TERMS & CONDITIONS FOR CONFERENCES, MEETINGS & EVENTS
Terms & Conditions for Conferences, Meetings & Events
These are the terms and conditions of the contract between you and RHCC for your Event. By signing this contract you confirm that you accept these terms and conditions.
- Completing and paying for your booking:
In order to hold your Event, we will require the following from you:
- i) This contract, duly signed
- ii) As soon as possible, but no later than and the date confirmed to you in writing by us any further details (i.e. details of final timings, menus and any special requests).
- ii) As soon as possible but no later than the date confirmed to you in writing by us, payment of the full deposit (if applicable) shown in the Event Schedule.
iii) The full payment of any balance payable no later than 14 days prior to the Event.
- iv) Confirmation of the actual number of guests/delegates attending the Event (see below).
If we do not receive all of the above items then we will not be under contract with you to hold the Event. We require cleared payments in each case and reserve the right to take payment, by the means specified, by us. If you have a credit account with us then your signature of this contract is authority for us to take payment from your credit account. Any sum not covered by the credit account will need to be paid to us no later than 14 days prior to the Event.
Please be aware that by signing this contract you agree that the Actual Number and Guaranteed Minimum Number shown in the Event Schedule is correct. If more guests than the Actual Number wish to attend the Event then, once notified, we will endeavour to accommodate the additional numbers and you will be charged accordingly. Please be aware, however, that we may not be able and are not contractually obliged to accommodate anything other than the Actual Number and no guarantee that these additional guests will be accommodated can be given. If you do reduce numbers below the Guaranteed Minimum Number then you will have to pay us the cancellation charges as detailed in this contract.
- Cancellation by the Client
In this clause the Event will be acknowledged as “cancelled” by us when the RHCC receives written notification to this effect or the Event ultimately fails to take place, whichever is the earlier.
If you cancel your Event you will incur the following charges:-
- If you cancel more than 4 weeks prior to the Event Date – 50% of the total sum you have contracted to pay us.
- If you cancel less than 4 weeks but more than 2 weeks prior to the Event Date – 75% of the total sum you have contracted to pay us.
- lf you cancel less than 2 weeks prior to the Event Date – 100% of the total sum you have contracted to pay us.
If the final number of guests/delegates is less than the Guaranteed Minimum Number then a cancellation charge of the full revenue lost by us will apply.
- Cancellation and termination by the RHCC
We can cancel your booking without any liability to you at any time if:
3.1. Your booking might, in our reasonable opinion, damage our reputation.
3.2. You are more than 30 days late in making any payment due to us or not paid us 14 days prior to the Event Date.
3.3. If any credit facilities which have been agreed with you for payment are suspended or terminated for any reason, and you then fail to pay us within three days of this suspension.
3.4. You make any voluntary arrangement with your creditors or become subject to an administration order or (being an individual) become (or in the case of a partnership any of you become) bankrupt or (being a company) go into liquidation.
3.5. The RHCC is unable to hold the Event due to the unforeseen requirements of any government or authority.
3.6. If you fail to adhere to any of these terms and conditions
We can terminate this contract by notifying you in writing if RHCC closes (either permanently or temporarily for a period including the Event Date). If we terminate this contract in these circumstances, we will refund to you all payments that you have made to us in connection with the Event, and we will have no further liability to you.
- 4. Social events The RHCC does not cater for social events. The RCCH does not permit alcohol, smoking, loud music or parties within its premises. The RHCC caters for business seminars, trainings, exhibitions and conferences only.
We will invoice you for the sum shown in the Event Schedule together with the VAT payable on our services. As stated in Clause 1 payment will be required to be made to us no later than 14 days prior to the Event Date. If any sum is left outstanding after the Event Date then we reserve the right to charge interest on this sum from the Event Date until payment at the rate of 3.5% per annum above the base rate of the Bank of England.
- Changes by RHCC
If we need to do so, we may change any conference room for one that is of equal or enhanced suitability. If there are circumstances in which the RHCC cannot provide the event space, we may refund all payments made to us in relation to the Event or use other suppliers of equal or enhanced suitability (at no extra cost) to ensure your Event proceeds as planned.
- Publicity and Outside Services
You will need to obtain written consent from us to use:
- The name of the RHCC or RCCG in any publicity material
- Any outside supplier not provided by the RHCC, which we can reasonably refuse if the supply can be made by us.
We will need to approve any supplier including bands and entertainers not supplied by us. A method statement for any third party supplier may be required at least 7 days prior to the Event. We reserve the right to refuse admission to any guest speaker, entertainer or any third party supplier if in our opinion they are unsuitable.
8.Condition of the Facility and Guest Etiquette
You are responsible for returning the function and other rooms in good condition when left and for paying for the cost of any damage done. We will also expect you to be responsible for the behaviour of those attending the Event and we reserve the right to deny access or to eject anyone not behaving in an appropriate manner. The Event shall begin and finish in accordance within the agreed times set out in the Event Schedule and we will require it to be in accordance with our Health & Safety Policy and our Premises License (we will supply details of these on request) and in accordance with our directions. We reserve the right to enter the conference room at any point during the Event. No alcohol or food may be brought into the RHCC. No guest or delegate attending the Event shall be allowed to smoke within the premises of RHCC.
- Clothing and Personal Property
All clothing and goods which you and the other guests/delegates leave in the RHCC including the cloakrooms will be left at your guests’/delegates’ own risk.
- Force Majeure
Except where otherwise expressly stated in these conditions, we will not be liable to you or any of the Group where the performance of our contractual obligations is prevented or affected by or you otherwise suffer any damage or loss of any description as a result of “force majeure”. In these conditions, “force majeure” means any event outside of our reasonable control. Such events may include, without limitation, war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events.
We are the data controller in respect of personal data ("data controller" and "personal data" having the meanings given to such terms in the Data Protection Act 1998) collected by us in respect of this booking (including the personal data of any guest that you bring to the RHCC). Such personal data will be used by us for providing information, services and products to you and your guests, where you or the relevant guest has consented to be contacted for such purposes.
Our liability (and that of our officers, employees, sub-contractors and agents) to you arising out of or in connection with this contract (whether under contract law, tort or otherwise) shall be limited to the total amount payable by you for the Event. We are not liable for any indirect, special or consequential loss of any kind.
- Freedom of Speech
The RHCC is within the premises of the RCCG (Redeemed Christian Church of God). Accordingly, Clients are required to declare in advance, any meeting with a topic or speaker(s) that are not business inclined and may conflict with our Christian ethos and Doctrines of the Church in particular. A copy of the Church doctrine and Practice is available on request.
The Client is responsible for conducting the event in an orderly manner and in accordance with the principle of freedom of speech within the law. To that end, the Client must take all necessary steps to ensure the safety of any visiting speaker(s) and his or her safe conduct to and from the RHCC’s premises. The RHCC reserves the right to prohibit any activity that may, in its sole view, lead to riot or, in any other way, damage our reputation or endanger the clients, visitors or property.
- Health and Safety
The RHCC are concerned for your health and safety and that of our Venue. You are requested not to fix items to the walls, floors or ceilings. Client is responsible for ensuring that any external parties employed by them comply with statutory requirements and the requirements of RHCC: including licensing and statutory regulations and all obligations required from the Client in this respect.
We can transfer our rights and obligations under this contract to a new operator of the RHCC, and if requested, you agree to enter into a document confirming that you accept such a transfer.
This contract and all differences and disputes arising out of or in connection with it shall be governed by and construed in accordance in all respects with English law and subject to the exclusive jurisdiction of the English Courts.
If any of these provisions (or any part of them) are determined by any competent authority to be invalid, unlawful or unenforceable then that provision will to that extent be severed from the remaining provisions, which will continue in full force and effect.
This contract and any documents referred to in it represent the entire agreement and understanding between the parties relating to the subject matter of this contract and supersede all agreements, arrangements and understandings between the parties relating to the subject matter of this contract that existed prior to the date of this contract.
All final numbers and menu choices must be given to the RHCC 14 days prior to the event, amendments after this date can be requested but may not be guaranteed.
I agree that the details within this contract are confirmation of the requirements and costs of the event and I agree as the authorised client signatory to the stated terms and conditions.
|Conference & Events Manager||On behalf of the client|