Terms & Conditions

Conference Space Limited Terms & Conditions

1. THESE ARE THE TERMS AND CONDITIONS ON WHICH WE SUPPLY VENUE FIND, ACCOMMODATION AND TRAVEL SERVICES TO YOU

Please read these terms carefully before you submit your requirements to us.
Conference Space Limited is a company registered in England and Wales with company number 15195149.
When enquiring or confirming a booking you should ensure you have read these terms and have understood them as by proceeding with a booking, you confirm that you accept and understand these terms and the terms and conditions of any other supplier of services that apply to your booking, such as the end venue. If you do not agree to these terms, you should not make a booking.
We recommend that you print a copy of these terms for future reference.

Parties shall be defined as:

· “Supplier” refers to any venue or business that Conference Space introduces a client to.

· “Client” refers to a customer of Conference Space Limited

2. CONTACT

You can contact us by writing to us at hello@conferencespace.co.ukor via our website www.conferencespace.co.uk

3. IMAGES

Images used on our website or in our sales literature are for information purposes only. We cannot guarantee that your booking will be as displayed in those images.

4. CLIENT PAYMENT

4.1 Full payment is required as per the terms and conditions of our suppliers. 

4.2 Conference Space Limited reserves the right to request a payment guarantee form prior to confirming a booking.

4.3 If Conference Space Limited and its associated companies authorise in writing credit facilities, payment terms of 21 days from the date of invoice are permitted. 

4.4 Conference Space Limited reserves the right to charge interest on invoices that remain unpaid after 21 days of invoice date. Interest will be charged at the rate of 5% per month until the outstanding invoice is settled in full.

4.5 Upon receipt of payment and acceptance of our booking terms and conditions outlined below no refunds can be made.

4.6 Any cancellations by the customer will result in the loss of full payment.

5. SUPPLIER PAYMENT

5.1 Conference Space Limited accepts no liability for payment for its clients and is purely a facilitator between supplier and client. This includes but is not limited to, the booking, any damages or cancellation charges.

5.2 Conference Space Limited will charge a minimum commission of 13% inc VAT on all pre booked revenue via its client unless otherwise agreed in writing. Conference Space Limited is registered with IATA and has been given the unique Travel Industry Designator Service (TIDS) numeric code 96151974.

5.3 Conference Space Limited requires payment on all supplier invoices to be paid within 21 days from the date of invoice. 

5.4 Conference Space Limited reserves the right to charge interest on invoices that remain unpaid after 21 days of invoice date. Interest will be charged at the rate of 5% per month until the outstanding invoice is settled in full.

5.5 In the event of a cancellation via the client, if revenue is paid to the supplier as per their terms and conditions commission will still be payable to Conference Space Limited at 13% inc VAT unless otherwise agreed.

5.6 In the event a client books directly with a supplier after the introduction via Conference Space Limited, Conference Space Limited reserves the right to charge the supplier commission of 13% inc VAT as long as correspondence in writing can be provided to explicitly prove the introduction of client and supplier.

5.7 For the sake of clarity all pre-booked revenue is commissionable. This involves, but is not limited to, room hire, equipment hire, food, beverage, parking, accommodation, storage, personnel, administration revenue. 

6. YOUR BOOKING

6.1 You must be at least 18 years of age to place a booking. By placing a booking, you represent and warrant to us that:

6.2 you can form a legally binding contract with Conference Space Limited on your own behalf and on behalf of your party or business (if booking for a party of more than one or on behalf of another);

6.3 you are not barred by law from placing a booking which will involve travel outside of the United Kingdom;

6.4 you will comply with these terms, our supplier’s terms and all applicable local, state, national and international laws, rules and regulations at all times, and

6.5 you have never been convicted of a criminal offence and that you are not required to register as a sex offender with any country, authority, state, statutory or local sex offender registry.

6.6 Given the nature of the services that we provide, your booking may be affected if you provide inaccurate information. We are required to pass on passport and other identity details that you have provided as part of your booking. It is therefore essential to make sure all of these details are true, correct and complete at all times. Your booking may be affected (and possibly cancelled) if any of this information is not true, complete and up to date. Therefore, it is your responsibility to:

6.7 ensure that your booking and all information you provide to us is accurate and complete at all times;

6.8 ensure that your travel documents (and all those in your party) are in date and show up to date correct details;

6.9 contact us immediately to tell us if there are any errors in any of the information you have provided as part of your booking, including any information on your travel documents.

7. CANCELLATIONS BY US

We reserve the right to immediately cancel any travel arrangements in the event of unreasonable behaviour towards venue staff, travel suppliers or other travellers. You will be responsible for all associated cancellation charges and costs and for the costs of any replacement travel or accommodation requirements in full.

8. CANCELLATIONS BY SUPPLIERS

8.1 Should for any reason the supplier be in a position whereby they are unable to accommodate any contracted business for the clients of Conference Space Limited the supplier will take responsibility to make all book out and alternative arrangements, including compensation to the amount of 20% of the booking value. 

8.2 In the event of any business confirmed into the supplier by customers introduced or brokered by Conference Space Limited being accommodated at another supplier as a result of overbooking or other unforeseen issue, the agreed commission remains payable to Conference Space along with the 20% compensation of the total booking value. 

8.3 Cancellation by supplier without book out, whether accepted or not by the client, will incur commission for full contracted value.

8.4 Alternative arrangements must be of a similar standard or better and like for like of the original booking. 

8.5 Alternative arrangements must be presented by the supplier and agreed in writing by the client.

9. CHARGES

9.1 You shall take all reasonable precautions not to damage any third-party property 

9.2 You shall be informed as soon as possible after the conclusion of the event of any loss or damages to third party property.

9.3 If proven to be their responsibility you shall be debited for the total cost of repairing or replacing third party property that may have been damaged, broken, lost, or stolen.

9.4 It is your responsibility to pay any associate hotel or other charges provided to travellers direct from the hotel (for example, treatments and/or room service). Conference Space limited shall have no liability to you or to any one else in this regard.

10. YOUR DATA

10.1 By placing a booking you consent to Conference Space using, storing and sharing your data with other travel suppliers (such as customs and excise, immigration and airlines) and those that need to have access to your data for the purposes of performing our obligations under the contract. This is known as “processing”.

10.2 Some of these third parties may be based outside of the European Economic Area whose controls over data protection and data security may not be as strong as those within the United Kingdom.

10.3 By placing your booking, you consent to us processing your data in this way. The safety and security of your data is important to us. 

11. LIMITATION OF LIABILITY

11.1 If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.

11.2 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation or for breach of your legal rights.

11.3 We will not be responsible for any business losses such as loss of profits, goodwill, indirect or other consequential losses, which to the fullest extent permissible by law are hereby excluded.
Some jurisdictions do not allow the exclusion or limitation of certain damages, so some or all of the exclusions and limitations in this section may not apply to you.

11.4 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents, or subcontractors and for fraud or fraudulent misrepresentation.

12. TERMINATION BY US

12.1 We may terminate the booking contract with our suppliers and where possible provide you with a full refund or any payments made for the package if a significant change is made for reasons beyond our control. The reasons include but are not limited to:

· an act of God, flood, drought, earthquake or other natural disaster;
an epidemic or pandemic;

· a terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
a nuclear, chemical or biological contamination or sonic boom;

· any law or any action taken by a government or public authority, including without imitation imposing an export or import restriction, quota or prohibition, or failing to grant a necessary licence or consent;

· the collapse of buildings, fire, explosion or accident;

· any labour or trade dispute, strikes, industrial action or lockouts (other than in each case by the party seeking to rely on this clause, or companies in the same group as that party);
non-performance by suppliers or subcontractors (other than by companies in the same group as the party seeking to rely on this clause);an 

· interruption or failure of a utility service;

· the imposition of sanctions or other Governmental action.

If either of us is prevented, hindered or delayed in or from performing any of our obligations by a Force Majeure Event, the party affected shall not be in breach or otherwise liable for any such failure or delay in the performance of such obligations. The corresponding obligations of the other party will be suspended.

12.2 As soon as reasonably practicable after the start of the Force Majeure Event, the affected party shall notify the other in writing (which may be by email) of the Force Majeure Event, the date on which it started, its likely or potential duration, and the effect of the Force Majeure Event on its ability to perform any of its obligations under the contract and use all reasonable endeavours to mitigate the effect of the Force Majeure Event on the performance of its obligations.

12.3 If the Force Majeure Event prevents, hinders or delays performance under the contract for a continuous period of 30 days or more, the party not affected by the Force Majeure Event may terminate by giving one weeks’ written notice to the other.

12.4 In the event of suspension of bookings as a result of a Force Majeure Event, we will use reasonable endeavours to re-arrange the booking for you. If the booking has been expressed to be “advance payment only” or “non-refundable” then this may not be possible. If it is possible, we will notify you but there may be additional fees that will be incurred as a result of such changes. Given the recent Coronavirus pandemic, we would strongly recommend that you take out appropriate travel insurance to cover any losses that you may incur as a result.

13. INDEMNITY BY YOU

You agree, to the extent permitted under applicable law, to indemnify, defend and hold harmless Conference Space, our affiliates, and their and our respective officers, directors, agents, and employees from and against any and all complaints, demands, claims, damages, losses, costs, liabilities and expenses, including legal fees, due to, arising out of, or relating in any way to your access to or use of the Services or your breach of these terms.

14. OTHER IMPORTANT TERMS

14.1 We may update these terms from time to time. We may do this for a variety of reasons including to reflect changes in or requirements of the law, new features, or changes in business practices and policy. The most recent version is the version that applies. If the changes include material changes that affect your rights or obligations, we will notify you in advance of the changes by reasonable means.

14.2 These terms and any terms disclosed and agreed to by you if you purchase additional services contain the entire agreement between you and Conference Space Limited. If any provision of these terms is held invalid, the remainder of these terms shall continue in full force and effect. The failure of us to exercise or enforce any right or provision of these terms shall not constitute a waiver of such right or provision.

14.3 We may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract. You may not transfer your rights or your obligations to another person.

14.4 Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

14.5 If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to supply to you, we can still require you to make the payment at a later date.

14.6 Please note that these terms, their subject matter and its formation are governed by English law. You and we both agree that the courts of England and Wales will have exclusive authority except that if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are resident of Scotland, you may also bring proceedings in Scotland.