‘The College’ and ‘We’ mean Murray Edwards College, Cambridge. ‘The Client’ and ‘You’ mean the organising body/company and organiser contracting for the Client, normally the person responsible for commissioning and paying for the event. The ‘Contract’ means the agreement between the College and the Client for a specific booking or series of bookings. These Terms & Conditions will form part of the Contract, together with the booking form and any other terms agreed in writing by the parties.
i) In order to secure their provisional booking, the Client must return to the College (by email, fax, post or in person) the completed and signed Booking Form within  days of receipt of the provisional booking letter and cost estimate.
ii) All bookings are considered provisional until the Contract is formed i.e. when the signed booking form is received and accepted by the College and a booking confirmation and deposit invoice (where applicable) is sent to the Client by the College. Digital signatures are acceptable.
iii) The College reserves the right to refuse to accept a booking without stating a reason for such refusal.
iv) Anticipated numbers of delegates attending the event must be identified by the Client on the booking form. Final timings, menus and any special requests must be confirmed to the College at least 10 days prior to arrival.
v) A complete alphabetical list of overnight delegates on our accommodation spread sheet provided by the Events office and your draft conference programme must be provided to the College no less than 14 days prior to the first day of the event.
vi) You may be asked to provide details of any external organisations represented or publicised and the name(s) of any proposed speakers. These must be provided to the College no less than 14 days prior to the first day of the event or earlier, at the College’s request. This relates to our duty under the Prevent guidelines, outlined further in section
vii) If the booking is made by an Agency, the Agency must confirm in writing in what capacity they are acting on behalf of their client at the point of booking. E.G. Conference facilitating as opposed to conference finding.
2. Charges and payment
i) All payments should be made in British Pounds Sterling by way of cheque or bank transfer. We reserve the right to pass on to You any bank charges resulting from exchange of foreign currency payments and any shortfall in sterling that occurs as a result of foreign currency exchange.
ii) The College reserves the right to carry out credit checks where it deems appropriate and withdraw or refuse credit facilities.
iii) Along with the booking confirmation, The College will issue the Client with a non-refundable deposit invoice for a minimum of 10% or up to £500.00 (whichever is greater) of the total sums payable under the Contract, plus VAT where applicable.
iv) Depending on the size and nature of the event, the College may require staged pre-payments and a larger deposit. This will be clearly detailed in the provisional booking letter.
v) Payment of the deposit must be received by the College within 14 days of the date of the invoice, unless the time leading up to the event is less than 14 days. In this case the deposit will be required by return: this will be stated at the time of booking. Time is of the essence and payment by post shall be at the Client’s risk.
vi) The College reserves the right to cancel the booking and offer to hire the facilities to a third party without any liability whatsoever to the Client if the deposit is not paid within the period set out at section 2(v).
vii) The College will charge for use of the conference facilities at the rates on the confirmation letter current at the time of invoicing, unless a previous written agreement has been made.
viii) If the booking is made by an Agency, the College will pay commission at the agreed rate however, all Agencies must inform the College in writing of commission rates at the time of confirmation.
ix) Unless expressly stated, all prices are exclusive of VAT (which will be charged at the prevailing rate) and are subject to alterations.
x) If the Client claims exemption from paying VAT then the booking form must be accompanied by a completed VAT exemption form, together with any documents as required by the VAT exemption form. VAT exemption cannot be applied in retrospect. These forms are scrutinised by HM Revenue and Customs (HMRC) regularly. All liquor sales are subject to VAT regardless of any exemption. If HMRC finds that VAT has been excluded unlawfully, the Client will be liable for any financial implications of that discovery, no matter how much time has passed.
xi) If invoices require purchase order numbers, these must also be provided before the event start date. Invoices cannot be amended to include PO numbers after the invoice has been sent.
xii) The Client will be sent an invoice promptly after the event for the outstanding amount, which must be paid in full within 30 days of the invoice date.
xiii) In the event of late payment by the Client, the College reserves the right to:
a. Charge interest (calculated on a daily basis on all sums outstanding on accounts rendered from the date on which sums become due until the date on which payment is actually received or judgement obtained against the Client) at a rate of 4% above the base rate charged by Barclays Bank PLC at that time; and
b. Charge all costs incurred in relation to the enforcement of any rights under the Contract.
3. Amendments by the Client
i) Amendments to guest numbers and/or arrangements must be confirmed to the College in writing. As the specific details of the booking are established, the value of the booking may vary. From time to time, We will issue You with updated confirmation letters, setting out the revised value of your booking. You hereby acknowledge and agree that in the event of cancellation of your booking, any supplementary quotations issued to You shall be incorporated into the Contract for the purposes of these terms and conditions.
ii) Reductions in the duration or contracted value of the booking will be subject to the College’s cancellation policy (please see section 4).
iii) For residential bookings, the number of bed-nights and delegates stated on the confirmation letter will be the minimum number for which You are charged (subject to 3(v)).
iv) For non-residential bookings, the number of delegates stated on the confirmation letter will be the minimum number for which the Client will be charged.
v) No charges will be made for any reduction in numbers of less than 10% from those confirmed providing notification of that reduction is received by the College in writing at least 10 days prior to guests’ arrival. Reduction in numbers above 10% or cancellations received 9 days or less before the date of your event will be subject to the College cancellation policy as set out in section 4.
4. Cancellation by the Client
i) Should the Client wish to cancel the booking, the Client must notify the College in writing. Please note that time is of the essence in this circumstance and that it is the Client’s responsibility to ensure that the College receives this notification.
ii) The College’s Cancellation Policy is as follows:
If the booking is cancelled less than 12 months before the event start date, cancellation fees of 90% of the total estimated cost of the booking will be levied on contracted accommodation and room hire revenue and 65% on food and beverage revenue.
Events cancelled more than 12 months before the event start date will incur loss of deposit only.
iii) If the Client has to cancel or postpone the confirmed booking at any time prior to the event, the College will make reasonable efforts to re-sell the facilities reserved. Therefore, definitive cancellation charges due can only be confirmed to You after the intended date of your event, when We shall reduce the charge by the profit, as determined by the College, on any alternative business We have been able to secure on a reasonable basis in respect of the facilities reserved under the Contract.
5. Amendments or cancellation by the College
i) Should the College, for reasons beyond its control, need to make any amendments to your booking We reserve the right to offer an alternative choice of facilities within the College. Should the facilities be of a higher value (by reference to the current price list) then the College will not make an additional charge to the Client. Should the facilities be of a lower value (by reference to the current price list) then the College will make an equivalent reduction in the price charged.
ii) The College will not be otherwise liable to the Client in respect of such amendment.
iii) The College may cancel the booking:
a. If the booking might, in the opinion of the College, prejudice the reputation of the College. In this instance the Client will receive a full refund of any monies already paid and be relieved of any further payments due. The College will not be liable for any further costs which may have been incurred by the Client.
b. If all or any of the following circumstances apply;
1) If the Client is more than 30 days in arrears of a previous payment;
2) If the College becomes aware of a change in the Client’s financial situation which may affect the Client’s ability to settle the account;
3) If the Client fails to provide the College with all information requested by the College at least 10 days prior to arrival;
4) If the Client breaches any term or condition of its Contract with the College and fails to remedy the breach within 28 days of a written notice from the College or 10 days before the event, whichever is earlier;
iv) If the College cancels as per section 5(iiib 1-4) then the Client will be deemed to have cancelled the booking.
6. Accommodation, Meeting Rooms and Dining Rooms
i) All desired facilities must be clearly stated by the Client in writing and will be detailed on the most recent confirmation letter We send to You.
ii) The College shall have access to the meeting rooms, dining rooms and/or accommodation hired at all times.
iii) Where bedroom accommodation is booked, it is available from midday on weekdays (14:00 weekends) on the day of arrival and must be vacated by 09:00 on weekdays (10:00 weekends) on the day of departure, unless specific alternative arrangements have been agreed in writing. The meeting and dining rooms are available to You for the times shown on the booking letter.
iv) For any extensions beyond those confirmed in writing, the College reserves the right to make a charge of
a. Meeting Rooms – the room hire rate as per that year’s current price list.
b. Accommodation – the bedroom hire rate, as per that year’s price list.
If the College requests that you do so, You must leave the room immediately.
v) The College reserves the right to remove belongings that have been left in a bedroom or meeting room outside of the times booked at no liability to the College.
vi) No food or beverages of any kind are permitted to be brought into the College by the Client or delegates, unless this is agreed in writing in advance.
vii) The College reserves the right to refuse admission to any individual whose presence is not (in the College’s reasonable opinion) deemed to be in the interests of the College.
viii) The Client must ensure that it, and all delegates, return all issued keys and access cards to the College upon departure. The College reserves the right to levy a charge, which will be confirmed by the Events Manager or their representative at the time of loss, upon the Client to cover the cost of any lost or unreturned keys.
7. Health and Safety
i) The Client, its delegates and its visitors are responsible for familiarising themselves with the fire and health and safety instructions located on the back of meeting room and bedrooms doors.
ii) The Client shall be responsible for maintaining order at all times and ensuring that all delegates adhere to the fire, health and safety, security and smoking regulations in place at the College. The Client is responsible for evacuating delegates in the event of a fire.
iii) The Client shall take sensible precautions when visiting the College, such as ensuring meeting room and bedroom doors are locked when not in use or that valuable items are not left in the rooms.
iv) Where requested, the Client must provide completed risk assessments for any activities taking place in College.
v) CCTV monitoring is in operation in some areas at the College for the protection of the College community, its buildings and visitors. Please report any suspicious persons or incidents to the Porters’ Lodge immediately.
vi) Visitors to the College with accessibility needs should complete and return a Personal Emergency Evacuation Plan (PEEP) form prior to their arrival at the College so that We can prepare properly for their safety. This form is available on our website and it will be issued to the Client when final details are requested.
vii) It is the responsibility of the Client to inform the College of any pre-existing health issues of which they are aware (E.G. severe allergies, heart conditions, epilepsy), of anyone caused to come onto College premises in connection with their event, so that if someone becomes unwell We can respond appropriately.
a. If anyone caused to come onto College premises in connection with the Client’s event requires emergency medical assistance while on site, please dial 999 immediately and then inform the Porters’.
b. If anyone caused to come onto College premises in connection with the Client’s event has an accident on the College premises or there are any safety concerns, please inform the Porters’ immediately or, if it is an emergency, dial 999 and then inform the Porters’.
viii) It is the responsibility of the Client to ensure any electrical equipment brought into the College by the Client, its suppliers and its delegates, is fit for purpose, suitable for UK mains electricity use and has had a valid portable appliance test within the last 12 months. This includes mobile telephone and laptop chargers. Equipment that does not meet these requirements are not to be used on our premises and We reserve the right to request their removal. We will not be held responsible for any delays or disruptions to your events as a result of this.
ix) When using the College Internet service, You agree to the reasonable use of that service. The Client is liable for any consequence directly linked to the accessing of illegal material, illegal file sharing or illegal streaming. This is traced via network address and log in details and We reserve the right to disable access if We deem it necessary
x) Please note that there are no restrictions on the College Internet service and the Client is responsible for supervising use of the service by people under 18 years of age.
xi) Any entertainment arranged by the Client must comply with any statutory requirement and the requirements of the College.
xii) For some events extra Security, Porters and/or Cloakroom attendants may be required. Where the College deems this to be necessary the College will inform the Client in writing and detail the costs for which the Client will be liable.
8. The Counter-Terrorism and Security Act 2015 and Prevent Duty Guidance
i) The College is strongly committed to the principle of freedom of speech and expression. Please see the published statement on our website (http://www.murrayedwards.cam.ac.uk/legal-operational-policies-and-publication-scheme/college-policies).
ii) In accordance with the Counter-Terrorism and Security Act 2015 and the Prevent duty guidance issued by the Government, Murray Edwards College Events may request additional details about your booking as part of our due diligence. Such as
a. Clarifying the type, purpose and target audience for the booking at enquiry stage.
b. Request a detailed summary of event topics, the identity of speakers and presenters and a breakdown of the target audience demographics.
c. A member of staff from the College may, at any time, read any associated literature on or offline and listen to the event as it takes place.
iii) The College reserves the right to cancel the event, in accordance with section 1(iii), if the Client does not provide any information requested by Murray Edwards College in good time to comply with the Prevent duty. In this circumstance the event is deemed to be cancelled by the Client.
iv) Events that are planning to discuss views that the College deems controversial must provide completed risk assessments to ensure that any risks arising under the Prevent duty can be fully mitigated whilst allowing for free speech. If the risks cannot be mitigated to the satisfaction of the College the event will not proceed and will be deemed to be cancelled by the Client.
i) The Client and its delegates are asked to understand that the College is a working academic environment where Fellows and Students remain in residence throughout the year and are required to ensure their behaviour is consistent with such an environment.
ii) The Client shall be responsible for maintaining order at all times and ensuring that all delegates observe the fire, safety, security and smoking regulations in place at the College. For the avoidance of doubt, the College operates a strict no smoking policy throughout its premises. If anyone is found to have been smoking in facilities hired by the Client, this will incur an additional cleaning charge, which will be charged to the Client. The amount will be advised at the time of the incident by the Events Manager.
iii) No pets (except for assistance animals such as guide dogs) are permitted on the College premises.
iv) The College will put up signs related to your event as agreed and the Client must not display in any part of the College or its grounds any signs, posters or promotional material without the prior written consent of the Events Manager.
v) The College reserves the right to refuse admission to or exclude from attendance at the event and from the College premises, any delegate whose behaviour is, in the reasonable opinion of the College, unacceptable.
vi) The Client agrees that it shall comply and procure that anyone caused to come onto College premises in connection with their event shall comply with all reasonable requests and instructions of the College’s staff during the period they remain on the College premises in connection with the events which are the subject of the Contract.
vii) If the Client anticipates disruption of any kind before, during or after the event, they should inform the College immediately.
viii) The Client agrees to use the College only for the purpose(s) notified to the College. The Client and anyone caused to come onto College premises in connection with their event shall not use, or permit to be used, the College premises for any illegal or immoral purpose.
ix) The Client and anyone caused to come onto College premises in connection with their event will respect any ‘No parking’ signs on the College grounds and cycles will not be ridden by them through the College grounds.
x) Should the Client or anyone caused to come onto College premises in connection with their event refuse or fail to adhere to the above, the College reserves the right to terminate the Contract and/or require the vacation of the College accommodation immediately as per section 5 (iii e) and/or apply financial charges for repair, restoration or refurbishment.
i) Murray Edwards College sends marketing communications in accordance with up to date UK legislation. We keep many of our clients’ updated regarding our products and services, including special offers. All marketing communications will offer the opportunity to opt-out. Please let us know if you require more information.
11. Use of the College’s Intellectual Property
i) The names, coat of arms or logos of the College and/or the University of Cambridge must not be used on any publicity material or press reports, unless written authority is provided by the College.
ii) The Client shall not invite or allow access to any press, TV, film, radio or other media organisation without completing our permission form and receiving the College’s written permission.
iii) Murray Edwards College has been contracted for the use of facilities for the Client but does not otherwise have a connection or association with Murray Edwards College or the University of Cambridge and this must be clear in all electronic and/or hard copy communications and materials.
i) The College does not exclude or limit its liability in negligence for death or personal injury, or otherwise insofar as exclusion or limitation of the College’s liability is prohibited, void or unenforceable by law.
ii) Subject as above, the liability of the College, its officers, agents and subcontractors to the Client and its delegates in respect of any claim arising as a result of any act or omission under or in connection with the Contract and/or use of the College’s facilities or services, whether caused by breach of contract, misrepresentation, negligence or any other tort, breach of statutory duty or otherwise is limited to the sums payable by the Client to the College under the Contract.
iii) The above section 12(ii) states the College’s entire liability to the Client, in contract in tort or otherwise. In no circumstances will the College be liable, in contract in tort or otherwise, for any indirect, incidental or consequential loss suffered by the Client, including loss of profit, goodwill or any other financial loss, or any damage to the Client’s or any delegate’s property on College premises.
iv) The Client should note that the College’s insurance does not cover loss or damage to property belonging to either the Client or anyone caused to come onto College premises in connection with their event on or off College premises. The Client must inform anyone caused to come onto College premises in connection with their event of this and advise them to insure accordingly.
v) The Client shall indemnify the College for all losses, damages, claims, costs and expenses incurred or suffered by the College arising out of or in connection with the Client’s use (and that of its delegates) of the College and/or its premises property.
vi) The College advises the Client to take out adequate insurance for their event. This is available to protect You and your event against cancellation or abandonment with a minimum sum insured based on the anticipated income to the College. Insurance can also cover non-appearance of speakers or delegates, property damage at or to the venue or its contents, third party bodily injury and third party damage. The College cannot accept liability for these. The Client permits the College to see and take a photocopy of any relevant insurance documentation if so requested. The College can provide details of an insurance company which specialises in event/conference insurance on request.
13. Force Majeure
i) The College will not be liable to the Client, nor deemed in breach of its Contract with the Client, if as a result of circumstances beyond the College’s reasonable control the College is unable to provide the conference facilities, which it has agreed to provide to the Client. Examples of this would include (but not be exclusive to):
a. Natural disasters such as fire; flood; storm; earthquake; disease.
b. Also: war, terrorism, strikes, failure of utility supply, breakdown of machinery, delays caused by sub-contractors.
ii) In the event of Force Majeure both parties will be excused from their obligations under the Contract save for the payment of the deposit which will be retained by the College to cover administration costs up to that point.
i) The Contract will be liable to frustration where an event takes place outside either party’s control which makes the Contract either impossible to perform or substantially different from what was envisaged. An example of this would be (but would not be exclusive to) the illness or death of a keynote speaker. In the event of the Contract becoming frustrated both parties will be excused from their obligations under the Contract save for the payment of the deposit which will be retained by the College to cover administration costs up to that point.
i) The Client’s Contract with the College is personal to the Client and is not assignable in whole or in part by the Client. These conditions apply to every provision of event facilities by the College and all terms and conditions (express or implied) not expressly agreed to in writing by the College are excluded.
ii) No failure or delay by the College in enforcing any of its rights will operate as a waiver thereof preventing later reliance thereon.
iii) The above is to be governed and construed in all respects according to English Law and the College and the Client hereby submit to the non-exclusive jurisdiction of the English courts.
iv) No person who is not a party to the Contract shall have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of the Contract.
v) If any part of the Contract shall be held to be unenforceable to any extent, the remainder of the Contract shall nevertheless remain in full force and effect.