Terms and Conditions

These are our terms and conditions that apply to the use of any meeting rooms and any associated services which we agree to provide to you (“Services”).

Meeting Room Booking

1. Provisional Booking

A provisional booking does not constitute a legal agreement between the parties. After a defined period, provisional bookings are automatically released to free space for confirmed bookings. All days quoted are working days.

2. Confirmed bookings

A confirmed booking constitutes a legal agreement between the parties. A confirmed booking comprises the terms set out in the booking form and these terms and conditions (“your agreement”).

A form setting out your provisional booking will be sent to you by email and, on receipt of your acceptance of the booking details and these terms and conditions, the booking will be deemed confirmed.

Guest Confirmed numbers

The number of Guests stated at the time the reservation is confirmed will determine:

The room size allocated and
The cancellation charge in the event of cancellation
No reduction will be available should attendees fail to show up for the meeting.

The following cancellation policy applies, unless otherwise agreed in writing by us.

Cancellation Policy

Cancelled Up to 24 Hours 100% of quoted price
Cancelled 24 – 48 Hours 75% of quoted price
Cancelled 48 – 72 Hours (for larger premises) 10% of quoted price

Where a confirmed booking is cancelled you are additionally liable for all charges incurred by us to third parties (e.g. caterers and equipment suppliers)

PAYMENTS

Fees & Payment Terms

All prices quoted are subject to 20% VAT.

The fee is the total of the meeting room hire and services charges quoted at the time of booking, plus any additional services taken during the meeting room hire (the “Price”).

The Price, and VAT, are payable at the time of booking.

Cessation of Charges

It is the customer’s obligation to notify us when they vacate the room(s).
Charges will be incurred until we receive this notification.
Out of hours usage must be pre-approved by the Farmstead team.

FACILITIES

Duration

Your agreement starts at the time and date for which your booking is confirmed and continues for the period stated in your booking form.

We may put an end to your agreement immediately by giving you notice if you breach any of your obligations.

If we put an end to your agreement in this way, it does not put an end to any outstanding obligations you may have.

You must indemnify us against all costs and losses we incur as a result of the termination.

Vacating at meeting end

The room hire period includes all setup and clearing of the room in readiness for the next rental. In cases where it may take a longer time to clear or clean the room, you are required to take this into consideration and make suitable preparations to avoid inconveniencing the next user. We reserve the right to charge for any delays.

Should the room incur heavy cleaning requirements after your meeting, we reserve the right to charge for such work

Use of any Services may be denied if:

You have not paid the quoted or
You are in breach of your agreement; or
You are in breach of the house rules

Notices

All formal notices must be in writing.

Confidentiality

The terms of your agreement are confidential.

Neither of us may disclose them without the others consent unless required to do so by an officer of the law or an official authority.

This obligation continues after your agreement ends.

PROVISION & USE OF THE FACILITIES

The premises may only be used for your declared and accepted business or entertainment activities. You must not use them for illegal, obscene, immoral or defamatory purposes.

Suspension

We have the right to suspend the provision of services for reasons of third party services (e.g elect/gas etc) political unrest, strikes, terror (actual or perceived) or other events beyond our control.

LIABILITY

Our liability

We are not liable for any loss resulting from our failure to provide any services unless we do so deliberately or are negligent. We are also not liable for any failure until you have told us about it and given us a reasonable time to put it right.

We will not in any circumstances have any liability for loss of business, loss of profits, loss of anticipated savings, loss of or damage to date, third party claims or consequential loss whatsoever.

Equipment Liability

The customer accepts responsibility for their equipment whilst on the premises. The client will not connect any equipment (either directly or by WiFi) to the Farmstead’s systems without authority from the Centre’s staff. Any damage caused by you to any of the buildings systems due to unapproved equipment being connected.

Partner facility Equipment

The Client is liable at all times for the loss or damage to any of our furnishings, décor & equipment.

Applicable law

English law applies.

These Terms may change without prior notice.