1. Booking Details
1.1 Provisional Stage Clients wishing to make a provision booking, or in the initial stages of booking
meeting rooms will be sent an initial email explaining that the booking can be provisionally
made or ‘penciled in’ if the client responds in the positive on email.
At this stage (where communication is by phone or by email alone and no signature or payment
has been provided) the booking remains provisional only.
1.2 Confirmed Stage Clients wishing to make a definite booking, or in the process of doing so, will
be sent an event booking form to complete and return. This event booking form must be signed and returned by fax or email to confirm the booking.
1.3 SOC reserves the right to release – without communication - any booking where no confirmed
booking (with signed booking contract accepting the Terms & Conditions of business, as
outlined in Clause 1.2) or no email confirmation/provisional booking (as outlined in Clause 1.1)
exists.
1.4 Provisional bookings will be held for 48 hours unless otherwise pre-agreed/stated and will be released without notice to the enquiring company unless otherwise pre-agreed/stated.
1.5 SOC reserves the right, without prior notice, to change any aspect of the booking in the event of
circumstances outside of their control.
1.6 VAT is chargeable on all Meeting Room services. All list prices are quoted excluding VAT.
1.7 SOC reserves the right to refuse bookings for any activities that it considers to be illegal,
offensive, or that it considers would bring SOC’s name, Imperial Court’s tenants name, or
Exchange Quay’s name or reputations into disrepute.
2. Additional Items (inc AV)
2.1 Complimentary refreshments (limited to tea, coffee, and filtered water and upon a self service
basis from the 1st floor Break Out area only) are included in the room hire rate. Complimentary
refreshments are only to be provided for the number of guests attending the meeting and are
capped at the maximum capacity of the meeting room.
2.2 The Client and/or the Client’s guests may not bring any external food or beverages into
SOC/Imperial Court meeting rooms for its own or its guests’ consumption on the premises.
2.3 All other additional items (to include catering, AV, staffing, room layout) must be ordered by the
Client, in writing, no later than 48 hours prior to the booked date. Availability of additional items requested beyond this point cannot be guaranteed by SOC and, in the event that they can be provided, may be subject to a premium.
2.4 AV (LCD & 6ft screen, 50” or 32” plasma) available as complimentary on the basis of being
subject to availability (limited stock), and one item per room. Should the equipment you request at the time of booking not be available at the time of confirmation, or should your requirements be additional or more specific items (inc specific furniture hire items such as lecterns etc) then SOC will provide these at additional cost. Clients are free to bring in their own AV items, however SOC cannot accept responsibility for any loss or damage.
2.5 The provision of supplementary power/data cables is without charge, however any items not
returned at the end of the booking shall be recharged to the client at £15 each.
2.6 Flip chart and pens available as complimentary, subject to availability, and one per room.
2.7 Clients will also find the Meeting Room to be equip with stationery & pads.
2.8 No items to be hung on/stuck to the walls unless using white tack (provided upon request by
SOC).
2.9a Any damage caused to walls, furniture, flooring, equipment, windows etc to the room, suite or
common areas, caused by the Client, their Guests, or Agents, shall be recharged to the Client.
2.9b SOC can accept no responsibility or liability for loss or damage to any items brought onto the premises by the Client, their Guests or Agents. SOC can accept no responsibility or liability for any loss or damage suffered to Clients’, Clients’ Guest’s or Clients’ Agents’ items (including vehicles and their contents) whilst visiting Exchange Quay. SOC can accept no responsibility or liability for any loss or damage caused to property or persons belonging to Exchange Quay Management, occupants, or visitors, by Clients, Clients’ Guests or Clients’ Agents whilst visiting Exchange Quay.
3. Hours of Availability
3.1 Imperial Court/SOC meeting rooms may be booked for/are operated between the hours of
8am-6pm Monday to Friday, subject to availability (NB. Excluding Bank Holidays)
3.2 Requests for bookings which fall outside of these core hours will be considered, but cannot be
guaranteed. In the event that they can be accommodated, there will be a staffing charge made.
3.3 A minimum of 48 hours’ notice must be given for all bookings outside of the hours stated in
Clause 3.1.
4. Payment Terms/New Clients
4.1 Room hire and all additional items (to include catering) are payable by credit card or BACS
in full at the time of booking. Additional/Extra Items ordered/requested on the day of the booking will be charged for within 48 hours, with payment being taken from the same card or by BACS at the end of the booking/day.
4.2 SOC reserves the right to cancel any event without notice if any event costs are outstanding less
than 2 working days/48 hours prior to the event date.
5. Payment Terms/Returning Clients
5.1 An invoice will be sent to The Client by SOC prior to the event. Full payment should reach SOC
by credit card, BACS or cheque, no later than 2 weeks from the date of invoice, and no less than
48 hours before the event.
5.2 SOC reserves the right to refuse to accept further bookings from Existing/Returning Clients
until full payment for previous events has been received by SOC.
5.3 SOC reserves the right to cancel any event without notice if any event costs are outstanding two
working days/ 48 hours prior to the event date.
6. Cancellation Charges
In the event of The Client wishing to cancel a booking, the following cancellation charges
(together with any other external costs - catering, furniture hire, AV hire, staffing, supplies)
incurred by SOC as a result of the Client’s cancellation) will be payable:
| % of the Total Booking Value
|
| 50%
|
| 75%
|
| 100%
|
7. Property / Security
7.1 Imperial Court is a no smoking building.
7.2 Except to the extent that liability cannot be validly excluded or limited in law, SOC shall not be
liable for any loss or damage arising in any way out of any breach of these terms and conditions
or out of The Client’s (or The Client’s guests’) use of the premises.
7.3 The Client agrees to accept full responsibility for all damages to decoration, carpeting, fixtures
and fittings, which may occur whilst The Client or its guests are on the premises.
7.4 The Client must provide SOC with a full list of named attendees, no later than 48 hours prior
to the event.
7.5 SOC reserves the right to refuse entry to attendees whose names are not on the list provided by
The Client.
7.6 Each attendee must check in at the main reception desk/Imperial Court Reception on arrival.
7.7 Each attendee must wear a security pass as provided by Imperial Court Reception for the
duration of their visit.
7.8 The Client agrees to accept full responsibility for key fobs, of which a limited number will be allocated to the event organizer. Fobs must be returned at the end of the booking/each day as applicable. Fobs lost or damaged will incur the Client a minimum cost of £20 each.
8. Fire/Bomb Evacuation Procedure
8.1 The Fire & Bomb Evacuation Procedures displayed in each meeting room booked must be read
in full and understood by The Client.
8.2 All Fire Evacuation Procedures must be explained to ALL their guests at the beginning of the
meeting by The Client. Special notice must be made of whether or not the weekly fire alarm
test is scheduled (generally 10am Fridays, however please check with Reception at the
beginning of the day).
8.3 The Client shall be solely responsible, in the event of an evacuation, for the safe exit and
accounting for the meeting attendees/delegates.