Venue hire / use of premises

1. The number of delegates must be finalised no later than 24 hours before the booking date. Refreshments will be charged for the finalised number of delegates, agreed 24 hours before the Event.
2. If your Event has 50 delegates or more, you must do the following.
3. Set-up a reception table at the Errol St entrance.
4. Supply a person to man this reception desk, until all delegates are in the building.
5. Ensure this person is at the RSS no later than half an hour before your meeting or refreshments are due to begin.
6. Rooms will only be available to use from the time they are booked. If delegates arrive before this time, access to the room may not be available. When booking, please allow time before the Event is due to start, and for overruns. Your Event must end and the room be cleared no later than the finish time as stated on your booking form. Please note that booking times are normally between 8.45am and 5.15pm. The building is locked nightly at 5.30pm.
7. Should your Event continue after the agreed finish time, the Society shall make every endeavour to accommodate your wishes. However should the Society request you to vacate the premises, for example, in the event of requiring the room for a subsequent Hirer, you shall immediately comply.
8. It is your responsibility to ensure the maximum notified capacity of reach room is not exceeded at any time.
9. Any accidents or damage occurring within the premises must be immediately reported to the Venue Manager and will be logged in our Accident Book.
10. Charges will be incurred for any time run over booking times at a rate of £100 per hour.
11. Morning events are any time from 8.45am to 1pm. Afternoon events are any time from 1pm to 5.15pm. Any meeting that finishes after 1pm will be considered a full day booking.
12. You shall not sub-licence or share occupation of the room
13. You shall not use any public area of the premises for registration of guests, display of company signs, notices or distribution of display or promotional material without prior written approval.
14. The use of the Society does not carry any endorsement by the Society and none shall be claimed or implied by you in any way whatsoever.
15. You shall not make use of the Society logo in any way whatsoever, except with the prior written approval of the Society.
16. Nothing may be fixed to walls, ceilings, floor or pillars of any room by nails, screws, drawing pins, tape or other mean without prior written approval
17. There is strictly no smoking in the RSS building

Charges

1. Venue hire, business services, equipment, catering and all other charges are reviewed on 1 February. Hirer shall be invoiced at the rates applicable on the day of the event. We reserve the right to alter details shown on our literature without notice.
2. The charges applicable to your meeting will be stated on the booking form.
3. Please note that VAT is applicable all catering services.
4. Should you request the Society to buy goods and services from a third party a handling charge will be incurred and a deposit will be required. If you cancel the Booking you shall be liable for the handling charge and any costs incurred, in addition to any Cancellation Charges.
5. You shall indemnify the Society against all and any claims arising from the purchase of goods or services from a third party on your behalf.

Catering

1. Refreshment times and orders must be confirmed no later than noon, on the Wednesday prior to your meeting. Any changes after this time will only be considered at the discretion of the RSS. Changes to refreshment orders (food) cannot be made less than 48 hours before the meeting. In the event of your booking being cancelled payment for food is required in full unless we receive written confirmation 48 hours in advance.
2. Under no circumstances may food be brought into the building unless a member of the Venue Hire Team has granted permission.
3. Under no circumstances may beverages be brought into the building unless corkage charges have been agreed.
4. Please note: Refreshments for events in the Campion Room and Nightingale Room are served in the atrium. Refreshments for events in the Council Chamber and Lecture Theatre are served in the lower ground refreshment area only. Tea and Coffee should not been taken into the Council Chamber or Lecture Theatre unless permission has been granted by a member of the Venue Hire Team.
5. When consumables are charged on a consumption basis, you may check the opening and closing stocks of consumables in the presence of a member of the venue hire team. If you do not wish to do so, the figures recorded by the Society shall be conclusive.

Confirmation of booking, deposits and payments

1. If you make a provisional Booking you will be sent a Venue Hire Confirmation form. The Booking will remain provisional until the signed Venue Hire Confirmation and Terms and Conditions are returned and a deposit of 50% of the room charge is received. The deposit must be received within 14 days of the provisional booking in order for the Booking to be confirmed. If your booking is provisional and we have a confirmed booking from another client we will consult with you but reserve the right to cancel your booking if you are not in a position to confirm.
2. Short notice Bookings - If you make a booking less than 7 days prior to the meeting you will automatically be billed for the full amount of the room hire and will be required to sign a copy of the terms and conditions to be returned to the society prior to the event.
3. The Society may cancel, without liability, a provisional Booking at anytime prior to receipt of the Venue Hire Confirmation form, deposit and signed Terms and Conditions, by sending you notice of the cancellation in writing.
4. If any changes take place to your requirements you must notify us immediately and if necessary you will be asked to amend and re-submit a new Venue Hire Confirmation form.
5. Cancellation charges: If you wish to cancel your Booking after confirmation you must call the Society immediately to notify them of your intention. Any notification of cancellation must be confirmed in  writing. Cancellation will not be implemented until such written confirmation is received. If you cancel your Booking after confirmation the Society shall retain any deposit or deposits paid and a Cancellation Charge shall be applied to any outstanding balance as detailed below:

1. The Event may bring bad publicity or disrepute upon the Society.
2. The Event may be illegal.
3. The Event is of a different nature to that confirmed by you.
4.  The number of attendees may exceed published capacity figures and it is not possible to reorganise the Booking within the Society's premises.
5. It is possible that you may not be able to honour your obligations under the Contract.
6. You fail to pay any required deposit
7. You breach any of the conditions of these signed Conditions of Booking   
8. In the event of cancellation under the circumstances described above, any deposit paid by you may, at the sole discretion of the Society, be retained.
9. The Society may cancel your Booking with immediate effect and without liability in circumstances outside our reasonable control. These may include, although not exclusively, Act of God, fire, refusal to grant or extend a licence, strikes, lock-out or industrial action whether involving Society employees or a third party or any act or omission by yourself, your agent or contractor or your or their employees or guests.
10. If the Society cancels your Booking in circumstances detailed above, any deposit paid to the Society will be refunded unless cancellation is related to acts or omissions by yourself, your agent or contractor, or your or their employees or guests.

Equipment

1. A photocopying and fax service is available. Photocopies are charged at 15 p per sheet. Faxes are charged at £1 for UK Fax Top Sheet, each additional sheet is charged at £1. International faxes are charged at £3 per Top Sheet, each additional sheet is charged at £1. This service is discretionary and may not take priority over RSS business. We will endeavour to turn around orders within 30 minutes of your request.
2. There is a payphone located within the building. Please don't ask to use the Society's phones.
3. Unless otherwise agreed in writing telephone calls, facsimile, photocopying and other business services are not included in the Venue Hire Charge and will be itemised on your invoice separately.
4. The Society must receive a minimum of 5 working days' notice of requests for equipment otherwise we cannot guarantee availability.
5. Equipment and Printed Literature: If you wish to deliver items prior to your meeting we can only accept things by arrangement 24 hours before your meeting.  Property should be clearly addressed with the name of your organisation, and room and host or organiser details. We reserve the right to dispose of any items unless they are collected within 48 hours of your departure.
6. Equipment: Clients providing their own equipment and presentations should inform the RSS and should note that the Society cannot provide technical assistance with such items nor shall it accept responsibility for any malfunction. It is your responsibility to satisfy yourself as to the suitability of such equipment for the environment in which it is to be used. You shall be responsible for the security and insurance of any such equipment, for obtaining all consents of licences and for its prompt removal at the end of the Event
7. Hired Equipment: We can provide laptops and projectors for a fee. This will be set up for you by our facilities staff in the designated room. If you have a presentation, which needs uploading, it must be send to us at least 24 hours in advance of your meeting (to ensure the compatibility of the presentation with our software). We cannot take responsibility for last minute requests.

Health & Safety

1. You shall comply with the Society's security requirements at all times and follow any specific security related instructions, which may be given by Society staff at any time.
2. You shall comply at all times with Society fire, emergency and Health and Safety regulations. Fire Instructions including fire escape routes are displayed throughout the Society's premises. Fire exits and routes must not be obstructed.

Indemnity and insurance

1. You shall indemnify the Society against all loss or damage, including indirect or consequential loss or damage arising from this Booking.
2. This shall include, but not be limited to loss or damage to the Society's premises, fixtures, fittings, furnishings, equipment, stock and other contents howsoever arising, including death or injury to any person.
3. While the Society is happy to look after deliveries, garments and personal belongings of the organiser or persons attending Events at Society premises, we shall not be liable whether in negligence or otherwise for any loss or damage to such items occurring on the society premises and you shall indemnify us against any claims arising from such loss or damage.
4. If requested by the Society, you shall effect and maintain Events, Public Liability or other insurance to a level notified by the Society which will indemnify you, your agents or contractors or your or their employees or guests against any claim, costs and expenses incurred in respect of any injury to any person or loss or damage to property howsoever arising from this Event, and you shall, if so requested by the Society, provide certificates as evidence of such insurance cover.
5. In no circumstances shall the Society be liable to you, in contract or in tort, including negligence or breach of statutory duty for:
6. Any increase in your costs or expenses.
7. Any loss of your profit, business, contracts or goodwill.
8. Any indirect or consequential damage of any nature whatsoever.
9. Complaints and Claims - If you have a complaint prior to or during the Event, you shall notify us immediately and we will do what we can to help. If any complaint or claim arises out of the Booking or our performance of the contract you shall notify us immediately and provide written details within seven days of the Event. The Society shall not be liable for any complaint or claim unless notified in writing within seven days of the Event.
10. If two or more persons are named on the Room Booking Confirmation Form the liability of each is joint and several. This means that each person can be held fully responsible for all the responsibilities under this Contract.
11. This agreement is subject to English Law.