Booking Terms and Conditions of Hire relating to
Streatham Campus and St Luke’s Campus,
University of Exeter
It is your responsibility as organiser to ensure you read and understand the
terms and conditions of hire contained within this document. By signing a
booking contract with the University of Exeter you will be legally bound to
adhere to them. For the purpose of this document it is important to
recognise that Event Exeter is a department within the University of Exeter,
providing event management services. For the purposes of this document
Event Exeter includes the Grounds team of the University of Exeter
1. Who is the contract between?
The contract is between the University of Exeter and your organisation (as
named on the Booking Contract). Your organisation accepts full responsibility
for paying all charges, including any extra charges arising under this contract.
2. Holding Dates
Upon request we will hold the facilities specified and the following terms and
timescales will apply.
o For bookings made more than 12 months in advance all facilities
will be held for a period of 8 weeks.
o For bookings made between 6 and 12 months in advance all
facilities will be held for a period of 4 weeks.
o For bookings made within 6 months of event date all facilities will
be held for a period of 2 weeks.
During the above timescales a letter or e mail of confirmation must be received
in order to proceed to a provisional booking. Unless we have agreed an
extension then all reserved facilities will be automatically released after the
agreed period, if written confirmation of your booking has not been received.
3. Provisional Bookings
If you request that a provisional booking is made for your event, the following
terms and timescales will apply:o For bookings made more than 12 months in advance all facilities will be
held for a period of 8 weeks.
o For bookings made between 6 and 12 months in advance all facilities will
be held for a period of 4 weeks.
o For bookings made within 6 months of event date all facilities will be held
for a period of 2 weeks.
Unless we have agreed an extension then all reserved facilities will be
automatically released after the agreed period, if written confirmation of your
booking has not been received.
4. Confirming Booking.
The University of Exeter will confirm your booking only on the basis of these
terms and a Booking Contract signed by you. The Booking Contract will state
the catering and other facilities that you have booked, and it should include a
clear statement of any other arrangements that have been agreed between
you and the University of Exeter.
5. Deposits and Payments
In order for your booking to be confirmed, a non-refundable deposit must be
received with the signed ‘Booking Contract’. The deposit will be charged at
50% of the hire quotation only. The deposit will be credited against the final
invoice. The final invoice will be issued following the event. You must pay in
sterling, to the address shown on the invoice, within 30 days of the date of the
invoice. You will pay all bank charges involved in making the payment.
The University reserves the right to charge interest on overdue accounts at
15% above the Bank of England base rate applying as at the date of the invoice.
The University reserves the right to use external debt recovery agents and the
court system to pursue outstanding debts. Charges incurred to be borne by the
person/organisation stated on the booking contract. All debts to the University
are pursued.
6. Damage to property
The organiser shall be held responsible for any loss of or damage to University
and 3rd party property caused by delegates. Charges for any loss or damage will
be added to the final invoice.
7. Making a Booking more than a year ahead
We may need to increase our charges if you book more than a year ahead.
When you book, you agree to pay our charges for the catering and other
facilities set out on the Booking Contract, plus VAT (if applicable) at the current
rate. We reserve the right to increase our charges from the figures we quote
to you when you make the booking.
We will notify you in writing of any changes to our charges after the date of
your booking. If the changes would increase the total amount payable for the
items on the current Booking Contract by more than the increase in the Retail
Prices Index, between the date of your booking and the date of the event, you
will have the right to withdraw your booking, within 14 days of notification,
without charge.
If the rate of VAT changes the University reserves the right to charge at the
rate applicable at the time of the event.
8. Value Added Tax
All bookings will be charged VAT at the rate applicable at the time of the event.
All cancellation charges, with the exception of the non refundable deposit, will
be charged exempt of VAT. VAT exclusive rates may be available to
organisations that qualify as an “eligible body” as defined by the VAT Act 1994
Schedule 9 Group 6. A VAT exemption certificate will be supplied and should
be completed and returned to Event Exeter (University of Exeter).
9. Overseas Customers
If you are a customer from outside the UK, we reserve the right to ask for a
guarantee of payment from a UK bank and to cancel the booking if the
guarantee is not provided within 30 days.
10. Alterations to your Booking
It is the responsibility of the organiser to inform Event Exeter of any alterations
to the booking. We understand that it can be difficult to predict numbers so
you may need to cancel a proportion of your booking. You may cancel up to
10% of the catering booked without charge, provided that you give Event
Exeter (University of Exeter) written notification of the cancellation no later
than 21 days before the event.
o We need to know final catering numbers no later than 21 days prior to the
event
o Reduction in catering numbers within 21 days of the event will be charged
at £2.50 per person (plus VAT)
Please note that a substantial reduction in numbers may result in an alteration
of the venue/s allocated to your event. We will only do this if the alternatives
we offer are suitable for your purposes as you explained them to us when you
made the booking.
11. Confirming Final Details
You must confirm any special food requirements 21 days before the event. If
you do not do this, we will decide what we should supply and charge
accordingly.
You must give us the final catering schedule not later than 21 days prior to
arrival. As stated above, if you cancel any rooms, catering or other facilities
after this time we will charge you at FULL RATE.
12. Full Cancellation
In the event of the booking being cancelled by you, you shall be responsible to
the University for a cancellation charge as follows:
o Up to 12 weeks prior to the event – loss of deposit
o Between 12 – 6 weeks prior to the event – 50% of the expected total
charges
o Within 6 weeks of the event – 100% of the expected total charges
13. Force Majeure
Neither party shall be under any liability in the event of either the University or
the organiser being prevented from fulfilling its obligations under this contract
due to the nature of any event beyond its control, but not limited to:o Acts of God
o War, National Emergency, Civil Unrest, Acts of Terrorism,
Pandemia
o The government of the country of origin of the visiting group
issuing a formal warning advising against travel to the United
Kingdom.
If the University or the organiser is unable to fulfil its obligations; in the event
of a Force Majeure occurring, the said party should give notice as quickly and
reasonably as possible to the other party.
14. Cancellation by the University
The University reserves the right to cancel any arrangement for the use of the
premises at any time for the following reasons: 14.1 If the University or any part of it is closed due to fire, flood,
failure of water, heating or electricity systems, dispute with
employees or by order of any public authority.
14.2 If the Organiser becomes insolvent, or enters into
liquidation or receivership.
14.3 If the Organiser is more than 30 days in arrears with
payment to the University for previously supplied services.
14.4 It might, in the opinion of the University prejudice the
reputation of the University.
14.5 The organiser in the opinion of the University is not
adhering to the terms and conditions of booking.
In the case of 14.1 we will make reasonable efforts to offer you alternative
arrangements.
However, the University cannot accept liability for any inconvenience or loss
caused as a consequence of such cancellation if alternative arrangements
cannot be made.
15. General Regulations
The following general regulations will apply to all bookings and shall be
brought to the attention of the attendees by the organiser.
o Hazardous or dangerous items may not be brought into the
University without prior written permission.
o The Organiser shall ensure that attendees act in a proper and
orderly manner and shall comply with all reasonable requests
from University staff. The University reserves the right to
terminate any booking during the period of the event/booking in
the event that this is not adhered to.
o It is prohibited to consume food and drink not supplied by the
University on the premises, unless previously agreed in writing.
o The University reserves the right to charge for any additional
services requested during the event.
o The University does not allow any animals onto University
premises with the exception of disability assistance dogs.
o All University buildings are no smoking areas. The University
Piazza’s are also no smoking areas.
16. Loss or Damage to Property
The organiser shall be held responsible for any loss of, or damage to, University
and/ or third party property caused by attendees. Charges for any loss or
damage will be added to the final invoice. The University cannot accept
responsibility for any loss of, or damage to, the personal property or vehicles
of attendees. Attendees are therefore advised to be extremely careful
regarding the security of their belongings. Attendees should also ensure that
cars are securely locked with no valuables left inside.
17. Personal Injury
The University is unable to accept any liability for death or personal injury
sustained by the Organiser or any person forming part of the Organiser’s party
unless proven to have been caused by the negligence of the University or its
servants or agents.
The Organiser will be held liable for death or injury to any employee of the
University caused by the default or negligence of the Organiser or any
attendees.
18. Indemnity Insurance
Organisations hiring University facilities must ensure that they are indemnified
by a UK insurer in respect of their liabilities to the University and to their
attendees. The University is insured against legal liability resulting from the
use of its facilities. The University of Exeter reserves the right to request
evidence of adequate insurance cover.
You will indemnify the University of Exeter against all losses, claims,
liabilities, causes of action, claims, damages, or costs including legal
fees, for any and all damage to property and injury or death of any
person, resulting from or related to
i.
ii.
iii.
This agreement and/or
any negligent act or omission by you, your agents, or employees
and/or
any breach of your obligations under this Agreement
19. Security
Event Exeter will determine the required level of security which will be
determined by the nature of the event. Event Exeter will be responsible for
procuring the security staff, the cost of which will be charged to the organiser.
It is a condition of the venue’s entertainment license that all security personnel
for the event must be registered with Event Exeter.
20. Safety within the Venue
1) A copy of the University of Exeter’s evacuation procedure and
housekeeping notes will be provided to you as a matter of course.
2) The University of Exeter’s risk assessment for the venue must be adhered to
at all times. A copy can be provided on request.
3) In accordance with the Health and Safety at Work Act 1974, and the
Management of Health and Safety at Work Regulations 1999, the organiser
and any associated contractor must supply Event Exeter with:
• A copy of the organisation’s health and safety policy statement
• A method statement for work being undertaken as well as a Safe System of
Work(Risk Assessment) document to highlight the control measures being
put in place.
• A suitable and sufficient risk assessment/s to cover the event as a whole.
This should be sent to Event Exeter at least 21 days prior to the start of the
event and should examine all potential risks to any associated
parties/attendees involved in the event.
4) In the case of exhibitions:
• The organiser must obtain a risk assessment for each individual exhibitor
and any associated sub-contractors, which must be on site and available for
viewing by Event Exeter, it’s Health and Safety Officers and any local
authority inspector.
• Please note that during build and breakdown periods access to the venue
will be restricted and controlled by the University of Exeter.
5) Any entertainers which may be part of the event eg fire eaters, stilt walkers,
jugglers, stunt artists or similar acts must provide a risk assessment
together with proof of £5 million public liability insurance. They must also
comply with all the conditions within point 20.
6) If you are providing table linen, chair covers or drapes, a copy of the fire
retardant certificate must be provided to Event Exeter. Any materials that
are deemed unsafe by Event Exeter or the Health & Safety Officers will not
be permitted to be used.
21. Catering Services
The University of Exeter or one of its nominated suppliers must be used as the
sole purveyor of food and beverages at the venue. All food and beverage
consumed within the venue must be provided by the University of Exeter. It is
not permitted to bring outside catering onto site.
21. Maximum Capacity
The organiser shall not permit more than the maximum number of people to
attend the event. The maximum number of people is stated in the Booking
Form
The University of Exeter shall have the right to require people in excess of the
maximum permitted number to leave the area.
22. Care of the Venue
The organiser or associated parties shall/must not:
1) Ensure that the venue is maintained in a tidy and safe condition.
2) Ensure that all passages, gangways, corridors, staircases and emergency
exits are kept clear of obstructions at all times and clear of queues.
3) Ensure that no one interferes or damages or misuses any of the University
of Exeter’s or associated third party equipment, fabric, fixtures, fittings or
decoration at the venue.
4) Ensure the venue is returned at the end of the hire period undamaged and
in no worse condition than in which it was found at the start of the hire
period.
5) If the University of Exeter or any of its agents are not satisfied with the
condition of the venue at the end of the hire period, or the said equipment,
fabric, fixtures, fittings and decorations, then the organiser will be required
to reimburse the University of Exeter for the cost of restoring the venue to
its previous condition either through retention of the damage deposit or
incurred costs, whichever is the greater.
6) Must not use any adhesive tape on any of the floor surfaces or stairways
without authorisation.
7) Must not paint any stand or display without authorisation.
8) Must not use the venue in any way or manner which will cause disruption
to other building users without prior authorisation.
9) Must not remove or relocate any fixtures and fittings from within the
venue.
10) If required by the University of Exeter the organiser shall pay for any
attendance of the Police, Ambulance or Fire Service as the University of
Exeter considers necessary to ensure proper conduct before, during and
after the event.
11) Must not interfere with any of the venue’s emergency lighting, or
signage by removing bulbs or masking them with materials of any type.
12) Must not fix drapes/curtains or any form of scenery without the prior
authorisation of the University of Exeter.
13) Must not drive staples or other fixings into any of the building’s fabric
(eg balcony, woodwork, floor, plaster or staging) without authorisation of
approved fixings.
14) Posters and advertising cannot be affixed to the walls, stage or balcony
with sellotape, pins, blu tak or similar.
15) The organiser will be responsible for the removal of all additional fittings
and fixtures brought into the venue and will be liable for any damage
caused to the venue. If the additional fittings and fixtures are not removed
within the hire period, then the organiser will be charged for the removal.
16) Gaffer tape used on stages or other areas shall be of an approved quality
that must be agreed with the University of Exeter prior to the start of the
hire period. If the organiser fails to comply with this requirement then a
charge will be made to remove the tape and make good any damage.
23. Signage, Advertising, Hoardings and Banners
• Event Exeter has the right to request a copy of any advertising material
or invites relating to the event.
• No posters, notices or bill boards may be displayed inside the venue
without the permission of Event Exeter.
• The approval of posters, notices or bill boards will be subject to
compliance with point 30 Care of the Venue.
• In the event of the organiser requiring any banners to be hung in the
venue, then the cost of the staff charges will be recharged to the
organiser.
• No posters, notices, large banners, hoardings or bill boards may be
displayed outside the building either attached or located on other
fixtures within the surrounds of the building without the prior
authorisation of Event Exeter.
• Any signage brought onto site must be freestanding and of a
professional quality.
• There should be no use of any image or logo copyrighted to the
University without its prior permission.
24. Medical Provision
Requests for assistance during an event should be made to the duty manager,
event staff, bar staff, porter or the security staff. Event Exeter should be
informed of any incidents on site to ensure they are properly recorded.
Provision of FIRST AID is a statutory requirement and the University will expect
the client to make the necessary arrangements to have certified first aiders in
attendance. If the client instructs the University to provide first aid cover the
charges for such cover will be added to the final account.
25. Major Incidents on Campus
The University of Exeter has a Major Incident Event Management Plan which
provides a framework for the management of incidents which could affect
your event. In the event of an incident the following will apply:
• The emergency services have primacy and the University of Exeter will
follow their lead.
• If an emergency occurs during an event then the University will take
primacy over the Event Organiser.
• The plan covers the period starting 48 hours before the event, up to the
end of the event. It should be used where severe incidents or threats
jeopardise the success of the event.
• At all times, the welfare of staff, attendees and third parties will be
paramount.
26. Vehicular Access to Site
Vehicular access and deliveries to the venue must be approved prior to the
event by Event Exeter. Please refer to the separate access to site terms and
conditions available on request from Event Exeter.
27. Deliveries to Site
Deliveries to the venue can only be accepted with prior notification and
preferably when the organiser or nominated person is available to sign for the
delivery. Any deliveries should be clearly marked with the event title, date,
and venue(s). To book a delivery slot for a vehicle to access the site please
refer to the access to site terms and conditions as per point no 34. Please be
advised that there is no on site storage available.
The University cannot accept responsibility for vehicles and their goods parked
within the loading bay.
28. Waste Disposal
All events must comply with the requirements of the Environmental Protection
Act 1990.
The University of Exeter is firmly committed to the principles and practises of
environmental sustainability in its activities across the institution. As such the
University of Exeter expects its customers and third party associates to
demonstrate a responsible approach. As the organiser you are responsible for
all waste generated by your event. Recycling facilities are available and if
necessary additional facilities can be provided for your event.
29. Animals
No animals are allowed into the venue without the prior permission of the
University of Exeter, with the exception of disability assistance dogs.
30. Car and Coach Parking
On site car parking is limited. Please note that Pay and Display parking is in
operation on the University campus, Monday to Friday 8.00am-6.00pm
throughout the year.
Please advise Event Exeter if attendees will be arriving and or departing by
coach so that appropriate pick up/drop off/parking points can be arranged.
31. VIPs/Press/Photographers
The organiser should forward details of any VIPs, members of the press or
photographers to Event Exeter not later than 14 days before the start of the
event. If badges, tickets or passes are being issued, a sample copy should be
sent to Event Exeter.
32. Statutory Requirements
Premises Licence: It is a prerequisite that you comply with all requirements
regarding licensable activities within the premises you are using / have booked.
We can provide detailed information upon request.
Performing Rights: the venue is licensed for concerts or dancing with the
Performing Right Society Limited. It is the responsibility of the organiser to
ensure that playlists are provided to Event Exeter in order to satisfy the
legislation on Performing Rights. Please note that the cost of room hire is not
in respect of any liability under the Performing Right Society legislation. Any
costs incurred under this legislation will be re-charged to the hirer.
You must comply with all legal requirements relating to your event and the
venue at which it is held
In the event that there is any change to legislation we will be duty bound to
meet your service within the new legal requirement.
The University of Exeter reserves the right to:
• Enter and view the venue at any time.
• To refuse permission to enter the venue or remove any person from the
venue who is in their opinion disorderly or objectionable.
• To refuse to permit to allow anything to be brought into the venue or
require anything to be removed from the venue.
Signatures:
I have read and understood the Terms and Conditions of Hire
Signed on behalf of:
Company___________________________________________________
Signature___________________________________________________
Print_______________________________________________________
Position____________________________________________________
Date_______________________________________________________
For the University of Exeter(Event Exeter)
Signature___________________________________________________
Print_______________________________________________________
Position____________________________________________________
Date_______________________________________________________