Booking Terms & Conditions

The Contract
“Contract” means the written agreement between you and Flexible Meetings for a booking, which is subject to these Conditions to the exclusion of all other terms and conditions (including any terms or conditions which you purport to apply under any purchase order, confirmation of order, specification or other document whatsoever and whenever).

Any variation to these Conditions shall have no effect unless expressly agreed in writing, refers specifically to the Contract and is executed by a duly authorised representative of Flexible Meetings.

“Booking Form” means the document containing all the details of the meeting room(s) and services required by you. In the event of a conflict between the Booking Form and these Conditions, the provisions of the Booking Form shall take precedence.

Any quotation or estimate made by Flexible Meetings is given subject to these Conditions. Without prejudice to Flexible Meetings’ right not to accept a Contract signed by you, quotations and estimates will be valid for 28 days from date of issue.

Each Contract returned signed by you shall be deemed an offer by you to purchase use of meeting rooms and associated facilities and services from Flexible Meetings subject to these Conditions.No booking is confirmed until the relevant Contract (Booking Form), signed by the Client, is countersigned on behalf of Flexible Meetings and dated as acceptance of the Client’s offer. Flexible Meetings will provide to the Client a copy of the Contract (Booking Form) once it has been countersigned
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‍Service provided by Flexible Meetings
Room Bookings can be taken from 08:30 am –17:30 pm Monday to Friday via telephone 0161 828 8726 or by emailing: enquiries@flexiblemeetings.co.uk.

Further information on room configurations and bookings can be sent on request. Use of the Flexible Meetings meeting rooms are permitted between the hours of 07:30 am - 07:00 pm Monday to Friday. If you require a room at a specific time outside these hours there will be a further charge agreed with you and we will do all that is reasonable to comply with your request.

If the booking overruns the allocated time, additional charges will be incurred at an hourly rate of 1.5 times the agreed hourly rate for the booking.

Flexible Meetings will use reasonable endeavours to assist in the request to extend the hire period, however this will depend on the availability at the time of the request.

Standard Hire Periods:
Full Day: 08:30 am – 05:30 pm
Half Day: 08:30 am – 12:30 pm or 01:30 pm – 05:30 pm
Two Hourly: 08:30 am – 10:30 am, 11:30 am - 01:30 pm, 02:30 pm - 04:30 pm.

All consumables supplied are subject to change without notice. However, we will use reasonable endeavours to substitute consumables with an equivalent standard. Any food requested over and above our standard offer will be charged per delegate at an agreed rate at the time of booking.

Breakout Area
Please be aware that the Breakout Area is available for all users of Flexible Meetings, therefore seating and tables may not be available at all times unless you have paid for exclusive use.

Meeting room maximum occupancy
The maximum occupancy for each meeting room is as follows:
Intuition: 6 delegates
Inspiration: 4 delegates
Heart: 12+ delegates
Mind: 12+delegates
Heart & Mind: U Shape 28 delegates/ Boardroom 28 delegates / Classroom 32 delegates / Theatre 45 delegates / Networking 50 delegates
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Seminar / Training / Networking maximum capacity
Heart & Mind – 50 delegates
Networking event All rooms – 120 delegates

You shall (upon request) provide Flexible Meetings with names of delegates and relevant third parties.

Reservations/Payments
The price for the reservation and any associated services shall be calculated by reference to the price and duration stated on the Booking Form and is exclusive of VAT. To secure your booking a deposit of 50% of the total amount payable must be made. Outstanding balance payments must be made at least 4 weeks prior to the meeting date. If you make a booking within 4 weeks of the meeting date then full payment must be made before the booking is confirmed. We accept payment by BACS, International Wire Transfer, PayPal, major Credit and Debit Cards (Credit and Debit card payments will incur a 4% transaction fee). In the event such payment is not received, we reserve the right to cancel the booking and terminate the Contract with no liability to you. Where payment is due for services which are charged per delegate, the amount received shall be deemed confirmation of the final number of delegates requiring those services. If you do not use the Meeting rooms for the full duration of the booking you will be charged for the full duration of the booking and all services requested. No refunds will be given for incomplete usage of your booking if not amended 28 days prior to the booking.

Alterations to your booking
If you wish to amend your booking (e.g. change the date or times of the room hire) Flexible Meetings will use reasonable endeavours to comply with your request, however we cannot guarantee that this request will be honoured. If you reduce the requirement of your booking within 28 days of the booking date, you will not be entitled to a refund for the portion of the booking you no longer require.

Changes may require further payment which Flexible Meetings shall agree with you as a variation to the Contract, and must be paid in line with these terms.

Cancellations
Cancellations will only be accepted in writing to: Flexible Meetings, Olympic Park, Woolston Grange Avenue, Birchwood, Warrington, WA2 0YL or via email to enquiries@flexiblemeetings.co.uk Should a cancellation be made up to 28 clear days prior to the event then 50% of the total charge will be incurred. For cancellations that are made less than 28 days prior to the event 100% of the total charge will be incurred.
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Should you reduce your number of day delegates below the minimum day delegate capacity for your room booking, your booking will revert to the standard room only rate. Flexible Meetings reserves the right to pass on all charges incurred for food ordered at your request. Flexible Meetings reserves the right to pass on all charges incurred for the hiring in of additional AV equipment at your request. Flexible Meetings reserves the right to cancel bookings due to circumstances out of the control of Flexible Meetings, including without limitation a power or hardware failure, or a failure of a third party provider. A full refund will be given and we will use reasonable endeavours to source alternative accommodation of a similar standard.

Flexible Meetings may cancel the Contract:
a) if the booking might prejudice the reputation of Flexible Meetings;
b) if Flexible Meetings becomes aware of any deterioration in your financial situation such that Flexible Meetings reasonably considers you may not be able to fulfill its material obligations under the Contract; or
c) you fail to pay any sum when due.

Damages & Breakages
If any damage or breakages occur, Flexible Meetings reserves the right to make a reasonable charge for the repair or replacement of damaged or broken items. If any meeting room is damaged to the point that it is rendered unfit for use, you will be obliged to pay compensation to Flexible Meetings for the lost revenues whilst the room is out of use plus the cost of repair and replacement at the current market value. This includes any soiling or spillages which require additional cleaning outside of the normal day to day routine of the business.

Nuisance
Delegates are expected to behave in a reasonable manner to allow other Flexible Meetings users to have uninterrupted access/usage. Flexible Meetings reserves the right to eject or exclude any delegate which Flexible Meetings considers to be objectionable.

Internet Usage
Flexible Meetings will not accept responsibility for any virus following the use of the internet and we recommend that if utilising your own equipment that sufficient software protection is installed. Flexible Meetings will endeavour to ensure uninterrupted access to the internet at all times. Flexible Meetings cannot guarantee that access to the internet will be uninterrupted through either a component/hardware fault or by the service provider. During the hiring of the meeting rooms, delegates agree to use the wireless broadband internet facility in a responsible manner and not for illegal purposes or access content which may cause offence, for example pornographic site, extremist sites etc. Flexible Meetings reserves the right to pass on any records to the authorities if requested to do so.

Telephone/Photocopier
National calls are free of charge.International calls are charged at the current rate charged by BT. We reserve the right to charge for international calls.Use of a printer and photocopier is available upon request. We reserve the right to charge for this service.

Use of Equipment
Training will be given for the use of the equipment supplied within the meeting room offer. This includes any additional equipment provided by a third party supplier. You will therefore be responsible for the safe use and continued safety of the equipment during your booking. Any faults or issues should be reported to Flexible Meetings immediately.

Outside Services
The prior written consent of Flexible Meetings must be obtained for any catering entertainment or other services contracted by you, all of which must comply with all legal requirements and requests of Flexible Meetings. You may not use any external audio visual suppliers which we have not recommended. You shall ensure that all suppliers comply with all laws, the health, safety and security policies and procedures of Flexible Meetings and you shall indemnify Flexible Meetings for any loss or damage caused to Flexible Meetings or any third party resulting from the acts or omissions of such third party providers.

Data Protection
Please note that all personal and financial data we hold is handled in accordance with the Data Protection Act 1998.

Liability
Flexible Meetings does not accept responsibility for the loss or damage of the personal property of guests/delegates using the facilities of Flexible Meetings. Flexible Meetings shall not be liable, whether in contract, tort (including negligence) or otherwise for any indirect loss however arising. In no event will Flexible Meetings liability for any loss or damage in contract or tort (including negligence) or howsoever otherwise arising, exceed 150% of the total amount paid by you under the Contract. Nothing in these Conditions shall exclude or restrict either party’s liability in respect of death or personal injury resulting from its negligence, or for fraudulent misrepresentation.

General
Governing Law and Jurisdiction
The Contract shall be governed by and construed in all respects in accordance with the laws of England

Intellectual Property
You shall not use any of Flexible Meetings trade marks or intellectual property without the prior written consent of Flexible Meetings.
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Entire Agreement
The Contract sets out the entire agreement and understanding between you and Flexible Meetings and shall supersede and replace all documentation previously issued by either party in relation to its subject matter.

Waiver
No waiver by Flexible Meetings of any breach of this Contract by you shall prevent the subsequent enforcement of the Contract.

Validity
If at any time any one or more of these Conditions is held to be or becomes void or unenforceable, it shall be omitted from the Contract and the remainder of the Contract shall remain in full force and effect.

Legal Entity
Flexible Meetings is a trading name of McCarthy Recruitment Ltd, Registered Number 05235393, of registered office 12a Olympic Way, Birchwood, Warrington, Cheshire, WA2 0YL. Contracts entered into with Flexible Meetings do not constitute a contract with the rest of McCarthy Recruitment Ltd outside of the hire of meeting rooms
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