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  1. BOOKINGS & DEPOSITS

1.1 All bookings must be made by the organisation which is organising the event or if there is no organisation organising the event, by a representative of the group (the “Organiser”) which shall be the contracting party for the purposes of the booking contract with simplyendo. The Organiser shall be responsible and accountable to simplyendo for the actions of the attendees of the event (the “Delegates”).

1.2 Bookings are subject to availability and are provisional until confirmed by the booking email issued by a member of simplyendo staff and by payment of a deposit amounting to £500. This will be deductible from the overall room hire subject to any expenses or damages.

The Organiser will inspect the facility both before and following the event with a member of simplyendo staff in order to conduct inventories. Damages will be charged accordingly.

1.3 In the instance of cancellation by the user, deposits are non-refundable and date specific. Should your event be postponed, transferral of any deposit will be at the discretion of simplyendo and is not guaranteed.

  1. CANCELLATION

2.1 The Organiser shall notify simplyendo in writing of any cancellation of a booking and the following charges shall be payable in respect of the cancelled booking:

12 weeks’ notice or less: 25% of event cost.

8 weeks’ notice or less:  50% of event cost.

4 weeks’ notice or less: 75% of event cost.

2 weeks’ notice or less: 100% of event cost.

simplyendo will acknowledge all cancellations in writing.

2.2 simplyendo reserves the right to cancel any bookings at any time and for any reason including but not limited to:

  • If the facility (or any part of the facility or associated buildings) is closed due to fire, maintenance requirements, dispute with employees, order of any public authority or any other circumstances beyond simplyendo’s reasonable control. (In such event, the deposit paid would be refunded in full or held in credit))
  • If due to unavoidable circumstances, support staff are not available.
  • If the Organiser becomes bankrupt or insolvent or enters into liquidation or receivership.
  • If the booking might in the opinion of simplyendo prejudice the reputation of the simplyendo.

simplyendo shall not be liable for any inconvenience or loss caused to any party as result of such cancellation. It is essential that Organiser or Delegates concerned check in advance that their personal insurance adequately covers such losses.

2.3 simplyendo reserves the right to increase its charges before an event, but not without notifying the Organiser. If simplyendo does increase the charges, the Organiser shall be given an opportunity to cancel the booking without loss of deposit.

  1. CHARGES

Charges quoted for all day bookings as detailed in our price lists, are for day delegate rate and support staff.

  1. PAYMENT

4.1 Payment for bookings must be made within 30 days of the date of invoice. If payment remains unpaid after the 30 days, the following scale of charges will become payable.

Outstanding for 30 days: 2.5% of the balance due

Outstanding for 60 days: 5% of the balance due

Outstanding for 90 days or more: 15% of the balance due

4.2 In all cases of non-payment simplyendo will take the appropriate legal action to recover the outstanding debt and shall be entitled to recover all its costs, damages, and legal expenses (on a full indemnity basis) from the Organiser concerned.

  1. LIABILITY & INSURANCE

5.1 simplyendo shall not be liable for any claim for injury, loss of or damage to property suffered by the Organiser or Delegates or for any claims or damages whatsoever, including that resulting from unavailability of or variation to accommodation, facilities, or services. Such individuals and Delegates shall ensure that they maintain adequate insurance cover in respect of any injury, loss, or damage, which they may suffer.

5.2 Delegates shall keep the lecture / hands-on rooms, facilities, and their contents (whichever is being hired) in good condition. The cost of any loss or damage, including the cost of any additional cleaning of the rooms and communal areas (fair wear and tear excepted), will be charged to the Organiser.

5.3 The Organiser shall indemnify simplyendo for all loss, damages, claims, costs, and expenses incurred or suffered by simplyendo arising as a result of the bookings or use of the rooms, conference rooms and facilities and, in respect of any claims made against simplyendo as a result of the use of the rooms and facilities.

5.4 simplyendo public / product liability insurance policy covers legal liability arising in connection with the use of simplyendo facilities. Delegates shall not do anything or permit anything to be done as a result of which any policy of insurance affected by simplyendo with regard to the facilities or accommodation hired may become void or voidable or as a result of which the rate of premium on any such policy may be increased.

  1. PUBLICITY

6.1  simplyendo does not have a Public Performance Licence. No sale of tickets or goods is permitted on its premises.

  1. GENERAL

7.1. simplyendo reserves the right of entry to all rooms by authorised members of simplyendo staff. In particular simplyendo reserves the right of entry to rooms to inspect their condition and for any cleaning or maintenance or to carry out repairs or in an emergency.

7.2. In the event that any “High profile” speaker, guest or delegate is expected to attend an event or conference, the Organiser must inform simplyendo at least 7 days before the event or conference. simplyendoreserves the right to refuse admission to such individuals if their presence is deemed not to be in the best interests of the simplyendo.

7.3. Smoking is not permitted throughout the facility, including common areas including corridors, lifts and stairwells.

7.4. The facilities must only be used for the purposes hired and not for any other purpose whatsoever. Pets shall not be allowed in simplyendo premises.

7.5. Delegates/guests must conduct themselves in a responsible and proper manner with due consideration to others and must refrain from any behaviour which would bring simplyendo into disrepute or be a nuisance or cause discomfort or annoyance to simplyendo.

7.6. Guests/delegates must dispose of rubbish properly and shall not place or leave any rags, rubbish, refuse or other substances in any part of simplyendo and shall not cause any obstruction in sinks, corridors and other parts of simplyendo.

7.5 Guests shall not use or permit simplyendo premises to be used for any illegal or immoral purpose.

7.6 simplyendo reserves the right to decline any application for hire of its facilities or accommodation.

7.7 Bookings are only accepted by event organisers/delegates aged 18 and over.

7.8 Self-catering or use of alternative caterers is not permitted at any simplyendo unless permission has been received in writing from the Conference Coordinator. Fines will be applicable for breach of contract.

  1. HEALTH & SAFETY

8.1 All guests must familiarise themselves with the fire regulations in operation and the position of the nearest fire exit. If the fire alarms sound, guests must vacate the area/building by the nearest exit and must not re-enter the area/building until instructed to do so. Lifts are not to be used during emergency evacuations.

8.2 Hazardous or dangerous items may not be brought onto simplyendo premises without prior written permission.

8.3 Illegal substances may not be brought onto simplyendo premises under any circumstances.

  1. TRAINING AND TECHNICAL FACILITIES

9.1 All meeting organisers and tutors using the equipment in the facility will be expected to have an introductory period of training prior to use.

simplyendo may change these terms and conditions without further notice to you and we recommend you check the terms and conditions at time of booking.

Last updated April 2024