Terms & Conditions

St Austell Conference Centre – Booking Terms and Conditions

1. Definitions

1.1 “Booking” means St Austell Business Park Conference Centre (SABPCC) booking process which is subject to acceptance of these Terms and Conditions.
1.2 “Event Organiser” means the person, firm or company, agent or representative, which makes the Booking.
1.3 “Event” means the event or events, which are the subject of the Quotation and Booking. Including but not limited to; conferences, workshops, meetings, seminars, training etc.
1.4 “(SABPCC) ” means St Austell Business Park Conference Centre.
1.5 “Quotation” means the written Quotation submitted by SABPCC to the Event Organiser, which is the subject of the Booking.
1.6 “Services” means the hospitality services to be performed by SABPCC pursuant to the Booking in accordance with these Terms.
1.7 “Terms” means these Booking terms and conditions.

2. Provisional Booking

2.1 Provisional Bookings can be made by telephone, email or using the online enquiry form on the website.
2.2 Provisional Bookings will be held for a maximum of 14 days unless agreed otherwise by SABPCC. Any Booking not confirmed within 14 days may be released without notice.
2.3 Should there be further interest in the room that we are holding for you during the 14 day period we will contact you to confirm or release your Booking.
2.4 The Event Organiser will receive an email with provisional Booking details, a Booking form, our terms and conditions, room hire costs and catering menu.
2.5 Booking will be confirmed upon receipt of signed terms and conditions.

3. Booking Confirmation

3.1 Event will be confirmed upon receipt of the signed contract.
3.2 Event details including date, time, room and number of delegates will be confirmed.

4. Final Numbers and Requirements

4.1 Approximate numbers and catering order must be specified as soon as possible.
4.2 Final numbers and specific dietary requirements must be confirmed no later than three working days (72hrs) prior to the event; otherwise additional catering charges may apply (in accordance with clause 6.2).
4.3 Non-arrivals will be charged as quoted. Any additions to the confirmed number will also be charged.
4.4 The minimum number of delegates applies to all full and half day delegate packages. The minimum number will be charged should numbers decrease below this (in accordance with clause 6.2).

5. Variations and Cancellation

5.1 If the Event Organiser wishes to vary any details of the Booking after it is returned to SABPCC, it shall notify SABPCC in writing as soon as possible. SABPCC shall endeavour to make any required changes and any additional costs thereby incurred and shall be invoiced to the Event Organiser (and paid in accordance with clause 2.2).
5.2 Whilst every reasonable effort will be made to ensure that the Services are provided in accordance with the Booking, SABPCC reserves the right in its sole and absolute discretion to make any changes to the Services for the Event which do not in the opinion of SABPCC materially affect the quality of the Services. If SABPCC has to make any material changes relating to the Booking it shall notify the Client forthwith. SABPCC shall endeavour to keep such changes to a minimum and shall seek to offer the Event Organiser arrangements as close to the original as is reasonably possible in the circumstances.
5.3 In the event of any cancellation by the Event Organiser after the Booking is confirmed – the Event Organiser will be liable for cancellation charges as listed below.
10 working days cancellation notice – No cancellation charge
Less than 10 working days’ notice but more than 2 working days’ cancellation notice – 50% cancellation charge of the Room Hire Charge
48hrs cancellation notice or less including non arrival – 100%: Full Room Hire Charge including catering will be charged.
5.4 If for any reason beyond the reasonable control of SABPCC, the Event and/or the Services are cancelled or disrupted in any way SABPCC will agree in good faith with the Event Organiser – to substitute the room and/or the services at no extra charge. In no event will SABPCC be liable for any consequential losses resulting from any changes referred to in this condition.

6. Catering

6.1 The Event Organiser must provide SABPCC as soon as possible with details of any specific dietary requirements. A minimum of 5 working days notice must be given prior to the Event day. SABPCC will endeavour, but provides no guarantee, to comply with any specific dietary if sufficient notice is not provided.
6.2 Final Catering numbers must be made no later than three working days (72hrs) prior to the Event; otherwise full catering charges will apply.
6.3 Own food is not permitted, unless agreed in advance with SABPCC, a nominal charge may apply – details will be given prior to event.
6.4 No cooking or access to kitchen units are permitted.

7. Payment Terms

7.1 Upon receipt of the Booking from the Event Organiser, SABPCC shall send the Event Organiser a confirmation booking form. A legally binding contract shall be formed.
7.2 The Event Organiser shall pay SABPCC the full amount set out in the invoice within 30 days of receipt. Should the Booking be made within 2 days of the Event, payment shall be due immediately, unless agreed otherwise.
7.3 All prices stated by SABPCC in a Quotation are exclusive of any Value Added Tax (VAT)
7.4 Any items stated in the Quotation as “additional” items, which are requested by the Event Organiser after the Booking has been confirmed by SABPCC, must be confirmed by the Event Organiser in writing before being actioned by SABPCC. Payment in respect of any such items shall be in accordance with clause 2.2.
7.5 Payments can be made by: Cash, Cheque, Credit Card (Visa, MasterCard), BACS; any queries please contact 01726 624 200 for details
7.6 Any variation or amendment to these payment terms will be set out by SABPCC in writing on the Booking Form and invoice.

8. Liability & Insurance

8.1 The Event Organiser shall take all reasonable precautions to ensure that no damage occurs to the venue, the property of the employees at SABPCC. In the event of any damage, breakages, or loss incurred by SABPCC as a result of the actions of the Event Organiser’s or delegates or Event Organiser’s agents, employees or contractors of the Event Organiser shall be made liable for the replacement or repair of any damage. In the event of a member of staff being injured by the Event Organiser or anyone attending the Event the Event Organiser shall be liable of any claims arising.
8.2 The Event Organiser shall have appropriate third party liability insurance with a reputable insurance company to cover all and any liabilities that may arise as a result of the Event Organiser hosting the Event, hiring the meeting room(s)/equipment and shall produce a copy of such insurance policy to SABPCC, if so requested.
8.3 The Event Organiser must not do anything that would invalidate the venue’s insurance.
8.3 These Terms shall be governed by and construed in accordance with English law.

9. Damage

9.1 The Event Organiser and/or attendees must not at any time sit, stand or climb on any conference tables or furniture.
9.2 The attachment of paper, banners, signs or posters to any wall surfaces is not permitted. Please use glass surfaces only with white tack or masking tape.

10. General

10.1 We may at any time revise these terms and conditions without notice by posting changes online or providing copies of the amended terms and conditions in writing. It is the responsibility of the users to review this information at the time of booking. These changes will be effective and binding from when they appear on the St Austell Business Park Conference Centre website.
10.2 The Event Organiser is responsible for giving clear directions to Event attendees:
St Austell Business Park Conference Centre: SAT NAV details PL25 4EJ (different to postcode)
10.3 Security: Event Organiser’s and delegates are responsible for their own belongings. SABPCC will not accept liability for any loss or damage.
10.4 Car Parking: All users of the car park do so at their own risk. SABPCC will not accept responsibility for any damage, accidents or losses. Parking on site is available with overflow parking facilities available next to SABPCC which is sign-posted.
10.5 All delegates and Event Organiser’s shall observe all health and safety rules and regulations.
10.6 Room Hire Charges: Full day = 8 hours; Half day = 4 hours; Additional costs will be charged at the hourly room rate. Weekend and evening rates apply.
10.7 Early Access & Room Clearance: The Event Organiser must provide clear instruction as to what time they require access to the Room and time required to clear away the meeting room. This additional time will be included in the Room Hire Charges.
10.8 Assisted Emergency Exit: The Event Organiser must notify SABPCC in advance, if any attendees require assisted emergency exit support in the event of an emergency evacuation, as lifts will not be in operation whilst Fire Alarm is activated.
10.9 Use of equipment: Care of SABPCC equipment must be taken into consideration when in use. Please notify your Conference Assistant if support or instructions are required.
10.10 SABPCC operate a strict no smoking policy in all areas and complies with current government legislation. A designated smoking area is located outside at the far end of the building, near the assembly point

 

St Austell Business Park Conference Centre, May 2024