Terms & Conditions
The expression "the venue" will mean Life Conference and Banqueting and Life Science Centre and the expression "the client" Will mean the person, society or company that is booking the function.
Confirmation
Bookings will be treated as provisional until written confirmation is sent by the client to the venue. This should be within 14 days of the provisional booking. The venue will then respond (usually within 14 days) with an event confirmation contract. Life terms and conditions will apply from the date of the client's confirmation. The number of guests detailed in the confirmation shall be treated as the contractual numbers to be charged and catered for. Any reduction of these numbers by 20% or more will incur cancellation charges as detailed in clause 3.
Anticipated numbers must be given no later than 10 working days prior, with final numbers no less than 3 working days prior to the event. This number or alternatively the actual number attending, whichever is the greater will then be used in the calculation of the invoice. Note: if the clients booking is accepted on the basis that a minimum number will attend, the amount payable shall be calculated on such minimum number or this actually attending, whichever is greater.
All functions are required to commence and conclude as agreed at the time of booking. Extended use of the facilities may not be possible and may incur additional charges.
Payment
The client will remain responsible for full settlement of all accounts, in connection with their confirmed booking.
Credit facilities for invoicing after the event must be agreed at least 2 weeks prior, and be stated on the event confirmation contract. All accounts incurred against this agreement will be invoiced within 7 days following the event. All invoices are due for payment 28 days of the invoice. After this time, the interest rate wilt be calculated daily and will not be greater than Barclays Bank interest rates.
In certain circumstances, the venue may ask for a non-refundable deposit payment of £250.00 in addition to written confirmation, together with full payment prior to the event (e.g. Wedding receptions, student events)
Cancellation / reduction in numbers: If the client wishes to cancel a booking the following charges will apply. The percentage charge applies to the total anticipated value of the event, for all pre booked items.
Charges / notification period
Cancellation more than 6 months prior to start datenil
- 63 days – 6 months prior to start date : 25%
- 28 days – 62 days prior to start date : 50%
- 15 – 27 days prior to start date : 70%
- 8 – 14 days prior to start date : 80%
- 7 days or less prior to start date : 100%
The client should confirm all cancellations in writing. Cancellation charge will be calculated from the day of receipt of this, and calculated on working days only. NB for the purpose of these conditions a working day shall mean Monday - Friday between the hours of 9.00am & 5.30pm only. Any cancellation out of these hours will be deemed as next working day. (Bank Holidays are not applicable as a working day)
Booking of certain function rooms carry with them, a minimum numbers clause. The venue will notify you of such minimum numbers if they apply. By agreeing to the minimum numbers you are committing yourself financially to pay for this minimum at the specified rate. Generally should you numbers decrease by 25% or mare, we reserve the right to move your booking to a room which we deem appropriate for your requirements, and you will still be held liable for the contracted costing / minimum numbers.
For full cancellation, every effort will be made to re-let the cancelled space. Where all the cancelled space is re-let, charges will not be made and where part of the cancelled space is re-let, charges will be reduced accordingly.
Damage
The client will be responsible for any damage to the rooms, furnishing, equipment or other areas they are using within the facility however caused. Permission should be sought from the venue in advance to fix items to the walls in any room. Any such damage incurred by neglect or default of the client or anyone acting on their behalf may result in a charge to remedy such damage at full cost.
Corkage
No food may be brought into the allocated rooms for consumption on the premises. All beverages must be purchased from the venue. A corkage rate for wines can be arranged in advance - £6.50 for 75c1 of still wine, £10.00 for sparkling wine or champagne.
General Liability
Life shall not be held responsible for temporary closure of all or part of the premises, or cancellation of clients booking due to circumstances beyond its control.