Meeting room hire terms and conditions

In these terms and conditions, the following definitions shall apply:

"Additional fees” means the amount payable by you to us for any costs and expenses not included in the booking fee.

“Business day” means a day other than a Saturday, Sunday or public holiday in England, when banks in London are open for business.

“Booking fee” means the booking fee payable by you for the hire of the meeting space and the supply of the services.

“Enquiry form” means the online order form you use to supply us with details of your requirements for the booking and the services, prior to us contacting you to confirm the full booking requirements.

“Booking confirmation” means the detailed confirmation of your booking we send to you via email, following payment for your booking.

“Contract” means the contract between you and us for the hire of the meeting space and supply of the services in accordance with these terms and any specific terms detailed in the booking confirmation.

“Customer”, “you” or “your” means the legal entity who makes a reservation for a meeting space.

“Event” means the event or function for which you are hiring the venue, as specified in the Booking Form.

“Hire period” means the period of time agreed for the hire of the venue as described in the booking form, to include any period of time to set up and clear the venue.

“ISL”, “we”, “us” or “our” means IOSH Services Limited a company registered in England and Wales under company reg no. 01816826. Our registered address is The Grange, Highfield Drive, Wigston, Leicestershire, LE18 1NN.

“Meeting space” means the room(s) we make available for you to use at the venue.

“Services” the supply of catering services and consumables, and any additional services or equipment, as specified in the booking form.

“Terms” these terms and conditions as amended from time to time.

“Venue” means The Grange, Highfield Drive, Wigston, Leicestershire LE18 1NN.

1.1 These terms apply to the contract to the exclusion of any other terms that you seek to impose or incorporate, or which are implied by law, trade custom, practice or course of dealing. 

1.2 You can make an enquiry to provisionally book a meeting space with us by completing the online enquiry form, by contacting our team directly via email at ioshmeetings@iosh.com, or by calling us on +44 (0) 116 257 3104. After we receive your enquiry, we shall contact you to confirm your booking requirements, the total cost of the booking and to take payment subject to the process detailed in clause 5 of these terms.

1.3 Your booking shall only be deemed accepted by us when the payment has been received and processed, at which point and on which date the contract shall come into effect. We will send a booking confirmation to you by email. Until that time, your booking will be treated as provisional. 

2.1 We shall supply the services to you during the hire period, subject to any specific timings agreed in writing by the parties. The venue is not available for hire on Tuesdays, weekends, bank holidays or during any periods of full business shutdown.

2.2 We have the sole right to provide the services at the venue. You must not use any third-party caterers or other service providers without our prior written consent.

2.3 In supplying the services, we shall:

(a) perform the services with reasonable care and skill

(b) use reasonable endeavours to ensure that outside catering facilities are in accordance with food catering industry standards for hygiene and general cleanliness

(c) comply with all applicable laws, statutes, regulations and codes from time to time in force.

3.1 Subject to clause 7, we grant you a right for the hire period to enter and use the meeting space in accordance with the terms of this contract. You acknowledge that:

(a) you shall have the right to enter the venue and use the meeting space as a licensee only and no relationship of a landlord and tenant is created between us and you by this contract; and

(b) we retain control, possession and management of the venue and you have no right to exclude us from the venue or meeting space. We reserve the right to enter the meeting space at all times during the hire period, including to supply the services.

3.2 You agree and undertake:

(a) not to use the meeting space other than for the purpose set out in the booking confirmation;

(b) not to do or permit to be done anything in the meeting space or at the venue generally which is illegal, or which may be or become a nuisance (whether actionable or not), annoyance, inconvenience or disturbance to us or to any of our other clients, or any owner or occupier of neighbouring properties;

(c) to comply (and ensure that your staff and agents comply) with the terms of this contract and any of our instructions or notices, and ensure that any delegates or other persons present at the venue so comply;

(d) not to cause or permit to be caused any damage to the venue, including any furnishings, equipment or fixtures at the venue;

(e) not to smoke or permit smoking (including e-cigarettes) anywhere in the venue or its grounds and parking areas;

(f) not to fix any bolts, nails, tacks, screws, adhesives, tape or other such fixing devices to the walls or fabric of the venue;

(g) not to display any advertisement, signboards, flag, banner, placard, poster, signs or notices at the venue or in the meeting space without our prior written consent;

(h) not to alter, move or interfere with any lighting, heating, power, cabling or other electrical fittings or appliances at the venue, or install or use additional heating, power, cabling or other electronic fittings or appliances without our prior written consent;

(i) to leave the meeting space and venue in a clean and tidy condition and to remove your displays and any other equipment owned by you from the venue at the end of the hire period.

3.3 Free car parking facilities are available at the venue. The car park is shared with other users of the venue and so must be requested when confirming your booking with our administration team. We will confirm if we can facilitate your requirements and will reserve spaces for you as necessary. Should we be unable to accommodate your request for parking, we will recommend suitable alternatives such as public transport links or other nearby car parking facilities.

3.4 We have a safe parking policy which will be issued to you and must be followed by you and all delegates to ensure everyone using the venue is safe. Our venue car park is used at your own risk. We shall not be liable or be responsible for any incidents or damage that occur to your, or your delegates’ cars or other property whilst in the venue’s car park. 

3.5 You shall ensure that the delegates behave in a responsible and safe manner at the venue, and we reserve the right to remove or request that you remove delegates that do not do so from the venue.

 

4.1 You shall indicate in the booking form the number of delegates attending the event.

4.2 You shall confirm the final catering numbers at least two business days before the event.  The booking fee for the services will be calculated on the number of delegates in your booking confirmation. Where the final catering numbers are more than the number of delegates specified in the booking confirmation, we shall invoice you for the costs of those additional services provided for those delegates and payment will be as detailed in sub-clause 5.2.  Where the final catering numbers are less than the number of delegates specified when confirming your booking, you shall pay the booking fee based on the number stated in your booking confirmation and will not be reimbursed for the difference.

4.3 Special dietary requirements should be notified to us on the booking form and no later than two business days before the event. Provision of special dietary requirements is included within the booking fee.

4.4 We will use third-party caterers to provide the services for the event. If you or any of your delegates become ill as a result of catering at our venue, you should inform us as soon as possible. We shall undertake an investigation to determine the cause of this. 

5.1 You shall pay the booking fee and any additional fees in accordance with this clause 5. 

5.2 We shall invoice you for the full booking fee on confirmation of your booking, which shall be payable by you immediately on receipt of invoice. Your booking is not fully confirmed until full payment is received. If payment is not received within five working days of receiving your invoice, we reserve the right to cancel your booking. Bookings made within five working days of the meeting date need to be paid at point of confirmation to ensure it is processed prior to your meeting date.

5.3 We may issue an additional invoice after the hire period has ended for any further booking fees and/or additional fees due that were not included in the invoice issued pursuant to clause 5.2. Any booking fee and additional fees invoiced pursuant to this clause 5.3 shall be payable by you within 14 days of receipt.

5.4 All amounts payable by you exclude amounts in respect of value added tax (VAT), which you shall additionally be liable to pay to us at the prevailing rate (if applicable), subject to receipt of a valid VAT invoice.

5.5 You shall pay each invoice submitted by us:

(a) in full and in clear funds by bacs to a bank account nominated in writing by us; or
(b) by credit or debit card to our admin team over a secure telephone line via our Worldpay platform. Cards that can be taken are detailed in 6.1.4 of our general terms and conditions.

5.6 All amounts due under the contract shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).

 

6.1 We have obtained public liability insurance cover in respect of our own legal liability for individual claims. The limits and exclusions in this clause reflect the insurance cover we have been able to arrange, and you are responsible for making your own arrangements for the insurance of any excess loss. 

6.2 The restrictions on liability in this clause 6 apply to every liability arising in connection with the contract including liability in contract, tort (including negligence), misrepresentation, restitution, deliberate fault or otherwise. 

6.3 Nothing in the contract limits any liability which cannot legally be limited, including liability for:

(a) death or personal injury caused by negligence, and

(b) fraud or fraudulent misrepresentation.

6.4 Subject to clause 6.3, we shall not be liable for:

(a) the death of, or injury to, you or that of your employees, contractors or any other delegates or invitees to the venue, except to the extent that such death and personal injury arises from our negligence, or

(b) damage or theft of your property or that of your employees, contractors or other delegates of invitees to the venue, except to the extent that such damage or theft arises from our negligence.

6.5 Subject to clause 6.3 and clause 6.4, our total liability to you shall not exceed 125 per cent of the booking fee.

6.6 Subject to clause 6.3 we shall not have liability for:

(a) loss of profits

(b) loss of sales or business

(c) loss of agreements or contracts

(d) loss of anticipated savings

(e) loss of use or corruption of software, data or information

(f) loss of or damage to goodwill

(g) indirect or consequential loss.

7.1 You may cancel the booking at any time prior to the event by giving us prior written notice by email to ioshmeetings@iosh.com your entitlement to a refund will depend on the time you choose to cancel the booking. If you cancel your booking, the following cancellation charges/refund terms will apply:

Cancellation before the date of the booking	Cancellation charges/refunds
More than five days before the booking is due to take place	Full refund
Five days or fewer before the booking is due to take place	Full fee will apply and no refunds will be given

If we cancel the contract for the reasons set out in clause 7.3, we shall be entitled to charge you a cancellation fee as set out in the table above.

7.2 If we have to cancel your booking fewer than five working days prior to it taking place, then you can either reschedule to a later available date, or you can terminate the booking and we will refund in full.

7.3 We may cancel the contract with immediate effect by giving you notice in writing if:

(a) you fail to pay any amount due under the contract on the due date for payment

(b) you commit a material breach of any term of the contract

(c) you take or have taken against you any step or action towards your entering bankruptcy, administration, provisional liquidation or any composition or arrangement with your creditors, applying to court for or obtaining a moratorium under Part 1A Insolvency Act 1986, being wound up (whether voluntarily or by order of the court), being struck off the register of companies, having a receiver appointed to any of your assets, or your entering a procedure in any jurisdiction with a similar effect to a procedure listed in this clause 7.2(c)

(d) you suspend or cease, or threaten to suspend or cease, carrying on business

(e) your financial position deteriorates so far as to reasonably justify the opinion that your ability to give effect to the terms of the contract is in jeopardy.

7.4 On completion or cancellation of the contract for whatever reason:

(a) any provision of the contract that expressly or by implication is intended to come into or continue in force on or after completion or cancellation shall remain in full force and effect, and

(b) completion or cancellation of the contract shall not affect any of the rights, remedies, obligations or liabilities of the parties that have accrued up to the date of completion or cancellation, including the right to claim damages in respect of any breach of the contract which existed at or before the date of completion or cancellation.

The personal data that we collect from you and hold is important to us and is handled in accordance with our privacy notice.

9.1 Complaints

We aim to provide excellent service to you but understand at times we may fall short of expectations. If this happens, please contact us by emailing ioshmeetings@iosh.com or phone on +44 (0) 116 257 3104 and we will do our best to resolve any problems you have had. To allow us to address your complaint fully, please provide your name, booking information and full details of how your experience with us did not meet your expectations.

9.2 Events outside of our control

Neither party shall be in breach of the contract or otherwise liable for any failure or delay in the performance of its obligations if such delay or failure results from events, circumstances or causes beyond its reasonable control.

9.3 Assignment

(a) You shall not assign, transfer, charge, subcontract, declare a trust over or deal in any other manner with any or all of your rights and obligations under the contract without our prior written consent.

(b) We may at any time assign, transfer, charge, subcontract, declare a trust over or deal in any other manner with any or all of our rights under the contract.

9.4 Entire agreement

(a) The contract constitutes the entire agreement between the parties.

(b) Each party acknowledges that in entering into the contract it does not rely on any statement, representation, assurance or warranty (whether made innocently or negligently) that is not set out in the contract. Each party agrees that it shall have no claim for innocent or negligent misrepresentation based on any statement in the contract.

9.5 Variation

No variation of the contract shall be effective unless it is in writing and signed by the parties (or their authorised representatives).

9.6 Waiver

(a) A waiver of any right or remedy is only effective if given in writing and shall not be deemed a waiver of any subsequent right or remedy.

(b) A delay or failure to exercise, or the single or partial exercise of, any right or remedy shall not waive that or any other right or remedy, nor shall it prevent or restrict the future exercise of that or any other right or remedy.

9.7 Severance

If any provision or part-provision of the contract is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause 9.7 shall not affect the validity and enforceability of the rest of the contract.

9.8 Notices

(a) Any notice given to a party under or in connection with the contract shall be in writing and are deemed received when:

1. delivered by hand at the time of delivery
2. by first-class royal mail signed for post or other next working day delivery service at its registered office on the second business day after posting, or
3. sent by email to us at ioshmeetings@iosh.com or sent to you at the e-mail address you provided in the booking form at the time of transmission, or, if this time falls outside our normal business hours in the place of receipt, when business hours resume.

(b) This clause 9.8 does not apply to the service of any proceedings or other documents in any legal action or, where applicable, any arbitration or other method of dispute resolution.

This contract does not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of the contract. 

The contract, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by, and construed in accordance with the law of England and Wales.

Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the contract or its subject matter or formation.