Please read this document carefully before proceeding with your booking
The Business Development Unit, within Coleg Powys, deals with advance room bookings. This enables us to offer competitive rates. In return, we ask for accurate information concerning the numbers attending and the nature of each event and must insist on a policy of penalty fees in the event of cancellation. Bookings for events are accepted on the understanding that the organiser, as named on the appropriate booking form, accepts these conditions. Any variation to these terms must be in writing from a member of the Business Development Unit.
The Contract
Initial verbal reservations must be confirmed within four weeks of the event by completing and returning the booking form(s). Invoices will be raised immediately following the event and are subject to payment within 30 days. Variations to the booking must be notified in writing.
Final numbers must be received ten days prior to the commencement of the event.
Cancellation
All cancellations must be notified in writing.
Cancellation of Conference Room Hire:
The following scale of charges will be applied: if written cancellation is received less than 6 working days of the date of the event 100% of all charges are due; if written cancellation is received within 6 – 10 working days of the date of the event 50% of all charges is due.
Cancellation of Catering:
The following scale of charges will be applied: if cancellation is made within 48hrs prior to the date of the event 50% of all charges will be levied; if a cancellation is made on the day of the event 100% charge will be levied. N.B. Reduction in catering numbers cannot be made on the day of the event.
Coleg Powys reserves the right to cancel any arrangement for the use of the premises at any time for the following reasons:
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.
Charges
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 without penalty.
The price of facilities and services shall be in accordance with the published tariff. Charges are normally revised in August each year, although this may vary at our discretion.
Value Added Tax
Value Added Tax will be chargeable on all services. Room hire is VAT exempt.
If the rate of VAT changes, the College reserves the right to charge at the rate applicable at the time of booking.
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.
General Regulations
The following general regulations apply and shall be brought to the attention of the delegates by the Organiser.
Visitors to the College must sign the Visitor’s book on arrival at the College. The Business Development Unit must be informed of any ‘high profile’ speaker, guest or delegate expected to attend.
The College reserves the right to charge for any additional security services which it deems necessary for an event.
The college will ensure that the conference room layout requested by the organisation is adhered to as per the completed booking form. Changes to room layout on the day of the event can not be guaranteed and will be subject to the availability of caretaking staff.
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 comply with the terms & conditions, with particular reference to noise and disturbance to other guests.
The organiser should advise delegates of the need to read and understand all Fire Regulations, Health & Safety and Licensing regulations posted in the areas they visit and maintain a register of delegates in case of an emergency.
Hazardous or dangerous items may not be brought on to the premises without prior written permission.
Illegal substances may not be brought on to the premises under any circumstances.
The College reserves the right to charge for any additional services requested during the period of occupation and if timings agreed are not adhered to.
Coleg Powys operates a ‘No Smoking’ policy in all internal areas but there are external designated areas. Guidance will be provided on arrival at Coleg Powys.
Catering
The College is the sole caterer for all events. Catering services for conference events should be booked through the Business Development Unit. Final numbers for catering should be advised ten working days prior to an event. At the discretion of the catering department a minimum charge for catering services may be applied.
First Aid
On request a room will be allocated free of charge for use as a First Aid post. Staff at the Business Development Unit reception desk can provide advice as to how to summon the emergency services.
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 of vehicles of delegates. Delegates are advised to take care with regard to the security of their belongings.
Insurance
Organisations hiring College facilities must ensure that they are indemnified by an 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.
Other Conditions
No sale of tickets or goods is permitted – Coleg Powys does not have a Public Performance Licence.
No notices, decorations or signs shall be affixed to the fabric of the College. Any notice will be removed without warning. Display boards are available at no additional cost.
No licence for the sale of excisable liquor may be applied for.
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 Business Development Unit allowing press, television and radio coverage of an event.
