TERMS AND CONDITIONS

All booking made at Monks Yard are subject to the following Terms and Conditions

Opening Hours

Normal opening hours are 9am to 5pm.  We do however try to be as flexible as possible and we can generally arrange access outside of these hours if we are given enough notice.

The room/s hired will only be available for your use during the times agreed.  If you arrive early you may not get access to the room/s until your arrival time.  You may also be asked to leave if you stay beyond the time agreed.

Equipment

We cannot guarantee compatibility of our digital projectors or wireless network with your equipment.  We are very happy for you to come and try the equipment before your meeting, please contact us to arrange a mutually convenient time.

The equipment where provided will be in full working order.  The hirer will be responsible to ensure all equipment and furniture is handed back in the same condition.

All video audio equipment including projectors are available but must be requested at the time of booking and may be chargeable as extras.

Bookings

Minimum Numbers

Our delegate rate is available for bookings of more than 12 people.  Should the numbers from the original booking drop below 12, the booking will be charged at the 12 person rate.  We reserve the right to charge a minimum rate for room hire.

Provisional Bookings

Bookings can be held as provisional for one week after which they automatically become confirmed. Cancellation fees are not applied until within 21 days of the booking (see below).  If the booking date is already within the 21 day cancellation period, then it will be entered as confirmed and cancellation fees will be due according to our standard policy.

Confirmation of Booking

Once we have received your enquiry, we will send you a quotation via e-mail (where possible).  If any of the arrangements are incorrect, it is the responsibility of the hirer to contact us and inform us of any amendments to the booking. Amendments to equipment needed, numbers and catering can be made up to 7 working days before the event (original charges may apply).

Assuming the quotation and our terms and conditions are acceptable the hirer should click the confirm button on the e-mail which will automatically update our system.

As mentioned above, if the event is booked within the 21 working days cancellation period, it will not be held as provisional, but will be confirmed from the start.  Provisional bookings will become confirmed automatically if we have not heard from the hirer after seven calendar days.

The cancellation charges below will be enforced from the time of confirmation. If for some reason you are unable to click the confirmation link, but confirm in writing by email, this will be considered the date on which you confirmed the booking with us.

Cancellation Charges

The following room hire and catering costs will be charged in the event of a cancellation.  All cancellations must be confirmed in writing or you may be charged the full cost (email cancellations to enquiries@themonksyard.co.uk).

Full payment is due within seven days of invoice (these terms apply unless otherwise agreed)

Catering

We will do our best to accommodate your needs, but we cannot guarantee any changes to catering requirements within 7 days of the event date.  Any reductions in delegate numbers must be confirmed by email 7 working days prior to your booking or you will be charged as per your original booking.

It is the organiser’s responsibility to notify us of any dietary requirements.  We are happy to cater for these provided that we have at least two working days’ notice.  Food for delegates with dietary requirements will be labelled.   We accept no responsibility for any adverse reactions to unlabelled food eaten by them or if we have not been advised of their requirements.

Health and Safety / Security

All Monks Yard visitors are expected to conform to the Health and Safety and Security procedures in place.

Information on Fire Exits and procedures, WC Locations, Smoking areas etc. are provided in the event rooms.  It is the responsibility of the presenter/organiser to ensure that all delegates are aware of these matters.

It is the responsibility of the presenter/organiser to ensure that they have a delegate sign-in list on the day of the event.  This is to be kept in the room with you during your event.  If the fire alarm sounds, the list should be taken with the presenter/organiser and he/she is responsible for checking that all delegates are safe and accounted for.  The presenter/organiser must then report to the fire marshal (wearing a fluorescent jacket) and advise them of any problems.

Etiquette

Any delegate acting in an inappropriate manner will be asked to leave the premises and we will have no further liability for them.

Damage / Cleaning

The Hirer will be liable for any costs incurred due to damage or unnecessary cleaning expenses caused during the hiring of the facilities.