Hirer: The company, entity, organisation or person hiring the premises and facilities.
University: University of South Wales
USWCS: USW Conference Services, as part of the University of South Wales
Making Your Booking:
A provisional booking may be held for a 2 week period (applicable to bookings with a 6 week+ lead time, otherwise 24 hours only). USWCS reserves the right to automatically release the space if not confirmed following the 14 day period. To confirm the booking a copy of the signed contract should be sent to the USWCS team, complete with a Purchase Order number or budget code and full postal address. A booking fee may also be required to secure the facilities (please see deposit section). Once the confirmation is received the hirer is bound by these terms & conditions.
For meetings, a 50% deposit will be required should the quotation be in excess of £10,000. For residential bookings a non refundable deposit is required upon receipt of the signed confirmation: £5 per bed night, along with 10% of the cost of all room hire & estimated catering provisions. A further deposit will be required 4 weeks prior to arrival, details of which will be stipulated on the confirmation. For large residential conferences a payment plan will be created to invoice for majority payment prior to arrival. An invoice for any balance of the booking will be sent to the hirer following the event. For individual accommodation bookings of up to 20 bedrooms, full payment is required 2 weeks prior to arrival.
Prices quoted are subject to VAT at the standard rate and are subject to change should this rate vary. Should your organisation have a VAT exemption certificate a copy of this must be provided along with signed confirmation. USWCS reserve the right to vary the charges specified in the contract to take into account any variation in cost to the University. An invoice will be sent within 14 days of your departure / event. USWCS would ask that the account be settled no later than 30 days after the invoice has been received. We reserve the right to add interest accrued shall be charged at a standard rate.
Amending the booking:
Amendments must be made to USWCS in writing no later than 2 working days prior to the booking date. Quoted prices may be subject to change if any facilities/items are added to the original specification. Should there be a 20% or more reduction in numbers within a 14 day period prior to the event a cancellation fee will apply.
Cancellations must be made in writing to USWCS, where a response confirming receipt will be sent. The cancellation fee incurred will be a percentage of the anticipated total value based on signed agreement:
Less than 1 week notice: 100% charge
1 – 2 week’s notice: 75% charge *
2 – 4 week’s notice: 50% charge *
4-8 weeks: 25% charge *
Notification within 1 month: 100% charge
Within 1-3 months: 75% charge
Within 3-4 months: 50% charge *
Within 4-6 months: 25% charge *
* no catering charge will apply
USWCS reserves the right to cancel a booking if any part of the University is closed by events outside its control. USWCS also has the right to cancel any booking / event that may harm its reputation or conflict with the interests of the University (this may include academic teaching and non vocational courses) without penalty to the University. Assistance may be provided to source an alternative venue. Bookings are subject to checks in line with the Prevent Agenda and financial credit check and may be cancelled without penalty.
- The maximum number of delegates permitted in each meeting room is decided upon by the University, in consultation with the Fire Officer, and must not be exceeded.
- Should a day delegate rate be applied to a booking a minimum number of delegates will be set and itemised on the confirmation. An additional room hire fee will be charged should numbers fall below this.
- The facilities should not be used for any other purpose than that agreed.
- The facilities will not be used for any activities which are dangerous, offensive, noxious, illegal or immoral or may become a nuisance to the University or local residences.
- The hirer shall not permit any third party to use the facilities for any purpose.
- No items shall be stored overnight on University premises without the authorisation of the Conference Manager. A storage fee of £25 per night will apply in such cases and goods not collected within 7 days will be disposed of.
- Should the meeting progress past the end time stipulated on the confirmation of booking an additional charge may be applied at £25 per hour will apply.
- Menus, special dietary requirements and numbers must be confirmed no later than 14 days prior to the commencement of the event. Final numbers may be provided 2 working days prior to the booking, however should numbers reduce a cancellation fee will apply. Should numbers increase by more than 15 confirmation will be sought from the Catering Manager.
- For larger conferences it is advisable that menus are confirmed 1 month in advance.
- Menus are provided as a guideline and may be subject to change. Menus will be revised to suit the number of delegates and audience – a copy can be provided. Numbers under 50 and evening / weekend bookings may be subject to an additional charge; this will be confirmed in writing at the time of the enquiry.
- Only food and drink provided by the University can be served in any of the meeting rooms and catering venues. Likewise food provided for meals by the University shall not be removed from the premises following an event, i.e. refreshment snacks or buffet items in line with Food legislation to include the Food Safety Temperature Control Act 1995.
- The rescheduling of refreshments/meal times may be subject to the Catering Manager’s discretion.
- For advance reservations a realistic estimate of numbers are required by 1st May in the year of the booking in order that Accommodation Services can liaise with the cleaning service provider.
- Bedrooms are for sole occupancy only (with exception of the Studio apartments which have double occupancy). The hirer should ensure that the total number of persons using the accommodation does not exceed the number for which it has been booked.
- Minimum numbers must be confirmed 14 days prior arrival for charging purposes. Final numbers may increase thereafter, subject to availability and confirmation by the accommodation department. A cancellation fee will apply for any reduction in numbers during this period as per the cancellation policy.
- Room lists should be completed and returned no less than 7 days before arrival to meet safety regulations and to enable the University to provide an efficient service. USWCS will provide a template for this.
- Rooms are available for occupancy from 2.00pm on the day of arrival and should be vacated by 10.00am on the last day of the conference, unless prior alternative arrangements have been made with the Conference Manager.
- All groups shall have a group leader with whom USWCS will liaise with throughout the hire period. A contact telephone number must be provided to contact this person 24/7 with any issues during the stay.
- Any lost key cards will be charged for in the final invoice to the hirer at £5 per key card.
Health & Safety Requirements:
- Delegates will not park or obstruct any highway or route allowing access to the venue.
- The hirer must maintain free access to fire exits at all times and must obtain the University’s prior approval before using any special effects equipment on the premises.
- The hirer shall submit all layouts for the event to USWCS prior to the event.
- All electrical equipment must be PAT tested and USWCS may demand to see proof of this before allowing its use.
- On arrival on the University premises the hirer will be provided with information on the Health & Safety guidelines in place, it is the hirer’s responsibility to communicate this with guests.
- The hirer should also ensure residents of University accommodation are familiar with the Health & Safety protocols provided.
- The University cannot undertake any liability for loss or damage to articles left on its premises and grounds and undertakes no responsibility for injury to delegates, visitors and guests whilst in or on University property. Delegates are advised to consult their own insurance company regarding insurance, loss, damage or personal accident.
- The University accepts no responsibility for any damage to any vehicle parked on site. Smoking is prohibited on campus.
- The University reserved to itself the right to enter the premises at all times and the hirer shall give instructions for their admission.
Organisers bringing groups of minors onto the University campus for more than 24 hours will be required to complete a consent form for each child/person in order that any necessary medical treatment may be carried out by our on-site Health Centre in the case of an emergency. USWCS will provide the forms for this purpose. A copy of each form will be kept in the Health Centre during the stay. All persons between the ages of 14 to 18 years of age must be under the control of at least one responsible adult who should be clearly identifiable and who will be held responsible for any actions or liabilities incurred by such persons. All children and young persons who may be visiting the University, either as part of an organised event or as individuals (with members of staff or students, for example) must:
- Be supervised at all times by a responsible person
- Undergo induction training where relevant
- Be provided with information on risk & Emergency Procedures where appropriate
Certain areas – including workshops and some laboratories should be considered as restricted access only. Access should not be permitted to visitors who are children or young person’s unless the visit forms part of an organised activity.
The University has insurance to cover its legal liability for accidental injury, loss or damage sustained by visitors. Claims will be properly denied when there is no fault on the part of the University. The University does not accept liability for the personal property (including motor vehicles) of visitors brought to, or left, in any of its buildings or its grounds, and does not insure personal property against damage or loss.
The client shall affect third party insurance cover to the extent that it is required by the University. The client shall indemnify the University against all loss and damage and against all claims, suits and costs by reason or in consequence of the booking.
Except in the case of University negligence, the University of South Wales does not accept any responsibility for the loss of or damage to personal effects. The University undertakes no responsibility for injury to delegates, visitors or guests while on University property. The client is advised to arrange adequate insurance cover.
Our prior written consent must be obtained for any entertainment or services to be supplied for the event by third parties. Any such services must comply with all statutory codes and regulations. It shall be your responsibility to ensure that, where applicable, Performing Rights Society forms and Phonographic Performance Limited forms are completed by any band, musicians or electrical contractors with whom you have entered into a contract in respect of the event. All equipment used by such discos, bands and musicians must have a current Portable Appliance Test (PAT) certificate(s). All contractors brought into the venue by you must be covered by their own Public Liability Insurance.
We reserve the right to object to your use of any third party we reasonably consider to be unsuitable and to require or undertake their removal from the venue.
It is the hirer’s responsibility to ensure that all facilities used, including bedrooms, have been vacated with all furniture and effects left in a clean and proper condition. Any costs to repair such incidences will be included in the final invoice.
The University will not be liable for failure to comply with any terms or conditions of this contract to the extent that such compliance is prevented, hindered or delayed by any cause beyond its control including but not limited to fire, storm, explosion, flood, Act of God, action of any Government or Governmental Agency, shortage of materials of goods, strike or lock-out.
- USWCS reserves the right to alter the meeting room, accommodation or dining venue allocated and will endeavour to provide the hirer with 48 hours notice.
- Should goods/supplies become unavailable, discontinued or economically unviable, eg. Wine or foods, alternative goods will be offered.
- The hirer must obtain written approval from USWCS if they wish to attach items to the walls, floors and ceilings of the venue.
- Pets & animals are not permitted on any University premises. The only exception would be guide dogs, hearing dogs and other working dogs that assist guests with disabilities. It is encourages that notification of such requirement be provided to USWCS in advance of arrival.
- In certain circumstances it may be necessary to add additional charges for items such as extra cleaning or staff overtime where necessary to service the event.
- Exclusive use of the premises cannot be guaranteed unless the contract stipulates hire the whole of the premises.
- USWCS reserve the right to charge an administration fee when sourcing external suppliers for conferences and events.
- USWCS reserves the right to refuse a booking, at our discretion, providing a clear justifiable reason is in evidence of doing so.
- Any complaints should be discussed with the Conference Manager during your stay. Any dispute arising post event must be made in writing to the Conference Manager within 7 working days of the event.
- Any complaints received arising from unruly behaviour from a group or individual may result in the offending party being requested to immediately vacate the premises.
USW Conference Services
University of South Wales
RCT, CF37 1DL
Tel: 01443 482002
Fax: 01443 482914