TERMS AND CONDITIONS
Lettings, Private Functions & Allied Events

It is important for you and us to understand clearly, when you make a booking with us, who is responsible for what. This document sets out clearly which responsibilities lie where. Because of the nature of Henley's' business, and the long term nature of its academic programme, Henley's Terms and Conditions and cancellation charges are significantly different from those expected in the normal hotel business. The following are the terms of the contract between you, the customer, and us, Henley Management College (Trading) Ltd.

1. Who is this contract between?

The contract is between us and you, not any other person or organisation that you book rooms, meals or facilities for. You accept responsibility for paying all charges, including any extra charges, arising under this contract. The contract is subject to and construed and interpreted in accordance with English law. You may not transfer your rights or responsibilities under this contract to any other person or organisation.

2. Provisional bookings

Henley Management College may agree to you making a provisional booking. You may cancel provisional bookings without penalty. While we hold your provisional booking, we will not allocate the facilities that you have provisionally booked to other customers unless you agree.

3. Confirming your booking

We will confirm your booking only on the basis of these terms and a Booking Contract signed by you. The Booking Contract will clearly state the accommodation, delegate rates, guest numbers, meals and other facilities which you have booked, and will include a clear statement of any other arrangements which have been agreed between you and us. You must sign the attached Contract and return it to us by post or fax, within 5 days of the date shown on the Contract. If we do not receive the signed Contract within this period we reserve the right to release your provisional booking and re-sell the space and facilities held. If you ask us verbally to confirm your booking you must send us a written confirmation signed by you, either on the attached Booking Contract, or by letter, stating that you accept these terms. We must receive this within five days of receiving your verbal confirmation or we may cancel the booking. When you confirm a booking, you agree to pay all the charges for accommodation, meals and other facilities set out in the Booking Contract, unless these are changed or cancelled under the terms of clauses 6, 8, 17 or 18 below. In that case you must pay the charges set out in the relevant clause(s).

4. Paying your invoice

Unless we have asked you to pay a deposit or advance payment (see clauses 17 and 18), we will invoice you for all charges immediately after the event. You must pay in sterling, to the address shown on the invoice, within 14 days of the date of the invoice. You will pay any bank charges involved in making the payment.. If you do not pay the invoice in full and on time, we reserve the right to charge you statutory interest and fixed penalties under the terms of the Late Payments of Commercial Debts (Interest) Act 1998.

5. Large weekend events and Weddings

If you wish to book a large weekend event or a wedding, we will require a non-refundable deposit of 30% of the total contracted revenue on confirmation of your booking.

6. Altering your booking

If you alter your booking, your request must be made in writing to us. We will confirm our acceptance of your written request in writing, so that you know what you have booked and what you are responsible for. The Booking Contract and any agreed, accepted written alterations will set out the accommodation, meals and other facilities that you have booked with us. It will include details of any extra facilities that we may have agreed, and of any items you have cancelled but must pay for under clause 8.

7. Extra accommodation, meals or other facilities

If you ask for any extra accommodation, meals or other facilities, we will use our best efforts to provide them, but we cannot guarantee that we will be able to meet your requests. You should contact us as soon as possible to discuss possible increases in numbers or extra facilities, and then confirm your requirements in writing. We will respond in writing confirming what extra arrangements we have made for you (and, where applicable, the extra cost). Should the College, for reasons beyond its control, be unable to provide residential accommodation on site, we reserve the right to offer alternative accommodation in a nearby hotel. If we book extra bedrooms on your behalf in hotels, these will be subject to the same cancellation terms as our own facilities.

8. Cancelling all or part of your booking

If you need to cancel or postpone your booking, or reduce the numbers that you have agreed to pay for in the Booking Contract, you must give us written notice. You will be liable to pay charges for any accommodation, meals or other facilities that we cannot re-sell despite using reasonable efforts. You must pay in full for any accommodation, meals and other facilities that you book and do not cancel, whether or not you use them. The level of charge to be applied will depend on the amount of notice you give us, calculated from the following tables:

Cancellation Charges

Written notice received by us	% of contracted revenue to be charged (Original)
More than 12 weeks before the first day of the event	No charge
4 to 12 weeks before the first day of the event	50%
Less than 4 weeks before the first day of the event	100%

We will show the details of what you have cancelled on a new Booking Contract. We will tell you our final charges for your cancelled booking once we know whether or not we have been able to re-sell the items you cancelled.

9. Giving us the final details

You must confirm final timings, menus and any special dietary requirements 10 days before the event. If you do not do this we will decide what we should supply and charge accordingly.

10. Changes or cancellation by us because of events beyond our control

We have the right to alter or cancel a booking that we cannot keep if the reasons for that are beyond our control. If this happens we will use all reasonable efforts to offer you an alternative. We cannot accept responsibility if we cannot provide accommodation, food, drinks or service because of industrial action or any other cause which is beyond our control. We have the right to cancel a booking without liability to the customer if a customer is in arrears of previous payments; the College becomes aware of any alteration in the customers financial situation; or if in the view of the College, the booking might prejudice the reputation of the College.

11. Changes or upgrades to room allocations

There may be circumstances which require us to alter the meeting rooms, dining rooms or residential accommodation allocated to you. We will do this only if the alternatives we offer are suitable for your purposes as you explained them to us when you made the booking. There will be no extra charge to you if we change or upgrade your room allocations under this clause.

12. Arrival and departure times

Conference, training or syndicate rooms will be available for the time shown on your contract. Bedrooms will be available from 2.00 pm on the day you arrive, and must be vacated by 9.00 am on the day you leave, unless you have made other arrangements with us. We will charge you for any extra costs incurred by bedrooms not being vacated on time or by conference, training or syndicate rooms not being vacated by the agreed time.

13. Animals and pets

No animals or pets of any kind, except guide dogs, are allowed on our premises.

14. Food and drink

We work out our charges on the basis that we will provide all food and drinks that you and your party need. Your or your party must not bring food or drinks onto our premises to eat or drink here without our agreement. We will charge corkage or equivalent charges for all drinks or food brought onto our premises and consumed.

15. Behaviour on our premises

You must make sure that members of your party, and anyone visiting you or your party on our premises behave in such a way that they do not cause a nuisance or unreasonable disruption to Henley Management College, our employees or to anyone else using or visiting the College. Should any of the members of your party refuse to, or appear to be unable to alter any aspect of behaviour that is unacceptable to us, we reserve the right to terminate the stay of the person(s) involved or all of your party. You agree to pay any loss or liability of any kind to us or any other person caused by members of your party, or your servants, agents or suppliers, and to indemnify the College in full against all injury (including death) to any persons or loss of or damage to any property which may arise out of any negligence, act of omission of you, your servant(s), agents, sub contractors or suppliers. If any damage caused by your party prevents bedrooms or other facilities being used whilst the damage is made good, you will be charged for any revenue lost during this period. We advise that you are fully insured against all losses or liabilities - we can supply information about insurance if you wish. We cannot accept responsibility for loss of or damage to property or vehicles belonging to you or your party, however caused.

16. Services provided by other parties

Before you arrange for any other supplier to provide you with anything, you must have the College's prior consent in writing. The College cannot accept any liability for any costs connected with such suppliers. If you ask us to arrange for a service provided by any other person or organisation, we will only act as an agent for you. Any resulting contract is between you and the person or organisation providing the service, unless we specifically agree otherwise in writing. We will treat the person or organisation providing the service as a person visiting you (see clause 15). The customer is responsible for ensuring that any band, musician or discotheque employed by them with the prior written consent of the College complies with the requirements of the Performing Right Society, the Portable Appliance Testing (PAT Testing) requirements of the Electricity at Work Regulations 1989, the Health & Safety at Work act 1974, and has a minimum level of Public Liability insurance cover of £10m.

17. Payment in advance

We have the right to carry out a credit check. If at any time we are not reasonably satisfied that you will be able to meet the charges, we have the right to cancel your booking unless you pay a deposit, or pay all or part of the charges in advance. If you cannot accept our requirements for a deposit or advance payment, you will have the right to withdraw your booking without charge within seven days of us notifying you. We will set any deposit you pay against the eventual charges. We will not refund this deposit unless you cancel the booking under the terms of clause 8, when we will refund the difference between the deposit and the payments due under that clause.

18. Overseas customers and guarantees

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 received within 30 days. You will have the right to withdraw your booking without charge within 7 days of us telling you our requirements if they are not acceptable to you.

19. Using our name without permission

You may not use the name "Henley Management College", our logo, or any photographs of our premises, internal or external, without our written permission.

20. Other Items

The College must comply with licensing, Health and Safety and other statutory requirements, and customers are required to support the College in this respect. The College is concerned for the health and safety of everyone on site at Greenlands, and you are required to comply fully with the College's Health and Safety Policy. You are not permitted to fix any items to the walls, floors and ceilings without prior written consent of the College (including Blu Tack). Prices quoted include VAT at the prevailing rate when the contract was prepared, and are subject to alteration should the rate change.

Henley Management College Trading Ltd

Greenlands
Henley-on-Thames
Oxfordshire RG9 3AU
Tel: 01491 418810
Fax: 01491 571635
www.henleymcconferences.co.uk
Registered in England No: 3628088