MEETING ROOM BOOKING TERMS & CONDITIONS
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We are Smart Serviced Offices Limited, also trading as ‘Foxglove Offices’. These are our terms and conditions that apply to the use of any meeting rooms and any associated services which we agree to provide to you (Services).
1. Provisional Bookings
2. Confirmed Bookings
1. Provisional Booking
A provisional booking does not constitute a legal agreement between the parties.
2. Confirmed bookings
A confirmed booking constitutes a legal agreement between the parties. A confirmed booking comprises the terms set out in the booking form and these terms and conditions (“your agreement”). A form setting out your provisional booking will be sent to you by e-mail and, on receipt of your acceptance of the booking details and these terms and conditions, the booking will be deemed confirmed.
The number of delegates stated at the time the reservation is confirmed will determine (a) The room size allocated and (b) The cancellation charge in the event of cancellation.
Up to a 10% delegate reduction will be permitted should attendees fail to show up for the meeting.
All charges are exclusive of VAT. This standard cancellation policy applies unless otherwise agreed in writing by us.
The cancellation day(s) charges, where applicable, will be calculated on working days.
The above table shows the proportion of the pre-reserved charges that will be invoiced should you cancel your confirmed booking.
Where a confirmed booking is cancelled you are additionally liable for all charges for which we are liable to third parties (e.g. caterers and equipment suppliers).
The fee is the total of the meeting room and services hire charges quoted at the time of booking (the “Price”). The Price, plus VAT, is payable at the time of check out.
For pre-approved credit accounts payment is due 30 days from the date of invoice. In the event of a breach of these terms, credit facilities will be revoked.
For any non pre-approved credit accounts a credit card must be provided against which any meeting room services will be charged on departure. Debts that remain unpaid will be referred to debt collection agency to pursue on our behalf and you will be liable for all costs incurred by this process.
Interest on late payment
A 2% late payment charge will be added to your invoice if you exceed the standard payment terms. This is a one off charge. Charges Any additional charges for use of additional services at a centre (such as typing or photocopying) plus VAT, will be deducted from your credit card or charged to your corporate account (if applicable) at the rate at the time in force on the day of use.
Cessation of Charges
It is the client’s obligation to notify us when they vacate the room(s). Charges will be incurred until we receive this notification. Out of hours (i.e. prior to 8.30am or after 5.30pm) usage must be pre-approved by the Foxglove Offices Centre Manager.
Use of any Services may be denied if:
* You have not paid the Price plus VAT; or
* You are in breach of your agreement; or
* You are in breach of the house rules of, and which are available at, the relevant business centre.
Duration Your agreement starts on the date your booking is confirmed and continues for the period stated in your booking form .
Ending your agreement immediately
We may put an end to your agreement immediately by giving you notice if you breach any of your obligations . If we put an end to your agreement in this way it does not put an end to any then outstanding obligations you may have and you must indemnify us against all costs and losses we incur as a result of the termination.
All formal notices must be in writing.
Confidentiality The terms of your agreement are confidential. Neither of us may disclose them without the others consent unless required to do so by law or an official authority. This obligation continues after your agreement ends. Applicable law English law applies.
Using the facilities
Comply with the law You must comply with all relevant laws and regulations in your use of the Services and the business centre. You must not use them for illegal, obscene, immoral or
You must not do anything that may:
* Interfere with the use of the relevant business centre by us or by others
* Cause loss or damage to us or to the owner of any interest in the building which contains the centre
* Bring our name or that of the centre into disrepute
Business name You must not use the name Foxglove Offices in any way in connection with your business.
PROVIDING THE FACILITIES
Suspension We have the right to suspend the provision of the Services for reasons of political unrest, strikes, or other events beyond our reasonable control.
Our liability We are not liable for any loss resulting from our failure to provide any services unless we do so deliberately or are negligent . We are also not liable for any failure until you have told us about it and given us a reasonable time to put it right. We will not in any circumstances have any liability for loss of business, loss of profits, loss of anticipated savings, loss of or damage to date, third party claims or consequential loss.
We will be liable:
* Without limit for personal injury or death
* Up to a maximum of 125% of fees paid under your agreement up to the date on which the claim in question arises or £5,000 (whichever is the higher), in respect of all other losses, damages, expenses or claims.
The client accepts responsibility for their equipment whilst on the premises.
Smart Serviced Offices Equipment
The client is liable at all times for the loss or damage to any of our equipment.