Conferencing Booking Request

Terms and Conditions for Hire of Hertfordshire Sports Village’s Conference & Meeting Rooms

Definitions

• The “Hirer” is the person named on the front of this booking form.
• “Users” or “Customers” are any persons that use the facilities booked by the “Hirer” named on the front of this booking request form.
• “Hertfordshire Sports Village” (“HSV”) is the organisation whose facilities the “Hirer” is hiring and paying for and that “Users” and “Customers” use at the times and on the dates specified on the front of this booking form.

The following are the terms and conditions of the contract between yourself, the Hirer and Hertfordshire Sports Village.

Booking Conditions

1. Submission of a booking request form is not confirmation that a booking has been made at Hertfordshire sports Village.
2. HSV reserve the right to amend these terms and conditions at any time by giving 14 days’ notice and public display of the new terms and conditions.
3. HSV do not pay agency commission on room hire or catering.

Provisional bookings

4. A provisional booking may be made for the Hirer by HSV to hold facilities for a maximum of 30 days.
5. If the Hirer does not confirm the provisional booking, HSV reserve the right to cancel it.

Confirmation of Booking

6. All bookings will be considered as provisional until the hirer has agreed to terms and conditions on the booking request form, the deposit payment has been received and Hertfordshire Sports Village has confirmed the booking in writing.
7. Once the booking is confirmed the Cancellation terms then apply.
8. All the Hirer’s requirements should be detailed on the booking request form or made in writing at the time of booking.  The Hirer must notify HSV of any changes to the requirements detailed on the booking form, in writing, no less than 7 days prior to the booking.
9. If you wish to provide or install any equipment from any outside provider, the Hirer must discuss this with HSV no less than 2 weeks prior to the booking.
10. HSV reserve the right at the time of the event to not admit any outside service providers on the premises if not discussed with HSV in advance.
11. The items included in the hire will be clearly stated in the confirmation letter that will be sent to you.

Deposits and Payments

12. A deposit equal to 20% of the total room hire charge will be required to make a confirmed booking.
13. Payments shall be made on request by official Hertfordshire Sports Village invoice.
14. Full payment of the booking, minus the deposit amount, must be made no later than 30 days before the date of hire.
15. An administration fee of £15.00 will be charged for any overdue payments which have not been cleared in full by the due date.
16. Bookings made less than 30 days in advance of the date of hire will be required to pay the full hire amount at the time of booking and the Cancellation terms below will then apply.
17. All prices are inclusive of VAT. However should the rate of VAT change between the time of booking and the event, we reserve the right to adjust the prices in line with such change.

Cancellations and Change of date

18. If the Hirer cancels a confirmed conference and meeting room booking with HSV, the cancellation of the room hire will be treated as follows:
• More than 30 days’ notice the 20% deposit will be forfeited.
• Less than 30 days’ notice, 100% of room hire
19. Notification of cancellations should be made in writing to HSV.
20. No amount paid will be refunded if the facilities are not used on the day for which they are hired.
21. Once a booking is confirmed, any change in date, or other amendments to the booking, will need to be made in writing and may result in the deposit payment being forfeited. 
22. In the unlikely event that a booking has to be cancelled by Hertfordshire Sports Village the hirer will receive a refund for all monies paid to-date. 

Catering

23. Hirers must confirm numbers for any catering requirements at least 7 days prior to the date of hire.
24. Any catering orders made less than 7 days prior to the booking may be subject to a late booking charge.
25. If food and / or refreshments are required as part of the booking the hirer must arrange these directly with Hertfordshire Sports Village.

Hirers Responsibilities

26. The hirer will remain responsible for all equipment hired to them during the period of the room hire and will be required to pay the full repair or replacement amount for any damage caused.
27. HSV may require a deposit for use of some equipment.

Parking

28. All Users attending a booking at Hertfordshire Sports Village will be entitled to park at HSV for free (please note that this does not guarantee available spaces).
29. Hertfordshire Sports Village will provide the Hirer with a parking permit to distribute to Users for bookings taking place between Monday to Friday before 19:00.  This permit must be displayed in their car windscreen.
30. Hertfordshire Sports Village will not be responsible for any parking fines/penalties incurred due to permits not being displayed.
31. Unless otherwise directed, customers should use the main car park and not surrounding residential or service roads.

Health and Safety

32. Any additional electrical equipment being used in the room must have been PAT tested unless the equipment is less than 1 year old.
33. The Hirer is responsible for ensuring the Users are aware of the fire exit routes and assembly points. Information will be made available to the Hirer on the day of hire.

Insurance, liability & Force Majeure

34. HSV accept no responsibility for loss or damage to, Hirer or User property.
35. You are expected to take every reasonable care of equipment owned or operated by HSV.  The Hirer shall be responsible for any damage caused by any of the Users to the HSV premises, furnishing, or equipment during the booking.  Any damage or loss must be reported promptly and costs for repair will be passed on to the Hirer.
36. You are advised to secure your own insurance policy against any cancellation charges for which you could be liable under this agreement.
37. In the event of “Force Majeure”, when an extraordinary event or circumstance beyond the control of either party, such as a war, strike, riot, crime, or an event described by the legal term act of God (such as hurricane, flooding, earthquake, volcanic eruption, etc.), prevents one or both parties from fulfilling their obligations under the contract.  Either HSV or the Hirer shall be entitled to suspend this contract until such time when the circumstances constituting Force Majeure have disappeared. HSV and the Hirer shall use its reasonable endeavours to alleviating the effects of such circumstances constituting Force Majeure, including agreeing upon alternative arrangements.

Behaviour

38. Hertfordshire Sports Village is a no smoking building. Smoking is only permitted in the designated area outside the sports village. These will be brought to the hirer's attention on the day of hire where necessary.
39. We reserve the right to ask individuals to leave the premises if their behaviour is deemed inappropriate.
40. We operate a zero tolerance policy regarding drugs and the inappropriate use of alcohol.