Terms and Conditions

Introduction

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.

Conference and Event Bookings Terms and Conditions

Introduction

1.1 In these terms of business, which apply to any “Booking” of an “Event” (of any description), the expression:

‘Venue’ means the Sandy Park Conference Venue operated by Exeter Rugby Club Limited - registration number 03320422

“Client” means the person, firm or company Booking the facilities and services provided at the Venue for Events

‘Manager’ means the Manager of the Venue at the time of the Event.

Booking Confirmation

2.1  Booking of an Event is a commitment by the Client to use any services and facilities of the Venue whether made by telephone, at a meeting, email, fax or post and the Venue subsequently issues a written Booking confirmation (‘the Contract’) to the Client which is subject to the normal contractual terms and conditions of trade of the Venue.

2.2  Provisional Bookings can be made and held for 14 days. If a signed Contract and Initial Payment is not received after 14-days, the provisional booking will be automatically released without further notification to the Client.

2.3  A signed Contract of the proposed Booking or planning of the Event with the Venue by the Client will be taken as acceptance of these terms of business.

2.4  The Venue may require documentary evidence of appropriate insurances as determined solely by the Venue from time to time. The Event may not proceed until the Client has provided such evidence to the Venue within 7-days of the request and no later than 7-days before the commencement of the Event. The Event may not proceed until the Client has provided this documentation.

Availability

3.1 All rooms, facilities and rates offered by the Venue 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 Venue and other events or activities may concurrently take place when the Client is using the Venue

3.3 The Client must, at all times, comply fully and promptly with the directions of the Manager concerning parking at the Venue of vehicles of all types.

Numbers

4.1 Provisional minimum numbers will be required from the Client at the time of Booking and the Venue’s minimum charge for the facilities booked will be based on those numbers.

4.2 At least 30 days prior to arrival, the Client will provide the Venue with up to date guest numbers. An invoice will be issued based on this number.

4.3 At least 14 days prior to arrival, the Client will provide the Venue 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 Venue may charge the Client 50% of the per head charge for each guest not attending. If less than 7 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 Venue reserves the right at any time up to 14 days prior to arrival to reallocate the booking to suitable alternative facilities within the Venue.

Prices, Initial Payments & Payment Terms

5.1 All prices quoted are subject to VAT at the current rate

5.2 Prices quoted may be subject to variation up to 12 weeks prior to arrival where such variations are due to third party factors beyond the control of the Venue. After which, except for variations due to Client requirements, the Venue may only vary changes due to VAT. 

5.3 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.

5.4 Prices quoted at the initial enquiry reflect the total value of the contract. If a Client subsequently seeks to reduce the value of the Contract, then the Venue reserve the right to increase unit component charges within the overall Contract which the Client agrees to pay.

5.5 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. 

5.6 Payments Terms

Within 14-days of the Booking 25% non-refundable Initial Payment
60-days prior to the Event date 50% of the outstanding balance
30-days prior to the Event date The outstanding balance

5.7 A non-refundable Initial Payment of at least 25% of the total perceived Booking value is required upon signature of the event Contract. If a signed Contract and Initial Payment is not received within 14 days, the provisional Booking will be automatically released. A further 50% of the total Booking value is due 60 days prior to the Event. The remaining balance will be required in full 30 days prior to the event.

5.8  For all Bookings confirmed 60 days or less prior to the Event date, at least 50% of total Booking value is required upon signature of the Event Contract and the remaining balance will be required in full 30 days prior to the Event.

5.9  For all Bookings confirmed 30 days or less prior to the Event date are to be paid in full upon signature of the Event Contract.

5.10 Any additional chargeable items requested on the Event day will be invoiced in full following the Event and Client Payment will be made within 30 days. 

5.11 All amounts invoiced must be settled within 30 days of Event departure. Failure to do so will result in interest charges being applied at a rate of 2% per month which the Client agrees to pay.

5.12 All questions relating to the final invoice should be addressed in writing to the Venue Manager within 14 days of the event departure date.

5.13 If the Client cancels, any Initial Payment will be set against cancellation charges due for payment by the Client.

Event Tickets

6.1 Tickets purchased online must be printed prior to arrival at the venue. Please ensure that your ticket is printed with the barcode clearly visible.

6.2 Should the event be cancelled, abandoned or postponed no money will be refunded. If the event is eventually staged, this ticket will be valid for the later date. 

6.3 This ticket is not to be sold for more than its face value and is valid only if presented complete.

Banqueting & Food

7.1 No food or drink is to be bought to the Venue or its grounds nor is food and drink to be removed from the Venue because of licencing and health considerations. Food is not prepared for the purpose of being taken away from the Venue and the Venue accepts no liability for consequences in the event of a removal. This includes the Client, or its guests or representatives or sub-contractors.

7.2 The Venue 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. 

7.3 If special dietary requirements (defined as being any change from the menu agreed at the outset) are received less than 7-days before the Event, then such requests will only be provided on a best endeavours basis and subject to a 50% increase in price per person in the request.

Cancellation by the Client

8.1 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 10.1 below as the Client can insure against cancellations etc.)

12 - 9 weeks 25%
8 - 5 weeks 50%
14 weeks - 15 days 80%
14 days and under 100%

8.2 The Venue 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.

8.3 The Venue will try to re-let the allocated rooms and a reduction of the cancellation charge may be made if the Venue is successful. 

8.4 The Client also agrees to reimburse the Venue for any costs incurred by it arising from the consequential cancellation of the Venue’s arrangements with third parties.

Changes and Cancellation by the Venue

9.1 The Venue may cancel the Booking at any time and without liability to the Client if:

  1. The client is more than 14 days in arrears with payment to the Venue for previously supplied services,
  2. The Client is unable to pay its debts as they fall due, or
  3. Any part of the Venue is closed or unable to operate for any reason beyond the Venue’s control

9.2 If the Venue cancels the Booking for a reason other than as set out in clause 8.1, then it will use all reasonable endeavour to provide alternative facilities at another venue

Etiquette and Controls

10.1 Event spaces will be available as booked. Arrangements for early arrivals or late departures must be agreed with the Venue at least 7-days before the event and a supplementary charge may be applied which the Client agrees to pay.

10.2 The Venue 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 Venue. In the event of failure to comply with management requests, the Venue may terminate the Booking or stop any Event without being liable for any refund or compensation.

10.3 As a licenced premise, the Venue also reserves the right to refuse entry or expel any individual or group of individuals from the Venue without liability where the Venue considers the behaviour or appearance of the individuals is not appropriate. Assessment of these matters is at the sole discretion of the Venue.

10.4 The Venue complies with anti-discrimination legislation and expects the Client, its employees, guests and all sub-contractors engaged by or on behalf of the Client is expected to adhere to this policy. The Venue may, without incurring any liability, remove from the Venue any person perceived, at the sole discretion of the Venue, to be contravening this policy.

10.5 The Venue 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

10.6 Prior consent of the Venue 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.

10.7 The Client will ensure that any outside contractor reports to the Venue’s duty Manger to sign a contractor’s indemnity form. The Venue may in its absolute discretion refuse access to any contractor.

Liability

11.1 Other than for death or personal injury caused by the negligence of the Venue, the Venue’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. Insurance must comply with the requirements of the Venue confirmed at the confirmation of the booking.

11.2 Unless the Venue is liable under clause 10.1, the Client indemnifies the Venue 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.

11.3 The Venue does not accept responsibility whatsoever for damage to, or theft from, vehicles parked on the Venue’s premises.

11.4 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 Venue on demand the amount required to make good or remedy any such damage to an acceptable standard as determined by the Venue.

11.5 The Venue 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 Venue.

Commissions

12.1 Commission to conference agents is payable on room hire and catering only (parking, alcohol, audio visual equipment and any extras on the event day are not included) 

12.2 The agreed commission rate is not deductible from the Client’s invoice. All commission invoices are to be sent to the Venue following the event.

Health & Safety

13.1 The Client agrees to adhere to all Health and Safety legalisation that may affect the Event. The Venue has the final decision regarding any interpretation of legislation. Legislation concerning the Event may be on either a direct basis affecting the Client and the Venue or indirect via matters affecting third parties that may affect the Event. The Venue will request a separate Risk Assessment or Method Statement from the Client that will be incorporated into these terms of this Contract. This must be accepted by the Venue in writing in order for the Event to be able to take place. The Client agrees to adhere to these terms including (where required) production of any documentary evidence requested by the Venue that demonstrates compliance with such legislation. If a Client cannot demonstrate compliance to the Venue, then the Venue may cancel the Event without any liability to the Client

General

14.1 No third party rights shall accrue under this Contract.

14.2 The Client shall fully indemnify the Venue for any costs (both direct and indirect) relating to acts and omissions by the Client, their employees, guests or sub-contractors including but not limited to using any IT network, security matters, infringement of the legal rights of any party and dispersal of any inappropriate and unsolicited material by electronic means. 

14.3 The Venue’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.

14.4 The Booking is not assignable by the Client to another legal entity without the prior written consent of the Venue.

14.5 Information provided by the Client or the Client’s customers will be processed by the Venue in accordance with legislation.

14.6 The Venue will take reasonable steps to ensure that data is treated securely and in accordance with the Venue’s legislatively compliant Privacy Policy (available at the Sandy Park web site), including but not limited to information governed by GDPR. We may collect and store information provided to the Venue to personalise and improve visitor’s experience with the Venue’s digital platforms, products and services requested from the Venue, as part of our market research and user profiling.

14.7 Under no circumstances is anyone qualified, partially qualified or unqualified to install or interfere with any electrical equipment, wiring or similar without full consultation with and supervision of the Venue’s engineer or electrical contractor appointed by the Venue. The Manager or a person so authorised by the Venue reserves the right to disconnect the supply of electricity to the Client at any time and at the Manager’s sole discretion when it is believed to be dangerous or damaging to the Venue’s facilities.

14.8 We reserve the right not to allow onto our premises any third parties supplying services to you in connection with your event who do not meet our intended requirements. An approved supplier list is available on request.

14.9 We agree to use reasonable endeavours to provide the equipment and perform the services specified in relation to the Event. We do not however accept any liability beyond reasonable control for failure of equipment and services.

14.10 Any comment or complaint should be made at the Venue 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 Venue’s Manager at Sandy Park.

14.11 The Venue 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 Venue to the Client for such handling, storage of the said equipment or goods.

14.12 Force Majeure. If the Venue is prevented from carrying out its obligations to the Client in respect of the Contract by a circumstance beyond its reasonable control, including but without limitation, legislative intervention (including but not limited to the withdrawal of any applicable licence or permissions), strikes, labour disputes, accidents, acts of God (including weather), national or local disaster, war or any event causing a whole or partial part of the Venue to be closed to the public, the Venue will either substitute a similar or comparable Event or cancel the Booking and refunds payments received whilst deducting direct costs to the Venue that was incurred but could not be cancelled (including but not limited to wasted food already prepared) and without further liability to the Client.

14.13 These terms are governed by English law and the Venue and Client submit to the exclusive jurisdiction of the English courts. 

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