Terms & Conditions (Individual)

TERMS and CONDITIONS

Objectives of Terms and Conditions

These terms and conditions apply to the exclusion of any terms including any in your purchase order forms or other documentation. This contract is between us and you and not any other person or organisation for whom you may book rooms, meals and facilities. Our acceptance of the booking is made solely with you and the booking may not be transferred to an agent or third party without our written agreement. You are responsible for paying all charges, including any extra charges arising under this contract. This contract shall be governed by and construed in all respects in accordance with the laws of England and the parties herby submit to the exclusive jurisdiction of the English Courts. 

Confirmation of Booking

1. Once a booking has been submitted you will receive an automated email confirmation for your accommodation booking. 
2. If the client would like to amend or cancel the booking please contact conference@caths.cam.ac.uk. 
3.  the client wishes to cancel the booking cancellation charges will apply as per clause 12. 

Details

1. The College may contact you using the information you have provided, to confirm details.
2. You can enquire directly to conference@caths.cam.ac.uk with any enquiries while processing your booking.
3. The College reserves the right to substitute catering goods where applicable, by prior notice to the Client.
4. In the event of unforeseen circumstances the College reserves the right to alter the booked accommodation and/or dining.
5. All function rooms should be vacated by 23.00, with guests leaving College itself by 23.15.
6. Unfortunately there is no parking available in College.
7. We will hold the contact details you provide to us, and we will use this information to maintain contact with you to provide your requested services, manage their delivery and bill you for them. Full details of our Privacy Policy can be found here.
8. Where you give us Personal Data on behalf of someone else, you confirm that you have provided them with the information set out in our Privacy Policy and that they have not objected to such use of their Personal Data

Payment 

9. Payment may be made by credit/debit card.  All bookings must be paid in full at time of booking.
10. Unless expressly stated otherwise, all prices are inclusive of VAT unless the College agrees that the booking is exempt from VAT.
11. In the event of cancellation the following charges will apply:-

Cancellation by the College

12. The College reserves the right to cancel any booking in the event of any disruption to the College by fire, flood, power failure or any circumstances outside the control of the College.
13. In the event of cancellation by the College any money paid will be refunded.  The College shall have no responsibility for any claims for consequential loss suffered by the Client, their servants, agents, contractor or licensee nor by any member of the group or conference party.

Liability

14. Neither party shall be liable to the other for any failure to perform its obligations under this Contract where its failure to do so is the result of events beyond its reasonable control, provided that where a deposit has been paid we reserve the right to deduct the reasonable costs arising from cancellation of a booking, pursuant with this clause.
15. Both parties acknowledge their obligation to comply with any official guidance from Governments in relation to restricting people travelling or meeting up due to war or infectious disease. The parties agree to communicate without delay any issues they may have in performing their obligations under this agreement. You [organiser] acknowledge that such a situation may require us to take one or more of the following measures for the safety of our staff and the safety of delegates attending the event to which this booking relates: (i) impose maximum delegate numbers at the event; (ii) limit food or drink availability; (iii) impose specific requirements regarding personal protective equipment such as the wearing of masks; (iv) restrict the numbers of overnight stays if applicable; and/or (v) limit any planned entertainment for your event; (vi) designate alternative entrance and exit routes. In some circumstances to reflect such changes we may be able to revise your booking fee but this cannot be guaranteed. If we are obliged due to specific Government restrictions, to close our venue, we may offer you an alternative date for the event but if that cannot be agreed the booking will be deemed cancelled and your deposit will be returned in full with no further payment required.
16. The College accepts no responsibility for any loss or damage to any property, vehicles or equipment belonging to the Client, its employees or any group members/delegates. The College also accepts no responsibility for any death or personal injury suffered by any person other than that which may be caused as a direct result of any negligent or fraudulent act or omission by the College or its employees.
17. You shall indemnify and keep the College fully indemnified against any claim, loss or damage connected with the use of the College, in respect of the event.  This indemnity extends to the acts, omissions, default and negligence of any outside contractor used by you.
18. You are responsible for any damage to the facilities of the College and for any loss or damage to any other property or equipment belonging to the College during its use by you, other than caused by normal wear and tear.  Any damage incurred may result in a charge to rectify the damage. Additionally, if such damage prevents use of that area for subsequent days/nights, you will be charged for any confirmed business that is impacted by said damage.

Use of the College

19. It is your responsibility to ensure that all individuals attending your event are familiar with, and understand these terms and conditions, where applicable. Should any of your delegates exhibit poor behaviour or conduct, unacceptable to the College, its employees or its other occupants, we reserve the right to terminate their stay forthwith. Should this occur no monies will be refunded.  The decision of the College in these matters is final.
20. The College must comply with certain licensing, Health and Safety, PREVENT (promotion of terrorism or the promulgation of non-violent extremism) and other statutory regulations and requires you to fulfil your obligations in this respect. The Client undertakes with the College to ensure that the health and safety and fire regulations for College premises are observed at all times. 
21. It is the College policy not to accept residential guests under the age of 14. Under 16’s must be accompanied by an adult at all times with a minimum ratio of 1 supervisor to 10 minors, unless prior agreement has been sought from the College. For further information, please refer to the Safeguarding policy.
22. You must obtain the prior written approval from the College for any externally organised entertainment, services or activities that you have arranged; and the College shall have no liability for any resulting costs or damage.  
23. Any contract you may sign with an external contractor is exclusively between you and that party. The College reserves the right to issue our own contract and terms of service to the contractor.
24. All catering must be purchased through the College unless explicitly agreed in advance. If agreed, we will charge corkage or equivalent charges for all drinks or food brought onto and consumed on our premises.
25. No animals or pets of any kind, with the exception of assistance dogs, are allowed onto our premises.
26. You undertake with the College not to permit photography, cinematography films to be shown, television cameras to be admitted, music played or performed on our premises unless prior agreement has been sought. An additional charge may be raised in respect of such access. For further information, please refer to the College Filming Policy.