St John’s Innovation Centre
Conference & Catering Booking Form
Conference Manager, St John’s Innovation Centre, Cowley Road, Cambridge, CB4 0WS
Telephone: 01223 421811 Fax: 01223 420844 Email: conference@stjohns.co.uk
Organiser & Company Details
Company Name:
Address:
Telephone:
Email Address:
Event Organiser:
How did you hear about us?
Conference Details
Date of event:
Event title:
Times: (including set up & break down) Start time:
Finish time:
Rooms required:
Layout:
Total number of delegates:
Type of event i.e. networking:
Conference Room Capacity & Layout
Boardroom
Conference Room Hire Price
U-shape Cabaret
Theatre
Half Day
Full Day
Appleton Room
14
10
-
25
Appleton Room
£135
£175
Johnson Room
20
20
25
35
Johnson Room
£160
£240
Cormack Room
14
10
-
25
Cormack Room
£135
£175
Dirac Room
20
20
25
35
Dirac Room
£160
£240
Sanger Suite
30
30
40
80
Sanger Suite
£295
£410
Mott Boardroom
£140
£205
Mott Boardroom
10
-
-
-
Equipment Hire
Item
Cost
Wi-Fi
Flip chart pad
Laptop
Exhibition display board
Pads and pens
Number required
Free of charge, per hour
£5 per half day
£50 per half day
£25 full day
75p per set
Conference Manager, St John’s Innovation Centre, Cowley Road, Cambridge, CB4 0WS
Telephone: 01223 420252 Fax: 01223 420844 Email: conference@stjohns.co.uk
Beverages
Please indicate your beverage selection with the quantity and times required.
Item
Cost
Tea & Coffee
Tea/Coffee & Biscuits
Tea, Coffee & Danish Pastries
Jug of Orange Juice
Still/Sparkling Water 1.5ltr
Quantity
Times required
£1.30
£1.50
£2.40
£3.00
£2.10
CLASSIC FINGER BUFFET MENU (minimum order of 6 people & prices are per person)
3 items £6.50 + VAT & additional items at £2.00 + VAT
Total number of people:
Time required:
Please indicate which options you wish to order:
Option
A
B
Item
Option
Item
Freshly filled Bakers Basket rolls
with a range of fillings. 2 rounds per
person (v/m)
J
Smoked salmon and cream
cheese bruschetta
Freshly filled wraps and baguettes
with a range of fillings. 2 rounds per
person (v/m)
K
Peppers and cream cheese
bruschetta (v)
C
Mixed chicken skewers
L
Far Eastern platter of onion
bhajis, pakoras and samosas,
served with minted yogurt dip
D
Mini lamb kofta with
minted yogurt dip
M
Individual savoury tartlets (v)
E
Southern fried chicken goujons,
served with sweet chilli sauce
N
Traditional platter of baconwrapped sausages, meat pies
and sausage rolls
F
Bite sized beef and horseradish
Yorkshire pudding
O
Mozzarella and cherry tomato
skewers (v)
G
Salmon and plaice goujons with
tartar sauce
P
Crudités and houmous (v)
H
Individually baked mini quiche (v/m)
Q
Mini Cream Cake Platter
I
Vegetable kebabs (v)
R
Fresh Fruit
BREAKFAST MENU (minimum order of 6 people & prices are per person)
£6.50 + VAT
Total number of people:
Time required:
The Breakfast package includes:
Selection of Danish Pastries
Fresh Fruit & Orange Juice
Hot Bacon & Sausage Baguettes
Tea & Coffee
Conference Manager, St John’s Innovation Centre, Cowley Road, Cambridge, CB4 0WS
Telephone: 01223 420252 Fax: 01223 420844 Email: conference@stjohns.co.uk
EXECUTIVE FORK BUFFET MENU (minimum order of 10 & prices are per person)
£9.99 + VAT per person
Total number of people:
Time required:
You will receive the following:
Baked Salmon
Baked Stuffed Peppers
Vegetable Kebabs
Mixed Leaf & Herb Salad
Selection of Fresh Bread
This package also includes one of each from the options below.
Assortment of Cured Meats
or
Charcuterie Selection
Cous Cous (v)
or
New Potatoes (v)
Exotic Fruit Kebab Platter (v)
or
Cream Cake Platter (v)
SUPERIOR HOT BUFFET MENU (minimum order of 10 & prices are per person)
£12.99 + VAT per person
Total number of people:
Time required:
Please indicate which options you wish to order:
Option
A
B
C
Item
Option
Item
SPICY MEXICAN BEEF CHILLI
Served with rice, nachos, salad and
salsa
D
STUFFED PEPPERS (v)
Served with salad, spicy rice and
Mediterranean vegetables
BEEF IN BEER CASSEROLE
Served with new potatoes and
roasted leeks
E
BAKED GLAZED SALMON
Served with steamed rice and
vegetable ratatouille
CUMBERLAND SAUSAGE
Served with onion gravy, mashed
potato and roasted vegetables
F
SPINACH, RED LENTIL &
POTATO CURRY (v)
Served with rice and poppadum’s
Special requests:
If you have any special requirements, please contact the Conference Manager by emailing
conference@stjohns.co.uk or call 01223 421181.
Terms and Conditions:
You will find terms and conditions on the next page. Please sign and date below to confirm you have
read and accept the terms and conditions.
I have read and accept the terms and conditions:
Signature:
Date:
Conference Manager, St John’s Innovation Centre, Cowley Road, Cambridge, CB4 0WS
Telephone: 01223 420252 Fax: 01223 420844 Email: conference@stjohns.co.uk
TERMS AND CONDITIONS
This contract is between us and you and not any other person or
organisation for whom you may book rooms, meals and facilities.
You acquire responsibility for paying all charges, including any
extra charges that arise under this contract.
DEFINITIONS: “The Company”, the “Centre” and “we” or “us”
means St John’s Innovation Centre Ltd. The “client(s)” and
“you” and “your” means the organising body and organiser
responsible for the communications of and payment for the
event. The “contract” means the agreement between the
Company and client for a specific booking.
GENERAL: Our acceptance of a booking is made solely with
you and the booking may not be transferred to an agent or third
party without our written agreement. We calculate our charges
on the basis that we will provide all food and drinks that you
and your delegates need. Your delegates must not bring food
or drink onto our premises to eat or drink here. In the event that
you breach this rule you will be charged corkage. Smoking is
prohibited in the Company buildings.
CANCELLATION CHARGES
Within 5 working days: 100%
1-4 weeks: 50%
More than 4 weeks 0%
If numbers are not confirmed within 72 hours the conference
will be prepared and charged at the latest numbers confirmed
in writing.
You will be asked to sign for any additional services you
request on the day. Additional services cannot be provided
without your signature.
A.CONFIRMATION OF YOUR BOOKING. We will confirm
your booking on the basis of these terms and a signed booking
confirmation. The booking confirmation will clearly state
conference facilities and other services that have been agreed
between you and us, including the number of guests. You must
sign the booking confirmation and return it to us with the
deposit within 2 weeks of booking. If we do not receive it within
this period we have the right to release your booking and resell
the space and facilities held.
B. EMERGENCY PROCEDURES. Fire Escape signage and
fire fighting apparatus must not be tampered with or covered in
any way. Access to emergency exits must be kept clear at all
times. Blocking of doorways or exits with equipment or tables is
prohibited. In the event of an emergency, an alarm bell will
sound continuously. You must evacuate the room using the
emergency exits immediately. The assembly areas are
highlighted in each specific room. Procedures for evacuation
are displayed in the rooms and you must ensure your
attendees are informed of this at the opening of the event.
C. INSURANCE. We will not accept any responsibility for the
loss or damage to any of your (or your contractor’s) property,
including any film video or audio visual material or vehicles.
You must reimburse to us the costs of repairing any damage
to our property, contents or grounds caused by any of your
delegates. Our insurance covers public liability claims where
we are held liable. Insurance will need to be arranged to
ensure that you are covered for all risks (for you and your
potential third parties) adequately.
D. REDUCTION AND OTHER AMENDMENTS BY YOU.
Amendments to numbers and/or arrangements must be
confirmed to us in writing. Reductions in the duration or
contracted value of the booking shall be subject to our
cancellation policy. Final numbers must be stated a minimum
of 72 working hours before the event. These will be the
minimum numbers for which you will be charged.
E. CANCELLATION BY YOU. If you have to cancel or
postpone your conference booking at any time prior to the
event, then the appropriate cancellation fee will apply. Any
cancellation, postponement or partial cancellation should be
advised to the Company in writing.
F. AMENDMENTS OR CANCELLATION BY US. Should we
for reasons beyond our control need to make any
amendments to your booking, we reserve the right to offer
alternative facilities. Our acceptance of your booking is on
the understanding that circumstances beyond our control
may prevent us from meeting our obligations at the relevant
time, in which case we will not be liable for any loss suffered
by you or any third party. We may cancel the booking if the
booking might in our opinion prejudice our reputation, you
are more than 30 days in arrears of payment for a previous
event or we become aware of any significant alteration in
your financial position.
G. ARRIVAL/DEPARTURE. The rooms are available from
the time shown on your booking form. Any extensions may
incur additional charges. Up to one hour is required to reset
and clean rooms.
H. CHARGES AND PAYMENTS. Payment of accounts is
due 30 days following the date of invoice. Payment must be
made in pounds sterling (UK). In the event of payments
becoming overdue, interest at 5% above the base rate at the
time of when payment becomes due maybe added to your
account. Due accounts are subject to VAT at the current rate.
I. DEPOSIT. A deposit of 50% of the expected conference
room and service charges is required before the booking can
be accepted. Current tenants of the Centre are exempt from
the deposit requirement.
SJICL Conference Terms & Conditions v2.0 1 April 2012
Conference Manager, St John’s Innovation Centre, Cowley Road, Cambridge, CB4 0WS
Telephone: 01223 420252 Fax: 01223 420844 Email: conference@stjohns.co.uk