Terms and Conditions
Booking Terms and Conditions
All telephone bookings will be regarded as provisional and must be confirmed in writing using the booking form. New clients are required to provide a letter of authorisation on their company’s headed paper including the VAT registration number and/or charity number. Charity rates cannot be granted without the charity number being provided in this manner.
Please fax your booking form to 020 7419 5511, or email bookings@woburnhouse.co.uk or post to the:
Conference Centre Co-ordinator
Woburn House Conference Centre Ltd
Woburn House
20 Tavistock Square
London WC1H 9HQ
Written confirmation using the booking form will be taken as acceptance of these terms and conditions.
Terms and conditions
The Organisation and/or individual in whose name the booking is made, unless otherwise stated, will be considered the Hirer, and shall be jointly and severally liable in respect of the booking. All the Hirer’s requirements should be detailed on the booking form at the time of booking. The Hirer shall notify Woburn House Conference Centre Ltd of any changes to the requirements detailed on the booking form, in writing, not less than three working days (Monday to Friday) before the function. On receipt of the booking form Woburn House Conference Centre Ltd will confirm the booking in writing including confirmation of the charges incurred by the Hirer. An invoice for a 25% deposit may be submitted with the confirmation.
Provisional bookings
Provisional bookings will be entered on the diary and held free of charge for three weeks. At the end of this time written confirmation is required in order to retain the booking. If no confirmation is received the booking will be deleted from the diary automatically. On confirmation of the booking the cancellation policy will apply. For bookings for dates within three months, written confirmation is required within seven working days. For bookings for dates within seven days, confirmation is required within 24 hours. Woburn House Conference Centre Ltd Ltd does not accept liability for any losses incurred due to the cancellation of provisional bookings in compliance with this policy.
Catering service
In.House Catering has sole rights to supply catering services to the conference centre. Clients are not permitted to bring their own food and drink onto the premises for consumption. Please note that it is our policy that food left over from any function cannot be removed from the premises. This is in compliance with the Food Safety Temperature Control Act 1995.
Cancellations
In the event that the Hirer cancels a confirmed booking, the following charges will be applied:
- Less than two months notice 25% of room hire,
- Less than 28 days notice 50% of room hire,
- Less than 14 days notice 75% of room hire,
- Less than five working days notice 100% of room hire and catering charges
Notification of cancellations should be made in writing and will be effective on the date received by Woburn House Conference Centre Ltd.
Woburn House Conference Centre Ltd reserves the right to cancel the booking if the holding of the function is prevented by reason of circumstances beyond the control of Woburn House Conference Centre Ltd.
Deposits and payments
A 25% deposit may be due when Woburn House Conference Centre Ltd confirms your booking. The balance will be invoiced after the function. Payment for all invoices is required within 30 days of the invoice date.
VAT
VAT is applicable to all charges at the current rate.
Health and Safety
The Hirer is responsible for the Health and Safety of their staff and delegates throughout the duration of the hire period, and will be expected to comply with all relevant legislation. Information regarding emergency procedures and First Aid arrangements is available from Reception. The capacities of each room are given in the Woburn House brochure and on this website in the Rooms section and may not be exceeded for safety reasons.
The management reserves the right to alter proposed room layouts in order to comply with fire regulations and to refuse admission to rooms if over-crowding is liable to occur. Delegate lists are required to be sent to the Conference Co-ordinator at least two working days in advance.
Third party personal insurance and liability
Woburn House Conference Centre Ltd shall not be responsible for any loss or damage to property arising out of the holding of a function or any injury which may be incurred by any persons during the holding of a function arising from any cause whatsoever. Nor shall Woburn House Conference Centre Ltd be responsible for any loss due to mechanical breakdown, failure in electricity supply, flood, fire, government restriction or act of God which may cause the Woburn House Conference Centre Ltd’s premises to be temporarily closed or the function interrupted.
Cloaks and personal property
Woburn House Conference Centre Ltd does not accept responsibiliy for the property of customers or guests. A cloakroom is provided for the convenience of guests but any goods deposited are left at the owner’s risk and without any liability on the part of Woburn House Conference Centre Ltd.
Smoking Policy
Woburn House operates a no smoking policy in all its rooms. Please inform your delegates of this policy and ensure that they do not smoke whilst they are in the building.
Registered in England and Wales Company No 3031467