Our T&Cs: venue and facilities hire

Terms and Conditions of Business

1  Booking conditions and payment

a  The company reserves the right to release the event date if the Company has not received a signed copy of the terms and conditions of business from the client within ten working days of it being sent to the client.

b  A non-refundable 25% deposit on all bookings will be required to guarantee confirmation.  This can be waived at The Company’s discretion. 

c  All invoices shall be settled by the client within thirty days of the invoice date.

d  VAT is not included and will be added at the current rate where applicable.

e  Payment for all events will be required ten working days before the event. Specific levels of deposits and their due dates are listed in this document. All deposits are non-refundable irrespective of cancellation terms set out in section 6.c.

f  For last minute bookings the College may agree on special arrangements at its discretion.

2 Additional costs

The College reserves the right to charge (in addition to the Hire Fee and the Deposit) a fee for the following:

a  The cleaning and, where necessary, the repair of the premises; and

b  The provision of additional College staff and/or services prior to and/or during the event, for example equipment and technical assistance in the case of room hire only events.

3 Health and safety

The Client agrees and accepts responsibility for abiding with the College’s Health and Safety policy and confirms that it will make all meeting attendees aware of the College’s Health and Safety policy before an event starts.

4  Insurance

4.1  General

a  The client shall be responsible for arranging their own insurance to cover any potential loss due to theft, damage, cancellation or postponement of the event (howsoever caused).

b  Where the client is hiring electrical, computer, audiovisual or other equipment from the College, the client will remain responsible for this equipment throughout the period of their use and/or occupation of the College facilities and beyond this unless a handover of the equipment is initiated by the client, and between the client and a responsible member of the Colleges staff, prior to the clients departure from the premises.

c  It is jointly agreed that the College has the right to remove and dispose of any goods or articles remaining on the premises upon the expiry of the period of the clients use and/or occupation of College facilities without any liability whatsoever.

4.2  Public liability

a  The client will, during the period of hire of the College’s premises as detailed in any Room Booking Agreement document, indemnify the College and make no claim upon the College for any bodily injury, property damage and nuisance caused by an occurrence upon or about the College’s premises in respect of the said hire unless such claim, loss or damage is caused by the negligence of the College, it’s employees, agents or sub-contractors.

b  The College strongly recommends that the hirer has Public Liability Insurance which should cover for a minimum of £10m (Ten million pounds sterling).

4.3  Employer’s liability

a  The client will, during the period of hire of the College’s premises as detailed in any Room Booking Agreement document, indemnify the College and make no claim upon the College for any bodily injury sustained by an employee of the client caused by an occurrence upon or about the College’s premises in respect of the said hire unless such claim, loss or damage is caused by the negligence of the College, it’s employees, agents or sub-contractors.

b  The College strongly recommends that the hirer has Employers’ Liability Insurance which should cover for a minimum of £10m (Ten million pounds sterling).

5  Client’s/College's warranties, undertakings and obligations

a  It is agreed that no food or beverages may be brought onto the premises by the client, its visitors or staff, or other persons for consumption upon the premises.

b  The client may only use the name and picture of the College in any associated literature indicating where the event is or where it was.  The name must not be used in any manner which suggests that the event is an official College event, or which implies the College’s support or approval for the hirer. The College’s name and crest can only be published by the client if it is used in promotional material for joint events between the College and the client and if the College has given written permission to the client to do so.

c  All trade/sponsors will need to be approved by the College and may incur an additional charge.

6  Cancellation/alteration/termination

a  The College reserves the right to change the allocated meeting room with prior written notice to the client. In all such cases the alternative meeting room shall be of a size and quality appropriate to the number of guests attending and the type of use required by the client.

b  The College reserves the right to cancel any booking without notice, where no signed contract and room bookings agreement form accepting terms and conditions of business exists or where deposit payments are not made within timeframes outlined in the contract.

c  The College reserves the right to cancel any contract should unforeseen circumstances prevent the use of the premises. Any deposit paid will be refunded in full.

d The College may, in its absolute discretion, end any contract at any time by providing written notice to you. The College shall not be obliged to provide reasons for any such cancellation. The College will provide refunds for any payments made to the College unless costs have been incurred. The College shall have no other liability or obligation whatsoever to you arising from any such cancellation.

e The client agrees to confirm, in writing, final required numbers of delegates, guests, faculty and staff attending, at least ten working days prior to the event. The client will be charged for this number of attendees if final numbers have decreased.

f  Where there are any changes to the arrangements and figures agreed in writing between the College and the client, the College will make every reasonable effort to fulfil the requirements, but no guarantee can be given. The client must receive written confirmation from the College accepting these changes.  A supplementary invoice will be raised to cover any changes. For any cancellations for arrangements made less than 24 hours prior to the meeting the full fee applies and no refunds will be given.

g  All cancellations must be in writing and acknowledgement by the College must be received. The following charges will be promptly paid by the client at the Colleges first demand.

h  For cancellations made in writing and received:

• more than four weeks prior to the date of the event there will be a cancellation charge of 25% of the room hire and AV costs only.
• 4–2 weeks prior to the event 75% on all agreed rates and requirements including booked AV and catering. 
• ten working days prior to the event 100% on all agreed rates and requirements including AV and catering. 

i  The College will give a minimum of three months notice to the organisation about any amendments to the contract.

[RCoA venue and facilities hire terms and conditions updated 18th October 2024]

Any questions regarding the booking process should be directed to the Venue Bookings team via email: venuebookings@rcoa.ac.uk or telephone: 020 7092 1510.

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