All uses of the room must comply with the University's Code of Practice on Meetings and Events.
The nature of the function shall be notified to IT Services at the time of the booking when completing the booking form.
IT Services does not endorse or support the meeting programmes and/or content of any external function held on its premises.
All requests to use a room must be made via the online form. Once dates and other technical details have been agreed the booking is subject to any cancellation charges that might apply (see below).
Following confirmation of the reservation by the Learning and Events Office, the client must send a purchase order to confirm the booking.
All booking requests must be confirmed in writing. No binding contract for the hire of facilities and equipment shall exist until IT Services has issued its written confirmation of booking.
The hirer agrees to confirm to the Learning and Events Office, in writing, the final numbers attending (including special dietary requirements), five working days prior to the event. The number given at this time will be the number invoiced, unless numbers increase. If numbers are not notified by this time the IT Services reserves the right to charge for the original estimate of numbers attending, or actual numbers attending, whichever is the higher.
Prices quoted are exclusive of VAT which the hirer shall pay to IT Services in addition, where due. IT Services reserves the right to alter prices or other details without notice. However, once IT Service's written confirmation has been issued, prices quoted will be honoured.
The hirer further agrees to pay IT Services such other charges as arise in accordance with these terms and conditions.
Final invoice payment must be received by IT Services within 30 days from the date of the final invoice.
Where two or more persons or organisations are named in a room hire booking invoiced by IT Services, they shall be jointly and severally liable under these terms and conditions.
The Learning and Events Office must be informed prior to the event of the ages of any young persons due to attend. A young person is defined as any person under the age of 18.
Rooms are allocated on the basis of minimum/maximum numbers indicated at the time of booking. Should numbers be different from those agreed, IT Services has the right to allocate a different room and/or levy an additional room rental charge.
The hirer will advise IT Services in writing of the identities of all suppliers of goods and services, approximate delivery times and any third parties, agents or contractors.
The hirer shall not sub-let the hired rooms or any part thereof without written consent from IT Services.
Permission is required for all photographs and audio and visual recording within the IT Services premises.
The hirer shall leave the rooms in a clean and tidy manner and remove any articles belonging to them by the end of the hire period.
The hirer should not leave the room unattended while unlocked and is responsible for locking the room and returning the key at the end of the hire period.
The hirer shall be liable for any loss or damage which may be incurred by the hirer or any person or persons in his employ or any person or persons in his party. The hirer shall ensure that nothing is fixed to the floors, walls, ceilings or any other interior or exterior of the buildings by means of nails, screws, drawing pins, blue tack, glue or any other means unless agreed in writing with IT Services prior to the function.