general information: info@kingscentre.co.uk | 01865 297400

bookings/enquiries: bookings@kingscentre.co.uk | 01865 297400

Terms and

Conditions

of your booking

 

Booking and payment

Bookings are only confirmed when the signed booking form and any deposit is received from the hirer (‘you’) and agreed by TKC (‘us’). We will hold provisional bookings for 30 days only, during which time we will give you first option if we have other interest for that date.

Account customers will be invoiced after the event, and should pay within 30 days.

Non-account customers must pay a 25% deposit. For bookings closer than 30 days this needs to be paid at the time of booking; otherwise it can be sent with the signed booking form.

Depending on the nature of the event, a deposit against damage or cleaning may be required.

Catering and dietary requirements must be requested at the time of booking and numbers confirmed no later than 14 days before the event. (See below for summary of information required.) Late changes may incur surcharges.

VAT is not included in the prices shown, and will be charged at the current rate.

Cancellation charges

Cancellation charges for part or full cancellation are as follows:

Up to 30 days, 25%

29-15 days, 50%

From 14 days, 100%

Bookings which are made less than 30 days before the event will be liable to the same cancellation charges if verbal confirmation has been given but no booking form returned. Cancellations must be given in writing.

Surcharges will apply where rates have been agreed for reduced delegate numbers if delegate numbers subsequently increase.

Use of The King’s Centre

Without our prior consent, please do not

use open flames, smoke machines or special FX’s

make any alterations to the structure, fittings, furnishings or decoration of the building, or use blue-tack or pins on the walls

use your own electrical equipment (any agreed use of equipment must be PAT tested)

bring any alcohol into the Centre

All rooms must be left in good order( as you found them). Failure to do so may result in additional charges.

Clients are expected to keep to the times agreed. Your booking should therefore include setting up and clearing up time. Additional charges may be levied if your arrival and departure timings are changed. Please report to our Front of House Manager any accidents or any injury that occur during your activities at The King’s Centre, this is in order to comply with Health & Safety legislation. Use of TKC is subject to a mandatory Green Travel Policy agreed with the City planning authorities, which affects things like start and finish time and car park use. We reserve the right to cancel or refuse subsequent bookings in the case of gross failure to comply with agreed travel arrangements. In order to maintain our reputation and charitable objectives, we have a strict process for agreeing proposed events. We reserve the right to refuse or to cancel bookings that conflict with these.

Summary of information required before the event

To enable us to host your event in the most effective and efficient way, the following details must be finalized with us within the following timeline. Our approach is very flexible, but timely information is vital to our giving you the best service possible!

14 days before event

· Confirm and finalize all event coordination details

· Provide event programme/schedule and event title

· Confirm final number of attendees

· Confirm layout of each room

· Confirm catering requirements, timings and any special dietary needs

· Confirm delegate reception arrangements and any signage requirements

· Confirm time of arrival for event organiser (including set up times)

5 days before event

· Confirm name and contact details for on-site event organiser

· Confirm number of car parking spaces required and other travel plans


Exceptional circumstances

All clients of The King’s Centre are fully responsible to ensure and/or acquire the appropriate liability and damages insurance is in place to cover their event(s). The King’s Centre advises all clients to have an insurance policy to cover cancellations, damage, third party liability and other eventualities beyond their control. The King’s Centre shall not be liable, whether in contract, tort or otherwise for any indirect, consequential or economic losses or loss of profits howsoever arising (including negligence). The King’s Centre shall not be liable for any breach of the terms and conditions or delay or failure in providing its services as a result of causes beyond its reasonable control including but not limited to fire, floods, strikes, embargoes, delays in transportation, failure of services or inability to obtain necessary information or regulations of any authority. If any event is postponed under these circumstances, by mutual agreement between you and us, we will seek to offer alternative dates, subject to availability, with no extra charge, or a full refund.


FOR ANY BOOKING TO BE CONFIRMED WE ASK THAT THESE TERMS AND CONDITIONS ARE SIGNED AND RETURNED AND THAT THE DEPOSIT PAYMENT IS MADE WITHIN 5 WORKING DAYS. FAILURE TO DO SO COULD RESULT IN A RELEASE OF THE BOOKING.