Terms and Conditions of Hire

  1. Definitions

    ‘The Foresight Centre’, ‘Venue’ and ‘We’ means the property/properties for which a contract is agreed. The property is owned/managed by The University of Liverpool. ‘The Client’ and ‘You’ means the organising body/company and organiser responsible for commissioning of and payment for the event. ‘Working Days’ means 9am-5pm, Monday to Friday excluding Public Holidays in England. The ‘Contract’ means the agreement between The Foresight Centre, University of Liverpool and The Client for a specific booking or series of bookings. These Terms & Conditions will form part of the Contract, together with any other terms stated in the Contract. We would like to draw your attention specifically to Clause 5 of these terms relating to cancellation by the Client.
  2. Charges and Payment
    1. The Foresight Centre requires at least 14 days’ notice prior to arrival date to arrange any credit facilities.
    2. Payment is due for credit accounts 30 days following the date of invoice.
    3. Cheques should be made payable to ‘The University of Liverpool’. Payment by BACS is also acceptable provided remittance advice is provided detailing the invoice number.
    4. Should a deposit or pre-payment be required for any event, this will be specified on the Contract.
    5. In the event of late payment, the Foresight Centre reserves the right to claim statutory compensation and charge interest on a daily basis from the date payment was due in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
  3. Confirmation by the Client
    1. All bookings are considered as provisional until the contract is signed by the Client and confirmation returned by the Foresight Centre. Once the contract is confirmed by parties, all such facilities and services reserved on your behalf will be subject to the terms and conditions of the Contract.
    2. The signed Contract must be returned by the Clients and received by the Foresight Centre within five working days of the date of issue or, if such time is not available prior to the date of arrival, within two working days. If the Contract is not received by the Venue within this period, the Venue reserves the right to release the provisional booking and re-let the facilities.
    3. Numbers must be advised to the Foresight Centre at the time of verbal confirmation and will be identified on the Contract. Final timings, menus and any special requests must be confirmed to the Venue at least 5 working days prior to arrival.
  4. Amendments by the Client
    1. Amendments to guest numbers and/or arrangements must be confirmed to the Foresight Centre in writing.
    2. Reduction in the duration or contracted value of the booking will be subject to Cancellation as detailed below at 5.
    3. No charges will be made for any reductions in numbers of less than 10% from those stated on the Contract, provided the reductions are notified in writing to the Foresight Centre at least 5 workings days prior to arrival.
    4. Should a reduction in numbers of 10% or more be made at any time prior to the event, the Foresight Centre will first endeavour to resell any facilities and services released to a similar value. In the event that the released facilities and services cannot be re-sold, then any reductions of 10% or more shall be subject to cancellations, as detailed in 5.
    5. Final numbers must be notified to the Foresight Centre at least 2 working days prior to commencement of event. These will be the minimum number for which the Client will be charged.
  5. Cancellation by the Client
    1. In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event, the Foresight Centre will make every effort to re-sell the facilities on your behalf. In the event of the Foresight Centre being unable to resell the accommodation, we will charge 90% of the agreed cost of contracted accommodation and room hire revenue and 65% of the agreed cost of catering.
    2. Any cancellation, postponement or partial cancellation should be advised to the management of the Foresight Centre in writing by the Client.
    3. Definitive cancellation charges due can only be confirmed to you after the intended date of your event, when we shall reduce the charge by the income on any alternative business we have been able to secure on your behalf.
  6. Amendments or Cancellation by the venue
    1. (a) Should the Foresight Centre for reasons beyond its control, need to make any amendments to the Client’s booking, we reserve the right to offer alternative facilities without prior notice. This will not relieve the hirer of their obligations as to the payment of the appropriate fee.
    2. (b) Should the Client make significant changes to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by the Venue.
    3. (c) Should a conflict of interest arise, we reserved the right to cancel the booking e.g. two competitor organisations are booked on the same day.
    4. The Foresight Centre may cancel the booking
    5. (a) If the booking might, in the sole opinion of the Foresight Centre, prejudice the reputation of the Foresight Centre or the University of Liverpool.
    6. (b) If the Client is more than 30 days in arrears on payments due under other contracts with the Foresight Centre or University of Liverpool
    7. (c) If the Foresight Centre, University of Liverpool becomes aware of any alteration in the Client’s financial situation.
  7. Arrival/Departure
    1. The meeting rooms are available for the time shown on your Contract. Any extension may incur additional charges. Changes may not be possible unless previously agreed with a member of the Conference Team.
  8. Liability
    1. The Client agrees to pay any loss or liability of any kind to the Foresight Centre caused by the Client or any of the Client’s event attendees and to indemnify the Foresight Centre in full against all loss of or damage to any property which may arise out of any negligence, act of omission by the Client or the Client’s event attendees
    2. If any damage caused by the Client prevents facilities and services being used whilst the damage is made good, the Client will be charged for revenue lost during this period. The Client is advised to obtain insurance against all losses or liabilities.
    3. The Foresight Centre’s liability under these terms and conditions shall not exceed 100% of the charges and payments payable by the Client under the Contract.
    4. Freedom of Speech - The University has a legal responsibility to ensure that freedom of speech is upheld on its premises. Accordingly, Clients are required to declare in advance to the University, any meeting with a topic or speaker(s) that may provoke other persons to inhibit freedom of speech by violent or threatening behaviour. The 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, the Client must take all necessary steps to ensure the safety of any visiting speaker(s) and his or her safe conduct to and from the University’s premises. The University reserves the right to prohibit any activity that may, in its view, lead to riot or, in any other way, endanger University staff, students, clients, visitors or property. A copy of the University’s Code of Practice on Freedom of Speech is available from the University on request.
  9. General
    1. The Foresight Centre reserves the right to approve any externally arranged entertainment, services or activities that you have arranged and cannot accept liability for any resultant cost.
    2. Should any of your delegates be unable to correct any aspect of poor behaviour or activities unacceptable to the Foresight Centre, the Foresight Centre reserves the right to terminate your stay. Should this occur, no monies will be refunded to you.
    3. The costs of repairing any damage caused to the property, contents or grounds by any of your guests must be reimbursed to the Foresight Centre by the Client.
    4. No wines, spirits or foods brought into the Foresight Centre may be consumed unless prior consent of the Foresight Centre has been obtained for which a charge will be made.
    5. Foresight Centre – University of Liverpool approved caterers will only be permitted.
    6. The Foresight Centre will not be Liable for any failure to provide or delay in providing facilities, services, food or beverages as a result of events or matters outside its control.
    7. The Foresight Centre’s name/logo may be used in publicity, once a proof of the promotional material has been agreed with the Foresight Centre.
    8. The Client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and the requirements of the management.
    9. The Foresight Centre must comply with certain licensing and statutory regulations and requires the Client to fulfil their obligations in this respect.
    10. We are concerned for your health and safety and that of our Venue. You are requested not to fix items to the walls, floors or ceilings.
    11. Prices quoted exclude VAT which, where appropriate will be added at the prevailing rate at the time of invoice.
    12. The Client will be liable for all and any damage caused to any room, facilities, furniture or equipment caused by acts or omissions of their delegates, staff or visitors.
    13. Delegates, staff and visitors of The Client are required to comply with all health, safety, fire and general instructions issued.
    14. Vehicles and contents are left on the University premises at the owner’s risk.
    15. The Foresight Centre, University of Liverpool will accept no responsibility or liability for the loss or damage to personal effects belonging to the Client or their delegates, staff or visitors.
    16. These terms and conditions shall be governed by and construed in accordance with English law and be subject to the exclusive jurisdiction of the English courts.