Terms & Conditions

Key Definitions

• ‘Venue’ means London Mathematical Society operator of De Morgan House Conference Facilities.
• ‘Hirer’ means the contracting party for the purposes of the Booking made with the Venue.
• ‘the Quotation’ means the Venue aggregate quotation of price for each element of the Booking as set out in the quote provided to the Hirer based on the estimated number of persons and requirements for the Booking.
• ‘the Confirmation’ means the confirmation sent to the Hirer listing the agreed goods, services, space and price for the booking.
• ‘the Booking’ means the contracted agreement between Hirer and Venue as defined by these Terms and Conditions.
• ‘Terms and Conditions’ means the terms and conditions set out in this document and includes any additional terms and conditions agreed in writing between the Hirer and the Venue.
• ‘in writing’ means communications by letter, fax or email.
• ‘provisional booking’ means a temporary and non-binding reservation of space goods services.
• ‘Day Delegate Rate’ or ‘DDR’ means a booking calculated at a price per attendee.

1. General Conditions

1. These terms and conditions form the basis of the Booking between the Hirer and the Venue.
2. All bookings must be made by an eligible Hirer (solvent individual, freelancer or company able to trade in the UK) who shall be the contracting party for the purposes of the Booking made with the Venue.
3. A signed Quotation is acceptance on the part of the Hirer of these terms and conditions.
4. The Venue will not enter into, accept or sign any third party’s terms and conditions.
5. If, at any time, the Venue does not exercise any right or rights conferred under these terms and conditions for any reason this will not prevent the Venue from successfully exercising this right or rights in the future.
6. The Terms and Conditions will not be varied except in writing and agreed by both parties.
7. It is a condition of the Booking that the Hirer accepts the terms and conditions and has made all guests/delegates who are party to the Booking aware of them. The Venue will enforce the terms and conditions against guests/delegates individually where relevant.
8. Under no circumstances may the Hirer sub-let or further offer for hire any space or re-sell any
   goods or services booked.

3. Catering

1. Catering orders only can be added or amended after the Confirmation has been received and up to 2 working days before the event excluding venue Day Delegate Rate bookings where changes to the Confirmation can be requested in writing but are not guaranteed.
2. No alcohol can be consumed without prior agreement.
3. No food or drink permitted in the Venue other than what is supplied by the Venue.

4. Cancellation Policy

1. Notification of cancellation from the Hirer should be made in writing and will be effective on the date received by the Venue. A cancellation of more than 14 days notice will result in a 50% charge of the total cost. A cancellation of less than 14 days notice will result in a 75% charge of the total cost. A cancellation on the day will result in 100% of the total cost.
2. The Venue properly and reasonably reserves the right to cancel or terminate wholly or in part any booking at any time and for any reason including, but not limited to, the following:
   1. If the Hirer becomes bankrupt or insolvent or enters into liquidation or receivership.
   2. If the Hirer is more than 30 days in arrears in respect of payments due to the Venue in respect of previous and/or current bookings or part(s) thereof.
   3. If the Booking might, in the Venue’s reasonable opinion, prejudice the reputation of the Venue.
   4. If the behaviour of the Hirer/guests/delegates (whether as individuals or as a group) is deemed by the Venue to be unacceptable. Partial termination could result in a number of guests/delegates being asked to leave the Venue.
   5. If the activity of the Hirer/guests/delegates (whether as individuals or a group) breaches Venue Fire Health and Safety policy or any such legislation or breaches Venue housekeeping rules.
      Any such amendment/cancellation/termination shall be without prejudice to any right of action of the Venue in respect of non payment or any breach of the terms and conditions.
3. Force majeure: If, due to an event beyond its control, the Venue is (in its opinion) unable to wholly or substantially perform its obligations to a Hirer, the Venue will promptly notify the Hirer accordingly and will refund any relevant deposit and/or other pre payment paid to it in respect of the Booking, to the Hirer.

5. Payment

1. VAT is applicable at the standard rate. An option to tax has been made over the building. Under the prevailing regulations, VAT is payable regardless of where the Hirer is located.
2. Payment terms are 30 days from the invoice date.
3. Deposits may be requested.
4. Deposits are non-refundable.
5. All payments must be made in £ Sterling.
6. Payments are only accepted by cheque, credit/debit card (Visa, Eurocard, MasterCard, Delta or Maestro) BACS, CHAPS, or cash up to £100.
7. In cases of non-payment the Venue will take appropriate action to recover the debt, including referral to external debt collection services, and shall be entitled to recover all costs, interest, damages, debt recovery fees, legal expenses (on a full indemnity basis) from the Hirer concerned.
8. Interest may be charged by the Venue on outstanding balances in line with current interest rates.

6. Liability

1. The Venue shall not be liable for any loss or damage to property of the Hirer or their guests/delegates.
2. The Venue shall not be liable for any inconvenience or loss caused to any party as a result of a cancellation or termination under section 4 (2, 3)
3. The Venue shall not be liable for any damage to property caused by a failure of any equipment supplied by the Venue to the Hirer.
4. The Venue does not exclude or limit its liability for death or personal injury caused due to its negligence.
5. Appropriate insurance coverage should be obtained by the Hirer to cover any claims which may be made against the Hirer in respect of loss or damage which the Venue may suffer due to actions of the Hirer or its agents. Such insurance should also cover the risk of bodily injury or death to the Hirer, their guests/delegates, their servants, contractors, agents or licensees and members of the group or any third parties. This excludes any such loss, damage, injury, or death as may be caused by the act, default or negligence of the Venue. The Hirer is recommended in advance to check that their personal insurance adequately covers the losses set out in section 7 (5) above.
6. The Hirer is responsible for any loss or damage to Venue equipment, walls, carpets, fixtures, fittings, furniture, building fabric caused by attendees of the event or agents of the Hirer and will be charged a sum deemed appropriate by the Venue for replacement or repair.

7. Health & Safety

1. A Fire Safety Notice is supplied in each meeting room, which must be read by the client at the start of the event to all attendees.
2. The client will provide a person to act as Fire Marshal for the event and carry out the Fire Marshal duties as described in the Fire Safety Notice.
3. The client must inform the venue of any attendees with either permanent or temporary disabilities or incapacities. The venue will then assign one or more helpers to help with evacuation in the event of an emergency.

8. Discounts & Promotions

1. The 20% charitable discount is available to registered charities and non-profit organisations. The discount is available only on room hire and AV equipment and not valid with any other special and/or previously arranged discounts.
2. The 40% charitable discount is available to registered mathematical charities. The discount is available only on room hire and AV equipment and not valid with any other special and/or previously arranged discounts.
3. The 20% off discount when booking 6 dates or more is:
   1. Only available on room hire.
   2. Not valid with any special and/or previously arranged discounts.
   3. Not valid with 20% and 40% charitable discounts.
   4. Only available on confirmed bookings.
      1. All dates in the booking (minimum 6) need to be confirmed within 14 days of the provisional booking being sent to the Hirer.
      2. A 50% deposit may be required to confirm the booking.
      3. The Venue has the right to withdraw this offer on provisional bookings.
   5. All bookings must be made within a 12 month period to qualify for the 20% discount.

9. Housekeeping, General Information & Other Terms

1. No blue tac or any materials fixed to any walls without prior agreement.
2. The client is responsible for the conduct of all attendees to the event. The Venue reserves the right to request that bookings are temporarily suspended should noise levels exceed what is reasonably expected from Conference Facilities users and if the noise level should cause disturbance to neighbours, Venue staff or other Hirers.
3. The Venue must be clear of all the Hirers property by the time stated on the booking form. Failure to comply with this may result in the Venue disposing of the property and charging the Hirer for expenses incurred.
4. Booking times apply as per venue confirmation. Failure to leave the premises at the end of the booking will incur charges for staff overtime. In the event of unauthorised overrunning (after initial verbal warning from Venue representative) the Venue withholds the right to interrupt the Hirer, cut the power supply and exclude hirer and third parties from the Venue with or without the assistance of security. In this event the Venue will charge additional charges to the Hirer accordingly.
5. All areas or rooms within the Venue to which the Hirer has been granted access are detailed in the Venue booking confirmation. Use of the room(s) detailed on the Venue Confirmation does not imply any right to use any other part of the building for deliveries, storage or any other access.
6. The Venue will not be involved in any administrative work on behalf of the Hirer, unless the Venue has agreed to this in writing.
7. It is the Hirer’s responsibility to declare the nature of the booking in advance.