The following Booking Conditions together with all information of a contractual nature relating to conferences, exhibitions or events (referred to as ‘Conference/s’ in these Booking Conditions) contained in our applicable current brochure, website, booking form and information sheet(s) form the basis of the contract between the University of Bath (referred to in these Booking Conditions as “University”, “we” or “us” as appropriate) and you, the person or organisation making the booking. It is important that you know that the contract is with you and not any other person or organisation you book rooms, meals or facilities for. You will be responsible to the University for the behaviour of and proper performance of these Booking Conditions by the persons attending your Conference (referred to as ‘delegate/s’ in these Booking Conditions).

1. Making your booking

Bookings

1.1 To make a booking you must complete the University’s booking form. The booking form must be signed by the person named on the form or by a person authorised to sign on behalf of the organisation named on the form. Signing of the booking form confirms your agreement to these Terms and Conditions. The completed signed booking form must be sent to the Conferences and Events Team at the address listed in clause 14, together with the payments referred to in clause 2 below. Once we have received your booking form and the deposit we will, subject to availability, confirm your booking by sending a confirmation to the person at the email address stated on the form. You must check all the details carefully and must contact us immediately if information which appears on any document appears to be incorrect or incomplete as it may not be possible to make changes later. If we do not hear from you within seven days of our sending out the Confirmation, we will assume that it meets with your requirements.
1.2 The University may at its discretion accept provisional bookings on the understanding that they may be terminated if the facilities are required for another party’s firm booking. The University will use reasonable endeavours to contact you in order that you may confirm the provisional booking, but this cannot be guaranteed.
1.3 We reserve the right to refuse a booking without giving a reason.
1.4 We cannot accept bookings from anyone who is under the age of 18 years at the date of the booking.

Information you must supply:

  • At the time of booking, you must submit an estimate of the numbers of delegates attending the Conference/Event.
  • At least eight weeks before the Conference/Event start date you must provide an itinerary to the Conference and Events Office.
  • At least three weeks before the Conference start date you must inform the Conference and Events Office of the exact number of delegates attending for each meal and night’s accommodation. If this amounts to a cancellation or reduction as set out in clause 7, the charges in clause 7 will apply.
  • The Conference and Events Office, acting reasonably, may also ask you to provide other information which you must supply.

2. Payment

2.1 The University will require a non-refundable deposit at the time of booking. Only when the deposit is received is the booking confirmed. You will be invoiced for and liable to pay all the charges due on the payment structure below. The University is unable to produce separate accounts for individual delegates.

Payment terms Payment required
Deposit At time of booking
Pre-payment 28 days before event
Final invoice 28 days after receipt of final account

3. Insurance and liability

3.1 You must arrange and maintain public liability insurance in respect of your obligations under this contract for a minimum of £5million. We may require such insurance to be arranged with an insurer approved by the University. You will be required to present evidence to the University that such insurance is in force ten days prior to the Conference/Event start date. We strongly recommend that you obtain insurance which will cover your obligations under this contract including the payments due on cancellation by you. It is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs.

3.2 You should ensure that delegates are aware of the terms set out in clause 12 and take out their own insurance cover as necessary. If you or any delegate in your party cause any loss, damage or injury to any person or to property you will compensate the University for any loss, claim or liability it suffers as a result.

4. Your contract

4.1 No binding contract shall come into existence until your booking has been accepted by the University, the deposit set out in clause 2 has been received and the University has despatched the Confirmation to you. This contract shall be governed by and construed in all respects in accordance with the laws of England and the parties agree to submit to the non-exclusive jurisdiction of the English courts.

5. During the Conference

Accommodation

5.1 Bedrooms are not available until 3.00pm on the day of arrival.
5.2 Bedrooms must be vacated by 10.00am on the day of departure and the keys returned to the Accommodation Centre. Failure to vacate the accommodation and return the room keys by 10.00am may result in additional charges.
5.3 All Guests booked into our accommodation as part of the delegate package agree to adhere to the Guest/Group Accommodation Terms and Conditions.

Meeting Rooms

5.4 Meeting rooms are available only for the time notified to you by the Conferences and Events Office. Extensions will only be possible with our agreement. Failure to vacate meeting rooms and/or the University’s premises by the due time will result in an additional charge being levied. Failure to remove possessions, equipment and/or vehicles amounts to a failure to vacate within this clause.
5.5 No pets are allowed except guide dogs. You must notify the University in advance if any delegate wishes to bring a guide dog with them.
5.6 Delegates are responsible for their own security and are advised to keep doors and windows locked when rooms are unoccupied. Delegates are required to behave reasonably with due consideration for other guests. Persons under the age of 18 years must be adequately supervised by a responsible adult at all times. Delegates must note and comply with fire notices. Fire equipment should only be used for emergency purposes. The University reserves the right to impose a charge for any improper or malicious use of fire equipment.
5.7 Equipment, furniture and fittings provided by the University should not be removed, tampered with or used improperly. If such items are moved for any reason they must be returned to their original positions prior to departure.
5.8 Delegates may park cars in the University’s car parks provided they pay the appropriate fee. The University cannot guarantee parking spaces which are subject to availability and on a first-come, first-served basis.

Supervision

5.9 You must appoint a responsible adult to be present throughout the Conference who will be answerable for the conduct of those attending. That person or another nominated by you will liaise with the Conference and Events Office concerning all facility and delegate requirements before and during the Conference.
5.10 If the Conference includes persons under the age of 18, you will ensure that there are appropriate and adequate levels of supervision at all times during the Conference. The University reserves the right to refuse access to the facilities if the young persons are not adequately supervised or to exclude any of the young persons from the facilities if their behaviour is unacceptable.

Conduct

5.11 Delegates are required to observe and comply with the University’s regulations applicable when on the University’s premises and with the reasonable instructions of the University’s security and other staff. The regulations are made for the safety and comfort of all delegates as well as for the good management and operation of the University’s activities. The University reserves the right to exclude any delegate (without compensation) if, in its reasonable view, the delegate’s behaviour or presence is disruptive to the proper functioning of the University, to other guests or the University staff or members of the public or if the delegate breaches any of the terms relating to Accommodation and Conduct set out in these Conditions.

Freedom of Speech

5.12 The University has a legal duty to protect students’ right to free speech. This duty is covered by regulation 18 (Code of Practice). This also covers University staff and visiting speakers. The University requires you to comply with its Freedom of Expression: Regulation 18 especially as it relates to visiting speakers.

Materials, Film, Tapes etc

5.13 The University can accept no liability for loss of or damage to any materials including but not limited to films, tapes, CDs you supply for use in the Conference. You are advised for your own protection not to supply original materials.

No Trading

5.14 Bookings are accepted on the basis that no trading will take place on the University’s premises without prior agreement in writing from the conference and events team.

Food and Drink

5.15 The University calculates the Conference charges on the basis that it will provide all food and drinks that your delegates need. Neither you nor any delegate may bring food and drink onto University premises except with our agreement. We may charge corkage on drinks brought in with our agreement.

6. Changes by you

6.1 Should you wish to make any changes, other than a cancellation (cancellations are dealt with under clauses 7 and 8) to your confirmed booking, you must first inform the University verbally and then confirm the proposed changes in writing within seven days of that verbal notification.
6.2 Although the University has no obligation to accept your request to amend the terms of your booking, we will try to accommodate reasonable requests and where changes are accepted we will notify you in writing. Where there is a reduction in the cost of the Conference due to part cancellation, reduction in number of delegates or any other reason then the University reserves the right to make the following charges if the facilities are not resold:

Timing of the Reduction Value of the Reduction in the Cost of the Event Amount of Reduction Charge
More than 12 months before the first day of the Conference Any No charge
Less than 12 months but more than 6 months before the first day of the Conference Less than 30% of the total estimated cost of the Conference No charge
Less than 12 months but more than 6 months before the first day of the Conference More than 30% of the cost of the Conference 30% of the amount by which the cost of the Conference has been reduced
Less than 6 months but more than 8 weeks before the first day of the Conference Less than 20% of the total estimated cost of the Conference No charge
Less than 6 months but more than 8 weeks before the first day of the Conference More than 20% of the cost of the Conference 40% of the amount by which the cost of the Conference has been reduced
Less than 8 weeks but more than 3 weeks before the first day of the Conference Less than 10% of the total estimated cost of the Conference No charge
Less than 8 weeks but more than 3 weeks prior to the Start Date for the Event More than 10% of the total estimated cost of the Conference 50% of the amount by which the cost of the Conference has been reduced
Within 3 weeks of the first day of the Conference Any reduction 75% of the amount by which the cost of the Conference has been reduced

6.3 Where the University has received a deposit or advanced payment at the time of any reduction, the University will be entitled to apply it as part payment of a reduction charge and will invoice you for the balance (if any) of the reduction charge within seven days of the first day of the Conference. If a replacement booking is made the reduction charge will be reduced accordingly.

7. Cancellation by you

7.1 In the event you cancel your booking you must first inform the University verbally and then confirm the cancellation in writing within seven days of that verbal notification.
7.2 After written confirmation is received the University will attempt to find a replacement booking but it will not be obliged to make efforts beyond its normal practice to do so and if it is unable to do so without incurring a loss a cancellation charge will be invoiced to you on the following scale:

Timing of Cancellation Amount of Cancellation Charge
More than 12 months before the first day of the Conference No cancellation charge will be imposed but the deposit will be retained
Less than 12 months and more than 6 months before the first day of the Conference Keep deposit
Less than 6 months and more than 8 weeks before the first day of the Conference 60% of the cost of the Conference
Less than 8 weeks 80% of the cost of the Conference
Less than 2 weeks 100% of the cost of the Conference

7.3 Where the University has received a deposit or advance payment at the time of cancellation, the University will be entitled to apply it as part payment of a cancellation charge and will invoice you for the balance (if any) of the cancellation charge within seven days of the first day of the Conference.
7.4 If a replacement booking is made the cancellation charge will be reduced accordingly.

8. Changes or cancellation by us

8.1 We reserve the right to provide facilities different to those detailed in the Confirmation and will use our best endeavours to ensure that any facilities provided are equivalent or similar to those detailed in the Confirmation.
8.2 We reserve the right to move a Conference from the facilities detailed in the Confirmation to alternative facilities in the event that the University in its reasonable opinion considers that the alternative facilities are more suitable for the Conference.
8.3 Our charges are reviewed annually from 01 September. If you book more than one year ahead the charges the University quotes to you will be subject to revision and you must agree to pay the revised charges. The University will give you notice of any changes in charges as soon as reasonably practicable. If the charges are increased by more than 5% per year, you may cancel the booking without a cancellation charge and we will return any deposit you have paid provided you notify us within seven days of our sending out the notification of increase.
8.4 The University shall be entitled to cancel a Conference and will notify you of such cancellation in writing if:
a). the Conference might in the reasonable opinion of the University prejudice the reputation of the University or if the purpose for which the facilities are required or used differs from that set out in the booking form;
b). you are more than 30 days late in making any payment which is due under the contract between you and the University;
c). the University becomes aware of any adverse change in your financial situation after the date that is seven days after our sending out the Confirmation; or
d). you become insolvent or bankrupt or enter into an arrangement with your creditors; and, we will be entitled to keep any deposit or advance payment made and may impose a cancellation charge in accordance with clause 7.
8.5 The University shall also be entitled to cancel a Conference and will notify you of such cancellation in writing if any part of the facilities is closed or otherwise unavailable because of events outside the control of the University, and, if we cancel for this reason we will make reasonable efforts to assist you to find an alternative venue with similar facilities and return any deposit or advance payments to you within seven days of the date on which we notify you of the cancellation. We will have no other liability to you in these circumstances.
8.6 In all other circumstances the University will incur no liability for any failure to fulfil any contractual obligation if it is prevented from doing so by any cause beyond its reasonable control.

9. Covid-19

Both parties acknowledge the ongoing COVID-19 situation in the UK and accept their obligation to comply with any official guidance from UK Government. The parties agree to communicate without delay any issues they may have in performing their obligations under this agreement. You acknowledge that COVID-19 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:

a). Impose maximum delegate numbers at the event.
b). Limit food or drink availability.
c). Impose specific requirements regarding personal protective equipment such as the wearing of masks.
d). Restrict the numbers of overnight stays if applicable.
e). Limit any planned entertainment for your event.
f). Designate alternative entrance and exit routes.

In some circumstances we might consider revising your charges. 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. If you are unable to provide the agreed delegate numbers because of infections or travel restrictions, then we will offer you proportionate reduced fee for the event. If delegate numbers decrease below 70% of the contracted number (notified by the organiser in writing a minimum of 15 working days prior to event), we reserve the right to cancel the event.

10. Special requests and requirements

10.1 If any delegate has any special request or a physical condition requiring specific arrangements, you must advise us at least 28 days before the event. Although we will endeavour to meet any reasonable requests, we regret that we cannot promise that any request will be met unless we have specifically confirmed this in writing.
10.2 Confirmation that a special request has been noted or the inclusion of your request on the Confirmation or any other documentation is not confirmation that the request will be met. Unless and until specifically agreed by the University, all special requests are subject to availability.
10.3 We regret that we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as 'standard' bookings subject to the above provisions on special requests.

11. The University’s NAME

11.1 Unless you have our written permission you may not use: - the name ‘The University of Bath’ - the University’s logo - the name or logo of any of the University’s departments or Centres; or - any photographs of the University’s premises or facilities
11.2 In addition you may not imply that you or the Conference has any connection with the University except as a venue for the Conference.

12. Brochure Accuracy

12.1 Please note that the information and prices shown in the current applicable brochure and other documentation may have changed by the time you book your accommodation. Whilst every effort is made to ensure the accuracy of the brochure and prices at the time of going to print, regrettably errors do occasionally occur. You must therefore ensure that you check all details (including the price) with us at the time of booking.

13. The University’s LIABILITY

13.1 Except as otherwise provided in the contract between you and us, the University of Bath has no obligation, duty or liability in contract (including innocent and negligent misrepresentation), tort (including negligence or breach of statutory duty) or otherwise for any loss, whether direct or indirect including without exception, loss of business revenue or profits, anticipated savings or wasted expenditure, corruption or destruction of data or for any indirect or consequential loss whatsoever.
13.2 We do not exclude or restrict liability for death or personal injury resulting from our negligence or liability arising by virtue of Part 1 of the Consumer Protection Act 1987. Except as otherwise provided in the contract between you and us, we have no obligation duty or liability in contract, tort (including negligence or breach of statutory duty) or otherwise.
13.3 Except as regards death or personal injury resulting from our negligence or liability arising by virtue of Part 1 of the Consumer Protection Act 1987, our liability for any breach of the terms of this agreement or otherwise will be limited to twice the cost of the Conference.
13.4 This clause 13 sets out our entire liability under the contract between you and us. All other express or implied terms, conditions or warranties (whether statutory or otherwise) are hereby excluded to the fullest extent permitted by law. The provisions of this clause shall continue to apply even when the contract between you and us terminates or expires. We do not accept responsibility or liability (whether consequential or otherwise) for any loss or damage caused to any equipment used by you during the Conference regardless of how such damage is caused.

14. Exhibitions

14.1 This Clause 14 shall apply only in respect of exhibitions, displays, trade fairs, demonstration events or any other event (referred to as 'Exhibitions') at which any person, firm or company by agreement with you occupies for the purposes of the Exhibition any portion of the University’s facilities (referred to as 'Exhibitors').

Risk Assessment

14.2 Prior to the Exhibition commencing, a risk assessment and/or assessment of the safety or security of individuals will be carried out by the University where it is of reasonable opinion that such an assessment to be necessary. In the event that such an assessment cannot be carried out by the personnel of the University then the University reserves the right to invoice you for the cost of such assessment and the invoice shall be payable in accordance with clause 2.

Your Responsibilities

14.3 You will be responsible for ensuring that:
a). all Exhibitors are aware of and comply with all relevant legal requirements and standards and all applicable University policies, rules and regulations; b). all Exhibitors have public liability insurance for a minimum of £5 million;
c). you and the Exhibitors comply with all statutory provisions and regulations including those relating to Health and Safety and take all precautions possible to avoid fire and abide by all fire regulations;
d). neither you nor the Exhibitors shall attach to the floors, walls, furniture, fittings and other property of the University any nails, screws, hooks or other fitments of any kind;
e). any electrical wiring installation required for the Exhibition is carried out by a qualified contractor approved by the University and that it is carried out in accordance with all relevant regulations;
f). all electrical equipment of you, the Exhibitors and any other person to be used at the University’s premises must be tested for electrical safety by a 'competent qualified electrician' in accordance with the requirements of Electricity at Work regulations 1989 and HSE Guidance note GS 50, Electrical safety at Places of Entertainment;
g). all of your property and the property of the Exhibitors is removed from the University’s premises before the end of the Exhibition. In the event that property is not removed in accordance with this clause, the University reserve the right to remove such property and to store or dispose of any items and to charge you for storage until the items can be returned to you or the Exhibitors. The University shall have no obligation to take steps to return to you or the Exhibitors any items which have been left at the University’s premises.

Compliance with Instructions

14.4 You must comply with and you will be responsible for ensuring that all Exhibitors comply with the reasonable directions of the University and the University’s employees and agents. If you or any of the Exhibitors have any queries relating to the Exhibition then these must be referred to the University.

Storage

14.5 You and/or the Exhibitors may arrange for items to be couriered or delivered to the University’s central stores in advance of the Exhibition. The University agree to store such items until the commencement of the Exhibition and at your request the University’s staff will move such items to the place where they are required on the first day of the Exhibition. The University’s liability shall be limited to loss or damage to such items caused by the University’s negligence.

Equipment

14.6 You and the Exhibitors are responsible for all equipment, stands and other items brought into the University’s premises. The University’s liability shall be limited to loss or damage resulting from the University’s negligence.

15. Communications

15.1 If you wish to contact the University with regard to this contract, the University’s contact details are as follows:

Conferences and Events
West Accommodation Centre
The University of Bath
Claverton Down
Bath
BA2 7AY

Telephone: 01225 383441
Email: conferencesandevents@bath.ac.uk

15.2 All communications to the University in relation to this Agreement must be in writing sent by post to the address set out above or by email to the address set out above. We will contact you at the address set out in the Booking Conditions unless you have notified the University in writing of an alternative address. All communications sent by post will be deemed to be received 48 hours after posting and all communications sent by email will be deemed to be received at the time of transmission.

16. General

16.1 For the avoidance of doubt nothing in this contract shall confer on any third party any benefit or the right to enforce any term of this contract.
16.2 The University shall incur no liability for any failure to fulfil any obligation under this contract if prevented from doing so by any cause beyond its reasonable control.
16.3 This contract contains the whole agreement between the parties in relation to the Conference and you acknowledge that you have not relied upon any oral or written representation made to you by the University or its employees or agents but have made your own independent investigations into all matters relevant to the Conference.
16.4 Any amendments to the contract must be in writing and signed by you and the University.
16.5 Failure by the University to enforce any term or condition of the contract at any time or for any period shall not waive that term or condition or the right at any time subsequently to enforce all terms and conditions of the contract.