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► Booking Policy & Conditions of Hire
Booking and Confirmation Procedure
To make a booking, or for any enquiries, please contact the Conference Office at [email protected] or call 020 7664 2020
Once both parties have agreed the dates and facilities required the Conference Office will send a formal offer letter and an application form. The Hirer is required to complete, sign and return the form, with the payment indicated in the offer letter by the deadline indicated in the offer letter. If the application form and payment are not returned by the deadline specified in the offer letter, bookings will be automatically cancelled and relevant cancellation charges will be levied. A booking is not confirmed until the Hirer receives a confirmation letter from ULU.
Room hire is exempt from VAT, however, VAT will be charged additionally on any listed prices for catering, technical or any other services provided.
Catering and technical services are not included in the room hire charge and there will be an additional charge for any services provided. Requests for catering or technical services can be detailed on the application form. Final numbers must be confirmed 5 working days prior to an event; otherwise ULU can not guarantee any services.
Payments
Full payment of room hire is required two weeks prior to your event. An invoice for any additional costs will be sent after the event - this must be paid within 14 days. For a list of costs, click here
Cancellations
Events cancelled between 30 and 8 days prior to an event incur a fee of 50% of the total room hire. Cancellations received with less than 8 days notice incur the full hire fee.
Cancellations for the catering or technical services received up to and including 3 days prior to an event, incur the full hire charge. For cancellations given with 4-7 days notice, 50% of the hire charge is levied.
ULU reserves the right to cancel a booking at any time without recompense if the Hirer fails to fulfil any of their obligations under this contract.
In the event of ULU being unable to carry out its obligations under this contract, ULU’s liability to the Hirer shall be no more than the amount already paid to ULU by the Hirer.
ULU reserves the right to substitute alternative accommodation of a similar standard at any time without prior notice. Events beyond the control of ULU may occur that render ULU unable to fulfil any or all of the requirements of a confirmed booking. Accordingly, ULU may, at its absolute discretion, vary or amend activities extended to an event, and the Hirer agrees that no liability shall be attached to ULU as a result.
ULU will not accept liability for any inconvenience, loss or damage caused by interruption in or failure to provide services or facilities where such failure is due to circumstances beyond reasonable control, including but not limited to: war, strike, industrial dispute, flood, fire, accident to premises or equipment, shortage of materials or labour.
Strikes - ULU can not accept responsibility for being unable to fulfill a booking due to industrial action.
Complaints
Complaints of any services provided for a meeting or an event must be made within 14 days from the event date, otherwise no compensation can be considered.
Conditions of Hire
Advertising
Any advertising copy must be approved by the Conference Office prior to being placed, and requires permission from the General Manager. Advertising or promotion is prohibited until your event is confirmed (see Booking Procedures & Confirmations). This includes media promotions and distribution of posters or leaflets.
Subletting
Subletting of rooms or facilities is not permitted.
Injury, Loss or Damage
ULU will not accept responsibility for any injury, loss, or damage to persons or property occurring in connection with the hire of rooms at ULU. Organisers should ensure that they are indemnified by a UK insurer in respect of their liabilities to ULU and their delegates.
ULU Property
No alteration may be made to electrical items or any other equipment supplied for a meeting. Clients may not move furniture to their room from any other part of the building. Loss or damage to ULU will be charged to the organisation, as will charges for cleaning rooms left unusually disordered.
Posters, Signs and Decorations
ULU will provide directional signs on the day of your event. No items can be affixed to the fabric of the building, on outside walls, trees, lampposts, street furniture or any other objects in the surrounding area. A charge will be made for any damage caused.
Smoking is not permitted in any of the meeting rooms, corridor and lobby areas. Smoking is permitted only in the 1st floor bar areas.
Food and Drink may not be brought into ULU for consumption or re-sale on the premises.
Technical Equipment may not be brought into ULU for use during an event (excludes laptops). For a list of technical equipment available at ULU, click here.
Children
An adult must accompany children under the age of 14 at all times. Persons under the age of 18 must be under the responsibility of at least one adult who should be clearly identifiable and responsible for the actions of the person.
Liquor License
ULU is licensed to sell liquor in designated areas to 2300 Monday-Thursday, to 0100 on Friday and Saturday evenings and to 2230 on Sundays.
Public Entertainment’s
ULU is available for hire for public events and private parties from Sunday to Thursday to 2300 and to 0100 on Friday and Saturday evenings. The License covers venues on the 1st floor only. Full details and prices can be obtained from the Conference Office.
Filming/ Video Taping
Permission to film or video events must be obtained in advance from the Conference Office. A facility charge will be made.
Health and Safety
The hirer is responsible for maintaining proper order, and observing fire, safety and security regulations. Fire doors must be kept closed at all times, and not wedged open under any circumstances. Corridors, extinguishers and fire doors must be kept clear of obstructions at all times. All stage dressing (drapes, banners, props etc.) must be certified flame resistant. ULU will test such materials to determine this. Any materials not meeting with the satisfaction of our representative will not be permitted.
For more information, please contact the Confernce Office at [email protected] or call 020 7664 2020