Threeways Conferencing Centre
Terms & Conditions
Version created October 2014
Definitions
Hirer:
Threeways:
The company, entity, organisation or person hiring the premises and facilities.
Centre at Threeways
Making Your Booking
A provisional booking may be held for a 2 week period (applicable to bookings with a 6 week+ lead time,
otherwise 24 hours only). Threeways reserves the right to automatically release the space if not confirmed
following this period. To confirm the booking a copy of the signed confirmation should be sent to the
Threeways team, complete with a Purchase Order number (if appropriate) and full postal address. A booking
fee may also be required to secure the facilities (please see deposit section). Once the confirmation is received
the hirer is bound by these terms & conditions.
Deposits
For meetings, a 50% deposit will be required should the quotation be in excess of £1,000 net of VAT. Any
outstanding balance must be settled no later than 1 week prior to the event.
Payment
Prices quoted are subject to VAT at the standard rate and are subject to change should this rate vary. Should
your organisation have a VAT exemption certificate a copy of this must be provided along with signed
confirmation. Threeways reserve the right to vary the charges specified in the contract to take into account
any variation in cost to Threeways. An invoice will be sent within 14 days of your event. Threeways would ask
that the account be settled no later than 14 days after the invoice has been received. We reserve the right to
add interest accrued and shall be charged at a standard rate of 2% above the current base rate.
Amending the booking
Amendments must be made to Threeways in writing no later than 7 days prior to the booking date. Quoted
prices may be subject to change if any facilities/items are added to the original specification. Should there be a
reduction in numbers within the 7 day period prior to the event, the full invoice cost will still be applicable.
In relation to any increase in numbers not notified within 7 days prior to the event, Threeways will endeavour
to make provision for such and charges will be made accordingly.
Cancellation fees
Cancellations must be made in writing to Threeways, where a response confirming receipt will be sent. The
cancellation fee incurred will be a percentage of the anticipated total value based on signed agreement:
Less than 1 week notice
1 – 2 week’s notice
2 – 4 week’s notice
4 – 8 weeks
* no catering charge will apply
100% charge
75% charge *
50% charge *
25% charge *
Meetings
Threeways reserves the right to cancel a booking if any part of Threeways is closed by events outside its
control.
Threeways also has the right to cancel or decline any booking or event that may harm its reputation or conflict
with the interests of Threeways without penalty to Threeways. Assistance may be provided to source an
alternative venue.
Meeting Rooms
• The maximum number of delegates permitted in each meeting room is decided upon by Threeways, in
consultation with the Fire Officer, and must not be exceeded.
• Should a day delegate rate be applied to a booking a minimum number of delegates will be set and itemised
on the confirmation. An additional room hire fee will be charged should numbers fall below this.
• The facilities should not be used for any other purpose than that agreed.
• The facilities will not be used for any activities which are dangerous, offensive, noxious, illegal or immoral or
may become a nuisance to Threeways or local residences.
• The hirer shall not permit any third party to use the facilities for any purpose.
• No items shall be stored overnight on Threeways premises without the authorisation of the Conference
Manager. A storage fee of £25 per night will apply in such cases and goods not collected within 7 days will be
disposed of.
• Should the meeting progress past the end time stipulated on the confirmation of booking an additional
charge may be applied at the contracted hourly rate for the room.
Catering
• Menus, special dietary requirements and numbers must be confirmed no later than 14 days prior to the
commencement of the event. Final numbers must be provided no less than 2 working days prior to the
booking, however should numbers reduce a cancellation fee will apply. Should numbers increase significantly,
confirmation will be sought from the Catering Manager.
• Menus are provided as a guideline and may be subject to change. Menus will be revised to suit the number
of delegates and audience - a copy can be provided. Numbers under 50 and evening or weekend bookings may
be subject to an additional charge; this will be confirmed in writing at the time of the enquiry.
• Only food and drink provided by Threeways can be served in any of the meeting rooms and catering venues.
Likewise food provided for meals by Threeways shall not be removed from the premises following an event,
i.e. refreshment snacks or buffet items in line with Food legislation to include the Food Safety (Temperature
Control) Act 1995.
• The rescheduling of refreshments/meal times on the day of a booking may be subject to the Catering
Manager’s discretion.
Health & Safety Requirements
•Delegates will not park or obstruct any highway or route allowing access to the venue.
• The hirer must maintain free access to fire exits at all times and must obtain Centre at Threeways’ prior
approval before using any special effects equipment on the premises.
• The hirer shall submit all layouts for the event to Threeways prior to the event.
• All electrical equipment must be PAT tested and Threeways may demand to see proof of this before allowing
its use.
• On arrival on the Threeways premises the hirer will be provided with information on the Health & Safety
guidelines in place, it is the hirer’s responsibility to communicate this with guests.
• Threeways cannot undertake any liability for loss or damage to articles left on its premises and grounds and
undertakes no responsibility for injury to delegates, visitors and guests whilst in or on Threeways property.
Delegates are advised to consult their own insurance company regarding insurance, loss, damage or personal
accident.
• Threeways accepts no responsibility for any damage to any vehicle parked on site.
• The Conferencing Suite is strictly no smoking however there is a designated smoking area on site.
• Threeways reserved to itself the right to enter the premises at all times and the hirer shall give instructions
for their admission.
Under 18’s
All persons between the ages of 14 to 18 years of age must be under the control of at least one responsible
adult who should be clearly identifiable and who will be held responsible for any actions or liabilities incurred
by such persons. All children and young persons who may be visiting Threeways, either as part of an organised
event or as individuals (with members of staff or students, for example) must:
• Be supervised at all times by a responsible person
• Undergo induction training where relevant
• Be provided with information on risk & Emergency Procedures where appropriate
Certain areas – including workshops and some laboratories should be considered as restricted access only.
Access should not be permitted to visitors who are children or young person’s unless the visit forms part of an
organised activity.
Insurance Cover
Threeways has insurance to cover its legal liability for accidental injury, loss or damage sustained by visitors.
Claims will be properly denied when there is no fault on the part of Threeways.
Threeways does not accept liability for the personal property (including motor vehicles) of visitors brought to,
or left, in any of its buildings or its grounds, and does not insure personal property against damage or loss.
The client shall affect third party insurance cover to the extent that it is required Threeways.
The client shall indemnify Threeways against all loss and damage and against all claims, suits and costs by
reason or in consequence of the booking.
Except in the case of Threeways negligence, Threeways does not accept any responsibility for the loss of or
damage to personal effects. Threeways undertakes no responsibility for injury to delegates, visitors or guests
while on Threeways property. The client is advised to arrange adequate insurance cover.
Outside Services
Our prior written consent must be obtained for any entertainment or services to be supplied for the event by
third parties. Any such services must comply with all statutory codes and regulations. It shall be your
responsibility to ensure that, where applicable, Performing Rights Society forms and Phonographic
Performance Limited forms are completed by any band, musicians or electrical contractors with whom you
have entered into a contract in respect of the event. All equipment used by such discos, bands and musicians
must have a current Portable Appliance Test (PAT) certificate(s). All contractors brought into the venue by you
must be covered by their own Public Liability Insurance.
We reserve the right to object to your use of any third party we reasonably consider to be unsuitable and to
require or undertake their removal from the venue.
Damage
It is the hirer’s responsibility to ensure that all facilities used have been vacated with all furniture and effects
left in a clean and proper condition. Any costs to repair such incidences will be included in the final invoice.
Force Majeure
Threeways will not be liable for failure to comply with any terms or conditions of this contract to the
extent that such compliance is prevented, hindered or delayed by any cause beyond its control including but
not limited to fire, storm, explosion, flood, Act of God, action of any Government or Governmental Agency,
shortage of materials of goods, strike or lock-out.
General
• Threeways reserves the right to alter the meeting room or dining venue allocated and will endeavour to
provide the hirer with 48 hours notice.
• Should goods/supplies become unavailable, discontinued or economically unviable, eg. foods, alternative
goods will be offered.
• The hirer must obtain written approval from Threeways if they wish to attach items to the walls, floors and
ceilings of the venue.
• Pets & animals are not permitted on any Threeways premises. The only exception would be guide dogs,
hearing dogs and other working dogs that assist guests with disabilities. It is encouraged that notification of
such requirement be provided to Threeways in advance of arrival.
• In certain circumstances it may be necessary to add additional charges for items such as extra cleaning or
staff overtime where necessary to service the event.
• Exclusive use of the premises cannot be guaranteed unless the contract stipulates hire the whole of the
premises.
• Threeways reserve the right to charge an administration fee when sourcing external suppliers for
conferences and events.
• Threeways reserves the right to refuse a booking, at our discretion, providing a clear justifiable reason is in
evidence of doing so.
Complaints
• Any complaints should be discussed with the Conference Manager during your stay. Any dispute arising post
event must be made in writing to the Conference Manager within 7 working days of the event.
• Any complaints received arising from unruly behaviour from a group or individual may result in the offending
party being requested to immediately vacate the premises.
Contact Information
Centre at Threeways
Nursery Lane
Ovenden
Halifax
West Yorkshire
HX3 5SX
Tel: 01422 385208
E-mail:
Website:
conferencing@3ways.org.uk
www.3ways.org.uk