Conference Booking Terms and Conditions

DAY CONFERENCES – Booking

Provisional bookings made by telephone should be confirmed in writing or by email   Provisional bookings will only be held for a period of 30 days from the date of booking.   For day conferences Hughes Hall does charge a deposit of approximately half the total cost.  If there is a cancellation for any reason, our charges are as stated below.

RESIDENTIAL CONFERENCES -Booking Deposit Payment

£20.00 per delegate deposit payment.

For a residential booking Hughes Hall does charge a deposit of £20.00 per delegate but if there is a cancellation for any reason, our charges are as stated below.  Keys must be returned on day of departure.  A charge of £20.00 will be made for each late return or loss of key.

Details of Delegates

Any fluctuations in delegate numbers should be notified in writing promptly to the Conference Organizer.  Final numbers are required at least 14 working days before the start of the conference.  At the same time, a complete alphabetical list of all delegates stating which are resident, whether each is male or female and any special dietary requirements should be sent to the Conference Office.

The conference invoice will be based on the numbers submitted, or on actual numbers attending, whichever is the higher figure.

In the event of unforeseen circumstances, or if the numbers in the party alter significantly, Hughes Hall reserves the right to change the venue for any residential or catering booking to another suitable College room.

Conference Programme

A draft programme, together with full requirements should be submitted at least 14 working days before the start of the conference.

CANCELLATIONS (Day Conferences)

The following scale of charges applies if a conference is cancelled, or if the number of delegates decreases by more than 20% of the original booking, and notification is received less than 6 month prior to the commencement of the conference

6 months – No Charge

5 – 4 months – 25% of the daily charge

3 – 2 months – 0% of the daily charge

1 – month – 75% of the daily charge per anticipated delegate

2 weeks notice of cancellation – 90% of the daily charge per anticipated delegate

Less than two weeks notice – 100% of the daily charge per anticipated delegate

CANCELLATIONS (Residential)

The following scale of charges applies if a conference is cancelled, or if the number of delegates decreases by more than 20% of the original booking, and notification is received less than 12 months prior to the commencement of the conference

12 – 6 months – Loss of deposit.

6 – 5 months – 25% of the daily charge per anticipated delegate

5 – 4 months – 50% of the daily charge per anticipated delegate

4 – 3 months – 75% of the daily charge per anticipated delegate

2 –  months – 100% of the daily charge per anticipated delegate

 

Settlement of Accounts

All accounts, except in the case of exempt organizations (proof of exception required), will be subject to Value Added Tax at the prevailing rate

Payment terms are 28 days net after the date of invoice.  Overdue accounts may be charged interest at the rate of 2% per month on the outstanding balance.

Insurance and Indemnities

The College’s insurance covers public liability claims where the College or its employees acting in the course of their duties are  held to be liable.  Conference organizers are advised to obtain insurance cover in respect of any claims for which they might be held responsible, including loss or damage or property brought to the premises by or on behalf of any persons.  The organization making the booking shall indemnify the College against any damage or injury to College property or College staff, caused by those attending the conference.

Force Majeure

The College accepts bookings on the understanding that if it cannot meet its obligations because of circumstances beyond its control it  will not be held liable for loss suffered either by the body making the booking or any other third party.

Please note:  The College is unable to accept bookings where any of the participants are under the age of  18 years.