Meeting Room Booking Terms and Conditions

Please read our terms and conditions of booking below.

Room Hire

Room hire is for a minimum of three hours, and includes use of all meeting room facilities.
• LCD projector
• Whiteboards and pens
• Flipcharts and pens
• Room set up to meet client’s requirements
• Use of TV and DVD/VHS player
• Water and mints

Room hire is charged per hour, or part thereof, rounded up to the nearest half hour.

The room will be available free of charge for 20 minutes to set-up before the event and for 20 minutes at the end for clearing up.

Charges
All charges for room hire and catering are subject to VAT at the standard rate.

Room hire is charged at different rates for Summer and Winter in order to reflect the additional heating costs associated with the colder months.
• Summer rates apply from the 1st May to 30th October.
• Winter rates from 1st November to 30th April.

Enquiries and Quotations
Please contact us to check availability and to discuss your requirements for room layout, timetable, numbers and catering.
A written quotation will be sent based on the information you have provided.

Booking Confirmation
All bookings must be confirmed by the hirer in writing, either by letter or email.

This written confirmation will act as a contract between
Waterend Farm Country Meeting Room and the hirer.

The booking confirmation must include:
• Event Date and Time
• Event Title
• Arrival and departure times
• Booking contact name, telephone number and email.
• Invoice address and Booking reference (if any)
• Name and contact details of person in charge on site on the day of the event
• Room layout required
• Number of attendees
• Catering requirements (menu and service times)
• Tea/coffee requirements (and service times)

All bookings will be confirmed by Waterend Farm by email or letter.

Deposit
A 50% non-refundable deposit is required to secure a booking. This is payable on receipt of Waterend Farm’s booking confirmation and final quotation.

Deposits can be paid by BACS to Account Number 03386766, Sort Code 30-93-48, credit card or cheque (made payable to RG & HR Mann).

Final Confirmation
Final set up, times, attendee numbers, catering requirements (including details of any special dietary requirements) must be confirmed at least seven days prior to the event.
Theses details will be used to calculate the final charges.

Amendments to booking
If the room is used for longer than the time booked or if the number of attendees exceeds the number originally booked, then additional charges at the relevant rate will be applied.

Cancellation by Client
In the unfortunate circumstance that a hirer has to cancel a booking, one weeks notice in writing is required. If less than one weeks notice is given then the full charge will be made.

Cancellation by Waterend Farm
If Waterend Farm for reasons beyond its control needs to cancel a booking, we will attempt to arrange an alternative venue. If this is not possible or unacceptable to the hirer, then we will make a refund of all monies paid. Our liability does not extend beyond this refund.

Settlement Terms
Payment of the final invoice is due for settlement within 28 days from our invoice date.
We reserve the right to make a credit charge of 10% for late payment of our invoices.

Damages and Breakages
We will hold the hirer responsible for meeting the cost of repair or replacement of Waterend Farm property that arises from any damage caused by the hirer’s delegates, guests or visitors.
All incidents must be reported when they occur. We do not normally charge for minor breakages, but will send an invoice for repair or making good if the damage or breakage is significant.

Please note: Blu-tack and sellotapes must not be used on the walls. Magnets are provided to enable the hanging of paper on the whiteboards. The repair costs of any damage to walls will be charged to the hirer.

Liability
We do not accept any liability for any damage, loss or injury to any member of your party or any vehicles or possessions, unless proven to be caused by a negligent act by ourselves or our employees or contractors whilst acting in the course of employment.

Privacy Policy
Any data collected during the course of this booking will be stored on our computer(s). With your permission we may from time to time contact you about promotions and offers. We will not share your details with any third party.