Terms & Conditions
Please read the following terms & conditions carefully. These relate to all conference bookings held within the University of Glamorgan (including the ATRiuM). These terms and conditions include the provision of conference facilities, catering services, accommodation and other facilities / services as outlined in the confirmation.
Definitions:
Hirer: The company, entity, organisation or person hiring the premises and facilities from the University.
University: University of Glamorgan
GCS: Glamorgan Conference Services, as part of the University
Premises: Any facility within the University
Facilities: All services, equipment and apparatus belonging to or provided by or on behalf of the University to the hirer.
Provisional Bookings:
A provisional booking may be held for the hirer for a 2 week period during which time this space can be cancelled without a penalty. However, GCS reserves the right to automatically release the space if not confirmed following the 14 day period.
Confirming your booking:
In order to confirm the booking a copy of the signed confirmation should be sent to the GCS team. A booking fee will also be required (please see deposit section). Once the confirmation is received the hirer is bound by these terms & conditions.
Deposits
A non refundable deposit is required upon receipt of the signed confirmation.
For residential conferences: £5 per bed night along with 50% of the cost of all room hire provisions.
For residential groups full payment is required prior to arrival on receipt of the confirmation.
For meetings taking place in the Glamorgan Conference Centre only, a 50% deposit will be required should the quotation be in excess of £10,000.
Payment:
Prices quoted exclude VAT at the standard rate and are subject to change should this rate vary. An invoice for any balance of the booking will be sent to the hirer following the event. GCS reserve the right to vary the charges specified in the contract to take into account any variation in cost to the University. GCS would ask that the account be settled no later than 30 days after the invoice has been received. Thereafter interest accrued shall be charged at a rate of 4% above HSBC’s base lending rate applicable at the time of the invoice.
Amending the booking:
Amendments must be made to GCS in writing no later than 14 days prior to the booking date. Quoted prices may be subject to change if any facilities/items are added to the original specification. Should there be a 20% or more reduction in numbers within the 14 day period prior to the event there will be a cancellation fee.
Cancellation fees
Cancellations must be made in writing to GCS where an instant reply confirming receipt will be sent. The cancellation fee incurred will be a percentage of the total value of facilities and catering booked:
- Notification within 30 days or less of event date: 100% of total booking value
- Notification within 30-120 days inclusive: 50% of total booking value
- Notification within 120 days: Full refund less booking deposit
GCS reserves the right to cancel a booking if any part of the University is closed by events outside its control.
Meeting Rooms
- The maximum number of delegates permitted in each individual room is decided upon by the University in consultation with the Fire Officer and must not be exceeded.
- The minimum number of delegates to the room bookings will be specific to each event and will be at the discretion of the Conference Manager.
- The facilities should not be used for any other purpose than that agreed.
- The facilities will not be used for any activities which are dangerous, offensive, noxious, illegal or immoral or may become a nuisance to the University or local residences.
- The hirer shall not permit any third party to use the facilities for any purpose.
- No items shall be stored overnight on University premises without the authorisation of the Conference Manager. A storage fee of £25 per night will apply in such cases and goods not collected within 7 days will be disposed of.
- Should the meeting progress past the end time stipulated on the booking form an additional charge will apply.
Catering:
- Menus, special dietary requirements and final numbers must be confirmed no later than 14 days prior to the commencement of the event.
- For larger conferences it is advisable that menus are confirmed 3 months in advance.
- Only food and drink provided by the University can be served in any of the meeting rooms and catering venues.
- Likewise food provided for meals by the University shall not be removed from the premises following an event, i.e. refreshment snacks or buffet items.
- The rescheduling of refreshments/meal times may be subject to the Catering Manager’s discretion.
Accommodation
- Room lists provided should be completed and returned 7 days before arrival to meet safety regulations and to enable the University to provide an efficient service.
- The hirer should ensure that the total number of persons using the accommodation does not exceed the number for which it has been booked.
- Rooms are available for occupancy from 2.00pm on the day of arrival and should be vacated by 10.00am on the last day of the conference, unless prior alternative arrangements have been made with the Conference Manager.
- All groups shall have a group leader with whom GCS will liaise with throughout the hire period.
- Any lost keys will be charged for in the final invoice to the hirer at £25 per key.
Damage:
It is the hirer’s responsibility to ensure that all facilities used, including bedrooms, have been vacated with all furniture and effects left in a clean and proper condition. Any costs to repair such incidences will be included in the final invoice.
Health & Safety Requirements:
- Delegates will not park or obstruct any highway or route allowing access to the venue.
- The hirer must maintain free access to fire exits at all times and must obtain the University’s prior approval before using any special effects equipment on the premises.
- The hirer shall submit all layouts for the event to GCS prior to the event.
- All electrical equipment must be PAT tested and GCS may demand to see proof of this before allowing its use.
- On arrival on the University premises the hirer will be provided with a short presentation on the Health & Safety guidelines in place, it is the hirer’s responsibility to communicate this with guests.
- The hirer should also ensure residents of University accommodation are familiar with the Health & Safety protocols.
- The University cannot undertake any liability for loss or damage to articles left on its premises and grounds and undertakes no responsibility for injury to delegates, visitors and guests whilst in or on University property. Delegates are advised to consult their own insurance company regarding insurance, loss, damage or personal accident.
- The University accepts no responsibility for any damage to any vehicle parked on site. Smoking is prohibited on campus.
- The University reserved to itself the right to enter the premises at all times and the hirer shall give instructions for their admission.
Under 18’s
Organisers bringing groups of minors onto the University campus for more than 24 hours will be required to complete a consent form for each child/person in order that any necessary medical treatment may be carried out by our on-site Health Centre in the case of an emergency. GCS will provide the forms for this purpose. A copy of each form will be kept in the Health Centre during the stay. All persons between the ages of 14 to 18 years of age must be under the control of at least one responsible adult who should be clearly identifiable and who will be held responsible for any actions or liabilities incurred by such persons. All children and young persons who may be visiting the University, either as part of an organised event or as individuals (with members of staff or students, for example) must:
- Be supervised at all times by a responsible person
- Undergo induction training where relevant
- Be provided with information on risk where appropriate
- Be provided with information on Emergency Procedures where appropriate
Certain areas - including workshops and some laboratories should be considered as restricted access only. Access should not be permitted to visitors who are children or young person’s unless the visit forms part of an organised activity.
Insurance Cover:
The University has insurance to cover its legal liability for accidental injury, loss or damage sustained by visitors. Claims will be properly denied when there is no fault on the part of the University. The University does not accept liability for the personal property (including motor vehicles) of visitors brought to, or left, in any of its buildings or its grounds, and does not insure personal property against damage or loss.
The client shall affect third party insurance cover to the extent that it is required by the University. The client shall indemnify the University against all loss and damage and against all claims, suits and costs by reason or in consequence of the booking.
Except in the case of University negligence, the University of Glamorgan does not accept any responsibility for the loss of or damage to personal effects. The University undertakes no responsibility for injury to delegates, visitors or guests while on University property. The client is advised to arrange adequate insurance cover.
Force Majeure
The University will not be liable for failure to comply with any terms or conditions of this contract to the extent that such compliance is prevented, hindered or delayed by any cause beyond its control including but not limited to fire, storm, explosion, flood, Act of God, action of any Government or Governmental Agency, shortage of materials of goods, strike or lock-out.
Outside Services
Our prior written consent must be obtained for any entertainment or services to be supplied for the event by third parties. Any such services must comply with all statutory codes and regulations. It shall be your responsibility to ensure that, where applicable, Performing Rights Society forms and Phonographic Performance Limited forms are completed by any band, musicians or electrical contractors with whom you have entered into a contract in respect of the event. All equipment used by such discos, bands and musicians must have a current Portable Appliance Test (PAT) certificate(s).
All contractors brought into the venue by you must be covered by their own Public Liability Insurance.
We reserve the right to object to your use of any third party we reasonably consider to be unsuitable and to require or undertake their removal from the venue.
General
- GCS reserves the right to alter the meeting room, accommodation or dining venue allocated and will endeavour to provide the hirer with 48 hours notice.
- Should goods/supplies become unavailable, discontinued or economically unviable, eg. Wine or foods, alternative goods will be offered.
- The hirer must obtain written approval from GCS if they wish to attach items to the walls, floors and ceilings of the venue.
- Pets & animals are not permitted on any University premises. The only exception would be guide dogs, hearing dogs and other working dogs that assist guests with disabilities. It is encourages that notification of such requirement be provided to GCS in advance of arrival.
- You should advise GCS of any possible increases in numbers or facilities as soon as possible.
- In certain circumstances it may be necessary to add additional charges for items such as extra cleaning or staff overtime where necessary to service the event.
- Exclusive use of the premises cannot be guaranteed unless the hirer hires the whole of the premises.
- If there is a request for extra accommodation, meals or other facilities GCS will use our best efforts to provide them but we cannot guarantee that we will be able to meet your needs.
- GCS reserve the right to charge an administration fee when sourcing external suppliers for conferences and events.
- Any complaint or dispute arising from the event must be made in writing by the hirer to the Conference Manager within 7 working days of the event period.
- Any complaints received arising from unruly behaviour or a group or individual may result in the offending party being requested to immediately vacate the premises.
- GCS reserves the right to refuse a booking, at our discretion, providing a clear justifiable reason is in evidence of doing so.
