Conference Terms & Conditions
shop@le Event Management Individual Terms and Conditions
Conditions of Reservation
Booking Contract: any contract between the Organisation and the University in relation to the holding of or attendance at an Event at the University and/or the sale or provision of goods and/or services in connection with an Event, incorporating these conditions.
Charges: the charges payable to the University by an Organisation in connection with an Event calculated (where appropriate) in accordance with the University’s standard tariffs as at the date of the Booking Contract.
Event: a conference to be held at the University’s premises.
Organiser: the person who has authority to act on behalf of and bind the Organisation.
Organisation: the person, firm or company who wishes to hold or attend (or have its delegates attend) an Event and/or who purchases goods and/or services from the University in connection with an Event.
Shortfall: the amount of the reduction in the Charges payable to the University following notice given under condition 4.5 (excluding any payment due to the University under condition 4.4).
University: University of Leicester, Conference Sales and Events Office, Stamford Hall, Stoughton Drive South, Leicester, LE2 2ND.
1.2 A reference to a particular law is a reference to it as it is in force for the time being taking account of any amendment, extension, application or re-enactment and includes any subordinate legislation for the time being in force made under it.
1.3 Words in the singular include the plural and in the plural include the singular.
1.4 A reference to one gender includes a reference to the other gender.
1.5 Condition headings do not affect the interpretation of these conditions.
(a) complete and submit a booking form online; and
(b) pay the Charges using an approved credit or debit card.
(c) payment by invoice is only permitted once proof of a Purchase Order has been faxed to 0116 221 2053 and received.
2.2 No Booking Contract shall come into existence until:
(a) the University has received a completed booking form online from the Organisation and full payment of the Charges in cleared funds; and
(b) the University has issued written confirmation of the booking to the Organisation.
3.2 In relation to any Booking Contract entered into on behalf of the Organisation, the Organisation shall be responsible for the payment of the Charges and any costs incurred in respect of the facilities and services provided by the University which are due and for complying with and performance in all respects of these conditions.
4.2 All charges shall be subject to VAT at the then current rate unless VAT exemption has been agreed.
4.3 Notice of any reductions, amendments and name changes to bookings must be given to the University in writing.
4.4 Where the University receives notice under condition 4.5 or 6.2 it will refund any amounts due to the Organisation after deduction of any charges payable to the University under condition 4.4 or 6.1 as the case may be.
4.5 Notice of any reductions in the number of delegates attending an Event must be given to the University in writing.
5.2 Reservations that include minors must meet an adult to child ratio of at least 1:10.
5.3 The maximum number of people to be accommodated in each bedroom is determined by the University and must not be exceeded. Details can be provided on request prior to commencement of the Event.
5.4 Unless otherwise agreed, access to bedrooms is not available until 14.00 hours on the day of arrival and all bedrooms must be vacated by 09.30 hours on the day of departure.
5.5 No animals or pets of any kind may be brought onto the premises of the University. The Organiser must give the University 2 days’ prior notice of any members of its party who will be bringing guide-dogs in order that appropriate preparation can be made.
5.6 The Organiser, or such other person as the Organisation shall have authorised, shall be responsible for ensuring the preservation of good order among the members of its party during the Event.
5.7 The Organisation agrees that the members of its party, or their servants, agents or others authorised by them their conference delegates, servants, agents or others authorised by them to attend the Event, shall comply with and be subject to the Ordinances, Regulations and Rules of the University, details of which are available on request.
Notice of cancellation received by the University at least from the date of booking up to 112 days prior to the date of the Event: 10% of the Charges (90% refunded);
Notice of cancellation received by the University between 111 - 56 days prior to the date of the Event: 20% of the Charges (80% refunded);
Notice of cancellation received by the University between 55 - 28 days prior to the date of the Event: 40% of the Charges (60% refunded);
Notice of cancellation received by the University between 27 - 7 days prior to the date of the Event: 60% of the Charges (40% refunded);
Notice of cancellation received by the University less then 7 days prior to the date of the Event: 80% of the Charges (20% refunded).
6.2 Any notice of cancellation must be given to the University in writing.
7.2 The University shall not be liable to pay compensation for any loss sustained or inconvenience caused as a result, or in any way arising, out of the cancellation by it of a Booking Contract.
7.3 Without prejudice to its right to cancel a Booking Contract, the University reserves its right to offer the Organisation alternative facilities to those originally booked, in circumstances where:
(a) the Organisation can no longer guarantee the contracted number of delegates; or
(b) the Organisation wishes to increase the contracted number of delegates.
7.4 If the content of any Event or activities of any Organisation and its party are not in accordance with Ordinances, Regulations and Rules of the University, the University reserves the right to cancel the Event and to terminate the Booking Contract immediately without any liability on its part whatsoever.
11.2 The University and the Organisation each acknowledge that, in entering into a Booking Contract, neither has relied on any representation, undertaking or promise given by the other or which may be implied from anything said or written in negotiations between them prior to such Booking Contract except as expressly stated in these conditions.
11.3 Neither the University nor the Organisation shall have any remedy in respect of any untrue statement made by the other, whether orally or in writing, prior to the date of any Booking Contract (unless such untrue statement was made fraudulently) and the other's only remedy shall be for breach of contract as provided in these conditions.
12.2 The Organisation shall not be entitled to assign the Booking Contract or any part of it without the University’s prior written consent.
13.2 If the University or the Organisation delays or does not take action to enforce their rights under the Booking Contract this does not prevent either from taking action later.
13.3 The University and the Organisation do not intend that any condition of the Booking Contract shall be enforceable by virtue of the Contracts (Rights of Third Parties) Act 1999 by any person that is not a party to it.
13.4 The Booking Contract and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with English law, and the parties submit to the exclusive jurisdiction of the English courts.
Date of Issue: March 2010