Terms and Conditions
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Written confirmation of the booking is required. Bookings taken verbally must be followed by written or electronic confirmation within 24 hours of the booking being made. At the time of booking a deposit may be requested dependent upon the type and scale of the event.
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At the time of booking the Conference Organiser must provide an estimate of the numbers attending. Two weeks before the event details of all requirements e.g. timetable,menus, room arrangements should be submitted to The Babraham Institute no later than 48 hours before the start of the event. The Babraham Institute must be notified of final numbers for meals and refreshments. The account will be based upon this information and no allowance can be made for non-arrivals.
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In the event of a cancellation the Conference Organiser must telephone and notify The Babraham Institute as soon as possible followed by confirmation in writing. The following charges will be made:-
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The total charge for the event if notice of cancellation is received less than 7 days prior to the event.
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50% of the total charge if notice of cancellation is received between 14 and 7 days prior to the event.
- Any costs incurred via a Third Party for a particular event, that otherwise would not have been incurred, will be charged in the event of a cancellation.
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All accounts are payable in full within 30 days from the date of invoice.
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All prices quoted are subject to VAT at the prevailing rate.
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No food or beverages of any kind are permitted to be brought into the venue by the Conference Organiser unless by prior agreement.
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The Babraham Institute permits the Conference Organiser to use the facilities solely for the purpose of the function. The Conference Organiser must undertake to comply with the laws relating to the service of liquor andprovision of entertainment and any other reasonable request of The Babraham Institute Conferencing Manager, its staff or agents.
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The Babraham Institute reserves the right to amend prices without prior notification except where a fixed price has been agreed by The Babraham Institute with the Conference Organiser in writing. Fixed prices may, however, be varied without notice by The Babraham Institute in the event of changes in the rates of VAT and Excise Duties and any other taxes or duties.
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The Babraham Institute requires the Conference Organisers to carry public liability insurance and supply evidence there of to the Institute upon demand.
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In no circumstances whatsoever will The Babraham Institute accept responsibility or liability for any loss or other detriment arising by reason of any theft, loss or destruction of or damage to, or otherwise concerning any property belonging to or in the possession of the Conference Organiser or its or his or her servants of agents, or belonging to any Conference delegate or in his or her possession. Conference Organisers are STRONGLY ADVISED to arrange for insurance against such perils and to advise their conference delegates to do so likewise.
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Nothing in these terms and conditions shall operate to limit the liability of The Babraham Institute for death or any personal injury caused by its negligence.
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If events beyond the Institute's reasonable control prevent the Institute from performing its obligations on time then the Institute shall notify the Conference Organiser accordingly and if both parties cannot agree on a suitable alternative then the Institute shall be relieved from performing its obligations under the Contract and the Contract shall be treated as terminated. In such circumstances the Institute will refund any Deposit taken at the time of booking to the Conference Organiser less any expenditure incurred, up to the date of cancellation, which the Institute cannot recover.
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Subject to the express provisions of these Terms and Conditions the Institute shall not be liable for any indirect loss or consequential loss however caused by its failure to perform its obligations under these Terms and Conditions.
