University of Ulster: Conference Office

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CONDITIONS OF BOOKING AND IMPORTANT NOTES FOR ALL CONFERENCES AND GROUP ORGANISERS AND THEIR AGENTS Individuals or organisers booking accommodation or facilities within the University of Ulster are reminded that by signing and submitting the official booking form they are offering to enter into a legally binding contractual arrangement with the University of Ulster which will be concluded by the University confirming the booking.
ACCOUNTS Subject to credit facilities being granted, the University will issue one comprehensive account following departure. Settlement must be made within 28 days. Thereafter interest will be charged monthly at 2% over the then current bank base rate on any outstanding balance.
CHARGES Final numbers for catering and residential purposes must be confirmed not later than 7 days prior to the commencement of the period of hire. All charges must be paid a minimum of 7 days before the event. Should the Client fail to pay the charges in full by the due date, the University may treat the Booking as having been cancelled by the Client. In the event of cancellation by the Client of some of all of the facilities or services booked the following cancellation fees shall apply: Number of days Cancellation Fees Payable Prior to the day (as a % of the charges Commencement agreed for the facilities or Of the period of hire: services cancelled): 21 days or more 25% 8 - 20 days 50% 7 days or less 75%
CONFIRMATION OF BOOKING FEE A non-refundable booking fee, the amount of which will be notified in the University=s acceptance of the booking, will be payable within 14 days of acceptance of the booking. Payment of the booking fee will have the effect of confirming the booking. Failure to pay the booking fee within the 14-day period will result in the automatic cancellation of the booking unless alternative arrangements are made and confirmed in writing by the University. The booking fee for residential accommodation is calculated at 10% of the deposit rate shown on the current Charges Tariff and reflects the total number of residential room nights in respect of which confirmation of booking is required. In addition, the University reserves the right to charge a booking fee for the hire of lecture theatres, seminar rooms, exhibition areas, other non-residential meeting and function venues, and additional equipment where required. This booking fee will normally be calculated at 10% of the current total hire charge.
DEPOSIT A deposit is payable 6 months prior to commencement of the booking or at the time of booking if within 6 months of the date on which the booking is to commence. The deposit rate is shown on the current Charges Tariff. The deposit is payable in respect of the total number of room nights for which a booking fee has been paid and which the organisers wish to retain as firm bookings. To provide flexibility, but subject to the overall booking position allowing, the University may accept payment of the deposit calculated on not less than 75% of the total room nights in respect of which a booking fee has been paid on the understanding that the remaining 25% of the total room nights will be held for the organisers on a first refusal basis. Room nights held on a first refusal basis will be treated as unconfirmed bookings that may be recalled by the University at any time. Prior to such recall the organisers will have the first option of converting all or a portion of these room nights to confirmed bookings by payment of the appropriate additional deposit within 7 days of the University intimating that the unconfirmed bookings may be recalled. In the event of the deposit not having been paid by the organisers 6 months prior to commencement of the booking or in the case of unconfirmed room nights within 7 days of intimation that these room nights may be recalled by the University, the University shall be entitled to cancel the booking in respect of any room nights for which the deposit is payable but has not been paid. Intimation will be given by the University to the organisers of the cancellation of the booking or any part of it.
CANCELLATIONS The booking fee and deposit will be deducted from the final account where all room nights on which they have been calculated were filled by the conference or group. Where there is any shortfall in the total number of confirmed room nights occupied a cancellation charge equivalent to the booking fee and deposit at the appropriate rate will apply for each unoccupied room night. If a booking is cancelled in total after payment of the booking fee and/or deposit, the University shall be entitled to retain the booking fee and/or deposit in full (and in addition to charge any costs incurred through booking services or facilities on behalf of the organisers and which are outside the direct control of the University). The University does not accept responsibility for any claims for consequential loss suffered by the organisers, their servants, agents, contractors or licenses or any member of the group following cancellation or abandonment of the event. If the booking is cancelled by the University due to circumstances beyond the University=s control, any booking fee and/or deposits paid will be refunded to the organisers, less any charges for which the University acting as agents on behalf of the organisers has already rendered itself liable.
INSURANCE Loss or damage to hirer=s property etc: The University does not accept any responsibility or liability in respect of loss or damage to any property or equipment brought on to University premises by or on behalf of the organisers or those staying in the accommodation specified or using the facilities provided. Appropriate insurance cover should be obtained by the hirer. Damage to property belonging to the University or third parties : The organisers shall accept full responsibility for any such damage and should provide the necessary insurance cover to indemnify the University against all claims ~ a) for loss or damage to University premises and their contents occupied or used during the period of the booking where such loss or damage is caused or occurs as a result of any action or omission of the organisers, their servants, contractors, agents or licenses or any member of the group; b) made by or against the organisers, their servants, contractors, agents or licenses arising from loss or damage to property or bodily injury to the organisers, servants, contractors, agents, members of the group or any third parties, except injury, loss or damage caused by the act, default or negligence of the University, its servants, contractors or agents. The organisers= attention is drawn to the fact that the type of insurance cover required to cover their liability is highly specialist and is not covered by most conventional policies. The organisers should seek advice from their own insurance agent/broker.
PUBLIC ADMISSION TO UNIVERSITY PREMISES Organisers should note that in accordance with The University=s Charter and Statutes, premises booked for conference, exhibition, accommodation and/or social purposes may not be open to attendance by members of the general public regardless of whether any admission charge or contribution is made or otherwise. The usage of all premises for events will be deemed to be private and restricted solely to the delegates and their guests who are members of the particular body or association holding the event.
DAMAGE/MISUSE Any loss, damage or misuse of/to University=s premises, facilities or contents will be charged on the final account of the event or group responsible. Loss or non-return of room keys will be charged for in full, which may include the cost of changing locks.
UNAUTHORISED USE OF THE NAME UNIVERSITY OF ULSTER Any organisation or individual making bookings for residential or non-residential accommodation are reminded that they may not use the name University of Ulster or associated logos save with specific authorisation. Where usage is required (e.g. as part of a postal address) such use should be qualified by a note that any courses offered are not courses of the University. Photographs of any part of the University must not be used without formal approval haven been given.
INDUSTRIAL ACTION In the event of industrial action or any other unforeseen circumstances affecting the provision of services, staff will do everything they can for the convenience of guests but cannot accept responsibility for any difficulties that may arise or for the lack of any particular service.
FUNCTIONALITY OF UNIVERSITY FACILITIES The organisers should satisfy themselves in advance that the facilities provided by the University (whether owned or managed) meet their exact requirements. If additional facilities, goods or services have to be provided to meet specific needs, these may be provided by the University, given reasonable notice and at additional cost.
EMPLOYMENT OF NON-UNIVERSITY OF ULSTER SERVICES Where any non-University of Ulster service is required by the organisers and the University makes the necessary arrangements, it should be clearly noted that under such circumstances the University acts as an agent and not the principal and can therefore not be held responsible in the event of any problems arising.
CONDUCT & GENERAL BEHAVIOUR The University=s residences have strict policies regarding noise and general behaviour to ensure that guests and members of the local community are not inconvenienced. Meetings can be taking place in various buildings throughout the day and early evening and may be easily disrupted by unreasonable noise or boisterous behaviour. It is therefore essential that noise levels be kept to a minimum at all times and, in particular, between the hours of 10.30pm and 8.00am. In accepting any booking for groups of young persons, the University insists that an adequate level of adult supervision is on hand at all times. Any complaints arising as a result of unreasonable noise or behaviour may result in the offending party being requested to immediately vacate the premises. Within the University=s catering areas groups will similarly be expected to behave in a reasonable manner and to observe the permitted entitlement of food that may be taken at any meal. It is the responsibility of the organisers to ensure that these important conditions are explained in detail to all such groups and in particular to the accompanying adults, in advance of their arrival.
FIRE SAFETY, ELECTRICITY AT WORK, AND OTHER HEALTH & SAFETY REGULATIONS The University operates a strict code of practice in connection with all fire safety, electricity at work and other health and safety regulations which organisers are required to observe at all times. Full information will be forwarded to organisers on request.
SIGNATURE OF BOOKING FORM By signing this booking form the representative of the organisers accept the terms and conditions noted herein and warrants that he or she has been duly authorised to legally bind the individual or organisation on whose behalf the booking is being made. In the event of the organisation not being an incorporated body, the signatory to the booking form warrants that he or she has power to bind members of the organisation being a partnership or unincorporated association all jointly and severally as agents, failing which the signatory accepts personal liability under the contract which is entered into.
JURISDICTION These terms and conditions are governed by the law of Northern Ireland and are subject to the nonexclusive jurisdiction of the Courts of the United Kingdom of Great Britain and Northern Ireland.
CLIENT'S DUTIES Activities must be properly supervised at all times by the Client University furniture and fixtures must not be moved or in any way interfered with except with the prior written permission of the University Except with the prior written permission of the University, any alteration or addition to the electrical system is strictly forbidden. Musical, literacy or dramatic works must not be performed without the consent of the owner of the copyright or other similar rights, in such works. The Client will be liable for any infringement of any such rights occurring during the period of hire. Intoxicating liquor must not be sold, supplied or consumed on, or brought onto the University premises or any part hereof except with the prior written permission of the University. Gambling in any form is not permitted.
SECURITY Conference organizers are required to ensure that all delegates or conference staff display an identification badge on their person while on University property. Delegates arriving to access their pre booked accommodation must produce photographic identification and proof of booking.
ETIQUETTE The University reserves the right to judge acceptable noise or behavior of the Client, its guests, representatives or contractors (including, but not limited to, persons engaged by the Client to provide entertainment or other services. The Client must ensure compliance with the University's direction as to noise or behavior .

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