Conference Centre Room Bookings - Terms and Conditions

1. Bookings

1.1.   Bookings can only be made by persons 18 years or over.

1.2.   Bookings can be made online or by telephone. Your booking will not be complete until you receive confirmation of your booking.

2.  Payments

2.1.   Invoices will be sent out 5 working days after the date of your scheduled event. Payment should be made within 7 working days of receipt of the invoice, which will, under normal circumstances, be sent to your designated email address. If you are having difficulties processing the invoice payment, please notify us to make alternate arrangements.

3.  Cancellations

3.1.   After we have sent you confirmation of your booking, you can cancel your booking at no cost, providing you give at least 7 working days' notice prior to the date of your event. Please notify the Property Team via email to property@breckland.gov.uk stating booking name, date, and time.

3.2.   If you cancel within 7 working days of the date of your event, the full cost of the booking will be payable.

3.3.   We reserve the right to cancel your booking at short notice if this falls within schedule Elections.

4.  Pricing policy

4.1.   The prices quoted are current at the time of booking but are subject to change.

4.2.   Please make every effort to arrive and vacate the room/s at the times specified on your confirmation email. An hourly rate will apply for events that run over the specified times in the booking, as detailed on the booking form.

5.  Room set-up and equipment

5.1.   Please book any special equipment, such as projectors and required room set up, at the time of completing your booking form. Late requests may not be fulfilled.

5.2.   Due to Fire Regulations and Health and Safety, maximum seating capacities cannot be exceeded.

6.  Noise and Disturbance

6.1.   You, as the room hirer agree to keep the noise level at a reasonable level and not disturb neighbouring spaces.

7.  Catering facilities

7.1.   You are welcome to organise catering through a private business, however, this is the responsibility of the room hirer. Alcohol is not permitted on site or in any of the Conference Suite meeting rooms or adjoining facilities.

7.2.   Tea and Coffee are included within your booking fee.

7.3.   At the end of the event, food and catering materials must be cleared away, so that all areas are left clean and tidy. This includes external caterers returning to collect equipment or food items. If not, a cleaning fee may apply.

7.4.   Stains on carpet are to be reported to Property Services staff immediately for cleaning.

7.5.   Spills should be cleaned immediately.

8.  Damages, loss and security

8.1.   You are responsible for any loss, damage, or theft from the conference suite meeting rooms and facilities for the duration of your booking.

8.2.   If equipment is damaged or lost, you may be required to pay for the repair or replacement.

8.3.   Attendees are responsible for the security of their personal belongings.

8.4. The room must be left in the same condition as it was found; cleaning fees may apply if excessive cleaning is required after the event.

9.  Termination

9.1 Breckland Council reserves the right to terminate the event if the room hirer violates these terms and conditions.

In such cases, full payment of the room booking will still be required.

10.  Liability

10.1. The room hirer is liable on a public liability basis for any loss, damage, theft or injury caused as a result of their hire or by the use of any equipment they introduce. No responsibility will be carried by Breckland Council.

10.2.   The room hirer releases and indemnifies Breckland Council from and against all actions which may be brought against it, arising out of

10.2.1.   The willful or negligent acts or omissions of the room hirer or any person for whose conduct the room hirer is liable.

10.2.2.   Any willful or negligent acts or omissions of the visitors, invitees, or licensees of the room hirer.

10.2.3.   Injury, death, loss, or damage suffered by the room hirer or any of its servants, agents, invitees, or licensees except where the death, injury, loss or damage is caused by the negligence or other wrongful act or omission of Breckland District Council, its officers, servants or agents.

11. Health and Safety

11.1.   All room hirers must appoint a named person to be responsible for fire safety rules observance.

11.2.   All fire exits are to be kept totally clear of obstructions and impediments.

11.3.   No smoking or vaping within the Conference Suite facilities or car park.

11.4 The room hirer must ensure full compliance with relevant Health & Safety legislation.

By reserving and using our room, you acknowledge and agree to abide by these terms and conditions.

Breckland Council Conference Centre Terms and Conditions - September 2023