Baylis House Terms and Conditions

In these terms of business which apply to all bookings, the expression Baylis House means the conference and banqueting facilities operated by Baylis House Ltd or any of its subsidiaries specified in the clients confirmation and the ‘Client’ means the person, firm or Company booking or staying at Baylis House.  ‘Meeting’ means meetings, conferences and similar gatherings and ‘Event’ means weddings, banquets, christenings, dinner dances or any event other than a meeting.

1.             Booking confirmation

1.1                Any booking is provisional until Baylis House Ltd receives a signed copy of these terms from the Client, receipt of which will be deemed to be the Client’s acceptance of these terms.

2.             Prices

2.1                All rates include VAT at the current rate.

2.2           Prices quoted are valid for meetings and events taking place before 31^st March 2003, after this date prices will be subject to an annual increase of either 5% or the rate of inflation if higher.  Then except for variations due to Client requirements, they may only vary due to changes in VAT or other reasons outside Baylis House’s control, in which case they will immediately be notified to the Client in the latter case, the Client will have the right to cancel the booking without cost.

3.                Availability

3.1                All rooms, facilities and rates offered by Baylis House are subject to availability and the discretion of Baylis House.

4.             Numbers

4.1           Provisional minimum numbers will be required from the Client at the time of booking and Baylis House’s charge will be based on these numbers.

4.2                At least 28 days prior to arrival, the Client will provide Baylis House with up to date guest numbers and, if appropriate, a rooming list.

4.3                At least 14 days prior to arrival, the Client will provide Baylis House with the final guest numbers.  The final charge to the Client will be calculated using this number or the actual number attending, whichever is the greater, provided that the minimum charge is exceeded.

4.4                If any reduction is made by the Client to the final numbers less than 14 days prior to arrival, Baylis House may charge the Client 50% of the per head charge for each guest not attending.  If less than three days notice is given, each non-attending guest will be charged to the Client at full price per head.

5.                    Deposits

5.1           For “Events” a payment in connection with the estimated cost of drinks for the whole function to be made with the final 50% 28 days before the event.  Settlement of any balance outstanding on the final cost of drinks must be made prior to departure from Baylis House either by cash or credit and debit cards which are recognised by Baylis House.

5.2            For Events, deposits are payable as follows:

  On booking 10%

  12 weeks before the Event A further 40%

  28 days before the Event The outstanding 50%

5.3           For Meetings, Baylis House may require a deposit at any time prior to arrival, the amount being determined by Baylis House.  In all cases, failure to pay a deposit within seven days of being requested to do so entitles Baylis House to treat the booking as cancelled.

5.4                If the Client cancels, any deposit will be set against cancellation charges.

6.             Payment

6.1                Settlement of the invoice in full, less any advance payments, must be made prior to departure from Baylis House.

6.2                Payment is by cash, cheque or such credit and debit cards as are recognised by Baylis House.

6.3                At least 3 working days are required to process credit and debit card payments and 5 working days to process cheque payments.

6.4                Credit facilities with Baylis House are available to corporate accounts, but not to private individuals.  Details are available on request.

6.5                All sums payable are due for payment on presentation of invoice.  In the event of any query relating to the invoice, the Client must notify Baylis House within 14 days of the invoice date and the Client’s obligation to pay all outstanding balances immediately will not be affected.

6.6                Baylis House may charge interest at a rate of 3% above bank base rate, from time to time, on any outstanding balance, after as well as before judgement.

7.                Cancellation and postponement

7.1           Cancellations or postponements by the Client must be in writing and will result in the charges below becoming due.  In each case, the percentage charge is based on the advance notice of cancellation given and applies to the estimated total cost of the booking.

7.2           Baylis House will try to re-let the allocated rooms and a reduction of the cancellation charge may be made if Baylis House is successful.

7.3                The Client also agrees to reimburse Baylis House for any costs incurred by it arising from the consequential cancellation of Baylis House’s arrangements with third parties.

7.4                Clients will be subject to the above cancellation charges if bedrooms reserved by the booking are not taken up or cancelled or vacated early.

8.             Changes and cancellation by Baylis House

8.1           Baylis House may, without prior notice, change the Client’s assigned room(s) for one(s) of equal suitability without affecting any rate or other charges.

8.2           Baylis House may cancel the booking at any time and without liability to the Client if

8.2.1            the Client is more than 28 days in arrears with payment to Baylis House or any of its subsidiaries for previously supplied services.

8.2.2            the Client is unable to pay its debts as they fall due.

8.2.3            any part of Baylis House is closed or unable to operate for any reason beyond Baylis House’s control.

9.             Arrival and departure

9.1                Bedrooms are usually available from 2pm on the day of arrival.

9.2                Bedrooms are to be vacated by 11.00 a.m. on the day of departure.

10.           Etiquette and controls

10.1         Baylis House reserves the right to judge acceptable levels of noise or behaviour of the Client, guests or representatives and the Client must take all steps necessary for corrective actions as requested by Baylis House.  In the event of failure to comply with management requests, Baylis House may terminate the booking or stop any event without being liable for any refund or compensation.

10.2         It is the policy of Baylis House not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, age, ethnic origin or disability.  The Client, its employees, guests and all sub-contractors engaged by or on behalf of the Client are expected to adhere to this policy and Baylis House may, without incurring any liability, remove from Baylis House any person offending against this policy.

10.3         Baylis House and the events it hosts are subject to statutory controls, including those relating to fire, licensing, entertainment, health, hygiene and safety.  These must be strictly observed by Clients and guests and representatives.

10.4         Prior consent of Baylis House must be received for any entertainment or services contracted by the Client or for any display to be fixed.  All displays must comply with statutory codes and regulations.

10.5         The Client will ensure that any outside contractor reports to Baylis House’s duty manager to sign a contractor’s indemnity form.  Baylis House may in it’s absolute discretion refuse access to any contractor.

11.           External purchases

11.1         No wines, spirits, beers or food may be brought into Baylis House or its grounds by the Client, guests or representatives for consumption or sale on the premises without the express written consent of Baylis House and for which a charge may be made by Baylis House.

12.                Liabilities

12.1         Other than for death or personal injury caused by negligence of Baylis House, Baylis House’s liability to the Client is limited to the price of the booking plus expenses directly and necessarily incurred by the Client to comply with the booking.

12.2         Unless Baylis House is liable under clause 12.1, the Client indemnifies Baylis House from and against any and all liability and any claims, costs, demands, proceedings and damages resulting or arising from the booked meeting or event, the Client, its guests and any outside contractor.

12.3         Baylis House will not be liable for failure to perform to the extent that the failure is caused by any factor beyond its reasonable control.

12.4         Baylis House does not accept responsibility whatsoever for damage to, or theft from, vehicles parked on Baylis House’s premises.

12.5         The Client is responsible for any damage caused to the premises, furnishings, utensils and equipment by any act, default or neglect of the Client, its guests or sub-contractors and shall pay to Baylis House on demand the amount required to make good or remedy any such damage.

13.           General

13.1                The attached “Event” or “Meeting” details form part of these terms and conditions.

13.2         Baylis House’s name, telephone and facsimile numbers, logo, website address and derivatives must not be used for any advertising or publicity without the express prior written consent of Baylis House’s General Manager.

13.3         The booking is not assignable by the Client without the prior written consent of Baylis House.

13.4         The information provided by the Client may be processed by Baylis House for the purposes it has notified to the Data Protection Registrar.  By confirming the booking, the Client consents to this processing of the information.

13.5         Any comment of complaint should be made at Baylis House at the time of the Meeting or Event so that the matter can be resolved immediately.  Alternatively, write within 10 days to Baylis House’s General Manager.

13.6         These terms are deemed to incorporate Baylis House’s general terms of business, copies of which are available on request.

13.7         These terms will be construed in accordance with English law and Baylis House and Client submit to the non-exclusive jurisdiction of the English courts.