Booking Terms & Conditions
1. Provisional Bookings
- Provisional bookings can be made over the telephone, via fax, e-mail, or by completing the online booking form on our website.
- Provisional bookings will be held for a maximum of 14 days. Any bookings not confirmed within 14 days may be released without notice.
- All bookings are provisional until confirmation in writing or by email (and payment of the booking deposit have been received, if applicable).
Confirmation of Bookings
Bookings will be confirmed upon receipt of a signed contract. When a signed contract has been received the booking terms and conditions have been accepted.
Confirmation of the booking must include: - Date(s) of the booking - Estimated number of delegates and facilitator(s) - Preferred room layout - Package required - Lunch and refreshment requirements - Equipment requirements - Any additional requests - Invoice address
Final Numbers & Requirements
- Notification of the exact numbers and specific requirements must be provided in writing as early as possible and no later than 7 days prior to the start of the event.
- For Day Delegate bookings, any reduction in numbers received within the 7 days prior to the start of the event cannot be accepted, and non-arrivals will be charged as quoted.
- Any additions to the confirmed numbers will be charged pro-rata. Please note a minimum of 12 delegates applies to the day delegate packages.
Minimum Numbers
A minimum number is applied to each conference room. If your numbers fall below the minimum specified, we reserve the right to re-allocate a smaller conference room or charge for the minimum number as below:
- George Fox min. 22 delegates
- William Penn min. 15 delegates
- Elizabeth Fry min. 10 delegates
- Margaret Fell min. 6 delegates
- Reading Room min. 10 delegates
- The Lloyd Room min. 8 delegates
- The Sturge Room min. 8 delegates
- The Southall Room min. 2 delegates
Main Meeting House by agreement with the conference office.
Final Invoices
- A final invoice will be submitted once calculation of final charges is completed. Final invoices must be paid within 14 days of the invoice date.
- Late payment of final invoices will incur an interest charge which will accrue daily on all amounts outstanding after the due date at a rate of 2.5% above Base Rate.
Damage
The client must indemnify the Trustees of Warwickshire Monthly Meeting against any damage caused to the Priory Rooms Meeting and Conference Centre or Bull Street Friends Meeting House (including contents, furnishings, fittings, sound and light equipment and any other equipment on hire or situated at either site) by the client and/or their guests, employees or agents.
Change of Date
Once a booking has been confirmed, any change of date may result in forfeiture of the booking deposit. Whilst every effort will be made to accommodate changes in date, the provision of rooms, equipment and other requirements cannot be guaranteed.
Cancellations
Cancellations must be confirmed in writing. If a cancellation is confirmed at least 10 weeks before the scheduled event date, no cancellation charge will be incurred.
If a cancellation is confirmed within a period of 10 weeks before the scheduled event date, the following cancellation charges will apply:
- Less than 1 week before event date
- 100% of total estimated charges
- 1 to 2 weeks before event date
- 85% of total estimated charges
- 3 to 6 weeks before event date
- 50% of total estimated charges
- 7 to 10 weeks before event date
- 25% of total estimated charges
Cancellation charges will be determined from the date that written confirmation is received and will be payable upon submission of a final invoice. Total estimated charges will be based on the confirmed booking numbers and all pre-booked facilities, such as Room Hire, Catering & Equipment.
Insurance
- The Priory Rooms are fully covered by insurance, however we accept no responsibility for any activitie organised by those hiring The Priory Rooms facilities.
- Hirers must ensure that Public Liability insurance is arranged to cover any claim that might be made against them in respect of any activities that they are responsible for or any equipment they use during the event.
Accessibility
- All public areas of the Priory Rooms are fully accessible, with the exception of the Sturge Room The Atrium is located on the ground floor and the lower level meeting rooms can be accessed via a lift.
- There is a separate accessible WC located on the ground floor.
Car Parking
- There are limited car parking spaces available. We will make every effort to provide car parking spaces with strict priority being given to disabled guests.
- Parking spaces may also be made available to event organisers and facilitators*. Please ensure that all car parking is booked prior to the event date as we cannot guarantee parking on the day.
Smoking
The Priory Rooms Meeting and Conference Centre and Bull Street Quaker Meeting House operate a strict NO SMOKING policy in all areas.
Alcohol
As we are a Quaker organisation we do not hold a licence for either the supply or consumption of alcoholic beverages on the premises.
Special Catering Requirements
- The catering page gives full details of our standard catering packages including vegetarian menus.
- If you require non-standard catering or if any of your delegates have specific catering requirements, including special dietary needs, please provide full details when confirming your booking.
- We will be more than happy to discuss your requirements and every effort will be made to provide a catering package that exactly meets your needs.
Please note that, under normal circumstances, clients are not allowed to consume their own food and beverages within the Priory Rooms premises.
* Subject to availability
Testimonials
The service received is always excellent. The team are so helpful.
NHS Client
