Events & Room Hire

1. I) Definitions

‘The University’ and ‘We’ mean Richmond, the American International University in London and its staff or agent responsible for booking, accounting and operational matters within the property(ies) for which a contract is agreed.

‘The Customer’ and ‘You’ mean the organising body/company and organiser responsible for commissioning of and payment for the event.

The ‘Contract’ means the agreement between The University and The Customer for a specific booking or series of bookings. These Terms and Conditions will form part of the Contract, together with any other terms stated in the Contract.

1. II) Charges and Payment
2. The University requires at least 14 days’ notice prior to arrival date to arrange any credit facilities. Credit accounts must not exceed their credit limit at any time. The University reserves the right to undertake any necessary searches through a Credit Reference Agency.
3. Payment is due for credit accounts 30 days following the date of invoice. Payment must be made in pounds sterling (UKL) payable to Richmond University.
4. Should a deposit or pre‐payment be required for any event, this will be specified on the Contract. If the Customer is booking facilities at Richmond University for the first time the Customer will be asked to make prepayment or pay a deposit to confirm their booking.
5. You will pay any bank charges involved in making the payment.
6. Richmond University reserves the right to apply interest to any invoices not paid within terms, according to our statutory right under the Late Payments of Commercial Debts (Interest) Act 1998
7. If you are a customer from outside the UK we reserve the right to ask for a guarantee of payment from a UK bank.

III) Confirmation by The Customer

1. All bookings are considered as provisional until both the Customer and the University sign the Contract. Once both parties sign the contract, all such provisions reserved on your behalf will be subject to the terms and conditions of the Contract.
2. The signed Contract must be returned to the University by the date indicated on the contract. If the contract is not received within this period, any facilities reserved on your behalf will be automatically released.
3. Catering numbers and requirements (menu, timings etc) must be advised to the University at the time of booking and will be identified on the Contract. Final timings, menus, numbers and any special requests must be confirmed to the University at least 7 working days prior to the event. If you do not do this we will decide what we should supply and charge accordingly. Late cancellations/reductions in numbers/amendments may be charged at the full price.
4. IV) Amendments by The Customer to the contracted agreement
5. Amendments to room‐hire requirements, provision of services or catering must be confirmed to the University in writing at least 7 working days prior to your event.
6. Reductions in the duration or contracted value of the booking shall be subject to the University’s cancellation policy.
7. Should a reduction in numbers of 10% or more be made at any time prior to the event resulting in facilities and services being released, the University will first endeavour to re‐sell any facilities and services released to a similar value. In the event that the released facilities and services cannot be re‐sold, then any reductions of 10% or more shall be subject to the University’s Cancellation Policy.
8. V) Cancellation by The Customer
9. Any cancellation, postponement or partial cancellation should be advised to the Property Services office of the University in the first instance verbally. Cancellations must also be sent in writing or by e‐mail.
10. In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event, the University will make every effort to re‐sell the facilities on your behalf.
11. Definitive cancellation charges due can only be confirmed to you after the intended date of your event. If the University is able to resell the facilities (or any part of the facilities) reserved on your behalf, then the cancellation charges will be reduced by the amount received by the University for these facilities. Any deposit paid is only refundable if the University re‐sells the facilities on your behalf. The University reserves the right to raise the following charges if an event is cancelled 8 weeks or less before the event start date (or if there is a reduction in numbers of more than 10%)

 8 – 5 weeks prior to the event 10% of room hire charges

 4 – 1 week prior to the event 30% of room hire charges

 Less than 1 week prior to the event 75% of room hire charges

If an event is cancelled 3 working days or less before the start date, catering and AV cancellation charges may also apply.

1. VI) Cancellation by the University
2. Should the University, for reasons beyond its control, need to make any amendments to your booking, we reserve the right to offer an alternative choice of facilities.
3. Should the Customer make significant changes to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by the University. If changes to the proposed programme alter the security implications for the event, the customer will be expected to pay any additional charges incurred.
4. The University may cancel the booking if:
5. a) …the booking might, in the opinion of the University, prejudice the University’s reputation.
6. b) …the Customer is more than 30 days in arrears of previous payments to the University.
7. c) …the University becomes aware of any alteration in the Customer’s financial situation.
8. d) …the University reasonably believes the customer intends to use the room(s) for any purpose other than the function stated.
9. e) …the University reasonably believes the nature of the function/event or any items in its programme is such as to render it undesirable that it take place in the University.

In the event of cancellation of the event by the University, the Conference Manager’s decision is final and the University cannot accept responsibility for any inconvenience or loss caused as a consequence of such cancellation.

VII) Arrival/Departure

1. Meeting rooms are available for the times shown on your Contract only. Any extension may incur additional charges. Access to set up rooms prior to events is by arrangement only and will be noted on the contract. Any items brought onto the premises are at the owner’s own risk and should not be left on the premises before or after the event.

VIII) Free Speech

1.The University is subject to Section 43 of the Education (No. 2) Act, 1986, which requires all institutions of further and higher education to guarantee freedom of speech on their premises; in pursuance of its duties under the law the University has published a Code of Practice on Free Speech. Copies of the Code are available on request. Customers indicate acceptance of the Code as a condition of booking, and the University should be provided with a full programme for the event, including a list of speakers and (when requested by the University) a list of attendees. This information must be provided 10 working days before the event. Any changes to this information should be notified to the University.

1. IX) General
2. “Richmond University” and the Richmond University logo are registered trademarks, and the University will take all appropriate steps to protect the use of its name, including legal action where necessary. In particular, please note that your booking at the University is subject to your agreeing that:
3. a) You will not state, imply or give the impression in any information that the University is in any way responsible for the management of your event, the provision of teaching or the marking of examinations, or the award of any certificate or qualification relating to the event/teaching/examinations in question; or that participants in your event are students of Richmond University.
4. b) Reference to Richmond University’s name may only be made in travelling and location directions for participants, if a member of the University’s full‐time teaching staff is participating in the meeting Richmond University can be mentioned in their CV. In this case, Richmond University’s name will not be given undue emphasis, and it will be made clear, in both text and design, that your organisation is responsible for the management and conduct of the event and, where relevant, the academic direction of any teaching and examinations.
5. The University reserves the right of refusal over any entertainment, services or activities that you have arranged and cannot accept any liability for any resultant cost.
6. Should any of your delegates be unable to correct any aspect of poor behaviour or activities unacceptable to the University, the University reserves the right to terminate your event, should this occur, no money will be refunded to you. The Accommodation Manager’s decision is final.
7. The Customer will bear the costs of repairing any damage caused to the property, contents or campus by your delegates or staff. If the damage prevents other facilities from being used while the damage is made good you will be charged for any revenue lost during this period.
8. No food, alcoholic or soft drink or any refreshment should be consumed on the premises or taken into the rooms hired unless purchased from or supplied by the University’s approved caterers.
9. The University will not be liable for any failure to provide or delay in providing facilities, services, food or beverages as a result of events or matters outside its control.
10. The University must comply with certain licensing and statutory regulations and requires the Customer to fulfil their obligations in this respect.
11. We are concerned for your health and safety and that of all users of the University. You are required to obtain prior written approval if you wish to fix items to the walls, floors or ceilings.
12. No posters/signs or any other materials are to be attached to the walls using blu‐tac adhesive tape, or any other adhesive likely to damage surfaces. Items thus stuck to walls, doors, windows or woodwork will be disposed of by University staff. Notice boards and signboards should be used where provided.
13. Prices quoted include VAT at the rate prevailing when the Contract was prepared and are subject to alteration, should the rate change.
14. It is the customer’s obligation to acquaint itself and to comply with all applicable requirements and restrictions imposed by governmental and other authorities or corporations relating to the function.
15. The customer agrees that at the end of the hire period as stated on the contract to remove from the University anything that they have brought into the University for the purposes of their event. Arrangements must be made with the Conference Office if the customer wishes to leave items at the University after the end of the hire period.
16. The University cannot be held liable for any items of personal or corporate property left unattended on the premises. The customer should make provisions to remove all items of personal/corporate property from the University at the end of their booking, as stated on the contract, or if the event is for more than one day, to make arrangements to remove all items of personal/corporate property from the premises at the end of each day.
17. Richmond University operates a No Smoking policy in all its buildings.
18. The customer must inform Richmond University Property Services in advance of any personnel or attendees who have any special requirements or who may require specific assistance in the event of an emergency.