General Booking Terms and Conditions

1.0 Definitions

 

1.1 The following expressions have the following meanings:

Study Inn

Client

Agent

Delegate

Booking Confirmation

Booking Guarantee

Cancellation Fee

Extra services

1.2

1.3

 

1.4

 

1.5

Study Inn Group

The customer named on the Contract

The contact for the booking on behalf of the client

Means any employee, customer, business associate other guest or invitee of the customer

Means signed contract based on all conference booking details

Signed contract provided at the time of confirming the booking

The fee which will be charged according to the notice period given and our cancellation   terms and conditions

Means telephone calls, restaurant bills, photocopying and any other additional items, and services provided to you by Study Inn or an associate of Study Inn.

 

The headings in these Regulations are for convenience only and are not to be considered in Interpreting the Agreement.

Prices quoted in Study Inn’s brochures and on the website are correct at the time of publication but may be subject to change without notice and particularly when booking 6 months ahead.

The description of conference rooms, equipment and any other items presented in Study Inn’s brochure and on the website may be subject to change without prior notice. Study Inn will not be held responsible for any diversion or representation in the brochures or the website.

All prices include VAT. Study Inn reserves the right to increase its published prices when necessary to accommodate cost increase or government imposed increases without prior notice.

2.0 Conditions Applicable

2.1

2.2

 

2.3

 

2.4

2.5

2.6

 

 

2.7

The contract is between you, the client (including anyone acting on your behalf) and Study Inn.

Any variation to these terms and conditions (including any special terms and conditions agreed between parties) shall be unenforceable unless agreed in writing and signed by

Study Inn.

Provisional bookings may be held within a specific time frame decided by Study Inn without penalty. Study Inn have the right to cancel any provisional bookings that have not been confirmed or paid within the given time frame due to lack of contact from the client without any prior notice.

 The booking will be confirmed as soon as the contract has been signed and returned by the client to Study Inn and guaranteed with a credit or debit card.

Once the contract is signed, the client is under a legally binding contractual agreement with Study Inn for the conference arrangement supplied on the contract.

We appreciate it can be difficult to estimate numbers, therefore you also have an option to reduce your number by up to 10% per day without incurring a cancellation charge; providing you let us know at least 28 days prior to the event. If your numbers fall below the relevant chargeable number, we may need to reallocate your booking to an alternative event room and will try to resell the function space for at least the same price.

Study Inn reserves the right to cancel the booking at any point due to unsatisfactory contact from the client in regards to payment, booking details and any other relevant information.

 

3.0 Payment Terms

3.1

 

3.2

 

3.3

 

3.4

3.5

3.6

 

 

3.7

Full payment for all pre-booked items and service is required 14 days prior to the event start date and once settled is non-refundable under any circumstances as instructed in our cancellation policy.

The client authorises Study Inn to charge the full amount 14 days prior to the event start date without notice to the client as stated clearly on the booking confirmation. All client’s details will be securely stored.

Only main account signatory person will be able to request services on the day. Main account signatory will be required to signed charges for additional services. Charges will be added to the final invoice and charged to the credit/debit card provided on the day of departure.

Companies may only be granted a credit account with Study Inn based on a full credit check, regulation of bookings and reliable payments.

Study Inn reserve the right to withhold or withdraw credit facilities at any time without notice.

Invoices not paid within the 30 day period will be charged at a daily interest rate of 8% above the bank rate as shown on the Bank of England website from time to time on the outstanding amount from the date payment was due until payment is made in full (both before and after any judgement in court). Interest will be charged on a daily basis and shall be compounded monthly.

If the client has a query with any parts of the invoice it should be notified to Study Inn within 7 days of the date of invoice. Payment of the undisputed amount of the invoice is to be made and is subject to clause 3.6

 

4.0 Timing

4.1

4.2

All bookings should end at the time agreed on the booking confirmation. Failure to observe this may incur additional room hire charges.

All conference rooms are to be vacated by the latest 5:30pm unless prior permission has been granted in writing by Study Inn for additional time in the room(s). This extra time must be stated on the booking confirmation and pre-arranged at least 7 days prior to the event date.

5.0 Cancellation Policy

5.1

5.2

 

5.3

5.4

The client must notify Study Inn in writing in regards of any cancellations or amendments made in relation to the booking confirmation.

The numbers you sign for on the contract are the numbers chargeable, however 14 days prior to the arrival date we will ask you to update your numbers. If these numbers are greater than those originally confirmed this becomes the new chargeable number.

Study Inn reserves the right to cancel or alter confirmed refreshments and other facilities based on delegate reductions as we feel necessary.

If you need to reduce numbers below 90% of the original confirmed number or cancel part or all the event then please let us know as soon as possible. We will try to resell the facilities you reserved to reduce the cancellation charge. If a cancellation charge does apply the charges are as detailed below:

In excess of 36 weeks prior to the start date

36 – 24 weeks

24 – 10 weeks

10 – 2 weeks

Less than 2 weeks

free

25%

50%

75%

100%

5.5

5.6

 

5.7

The client is liable to pay the above fees and are charged based on the latest numbers confirmed and receipt of notice given for cancellations and reduction in numbers.

In the event that a client fails to arrive on the event date, the client is liable for 100% non-refundable cancellation fee. The full pre-payment would have been taken 14 days prior to the event start date.

Study Inn reserve the right to cancel the booking if it has to close due to unforeseen circumstances outside its control, if the client becomes insolvent or enters into liquidation or receivership, if the client is more than 30 days in arrears with any payment, or it might prejudice the reputation of, or cause damage to Study Inn. In such an event Study Inn will refund any advance payments made but will have no further liability to the client.

 

6.0 Damage and Liability

6.1

 

6.2

 

6.3

 

6.4

 

6.5

The client shall pay for any loss or damage to any part of Study Inn premises or any fixtures, fittings and equipment which is caused by the client or their delegates. Every meeting room will be serviced at the end of each meeting.

The client and its delegates must comply with Study Inn’s requirements, all reasonable requests of the Study Inn staff and all requirements of law including Health Safety and Fire regulations.

The Study Inn staff shall not be liable for any loss or damage to the property of the client or delegates, including motor vehicles and their contents. Any such circumstances must be reported by the client or delegate to the Conference Manager at the time of discovery and to the police within 24 hours.

If the client or delegates leave items of property at Study Inn they will be held for a 2 week period and then disposed of accordingly. Study Inn are not liable for any damage caused to items of property left at Study Inn.

Where there is more than 1 client detailed in the booking confirmation they are jointly and severally liable.

 

7.0 General

7.1

 

7.2

 

7.3

 

7.4

 

7.5

 

7.6

7.7

 

7.8

 

 

7.9

Bookings are confirmed based on the agreement by the client of these terms and conditions and upon receipt    of an agreed booking confirmation stating all details of the arrangements organised.

No food and beverages of any kind are permitted to be brought into or consumed within Study Inn premises from outside. Only food and beverage provided directly by Study Inn can be consumed on the premises.

All food and refreshments provided by Study Inn and consumed on our premises are sourced locally through third party caterers, therefore Study Inn will not accept responsibility in regards to the manufacture, preparation or consumption nor be liable in regards to labelling, ingredients, allergies and intolerances associated with the products consumed.

Study Inn is a completely non-smoking environment, including all conference rooms and public areas. If you are found to be smoking anywhere on the premises you will be asked to leave the property.

Anyone found to be using or under the influence of illegal drugs will be reported to the police and asked to leave the premises. Any evidence or suspicion of drug use on the premises will also be reported to the police.

Study Inn reserve the right to refuse any booking at its sole discretion

Study Inn’s name or trademark cannot be used for advertising or other promotional purposes without written permission from Study Inn. Any material used for promotional purposes or distribution to the general public must also be approved in writing by at least two directors of Study Inn prior to printing or distribution.

Day parking in Study Inn’s car park is only permitted to conference delegates of Study Inn. The parking is available on a first come first served basis and Study Inn are not responsible for any overflow issues. All motor vehicles are left at the delegates own risk. We like to remind you that any valuables should not be left on show in vehicles that are left unattended in the car park area. Study Inn do not accept any responsibility whatsoever for items left in our car park.

Information collected about clients is kept securely whether in hard copy filing systems or electronically where passwords and access rights are limited. Any information which is not actively required is confidentially destroyed. Study Inn does not pass on clients’ details to other parties.