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
– Track and Trace information for delegates
– Invoice address & Email address
Final Numbers & Requirements
Notification of the exact numbers and specific requirements must be provided in writing as early as possible or as required by the sales team. Non-arrival bookings will be charged as per the confirmed quote. Any additions to the confirmed numbers will be charged pro-rata, 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 75% 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.
Your deposit must be paid in full before your event date.
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.
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 due to a pandemic
Both parties acknowledge the ongoing COVID-19 crisis in the UK and accept their obligation to comply with any official guidance from UK Government.
In the event of a total or regional lockdown you will be given the option to a) move the date to another time where suitable b) cancel the booking without charge. In the event of a regional lockdown, but we are open our normal terms will apply. If you cancel because you no longer feel confident to run your training/events and we are open our, normal terms will apply.
Cancellations due to COVID-19 outside of a national/regional lockdown will follow the following cancellation terms;
– Less than 1 week before event date – 100% of total estimated charges
– 2 to 10 weeks before your event – Confirmation of date change within 4 weeks or usual cancellation terms above apply
Cancellations because of severe weather conditions or travel disruptions
Cancellations made due to severe weather conditions or travel disruptions must be confirmed in writing.
– Less than 1 week before event date – 100% of total estimated charges
– 1 to 2 weeks before event date – 50% of total estimated charges
– 3 to 6 weeks before event date – 25% of total estimated charges
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