Terms and Conditions of Hire

City College deals with advance room bookings. This enables us to offer competitive rates. In return, we ask for accurate information concerning the numbers attending and nature of each event and must insist on a policy of penalty fees in the event of cancellation. Bookings are accepted on the basis that these Terms and Conditions of Hire are accepted by the event Organiser as named on the appropriate booking form, who represents the client organisation and who has the authority to enter into a legally binding contract on behalf of the client. Any variation to these terms must be in writing from a member of the St Andrews House team.

1. The Contract
Provisional bookings must be confirmed within one month by returning completed booking forms to the Conference Co-ordinator(s) at St Andrews House together with a non-refundable deposit representing 50% of your room hire. Deposits will be deducted from the final invoice. Variations to the booking must be notified in writing.

Final numbers must be given one week prior to the commencement of the event. Please note that the charges will be based on the greater of either; the number booked and notified at least one week before the commencement of the event, or the actual numbers attending the event.

For accommodation bookings, cancellations may be subject to charge, dependant on the providers policy.

2. Cancellation
Cancellations must be notified in writing. If cancellation is made, the following cancellation fees will be charged:

Cancellations made 4 weeks before the commencement of the booking the booking deposit is forfeit.

Cancellations made 2 weeks before the commencement of the booking will incur a 50% charge of the final invoice, based on the numbers previously advised.

City College reserves the right to cancel any arrangement for the use of the premises at any time and for any reason, including but not restricted to the following:

If the College, (or parts thereof), is closed due to fire,

Dispute with employees or by order of any public authority.

If the Organiser becomes insolvent or enters into liquidation or receivership.

If the Organiser is more than 30 days in arrears with payment, to the College for previous services.

If it might, in the opinion of the College, prejudice the reputation of the College.

The College cannot accept liability for any inconvenience or loss caused as a consequence of such cancellation.

3. Charges
The price of facilities and services shall be in accordance with the published tariff. Charges are normally revised each year. However, the college reserves the right to alter charges fixed before an event, but will not do so without consultation with the Organiser. If the College does alter charges, the Organiser will be given an opportunity to cancel the booking. If the rate of VAT changes, the College reserves the right to charge at the rate applicable at the time of booking.

Conference rooms - Three levels of charges apply to room hire: a) Commercial Rate, b) Sponsors Rate and c) Internal Rate for bona fide City College activities. A minimum charge is applied to bookings held on weekends or public holidays.

4. Value Added Tax
All bookings will be charged VAT at the rate applicable at the time of the event except: conferences or courses organised solely by the College, where the educational content is considerable; Conferences or courses organised by the College and an outside body, where the educational content is considerable. Members of the College acting in a private capacity are not exempt from VAT.

5. Accounts
The named organiser/organisation, as stated on the booking form, will be held responsible by the College for settling the account.

Accounts should be settled upon receipt. Payment should be received within 30 days.

Queries on invoices should be notified to the College in writing within 14 days of receipt. If part of an invoice is disputed the remainder should be paid while the matter is resolved.

6. General Regulations
The following general regulations apply and shall be brought to the attention of the Delegates by the Organiser.

Hazardous or dangerous items may not be brought onto the premises without prior written permission.

The Organiser shall ensure that Delegates act in a proper and orderly manner and comply with all reasonable requests from staff. The College reserves the right to terminate any booking during the period of occupation in the event that the Organiser or Organiser’s representative fails to ensure the above, with particular reference to noise and disturbance to other guests.

For meeting rooms, access is from 7.00am until 8.00pm on weekdays and weekends. Variations to these times must be agreed in writing.

The College reserve the right to charge for any additional services requested during the period of occupation and if timings herein stated are not adhered to.

City College operates a ‘No Smoking’ policy on the premises.

Visitors to the College must wear and display an identity card or delegate badge, stating the organisation’s name and date of visit, whilst on College premises.

The Conference Co-ordinator(s) must be informed of any ‘high profile’ speaker, guest or delegate expected to attend.

7. Catering
‘Fired Up Food Ltd’ is the sole caterer for all events. Catering services for conference events should be booked through the Conference Co-ordinator(s).

At the discretion of ‘Fired Up Food Ltd’, a minimum charge for catering services may be applied to events held on a Saturday or Sunday. Final numbers for catering should be advised 1 week prior to the event.

8. First Aid
Organisers should ensure that there is adequate First Aid by arranging for St. John’s Ambulance to be in attendance, if necessary. In the absence of St John's Ambulance Service, a College First Aider can be reached by calling Reception on 3711 from an internal telephone. Reception will also be able to summon the Emergency Services if necessary.

9. Loss or Damage to Property
The Organiser shall be held responsible for any loss of or damage to, College property caused by Delegates.

Charges for any loss or damage will be added to the final invoice. The College cannot accept responsibility for any loss of, or damage to, the personal property and vehicles of Delegates. Delegates are advised to be careful regarding the security of their belongings.

10. Insurance
Organisations hiring College facilities must ensure that they are indemnified by a UK insurer in respect of their liabilities to the College and to their delegates. The College is insured against legal liability resulting from the use of its facilities.

11. Other Conditions
No public advertising of any function held in the College is permitted. No sale of tickets or goods is permitted - City College does not have a Public Performance License.

No notices, decorations or signs shall be affixed to the fabric of the premises. Any notice will be removed without warning. No license for the sale of excisable liquor may be applied for.

12. Statutory Requirements
Freedom of Speech – It is necessary for the College to take reasonable steps to ensure freedom of speech within the Law (Education (No.2) Act 1986). This applies, in addition to students and staff, to speakers at meetings organised by outside bodies using College premises. Permission must be gained from the Principal of the College allowing press, television and radio coverage of an event. There should be no identification either pictorial or verbal of the City of Norwich or City College.

13. Emergency Situations
In the event of a fire the organiser must ensure that their delegates evacuate the building by the nearest exit and assemble in the designated area. The Conference Co-ordinator(s) must be informed in advance of any personnel who may require specific assistance in the event of an emergency.

15. Security
If the College’s security services are required the organiser should call 3711 on an internal telephone. If the Emergency Services are required the College’s security staff will summon them.

16. Electrical Equipment
Organisers must confirm in writing that all portable electrical appliances brought onto College premises are electrically sound. If such confirmation cannot be provided, a charge of £3 per appliance will be levied in order for the College’s engineer to inspect the appliance.