Meeting rooms for hire at The Horizon Centre

1. Terms and Conditions 

1.1 These are the Terms and Conditions which shall apply to our supply of meeting rooms at The Horizon Centre and other services to you. 

1.2 These terms tell you who we are, how we will provide the services to you, how you will pay for the services, how you may cancel a booking and other important information. 

1.3 Please read these Terms and Conditions carefully. By signing, you agree to abide by these Terms and Conditions.  

1.4 All bookings will be treated as provisional until such time as we receive a signed copy of these Terms and Conditions and full payment. 

1.5 Please retain a copy of these Terms and Conditions for your own records. 

2. Definitions 

2.1 In these Terms and Conditions, the following words and phrases shall have the following meanings:- 

 a) "Working Day" excludes Saturday, Sunday and bank holidays. 

 b) "Cancellation Fee" means any fee payable in connection with the cancellation by you of a booking; 

 c) "Catering Services" means any catering services made available by us at our premises for your use in meeting rooms; 

 d) "Equipment" means equipment available for you to use for the duration of a booking; 

 e) "Fees" means our fees for the provision of services to you including the amounts payable for the hiring of meeting rooms and for any additional services provided to you and any cancellation fees; 

 f) "Services" means the making available by us to you of meeting rooms and any other ancillary services from time to time. 

2.2 In these Terms and Conditions: 

a) references to "you "or "your" shall be deemed to include any persons permitted or invited by you to use the meeting room. 

b) references to "writing" shall include email. 

3. Your booking 

3.1 We need at least 10 working days notice to book and organise a meeting room enquiry (15 days if food is required). 

3.2 Once your enquiry has been received, we will make contact with you within 2 working days so please ensure that we have a valid email address 

4. Car parking and access to the building 

4.1 Car parking spaces are available and delegates may park anywhere in the car park, including but not limited to visitor spaces. We would encourage your delegates to car share. 

4.2 Disabled car parking bays are clearly marked and are on the left as you enter the car park. 

4.3 Access to the meeting should be through the entrance marked “Public Meetings/Conference Centre”. Please do not use the main entrance. 

4.4 All delegates must sign in at the Conference Centre reception. 

4.5 All delegates must be advised of the above instructions by you. 

5. Fees and payment  

5.1 The fees payable for a booking and our other services (which exclude VAT) will be the prices set out on our website at the time that you make a booking. 

5.2 We will issue an invoice to you which must be paid immediately (immediate payment terms) 

5.3 You will not have access to the room until the booking is paid for (if payment is not received 48 hours prior to your booking we reserve the right to cancel your booking without notice). 

5.4 If you do not vacate the meeting room by the agreed time, we reserve the right to make additional charges for the booking based on the prices set out in our fee list in force at the time the booking was made.   

6. Changes to Bookings 

6.1 If you wish to make any change to your booking, you can do so by emailing meetingroomhire@southnorfolkandbroadland.gov.uk . Please notify us of any changes as soon as possible and we will let you know if the change is possible and advise of any changes to the fee if applicable.    

6.2 There may be occasions where, due to circumstances beyond our control (see paragraph 12) the services may be affected. We reserve the right to make any changes or cancel the booking in exceptional circumstances.  

7. Cancellation 

7.1 If you need to cancel the booking, we reserve the right to charge the following percentages of the total cost of your booking, including additional charges if applicable: 

7.2 Cancellations must be made by email to meetingroomhire@southnorfolkandbroadland.gov.uk  Any cancellation made will not be effective until we confirm acceptance of that cancellation by email. 

7.3 On a cancellation where no cancellation fee is payable, we will arrange the refund of any fees paid by you if applicable, within 15 working days of the date of the cancellation. 

8. Use of meeting rooms and equipment 

8.1 You will use the meeting rooms and equipment for the purpose of and in accordance with the details (including length of time) for your booking. 

8.2 The equipment included in the booking is set out on our website and we reserve the right to charge for any additional equipment requests. 

8.3 You must vacate the room at the agreed time as we may have subsequent bookings so will ask you to leave. 

9. Catering services 

9.1 Food and drink available are as detailed on our website. All food and drink must be booked at least fifteen working days before the date of the booking. 

9.2 No food or drink may be consumed in the meeting room, other than that provided by us. 

9.3 Any amounts due in connection with the catering services ordered will be payable in accordance with paragraph 5. 

10. Damages and additional cleaning 

10.1 You are responsible for the meeting room for the duration of your booking. Any damage to the meeting room or its contents or the equipment (or any other part of the premises) incurred as a result of you or your delegates behaviour or negligence will result in a charge based on the cost of the repair and the value to us of any subsequent loss of income or other activity suffered by us. 

10.2 If we are required to do additional cleaning above the standard as a result of your meeting this will be charged to you and may jeopardize any future bookings. 

10.3 Permission is required for all photographs, filming and video-recording within the meeting rooms.   

10.4 You are responsible for ensuring that nothing is fixed to the floors, walls, ceilings or any other interior or exterior of the meeting rooms by means of nails, screws, drawing pins, blue tack, glue or any other means.   

 11. Limitation of liability 

11.1 Nothing in these Terms and Conditions shall limit or exclude liability for: 

     a) death or personal injury caused by negligence, or the negligence of any of our or your employees, agents or subcontractors; or 

     b) fraud or fraudulent misrepresentation. 

11.2 Subject to paragraph 10.1, we shall not be liable to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, arising under or in connection with these Terms and Conditions for : 

     a) loss of profits; 

     b) loss or damage to goodwill; and 

     c) any indirect or consequential loss. 

11.3 This paragraph 10 shall survive termination of the arrangements governed by these Terms and Conditions. 

12. Force Majeure 

12.1 We shall not be liable for any breach of these Terms and Conditions or any losses resulting therefrom caused by circumstances beyond our reasonable control, including, but not limited to, acts of God, fire, lightning, flood or extremely severe weather, explosion, war, terrorism, disorder, industrial disputes (whether or not involving our employees) or network failures.   

12.2 We reserve the right to cancel the booking, in the event of an unexpected Election being called. 

12.3 In these events, a full refund will be issued. 

13. Collection and use of your personal information 

13.1 Please refer to our Privacy Policy which specifies what personal information we will collect from you. 

14. Governing law and jurisdiction 

14.1 These Terms and Conditions shall be interpreted in accordance with English law and any disputes (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the English courts.