt) increase on 1st July each year. The Contract will be based on the advertised provisional prices if the date of the Event falls outside the period for which prices have been confirmed.

The College reserves the right to increase the advertised prices at any time before the Contract is formed under clause 4 above, and at any time thereafter by negotiation and agreement with the Client.

A service charge of 7.5% is included in the advertised prices.

VAT (where applicable) will be added to the Price quoted. If the Client is exempt from the requirement to pay VAT, evidence of such exemption in a form acceptable to HMRC must be provided with the signed terms and conditions.

Deposit

Subject to clause 21 below, a deposit of 25% of the total sum payable under the Contract, including the value of any VAT (“the Deposit”), must be paid upon the earlier of the receipt of the deposit invoice and submission of the signed terms and conditions to the College.

The minimum Deposit will be £100, unless the total Contract Price payable is less than £100, in which case 100% of the Contract Price will be payable as the Deposit.

The College may cancel the booking at any time until such time as the Deposit has been paid. Except as otherwise provided for in these terms and conditions, the Deposit is non-transferable and non-refundable.

Payment

The College shall invoice the Client for all sums payable under the Contract immediately after the Event. Payment must be made at the latest within 30 days of the invoice date. Time of payment is of the essence and payment by post shall be at the Client’s risk.

Unless otherwise agreed in writing by the College, the Price shall be payable in pounds sterling.

If payment is not received within the time specified in clause 23 above, then the College reserves the right:

25.1.   to charge interest at the rate of 2% per annum above the Bank of England base rate compounded monthly on all sums outstanding on accounts rendered from the date on which the sums become due until the date on which the payment is received; and

25.2.   to charge all costs in relation to the enforcement of any rights under this Contract and without limitation all collection costs incurred by the College or charged by a debt collection agency in collecting any payment due to the College under the Contract.

Marketing the Event

At all times, the Client undertakes with the College:

26.1.   not to make use of the name, logos, crest, coat of arms or insignia of the University or any of the University’s Colleges (“the Colleges”);

26.2.   not to hold itself out as an emanation, agent or representative of the University or any or its Colleges, and not to make any representations expressly or implicitly to the effect that it or any of its services are endorsed or accredited by the University or any of its Colleges, or will lead to any advantage in relation to them;

26.3.   not to carry on any activity in any manner which would be contrary to, or compete with, the mission or activities of the University or its Colleges or which might bring the University or its Colleges into disrepute;

26.4.   not to display in any part of the College’s premises any signs, posters or promotional material without the prior written consent of the College;

26.5.   to ensure that no statement is published concerning the College without its consent by the Client or any person acting for or with the authority of the Client; and

26.6.   to procure that all materials connected with or referring to the Event (including material on the internet and/or social media) carries the following legend in a suitably prominent position and with the same typeface as the bulk of the surrounding material:

“[The Client] is a [brief description] which contracts with Cambridge Colleges for the use of facilities; this event otherwise has no connection or association with the University of Cambridge or its Colleges.”

Security and Safety

At all times during the Event, the Client undertakes with the College:

27.1.   to ensure that the health and safety and fire regulations for College premises are observed, including ensuring that all delegates are made aware of such regulations. The College will provide the Client with event-specific instructions on local fire emergency arrangements;

27.2.   to ensure that College authorities may access the premises at any time (where practicable, the College will seek prior consent from the Client before exercising this right);

27.3.   to ensure that any entry to College premises, other than during the period of the letting for the Event and in accordance with the Contract, by the Client or by any person acting for or with the authority of the Client, is made with the consent of the College after reasonable notice; and

27.4.   to provide, upon the College’s request, any electrical equipment the College has agreed can be used at the Event for PAT certification no later than 7 days before the Event.

Conduct of the Event

The Client undertakes with the College to ensure that good order is maintained throughout the Event and no damage caused to the College’s property, to inform the College immediately if any disorder or damage occurs, and to ensure at the end of the Event all property belonging to the Client and their delegates is removed and the room or building vacated.

Smoking (including vaping and electronic cigarettes) by delegates and visitors to the Event is not permitted anywhere in the College buildings. Smoking and vaping areas are provided outside.

The Client or the authorised representative of the Client must be present and/or resident in College throughout the duration of the Event, and must ensure that mobile contact details for the Client / the authorised representative of the Client are made available throughout the Event.

The Client will ensure that any delegate under the age of 18 is accompanied by a parent, guardian or named responsible adult who is responsible for that minor’s behaviour and safety. The Client will ensure that any delegate under the age of 16 leaves the premises by 9.00pm.

No food or beverage of any kind may be brought into the College by the Client or any delegate for the Event except where agreed in writing in advance, and on payment of the advertised corkage charges where appropriate.

The Client shall not invite or allow access to the Event to any press, TV, film, radio or other media organisation without the prior written consent of the College, which must be obtained a minimum of 21 days before the Event. Please note that an additional fee may be charged. Filming for personal, non-commercial reasons will normally be allowed free-of-charge, subject to the Client obtaining permission from the College’s Conference Office.

The Client undertakes with the College not to undertake any activity which promotes terrorism or the promulgation of non-violent extremism, or to permit or in any way endorse their delegates carrying out such activities.

The Client and their delegates for the Event will comply with all reasonable requests and instructions of the College’s staff and will comply with all applicable laws and regulations in relation to the preparation for and conduct of the Event.

The Client agrees that any unwanted behaviour by any delegate in any part of the College or any non-compliance with these terms by the Client or any delegate may result, at the College’s discretion, in termination of the Contract with immediate effect and with no entitlement to any refund of monies paid.

Accommodation

Where accommodation is provided as part of the Services, delegates shall check in at the Porters’ Lodge and show appropriate identification such as a registration confirmation. Rooms shall not normally be made available until noon on the day of the arrival and shall be vacated by 10.00am on the day of departure. Later departures will incur a charge equivalent to a further night’s stay unless arranged 24 hours in advance with the Conference Manager.

The College reserves the right to refuse admission to any individual whose presence is not in the College’s reasonable opinion deemed to be in the best interests of the College.

The Client shall ensure that it and all delegates for the Event return to the College on departure all keys issued to them in connection with the Event. The College reserves the right to charge for any lost or otherwise unreturned keys.

The College reserves the right to vary the accommodation provided at short notice if unforeseen circumstances prevent the use of the original venue or in the event of a significant reduction in the number of delegates. The College shall not levy any additional charge for accommodation upgraded in such circumstances.

The Client agrees to use the accommodation provided under the Contract only for the purposes notified to the College under the Contract. Neither the Client nor its delegates shall use or permit the College’s premises to be used for any illegal or immoral purposes.

Cancellation by the College

The College reserves the right to cancel any booking with or without notice if:

42.1.   the College’s performance of its obligations under the Contract is prevented by acts, events, omissions or accidents beyond the College’s reasonable control (in which case, the College will return the Deposit to the Client);

42.2.   the Event or any part of it might, in the reasonable opinion of the College, prejudice the reputation of the College or the University;

42.3.   the Client or their delegates for the Event refuse or fail to adhere to the conditions of the Contract;

42.4.   the Client takes any step or action in connection with its bankruptcy, its entering administration, provisional liquidation or any composition or arrangement with its creditors (other than in relation to a solvent restructuring), being wound up (whether voluntarily or by order of the court, unless for the purpose of a solvent restructuring), having a receiver appointed to any of its assets or ceasing to carry on business; or

42.5.   the Client’s financial position deteriorates to such an extent that in the College’s reasonable opinion the Client’s capability to adequately fulfil its obligations under the Contract has been placed in jeopardy.

For the avoidance of doubt, the College accepts no responsibility for any loss suffered by the Client or any delegate as a result of the College’s termination of the Contract.

If the College has cancelled any booking in accordance with clause 43, the Client shall immediately pay to the College the Cancellation Charges (as defined below) as if the Client had cancelled the Event.

Cancellation by the Client

The Client must notify the College in writing of any cancellation or reduction in the number of delegates attending the Event or of any reduction in the Services to be provided under the Contract.

In the event of a cancellation or reduction as outlined in clause 46, the Client will be liable to pay the College a proportion of the Price of the Event (“the Cancellation Charge”), as calculated in accordance with clause 48.

The Cancellation Charge will be calculated as a percentage of the total sums payable under the Contract and will be based upon the length of notice given to the College, prior to the first day of the Event, as outlined below.

Notice given                                                   Cancellation Charge

More than 6 months                                         The Deposit

Between 3 and 6 months (inclusive)                The Deposit plus 25% of the Price

Less than 3 months, but more than 28 days    The Deposit plus 50% of the Price

Less than 28 days                                             100% of the Price

The Cancellation Charge is subject to the College using its reasonable endeavours to mitigate its losses under the Contract. The College shall inform the Client of the Cancellation Charge as soon as it is in a position to know whether the Services may instead be provided to a third party in mitigation of the loss suffered by the College and the Cancellation Charge shall then become due and payable immediately. The Deposit will be applied in or towards discharge of the Cancellation Charge.

Insurance

Unless otherwise agreed with the College, the Client will take out insurance cover in respect of all loss or damage to the College which may be caused by the Client or any delegate in relation to the Event.

Indemnity

The Client agrees to indemnify the College for all losses, damages, claims, costs or expenses incurred or suffered by the College arising out of or in connection with:

50.1.   the Client’s use of the College’s premises pursuant to the Contract;

50.2.   the death or injury to any delegate otherwise than as a result of the negligence of the College (and for the avoidance of doubt, the Client agrees that the lack or inadequacy of delegates or of supervision or security of cloakrooms, public rooms and gardens shall not be deemed to be negligence of the College); and

50.3.   the loss or damage to any personal property brought to the Event by any delegate; and

50.4.   the Client’s or any of its delegates’ use of the College’s or the University’s IT network or facilities.

Liability

Except for personal injury or death caused by negligence and other circumstances where liability may not be limited under any applicable law, the liability of the College, its officers, employers, agents or sub-contractors to the Client in respect of any claim arising as a result of any acts or omissions under or in connection with this Contract, will be limited to repayment of the Deposit or any other sums already paid or payable to the College by the Client for the provision of the Services, and the College will not be liable for any indirect or consequential losses.

For the avoidance of doubt, the College shall not be liable for any loss or damage to personal property or vehicles or their contents belonging to the Clients or delegates for the Event.

Data Protection

The College will process any personal data received from the Client in accordance with the Data Protection Act 2018, and the General Data Protection Regulation and any associated regulations, for the purposes of performing its obligations and exercising its rights under these terms and conditions.

Miscellaneous

The Client may not assign its right under the Contract to any other party or parties.

No failure or delay on the part of the College to exercise any right or remedy available to it under the Contract or otherwise shall operate as a waiver of that or any other right.

Any notices given under the Contract must be in writing and delivered to the registered office of the party to whom they are addressed or their principal place of business as set out in the Appendix (or such alternative address notified to the other party under this clause). They shall be deemed given when delivered to such address in accordance with this clause. This clause does not apply to the service of proceedings or other documents in any legal action.

The parties to the Contract intend that the University will be able to enforce the terms of clauses 27 and 51.3 above as if the University were a party to it, pursuant to the Contracts (Rights of Third Parties) Act 1999.

These terms and conditions, together with the Appendix, constitute the entire agreement between the parties.

These terms and conditions are subject to English Law, and the English Courts shall have non-exclusive jurisdiction to settle any disputes which may arise out of or in connection with the Contract.

For the College

I agree to the above Terms and Conditions

Signature …………………………………………………

Name …………Maureen Hackett………………….......

Position ………Junior Bursar……………………..........

Date ………………………………………………………

For the Client

I agree to the above Terms and Conditions and:

Will pay by Bank Transfer[1] to

Girton College Receipts, a/c 60402621, s/c 20-17-68, IBAN GB86BARC20176860402621

for the Deposit as per the attached invoice GDEP….

Signature …………………………………………………

Name …………………………………………………….

Position …………………………………………………..

Date ………………………………………………………

 

Please return these Terms and Conditions signed by an authorised signatory, with the cheque for the Deposit where applicable, to:

Conference Office

Girton College

Huntingdon Road

Cambridge

CB3 0JG

 

[1] For payment by other methods please contact the Conference Office to arrange.