Room Hire Terms and Conditions

1. Bookings and Confirmation

A booking is an offer by you to hire the specified room(s) for the stated date(s) and time(s) related to an event (the “Event”). All bookings are subject to availability and our written confirmation. We may refuse or cancel a booking if information provided is incomplete or inaccurate.

2. Payment and Charges

Fees are as stated on the Event website and are exclusive of VAT unless stated otherwise. Payment is due immediately if the Event date is less than 45 days from booking and otherwise within 30 days of the invoice date.

Late payment will accrue interest at 4% per annum above the Bank of England’s base rate from the due date until payment in full. We reserve the right to withhold access where amounts remain unpaid.

3. Use of Rooms

Rooms may only be used for the agreed purpose and during the booked times. Set‑up and breakdown must take place within the booked period unless otherwise agreed.

Maximum room capacities must not be exceeded. You must comply with all site rules and instructions notified to you. Overnight use is not permitted, and you must not fix or attach anything to walls, floors, or ceilings.

4. Conduct and Security

You are responsible for the conduct of your attendees, contractors, and agents. Anti‑social, unsafe, or unlawful behaviour is strictly prohibited.

You must not cause nuisance, obstruction, or disturbance to other users or neighbouring premises. We may refuse entry or require any person to leave where reasonably necessary for safety, security, legal compliance, or adherence to these terms.

You must ensure that only authorised persons access the rooms and that any access credentials are kept secure and returned upon request.

5. Damage and Cleaning

You are liable for any loss of or damage to rooms, fixtures, fittings, or equipment caused by you, your attendees, contractors, or agents, excluding fair wear and tear.

Rooms must be vacated in a clean and tidy condition at the end of the booking.

6. Data Protection

Each party acts as an independent data controller and shall comply with all applicable data protection legislation. Where you provide personal data to us in connection with a booking, we will process that data in accordance with our Privacy Policy .

7. Force Majeure

Neither party shall be liable for delay or failure to perform obligations caused by events beyond its reasonable control, including acts of God, extreme weather, epidemics, terrorist acts, civil commotion, utility failures, or legal restrictions.

The affected party will notify the other as soon as reasonably practicable and use reasonable endeavours to mitigate the effects. Where we cancel due to force majeure, we will use reasonable endeavours to reschedule the booking within 12 months of the original date.

If rescheduling is not possible, we will either offer a credit rollover to an alternative date or refund the applicable portion of fees as soon as reasonably practicable.

8. Liability

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation, or any liability which cannot lawfully be limited.

Subject to the above, our total liability arising out of or in connection with any booking is limited to the total charges paid or payable for that booking.

We shall not be liable for loss of profit, revenue, business, goodwill, anticipated savings, or any indirect or consequential loss. You are responsible for obtaining appropriate insurance for your Event, including public liability insurance of not less than £1,000,000 per occurrence.

9. Personal Property

All personal property is brought onto the premises at your own risk. We accept no responsibility for loss, theft, or damage unless caused by our negligence.

10. Intellectual Property

You warrant that your meetings, materials, and activities do not infringe any third‑party rights. You grant us a non‑exclusive licence to use your name and logo solely for operational identification purposes.

We will not use your branding for publicity without prior written consent. You must not use our name, logos, or imagery for marketing purposes without our prior written approval.

11. Assignment

You may not assign, transfer, or sub‑license your booking or any related rights or