Terms & Conditions

 

Definitions
"The Meeting Centre" & "We" means the property(ies) for which a contract is agreed. The property is owned/managed by "The Meeting Centre Ltd", whose registered office is 1, Marchant Road, Hinckley, Leicestershire, LE10 OLQ. The "Client" and "You" means the organising body/company and organiser responsible for commissioning of and payment for the event. The "Contract" means the agreement between The Meeting Centre and The Client or a specific booking or series of bookings. The Terms & Conditions will form part of the Contract, together with any other terms stated in the Contract.
Charges & Payment
1. All charges will be invoiced on completion of the event and are subject to VAT at the current rate.
2. Payment should be made on the day or within 30 days of receipt of the invoice, on accounts set up with The Meeting Centre. Cheques should be made payable to "The Meeting Centre". Payment by BACS and credit card can be accommodated by prior arrangement.
3. Should a deposit or prepayment be required for an event this will be specified on the Contract.
Confirmation by The Client
4. All bookings are considered as provisional until the contract is signed by both the Client and The Meeting Centre. Once both parties sign the contract, all such provisions reserved on your behalf will be subject to the terms and conditions of the contract.
5. The Contract must be returned by The Client and received by The Meeting Centre within five working days of the date of issue or, if such time is not available prior to the date of arrival, within a minimum of 48 hours. If the Contract is not received by The Meeting Centre within this period, The Meeting Centre reserves the right to release the provisional booking and re-let the facilities.
6. Numbers must be advised to The Meeting Centre at the time of verbal confirmation and will be identified on the Contract. Final timings, menus and any special request must be confirmed to The Meeting Centre at least 7 days prior to arrival.
Amendments by The Client
7. Amendments to numbers and/or arrangements must be confirmed to The Meeting Centre in writing.
8. Reduction in the duration of contracted value of the booking should be subject to The Meeting Centres cancellation Policy.
9. For delegate packages, no charges will be made for any reduction in numbers of less than 10% from those stated on the Contract, providing they are received in writing by The Meeting Centre at least 7 days prior to arrival.
10. For delegate packages, should a reduction in numbers of 10% or more be made at any time prior to the event, the Client shall be subject to the Cancellations Policy, as stated in clauses 12-13 below.
11. Final numbers, within the terms stated in clauses 9 and 10 must be notified to the Meeting Centre at least 48 house prior to arrival. These will be the minimum number for which the Client will be charged.
Cancellation by the Client
12. In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event, The Meeting Centre Cancellation Policy is to charge:
Over 6 weeks prior to the arrival date no charge
4 to 6 weeks prior to the arrival date 25% of the contracted room hire, food and beverages.
2 to 4 weeks prior to the arrival date 50% of the contracted room hire, food and beverages.
Less than 2 weeks prior to the arrival date 75% of the contracted room hire, food and beverages.
13. Any cancellation, postponement or partial cancellation should be advised to the manager of The Meeting Centre in the first instance verbally. We also request that the Client puts cancellations in writing.
14. The Meeting centre will reduce the cancellation charges on rebooking of postponed events.
Amendments or Cancellation by the Meeting Centre
15. (a) Should The Meeting Centre for reason beyond its control, need to make amendments to your booking, we reserve the right to offer an alternative choice of facilities.
(b) Should the Client make significant changes to the programme or the expected number of guests this may result in amendment in the applicable rates and /or facilities offered by The Meeting Centre.
16. The Meeting Centre may cancel the booking
(a) If the booking might, in the opinion of the Meeting Centre prejudice the reputation of the Centre.
(b) If the Client is more than 30 days in arrears of previous payment to "The Meeting Centre"
(c) If the Meeting Centre becomes aware of any alternation to the Client's financial situation.
Arrivals & Departures
17. The meeting rooms are available for the time shown on your Contract. Any extension may incur additional charges.
General
18. The Conference Team will use its best endeavor to adhere to the allocated rooms but reserves the right to amend the allocation at short notice. This will not relieve the Client from its obligations as to payment of the appropriate fees.
19. The Client will be liable for all and any damage caused to any rooms, facilities, furniture or equipment cause by the acts or omission of their delegates, staff or visitors.
20. Delegates, staff and visitors of the Client are required to comply with all health and safety, fire and general instructions issued.
21. The Client should note that The Meeting Centre operates a No Smoking Policy with which all visitors are required to comply.
22. Vehicles and their contents are left at the owners risk.
23. The Meeting Centre will accept no responsibility for liability for the loss, damage to personal effects belonging to your delegates.