1. Making your booking and our contract
To make a booking the venue user's main contact must sign the completed booking details incorporating these conditions and send them to our reservations department within five working days of the date that they are issued or, if such time is not available prior to the date of arrival, within 48 hours of their issue. Subject to availability, we will confirm your booking by issuing a confirmation. This will be sent to the main contact or your agent and, as long as the main contact or your agent has indicated a willingness to proceed with your booking, a binding contract between you and First Place will come into existence when we do so whether or not the main contact has signed and returned your booking details incorporating these conditions. Contact us immediately if any information which appears on the confirmation appears to be incorrect or incomplete. We regret we cannot accept any liability if we are not notified of any inaccuracies within 48 hours prior to the start of the arrangements.
This contract and all matters arising out of it are governed by English law and any dispute, claim or other matter which arises out of or in connection with this contract will be dealt with by the Courts of England and Wales only.
2. Payment and the cost of your arrangements
In rare cases a deposit may be payable for your chosen arrangements. You will be informed of any deposit payable and when it must be paid at the time of booking. The balance of the cost must be paid directly to the venue no later than the date shown on the confirmation. If they do not receive payments due in full and on time, we reserve the right to charge interest at 1.5% per month on the outstanding amount.
Any disputed item or price contained in the confirmation must be raised in writing with First Place within 7 days of receipt of the invoice. Disputed items will be dealt with separately from the remainder of the monies due, which must still be paid when due.
Please note, changes and errors occasionally occur. First Place reserve the right to correct errors in confirmed prices.
3. Changes by you
Numbers of attendees, final timings, menus and any special requests must be confirmed directly to the venue in writing at least 5 working days prior to arrival. Should you wish to make any changes to your confirmed arrangements, you must notify the venue and First Place in writing as soon as possible. Any such requests cannot be guaranteed. Any reduction in the duration or contracted value of the booking will be subject to the cancellation terms in clause 4 below. However, no charges will be made for any reductions in numbers of less than 10% from those stated in the booking details, provided the request for an amendment is received by the venue and First Place in writing at least 5 working days prior to arrival. If a reduction in numbers of 10% or more shall be made at any time prior to the event, First Place will first endeavour to resell any facilities and services released to a similar value. If the released facilities and services cannot be resold, then any reductions of 10% or more shall be subject to the cancellation terms in clause 4 below. The final numbers notified by you in accordance with this paragraph will be the minimum number for which you will be charged. If numbers fall by 10% or more 5 working days or less prior to arrival, the booking may be relocated to alternative space within the same venue as best fits the revised number. Alternatively, an additional room charge or revised rates may be levied to reflect the value of the original room size allocated. Details of any room charge will be notified to you prior to any charge being made.
4. Cancellation by you
Should you need to cancel your booking once it has been confirmed, you must immediately advise First Place verbally (at which point you will be advised of a cancellation reference number) and then advise First Place and the venue of the cancellation in writing. Your notice of cancellation will only be effective when it is received by the venue in writing. Without prejudice to your obligation to pay cancellation charges, First Place will make reasonable efforts to resell the cancelled arrangements on your behalf. If we are unsuccessful, you will be required to pay a sum equal to 90% of the sales value (ex VAT) of your contracted accommodation and room hire and 65% of the sales value (ex VAT) of your contracted food and beverage. These percentages reflect the approximate lost profit for the venues. The cancellation charges payable will be confirmed to you after the intended date(s) of your event, and the charge may be reduced by the value of any losses that have been averted by reselling your cancelled arrangements.
5. Changes and cancellation by us
Whilst we always endeavour to avoid changes and cancellations, we must reserve the right to do so. If we have to make a significant change or cancel, except in the cases referred to below, we will offer you the choice of the following options:-
(a) (for significant changes) accepting the changed arrangements or
(b) accepting alternative arrangements from us, of a similar or superior standard to that originally booked if available or
(c) cancelling or accepting the cancellation in which case you will receive a full refund of all monies you have paid to us.
The above options will not be available in the following circumstances:-
(a) where in First Place's absolute opinion, the booking might prejudice the reputation of First Place or the venue or if the purpose for which the venue is required or used differs from that described in the booking details. In those circumstances you will be informed of the cancellation not less than 5 working days prior to the start of the event and will receive a full refund of all monies paid (where applicable).
(b) you are more than 30 days in arrears of previous payments to the venue or First Place;
(c) if First Place or the venue becomes aware of any alteration in your financial situation;
(d) if either you, First Place or the venue becomes insolvent or, in the case of an individual becomes subject to a bankruptcy petition;
In all cases, our liability for significant changes and cancellations is limited to offering you the above mentioned options. We regret we cannot pay any compensation, expenses, costs or losses incurred by you as a result of any change or cancellation.
6. Force Majeure
Except where otherwise expressly stated in these conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by or you otherwise suffer any damage or loss as a result of "force majeure". In these conditions, "force majeure" means any event which we, or the supplier of the service(s) in question, could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
7. Our Liability to you
First Place will not be responsible for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from: -
(a) the fault of the person(s) affected or any member(s) of their party or
(b) the fault of a third party not connected with the provision of the arrangements which we could not have predicted or avoided or
(c) an event or circumstance which First Place or the venue could not have predicted or avoided even after taking all reasonable care.
First Place exclude liability to the fullest extent permitted by law. In particular, we do not accept any liability for any loss of profit, economic loss or other indirect loss or for any loss suffered by any third party. In any event the liability of First Place shall not exceed the price payable by you. Where we are found liable for loss of or damage to luggage or personal possessions (including money), we are entitled to rely on the limitations of liability contained in the Paris Convention on the Liability of Hotel Keepers concerning the property of their guests.
First Place does not accept responsibility for any services that do not form part of these conditions or the booking details.
Nothing in these terms excludes or limits any liability for death or personal injury caused by the negligence of First Place or it's employees.
First Place acts only as an agent in respect of bookings made with hotels that are not members of Interchange and Consort Hotels Limited and can accept no liability in relation to these bookings in any respect. These bookings are subject to that hotel's own terms and conditions.
You are subject to the venue's standard liabilities in relation to health, safety and security.
These terms do not affect any rights you may have under the Hotel Proprietors Act, where that Act applies.
8. Complaints and problems
In the event that you have any reason to complain, or suffer any kind of injury or illness whilst at the venue you must immediately inform the venue. Any verbal notification must be put in writing and given to the venue as soon as possible. If you remain dissatisfied, you must write to First Place within 7 days of the end of the arrangements giving your booking reference and full details of your complaint, illness or injury. No liability can be accepted if you fail to notify the complaint or claim entirely in accordance with this clause.
9. Use of Fax / E-mail
We agree that any correspondence, documents or notices referred to in these conditions may be transmitted by fax or e-mail unless otherwise advised.
10. Use of the Venue
Please obtain written permission from the venue in advance of your arrival if:-
(a) you intend to bring electrical equipment to the venue
(b) there is a safety risk associated with anything you want to bring to the venue
(c) you wish to stick or attach anything to the walls, floors or the ceiling of any room in the venue.
(d) you wish to consume wines, spirits or foods not supplied by the venue
(e) third-party agents or suppliers are to be utilised.
The venue and First Place reserves the right to object to the employment by you of any photographer, toastmaster, band, musician, entertainer or other person in connection with any event. It is your responsibility, where appropriate, to comply with all requirements of the Performing Rights Society in respect of any music played or musician employed.
The venue's name/logo may be used in publicity only once a proof of the promotional material has been agreed directly with the venue.
The venue must comply with certain licensing and statutory regulations and requires you to fulfil their obligations in this respect
Meeting rooms are available for the time shown in the booking details. Additional charges may be made if that time is extended.
Any equipment or item specifically requested by you will be charged to your account.
Although First Place will endeavour to pass any reasonable special requests on to the venue, requests cannot be guaranteed.
Adequate insurance is recommended. Details of the policy First Place offer are available from First Place.
You accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the venue.
Brochure and Website Accuracy
Please note, the information shown in our First Place brochure and on the First Place website may have changed by the time you come to book your arrangements. Regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen arrangements with us or your agent at the time of booking.
