Terms and Conditions

Provisional Bookings

Provisional bookings can be made by telephone, e-mail, or the online booking form on our website. Provisional bookings will be held for a maximum of 7 days. Any bookings not confirmed within 7 days may be released without notice. All bookings are provisional until a signed booking contract and a purchase order, if applicable are returned. When a signed contract has been received the booking terms and conditions have been accepted.
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 & Email 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 number of 10 delegates applies to all day delegate packages. Under circumstances when we have to use an alternative supplier to meet catering requirements there may be an additional charge.

Deposits
Deposits will be required for all new organisations, or any booking with a value over £4,000. Once we have received your signed contract we will send you a deposit invoice for 50% of the final quote. Your booking is confirmed once we have received your paid deposit. If your deposit is not paid 14 days before your meeting is due to take place we reserve the right to cancel your booking.

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:
Room Minimum
George Fox minimum 22 delegates
William Penn minimum 15 delegates
Elizabeth Fry minimum 10 delegates
Margaret Fell minimum 10 delegates
Reading Room minimum 10 delegates
The Lloyd Room minimum 10 delegates
The Sturge Room minimum 10 delegates
The Southall Room minimum 6 delegates
Meeting House By agreement with the conference office

Final Invoices

A final invoice will be submitted once calculation of final charges is completed. Invoices must be paid within 14 days of the invoice date. Late payment of invoices will incur a monthly administration charge of £10 plus VAT.

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.

Cancellations by The Priory Rooms
Should The Priory Rooms need to make any amendments or cancel the clients booking the client reserves the right to use another venue without incurring any cancellation charges. If this should happen we will notify you in writing as soon as possible.

Cancellations because of weather conditions
Cancellations made due to severe weather conditions must be confirmed in writing. The Cancellation cost will be 50% of your total invoice.

Damage
The client must indemnify the Trustees of Central England Quakers 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.

Insurance
The Priory Rooms are fully covered by insurance, however we accept no responsibility for any activities 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 areas of the Priory rooms are fully accessible. 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 with the strict priority being given to disabled guests. Parking spaces may also be made available for event organisers and facilitators (subject to availability). 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 on alcoholic beverages on the premises.

Special Catering Requirements
The Catering page gives full details of our standard catering packages including vegetarian and Vegan 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.

PRS for Music Licence
We do not have a PRS licence, therefore if you wanted to play recorded music during your event you would have to obtain the relevant licence. To obtain this licence you would need to go the PRS website http://www.prsformusic.com/Pages/default.aspx