Glamorgan Conference Services

Terms & Conditions

Terms and Conditions when booking with Glamorgan Conference Services

 

1. Conference/Meeting Rooms

 

  1. a. The maximum number of delegates permitted in individual lecture theatres, halls, teaching rooms etc. is decided by the University in consultation with the Fire Officer and must not be exceeded.
  2. b. Minimum numbers will be specific to each conference, and will be at the discretion of the Conference Manager.
  3. c. The hirer shall not use the facilities for any purpose other than that agreed or permit any third party to use the facilities for any purpose.

 

 

2. Catering

 

  1. a. The number of delegates requiring catering, as shown on the booking form, can be revised up until 7 days prior to the arrival date, although the numbers may still be increased after this deadline subject to the Catering Manager's discretion. Substantial increases/decreases may require an additional notice period. If there is a subsequent shortfall on numbers, you may be invoiced on the last numbers given prior to the 7-day deadline.
  2. b. The rescheduling of refreshments/meal times may be subject to the Manager's discretion.

 

 

3. Deposits (Accommodation only)

 

All booking dates are provisional and must be confirmed no later than 6 months in advance of the arrival date, by receipt of a deposit representing 10% of the expected final invoice or a minimum of £250. Bookings made within 6 months of the event require the deposit to be paid immediately to secure the booking. Cheques should be made payable to University of Glamorgan and crossed a/c payee only. If you require an invoice for the deposit, please contact the University Conference Office immediately. The deposit will be credited against the client's final invoice after the sixth month deadline. The deposit is non-refundable in full or in part in the event of a shortfall in numbers or cancellation of booking.

 

 

4. Accommodation

 

You are asked to complete a booking form showing the predicted number of delegates and return it to the University Conference Office 6 months prior to your arrival.

  1. a. If there is any subsequent shortfall in numbers you may be invoiced on the numbers given on the booking form. Numbers may still be increased after the three-month deadline subject to availability, but there is no guarantee that the additional delegates will reside in the same residential accommodation as the first booked group.
  2. b. If the event is cancelled after the 6 month deadline, you may be liable to part or all of the accommodation fees.
  3. c. Room lists provided should be completed and returned 7 days before arrival to meet safety regulations and to enable us to provide an efficient service.
  4. d. The Organisers should ensure that the total number of persons using the accommodation does not exceed the number for which it has been booked.
  5. e. Rooms are available for occupancy from 2.00 p.m. on the day of arrival and should be vacated by 10.00 a.m. on the last day of the conference, unless prior alternative arrangements have been made with the Conference Manager.
  6. f. 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. The Conference Office will provide the forms for this purpose. A copy of each form will be kept in the Health Centre during your stay.
  7. g. 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 cover for loss, damage or personal accident.

 

 

5. General

 

Unless other arrangements have been made, the following applies:

  1. a. Cancellation Fees:
    6 Months or more notice                   No Charge
    4-6 Months notice                           25% Charge
    Less than 1 Month's notice                100% Charge

    Every effort would be made to resell the space if a cancellation is made, and would be taken into consideration in final calculations.
  2. b. 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.
  3. c. Quoted prices may be subject to change if any facilities/items are added to the original specification.
  4. d. Invoices will be issued when all costs are finalised.
  5. e. In all cases invoices are issued on a 30 day settlement term, and the Conference Office reserves the right to charge interest on the outstanding payment at 4% per annum above the base rate of Midland Bank plc, calculated on a daily basis.
  6. f. All queries regarding invoices should be directed to the Conference Office in the first instance.