Terms and conditions
Thank you for choosing an Initial Style Conferences venue for your training course/event. In selecting one of our venues, you have chosen a specialist facility which does not take passing trade for bedrooms or training/event space. It is therefore difficult for us to re-sell our facilities at short notice.
With this in mind it is necessary to have the following Terms and Conditions. Submitting a Booking Enquiry confirms acceptance of these Terms and Conditions.
Delegate Numbers
When confirming numbers on the booking form, please ensure that they are realistic in relation to your course / event. The delegate numbers signed for will be used as the basis for your final account and will be subject to our cancellation policy as detailed below. We, however, understand that numbers can reduce and with this in mind we allow for a 10% variance in delegate numbers if notified to us in writing more than 14 days prior to the course / event.
Cancellations or amendments
In the unfortunate event that you cancel or reduce your numbers, cancellation fees will be charged in accordance with this clause. We will endeavour to re-sell your space and, if successful, any payments received for such space sold will be taken into account when calculating your cancellation fee.
All cancellations and amendments must be confirmed to us in writing and a Cancellation Number obtained from the Venue. On receipt of this confirmation the notice period becomes effective and excess space will be released for re-sale. Fees for cancellations/reductions in numbers are calculated as detailed below and are based on the total value of the confirmed booking.
| Period of notice given before course / event arrival date | CancellationFee |
| More than 60 days | Nil |
| 60 – 31 days | 30% |
| 30 – 15 days | 60% |
| 2 – 14 days | 85% |
| Less than one working day | 100% |
Final confirmation of attendees
To enable us to organise your event successfully, please send to us your final numbers, delegate rooming list and information on any visitors/guests no later than 7 days prior to the course/event.
Minimum numbers at weekends
Weekend events are accepted subject to the venue’s minimum numbers/minimum charge being reached. In the event that the numbers/value reduce below this minimum, Initial Style Conferences reserves the right to move the event to a comparable venue.
Training/event rooms and facilities
Delegate numbers will be taken into consideration when allocating your training/event room. We reserve the right to change allocated rooms and advertised facilities at our absolute discretion and to vary our brochure from time to time. No liability is accepted for any errors or omissions in our brochures.
Damage
The client is responsible for all allocated rooms during the period of the booking. Any damage to the rooms or their contents incurred as a result of the client or their employees or representatives’ acts, omissions or default will result in a charge to remedy such damage.
Credit facilities
All clients of Initial Style Conferences are required to establish credit facilities and are requested to complete our Application for Credit Facilities form. Please allow 14 days from receipt for us to process this application. In the event of credit being declined or insufficient time being available to process your application, an interim invoice for all known costs will be raised in advance which must be paid 14 days prior to the event. Applications for multiple bookings may be subject to additional settlement terms and conditions. Credit facilities are available to companies/associations only and not to private individuals.
Invoicing and payment
Unless otherwise stated by us, the invoice will be raised on the date of the event and forwarded to the client for payment. Payment is required on receipt of the invoice. Where payment is made by credit card, you agree we may charge you for any additional costs incurred by us in accepting payment by credit card. In the event that you wish any of the charges to be settled on your behalf by individual delegates, written notification of this is required 14 days in advance.
Any acceptance by us of such proposals is without prejudice to our rights under the terms of this contract to hold you responsible for the full amount of the invoice and/or cancellation/non-arrival charges. Delegates will be requested to provide a credit card imprint on check-in in order to guarantee payment of any personal expenses not covered by the main account. All rates are quoted exclusive of VAT.
Late payment
In the event of you failing to pay your invoices on time we shall be entitled to charge interest on a daily basis from the date of the invoice to the date full payment is made at the rate of 4% above the base rate from time to time of HSBC plc. In the event of invoices being outstanding for longer than 90 days, we shall be entitled to cancel all your outstanding bookings and all outstanding invoices will become immediately due and payable.
Use of grounds
Any on-site external or internal team building or other similar activities require the authorisation of the Management at the time of booking and additional insurance liability and Health and Safety documentation will be required.
Termination
In the event that you become bankrupt, cease to trade, have a receiver appointed or make any voluntary arrangement with your creditors, we shall be entitled to immediately terminate this contract by giving notice in writing to you.
General
No failure or delay by us in exercising any of our rights under this contract shall be deemed to be a waiver of that right. In the event of circumstances beyond our control resulting in us being unable to provide our services, we shall have no liability in respect of any losses or damages arising directly or indirectly from such circumstances.
This contract shall be governed by the laws of England.
All bookings and booking enquiries are subject to these
Terms and Conditions which may not be varied without our written agreement