General booking conditions
1. Representative - The Client shall appoint a responsible person (the Representative) who shall be in attendance (or resident in the case of residential group) throughout the Client's event (the Event). JMU Services Ltd (JMU) shall be informed in advance of the Event the identity of the Representative. The Representative shall be responsible for the good conduct of those participating in the Event and shall liaise with JMU and management as and when necessary during the Event.
2. Deposit and shortfall in numbers
2.1 Residential Groups - A deposit shall be paid at the time of booking, or 12 months before the Event, whichever is the later. The deposit shall be £5 per person, per night. The bed-nights shall be based on the guaranteed minimum number of guests or 80% of the maximum number of guests, whichever is the greater. For the purpose of calculating the final account, should the number of bed-nights actually taken, be less than the number of bed-nights paid for at the deposit stage, then the excess deposit paid shall be retained by JMU.
2.2 Non-Residential Groups - A deposit of £2 per person, per day shall be paid at the time of booking, or 12 months before the Event, whichever is the later, subject to a minimum deposit of £50 per Event. For the purpose of calculating the final account, should the number of people attending be less than that paid for at the deposit stage, then the excess deposit paid shall be retained by JMU.
2.3 A booking will not be confirmed until the deposit is paid and the Booking Agreement returned. JMU reserves the right to keep unconfirmed dates and venues available for offer to other clients.
2.4 Under certain circumstances JMU may reduce or waive the deposit. In such circumstances, the full deposit will be shown on the Booking Agreement. In the event of cancellation or shortfall in numbers the reduction or waiving of a deposit will not alter the detail of 2. and 4.
3. Event detail
3.1 Approximately 12 Weeks prior to the Event, JMU will send to the Client a Draft Event Information Sheet, detailing JMU understanding with the Client concerning the Services. The Client will be required to confirm that the Draft Event Information Sheet is accurate, and the Client is responsible for notifying JMU of any changes/inaccuracies.
3.2 Approximately 2 weeks prior to the Event, JMU will send to the Client a Final Event Information Sheet confirming the Client's detailed requirements and the basic charge for the Services (the Basic Charge).
3.3 If the Client requests changes from that detailed on the Final Event Information Sheet, JMU will attempt to co-operate but is not bound so to do. If the changes result in an increase in numbers or any other increase in the Services, these will be the subject of an extra charge which will be calculated at JMU's then current rates. In any event, the total payable under this Agreement shall not be less than the Basic Charge as defined in Condition 3.2 above.
4. Cancellation - Should the Client cancel the Event, then cancellation charges shall be calculated as follows:
4.1 Cancellation between time of confirmation and above 12 weeks prior to the Event: Deposit retained by JMU.
4.2 Cancellation between 12 weeks and 2 weeks before the Event: In the case of residential groups, deposit will be retained and £10 per bed-night will be invoiced. In the case of non-residential groups, deposit will be retained and £5 per person per day will be invoiced.
4.3 Cancellation less than 2 weeks before the Event: All services detailed on the Final Information Sheet will be charged in full.
4.4 JMU will issue an invoice for any cancellation charges.
5. Payment
5.1 Clients accepted by JMU for a credit account - Payment falls due immediately after the Event. JMU will issue invoice and Client shall pay in full within 14 days of the date of the invoice.
5.2 Clients who do not have a credit account with JMU - Clients shall be required to pay for the Services in full prior to the Event. Any additional services supplied during the Event will be invoiced at JMU normal rates immediately after the Event, and Client shall settle any such invoice within 30 days of the date of the invoice.
5.3 All charges in this Agreement exclude VAT which will be charged where applicable, at the rate ruling at the time of the event.
6. Overdue accounts - JMU reserves the right to charge interest on all overdue accounts at the rate of 1.5% per month calculated on a daily basis.
7. Alteration to charges - At any time after a firm price for the Event has been agreed with the Client, JMU may alter charges by written notice to the Client. Alterations to charges will only be applied when necessary to reflect changes in cost outside the control of JMU.
8. Allocation of facilities - Whilst having due regard for the Client's preferences regarding particular facilities, JMU reserves the right to vary the allocation of facilities due to unforeseen circumstances, such as fire or flood, industrial dispute or due to necessary maintenance work or for any other reason in the interests of efficient management. The Client will be given as much notice as practicable in the circumstances, if changes have to be made, equivalent alternatives will be offered where possible.
9. Liability and warranty - JMU shall indemnify the Client without monetary limit against any liability for death or personal injury, to the extent it results from the negligence of JMU in the performance of this Agreement and/or the Event. JMU shall not be liable for any consequential loss, or loss of profits or goodwill suffered by the Client arising out of the performance of the Agreement and/or the Event or otherwise in relation to this Agreement and/or the Event, and that the maximum liability arising out of any breach of this Agreement and/or the Event by JMU shall be limited to the fee specified in the Final Event Information Sheet. Furthermore, JMU shall not be liable for any loss or damage to any goods or items supplied to JMU by the Client for the performance of this Agreement and/or the Event.
Save as aforesaid, Client shall indemnify JMU against any liability for death or personal injury or loss or damage to property, including that of JMU or third parties arising directly or indirectly from this Agreement and/or the Event.
JMU will use its reasonable endeavours to fulfil the objectives of this Agreement and or Event. However, all warranties express or implied, statutory or otherwise are hereby excluded
10. Accidents and unreasonable behaviour - The Representative must report all accidents involving damage to property or injury to persons without delay, to the nearest responsible JMU staff. If the behaviour of any participant is considered likely to cause and or has caused offence, danger, damage or distress to people or property, JMU reserves the right at all times to request the removal of the participant from the Event. Where damage to property has been caused, JMU reserves the right to charge in full for repair or replacement. This charge will be invoiced to the client. In the case of the removal of a participant, JMU will be under no obligation to cover expenses incurred and neither will JMU consider or accept claims for compensation or refund.
11. Insurance - JMU may insist that such insurance be arranged with an insurer acceptable to JMU. The Client shall provide to JMU upon request, evidence that such insurance is in force.
12. Copyright, registered trademarks and other intellectual property rights - Client shall indemnify JMU against all costs, damages and expenses, which may arise from any infringement of copyright, registered trade mark or intellectual property rights by any person attending the Event, or anything arising from the Event.
13. Freedom of speech - JMU has a legal responsibility to ensure that freedom of speech is upheld on its premises. Accordingly, Client is required to declare to JMU in advance, any meeting with a topic or speaker(s) that may provoke other persons to inhibit freedom of speech by violent or threatening behaviour. Client is responsible for conducting the Event in an orderly manner and in accordance with the principle of freedom of speech within the law. To that end, Client must take all the necessary steps to ensure the safety of any visiting speaker(s) and his or her safe conduct to and from the JMU premises. JMU reserves the right to prohibit any activity that may in its view lead to riot, or in any other way endanger JMU staff, students, clients, visitors or property.
14. Fire precautions - The Client and Representative shall ensure that all persons attending the Event shall acquaint themselves with any instructions relating to fire alerts and escape routes. In the event of a fire alert, the Representative shall ensure that all persons attending the Event obey the fire instructions whether displayed in notices or issued verbally by responsible JMU staff.
The Client, the Representative and those attending the Event shall not interfere with, move, or preposition any fire extinguishers within JMU premises or interfere with fire precautions in any other way.
15. Catering
Except with the prior written consent of JMU:
- Clients are not permitted to supply their own food or drink for consumption on JMU land and premises.
- Outside caterers are not permitted on JMU land and premises.
16. Lost keys - Client shall be responsible for the return of all keys at the end of the Event. Keys which are not returned will be charged at a cost of £5 per individual key and this amount will be added to the final account.
17. Pets - With the exception of a guide dog, accompanying a registered visually handicapped person, pets are not permitted on JMU premises.
18. Force majeure - If JMU is rendered unable, in whole or in part, to carry out its obligations for any reason beyond its reasonable control, then JMU will be released from those obligations which can no longer be fulfilled.
19. Law - This Agreement shall be interpreted subject to English Law.
