‘The Business Centre’ means Conwy County borough Council and its conference/meeting facilities, known as Conwy Business Centre. ‘The Client’ and ‘You’ means the organising body/company and organise responsible for commissioning of any payment for the event. The ‘Contract’ means the agreement between the Conwy Business Centre and The Client for a specific booking. These terms and conditions will form part of the Contract, together with any other terms stated in the correspondence.
All bookings are considered as provisional until the Contract is returned by the Client within 14 days and a representative of the Business Centre has confirmed receipt, after which all such provisions reserved on your behalf will be subject to the terms and conditions of the Contract.
The Contract must be returned by the Clients and received by the Business Centre within 14 days of issue or, if such time is not available prior to the date of arrival, with a maximum of 48 hours. If the Contract is not received by the Business Centre within this period, the Business Centre reserves the right to release the booking.
Guest numbers and/or arrangements must be confirmed to the Business Centre in writing by letter or e-mail. Final numbers must be notified to the Business Centre at least 7 days prior to arrival.
Any cancellation should be advised to the Business Centre staff in the first instance verbally, however the Business Centre require that cancellations are put in writing by the Client (by letter, fax or e-mail).
Cancellation received 2-4 weeks ahead of event – 50% room hire charge applicable
Cancellation received 1-2 weeks ahead of event – 75% room hire charge applicable
Cancellation received less than 1 week ahead of event – 100% room hire, refreshment and catering charge applicable
Should the Business Centre for reasons beyond its control, need to make any amendments to your booking, it reserves the right to offer an alternative choice of facilities.
Should the Client make significant changes to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by the Business Centre.
The Business Centre may cancel the booking if:
The booking might, in the opinion of the Business Centre, prejudice the reputation of the Business Centre, Council, or is in contravention of policy.
All rooms are available only for the times and dates shown on your Contract. These times include set up and break down periods and any extension may incur additional charges.
The Business Centre reserves the right to approve any externally arranged entertainment, services or activities that you have arranged and cannot accept liability for any resultant cost.
Should any of your delegates be unable to correct any aspect of poor behaviour or activities unacceptable to the Business Centre, it reserves the right to terminate your booking, should this occur, no monies will be refunded to you. The Business Centre’s decision will be final.
You are required to obtain prior written approval if you wish to fix items to the walls, floors or ceilings for the Business Centre. The costs of repairing any damage caused to the property, contents or grounds by any of your delegates or representatives must be reimbursed in full by the Client.
No wines, spirits or foods brought into the Business Centre may be consumed without prior written permission.
The Business Centre will not be liable for any failure to provide or delay in providing facilities, services, or beverages as a result of events or matters outside its control.
The Business Centre’s name may be used in publicity, once a proof of the promotional material has been agreed with the Business Centre.
The Conwy Business Centre cannot accept any responsibility for loss or damage to any equipment or property brought in, placed or laid in the hired room by the Client. In the event of any property being left in the hired room(s), the Centre reserves the right to remove the property. The Client is expected to leave the room in the same condition as they found it.
Any package/display materials being sent to the Business Centre should clearly be marked with the event/meeting. Packages will not be accepted unless previously arranged with venue staff. All packages will be signed for unchecked.
In consideration of Conwy County Borough Council (the “owner”) granting the hirer permission to use the premises / facilities as described in this agreement for the purposes described and for the period(s) specified the hirer hereby agrees to indemnify and keep indemnified the owner against:
1. Any personal injury (including death) to any of the owners employees, agents or servants or to any other person whatsoever arising from the negligence of the hirer whilst using the premises / facilities and:
2. All losses and claims in connection with damage to the premises / facilities, the owner’s property or damage to the property of the owners employees, agents or servants or to any other persons property whatsoever that may arise from the negligence of the hirer and:
3. All claims, demands, proceedings, damages, costs, charges and expenses whatsoever in respect of, or in relation to the matters referred to in points 1 and 2 above.
The hirer will maintain a Public Liability insurance policy with a sum insured of not less than:
£2,000,000 (non-business purposes)
£5,000,000* (business or political purposes)
for the duration of the period of use of the premises / facilities or for any other sum that the owner shall from time to time require.
At the discretion of the owner the required insurance, as mentioned above, will be provided by a policy maintained by the owner with a reputable insurer. This cover will not be available to any commercial, business or political organisations or individuals and will not be available in the event that the hirer already has Public Liability insurance in place that meets the satisfaction of the Authority. The hirer will pay to the owner an amount to be specified in respect of the insurance costs (see below) and undertakes to reimburse the owner in respect of any policy excesses, currently £250, that become payable. Details of the policy will be made available upon request and will be deemed to have been understood and accepted by the user.
The above clauses shall apply to any tenancy / rental / or other contract between the Authority and the hirer and will take precedence over any other verbal or written conditions or terms.
* The Authority may specify a higher figure to match the risk.