Terms and Conditions
In these terms of business, which apply to all bookings, the expression ‘Centre’ means the Sandy Park Conference Centre operated by Exeter Rugby Club Limited - Company registration number 03320422 (‘The Company’) and ‘Client’ means the person, firm or company booking the facilities and services provided at the Centre by the Company. The Manager means the manager of the Centre.
1.1 Any booking including telephone bookings will be provisional until the Centre has received written confirmation (by email, fax or post) of the proposed booking from the Client and the Centre subsequently issues a written booking confirmation to the Client.
1.2 Written confirmation of the proposed booking by the Client will be taken as acceptance of these terms of business.
2.1 All rates include VAT at the current rate
2.2 Prices quoted are subject to variation up to 12 weeks prior to arrival, after which, except for variations due to Client requirements, they may only vary due to changes in VAT or other reasons outside the Centre’s control, in which case they will immediately be notified to the Client. In the latter case, the Client will have the right to cancel the booking without cost.
2.3 Prices quoted/stated in conference packages do not include syndicate rooms, storage rooms, three-phase electricity or pre-conference/exhibition setting up. All such prices will be separately quoted.
2.4 The Centre reserves the right to charge supplementary fees including but not limited to the following:- information technology and related connectivity costs, clearing of rubbish, additional porterage/labour, security, policing and out of hours access, particularly when large amounts of equipment and display materials are required to be brought into the building for exhibitions, trade shows etc.
3.1 All rooms, facilities and rates offered by the Centre are subject to availability at the time of booking acceptance.
3.2. Unless otherwise agreed at the time of booking, the Client does not have right to sole and exclusive use of the Centre and other events or activities may concurrently take place when the Client is using the Centre.
3.3. The Client must at all times comply fully and promptly with the directions of the Manager concerning parking at the Centre of vehicles of all types.
4.1 Provisional minimum numbers will be required from the Client at the time of booking and the Centre’s minimum charge for the facilities booked will be based on those numbers.
4.2 At least 28 days prior to arrival, the Client will provide the Centre with up to date guest numbers
4.3 At least 14 days prior to arrival, the Client will provide the Centre with final guest numbers. The final charge to the Client will be calculated using this number or the actual number attending, whichever is the greater, provided that the minimum charge is exceeded.
4.4 If any reduction is made by the Client to the final numbers less than 14 days prior to arrival, the Centre may charge the Client 50% of the per head charge for each guest not attending. If less than seven days’ notice is given, each non attending guest will be charged to the Client at the full price per head.
4.5 In the event of a reduction in the numbers booked, the Centre reserves the right at any time up to 14 days prior to arrival to reallocate the booking to suitable alternative facilities within the Centre.
5.1 The Centre may require a deposit at any time prior to arrival, the amount being determined by the Centre. In all cases, failure to pay a deposit within 14 days of being requested to do so entitles the Centre to treat the booking as cancelled without notice to the client.
5.2 For weddings, banquets, and social functions deposits are payable as follows:
Banquets & Other Functions
12 Weeks Before The Event
50% of Outstanding
14 Days Before The Event
5.3 If the Client cancels, any deposit will be set against cancellation charges.
6.1 Settlement of the invoice in full, less any advance payments, must be made prior to departure from the Centre.
6.2 Payment is by cash, cheque or such credit and debit cards as are recognised by the Centre
6.3 At least 3 working days are normally required to process credit and debit card payments and 5 working days to process cheque payments.
6.4 Credit facilities with the centre are available to corporate accounts, subject to application and prior approval, but not to private individuals. Details are available on request.
6.5 All sums payable are due for payment on presentation of invoice. In the event of any query relating to the invoice, the Client must notify the Centre within 7 days of the invoice date and the Client’s obligation to pay all outstanding balances immediately will not be affected.
6.6 The Centre may charge interest at a rate of 3% above NatWest base rate, from time to time, on any outstanding balance.
Cancellation by the Client
7.1 Cancellations or postponements by the Client must be in writing and will result in the charges below becoming due. In each case, the percentage charge is based on the advance notice of cancellation or postponement given and applies to the estimated total cost of the booking. (see 12.6 below as the Client can insure against cancellations etc.)
12 – 9 weeks = 25%
8 – 5 weeks = 50%
4 weeks – 15 days = 80%
14 days and under = 100%
7.2 The Centre will not accept lack of support for an event as a valid reason for cancellation, nor will consideration to waive cancellation fees be based on a booking being rescheduled.
7.3 The Centre will try to re-let the allocated rooms and a reduction of the cancellation charge may be made if the Centre is successful.
7.4 The Client also agrees to reimburse the Centre for any costs incurred by it arising from the consequential cancellation of the Centre’s arrangements with third parties.
Changes and Cancellation by the Centre
8.1 The Centre may cancel the booking at any time and without liability to the Client if:
8.1.1 the Client is more than 28 days in arrears with payment to the Centre for previously supplied services;
8.1.2 the Client is unable to pay its debts as they fall due;
8.1.3 any part of the Centre is closed or unable to operate for any reason beyond the Centre’s control.
8.2 If the Centre cancels the booking for a reason other than as set out in clause 8.1, then it will use its reasonable endeavours to provide alternative facilities at another venue.
Arrival and Departure
9.1 Meeting rooms, conference facilities, event space and exhibition suites will be available as booked. Extensions for early arrival or late departure must be agreed with the Centre and a supplementary charge may be applied.
Etiquette and Controls
10.1 The Centre reserves the right to judge acceptable levels of noise or behaviour of the Client, the Client’s employees, the Client’s guests or representatives or sub-contractors and the Client must take all steps necessary for corrective action as requested by the Centre. In the event of failure to comply with management requests, the Centre may terminate the booking or stop any event without being liable for any refund or compensation.
10.2 It is the policy of the Centre not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, age, ethnic origin or disability. The Client, its employees, guests and all sub-contractors engaged by or on behalf of the Client are expected to adhere to this policy and the Centre may, without incurring any liability, remove from the Centre any person offending against this policy.
10.3 The Centre and the events it hosts are subject to statutory controls, including those relating to fire, licensing, entertainment, health, hygiene and safety. These must be strictly observed by Clients and their employees, guests and representatives or sub-contractors.
10.4 Prior consent of the Centre must be received for any entertainment or services contracted by the Client or for any display. All displays must comply with statutory codes and regulations.
10.5 The Client will ensure that any outside contractor reports to the Centre’s duty manger to sign a contractor’s indemnity form. The Centre may in its absolute discretion refuse access to any contractor.
11.1 No wines, spirits, beers, non-alcoholic drinks or food may be brought into the Centre or its grounds by the Client, guests or representatives or sub-contractors for consumption or sale on the premises without the express written consent of the Centre and for which a charge may be made by the Centre.
12.1 Other than for death or personal injury caused by the negligence of the Centre, the Centre’s liability to the Client, their employees, guests and sub-contractors is limited to the price of the booking plus expenses directly and necessarily incurred by the Client to comply with the booking. The client must take all appropriate action to mitigate any potential costs arising from a potential claim and this should include but not be limited to purchasing appropriate insurance at the time of booking.
12.2 Unless the Centre is liable under clause 12.1, the Client indemnifies the Centre from and against any and all liability and any claims, costs, demands, proceedings and damages resulting or arising from the booked meeting or event, the Client, their employees, guests and sub-contractors.
12.3 The Centre will not be liable for failure to perform to the extent that the failure is caused by any factor beyond its reasonable control. This includes but is not limited to withdrawal of licences, certification or similar permits governing the Centre by any appropriate authority.
12.4 The Centre does not accept responsibility whatsoever for damage to, or theft from, vehicles parked on the Centre’s premises.
12.5 The Client is responsible for any damage caused to the allocated rooms, furnishings, utensils and equipment in them by any act, default or neglect of the Client, their employees, guests and sub-contractors shall pay to the Centre on demand the amount required to make good or remedy any such damage.
12.6 The Centre accepts no liability for loss or damage to the Client’s equipment or property or equipment or property belonging to the Client’s employees, guests and sub-contractors whilst at the Centre.
12.7 The Client shall fully indemnify the Centre for any costs (both direct and indirect) relating to acts and omissions by the Client, their employees, guests or sub-contractors when using any IT network, such indemnity to include, but not be limited to, security matters, infringement of the legal rights of any party and dispersal of any inappropriate and unsolicited material by electronic means.
13.1 The Centre’s name, telephone and facsimile numbers, logo, website address, the name ‘Sandy Park’ and the name of ‘Exeter Rugby Club’ must not be used in any advertising or publicity without the express prior written consent of the Manager. The Client must not use the name ‘Exeter Chiefs’ or that of any associated sponsor without the prior written consent of the parties concerned.
13.2 The booking is not assignable by the Client without the prior written consent of the Centre.
13.3 The information provided by the Client may be processed by the Centre for the purposes it has notified to the Data Protection Registrar. By confirming the booking, the Client consents to this processing of the information.
13.4 Under no circumstances is anyone qualified, partially qualified or unqualified to install or interfere with any electrical equipment or wiring without full consultation with and supervision of the Centre’s engineer or electrical contractor appointed by the Centre. The Manager or a person so authorised by the Centre reserves the right to disconnect the supply of electricity at any time at their discretion when it is believed to be dangerous or overloading the Centre’s circuits.
13.5 Any comment or complaint should be made at the Centre to the Manager at the time of the event so where possible the matter can be resolved immediately. Alternatively, write within 7 days to the Centre’s Manager at Sandy Park.
13.6 The Centre will not accept a claim for loss or damage of equipment or goods delivered in advance or left pending collection after an event. unless a charge was made by the Centre to the Client for such handling, storage of the said equipment or goods.
13.7 The Centre will not be held responsible for the quality of food if not served at the scheduled time as agreed in the final arrangements or due to late arrival of guests. No third party rights shall accrue under this contract.
13.8 These terms will be construed in accordance with English law and the Centre and Client submit to the exclusive jurisdiction of the English courts.
General Terms and Conditions
Sandy Park Conference Centre (company) Website (site) is currently provided free-of-charge to users who agree to abide by these Terms and Conditions including Terms and Conditions of Trade. Company reserves the right to change the nature of this relationship at any time, and to revise these Terms and Conditions from time to time as Company sees fit.
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Trademarks, Copyrights & Restrictions
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Details of Products & Services
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Disclaimers & Indemnity
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Limitation of Liability
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