Terms and Conditions
1. Deposit and Payments
Accounts in respect of deposit payments are due on presentation of invoice. The Organisers will pay a non-refundable deposit of fifty (50) per cent of the estimated total basic charge as outlined in the contract. The booking is regarded as firm on signature of the contract.
2. References and Guarantees
All those booking a conference or event at the College for the first time must provide a reference satisfactory to the College from a UK bank. In addition, where a conference is being organised by a committee or by individual(s) representing a larger body, an undertaking or guarantee from the parent body must be submitted.
3. Details to be provided by the Organisers
The Organisers will provide the College with:
a. a typed or printed list of all delegates in alphabetical order showing any special accommodation or dietary requirements or allocations no later than seven (7) working days prior to the first day of the conference; and
b. separate written notification of numbers requiring meals and separate numbers for dietary specifications no later than seven (7) working days prior to the first day of the conference.
It is the responsibility of the Organisers to make specific advance arrangements for the notification of any alterations to the College after the closing date.
The College shall keep confidential any sensitive information provided to it by the Organisers and shall comply with the Data Protection Act 1998 and the Privacy & Electronic Communications (EC Directive) Regulations 2003 at all times when dealing with any personal data provided to it by the Organisers and shall only use that data as expressly permitted by the Organisers or strictly in accordance with this Contract. If the College breaches this provision it shall indemnify and keep indemnified the Organisers in full.
Individual delegate invoices are not provided. The College shall submit a composite account to the Organisers within thirty (30) days of the end of the Conference. Payment is due on submission and in any case within thirty (30) days of receipt of the invoice. In the event of any query, the Organisers will pay the undisputed balance whilst the matter is investigated.
If an account remains unpaid thirty (30) days after receipt of the invoice, the Organisers will pay to the College interest at two (2) per cent above the base rate of the Bank of England between the time that payment is due until the invoice is paid.
5. Cancellation Charges
a. Upon signature of the contract, the Organisers are committed to taking up the accommodation for the minimum number of delegates set out therein.
b. Upon provision of the lists of delegates referred to in Section 3 above, the Organisers are committed to taking up accommodation for the greater of
i. the minimum number set out in the contract; and
ii. the number set out in the lists provided by the Organisers.
c. The charges in the final invoice shall be based on the number for whom the Organisers are at the date of the conference or summer school committed to taking up accommodation, unless:
i. actual attendance exceeds the number of delegates for whom the Organisers are committed to taking up accommodation, in which case the charges will be based on the number of students actually attending; or
ii. actual attendance is less than the number of delegates for whom the Organisers are committed to taking accommodation, in which case credit will be given for any savings of costs made by the College as a result of the shortfall in attendance, and any reduction of the College’s loss which results from the College being able to re-let the unused accommodation; or
iii. this booking is cancelled in which case the following sub-paragraph will apply; note: cancellation should be made in the first instance by telephoning the Conference Office and followed up in writing by email to the Conference Office.
d. In the event of cancellation of this booking the Organisers will be immediately liable to pay to the College:
i. the total basic charge in respect of the number of students for whom the Organisers are at the date of cancellation committed to taking up accommodation; plus
ii. any additional charges which have been agreed in writing by the parties at the date of the cancellation; less
iii. any saving of costs made by the College as a result of the cancellation, and any reductions of the College’s loss which result from the College being able to re-let the cancelled accommodation.
e. As a guide (but without intending to bind itself) the College normally expects to make a saving of thirty-five (35) per cent of the basic charge as a result of the cancellation of a conference.
f. In the event of either a shortfall or the cancellation of this booking the College will make all reasonable endeavours to re-let the cancelled accommodation.
6. Value Added Tax (VAT)
Prices are quoted exclusive of VAT. This is charged additionally, where applicable, at the current rate. In the event of VAT exemption the Organisers should complete the enclosed VAT Exemption Certificate. If, at a later date, HM Customs and Excise decide VAT should have been charged then the Organisers shall pay to the College this previously uncharged VAT.
7. Organisers’ Responsibilities
A representative of the Organisers will be resident in College throughout the conference. The Organisers are responsible for the good behaviour of their delegates and will fully recompense the College for any damage done to the premises, furniture or other property for which their delegates are solely responsible. The College can take no responsibility for personal injuries or for loss or damage to personal belongings however caused, and Conference participants are recommended to make their own insurance arrangements.
The Organisers should check that they arranged for adequate Public Liability Insurance. In the majority of cases this will involve an extension of your own Public Liability Policy. If there is no annual Public Liability Policy in force it is possible to arrange for a short period liability cover.
8. Freedom of Speech
The organisers of a seminar, conference, meeting or other assembly are required to undertake to ensure that the principles embodied in the University of Oxford’s Code of Practice on Freedom of Speech, issued in the Proctor’s Memorandum will be upheld, and shall, if so required, satisfy the Bursar of Worcester College of its ability to discharge its obligation in regard to upholding freedom of speech.
9. Media Facility Fees
Conference charges do not include facility fees for press, TV, film, radio and other media organisations which are chargeable in addition for all such activities. Advance permission is required, and the charges negotiated between the College and the Organisers in each case.
10. Conference Programmes
The Organisers will provide the College with a final draft of the Conference programmes in time to permit amendments to be suggested. Only meal commencement times, as agreed at planning meetings, will be quoted in Conference programmes. Unless specific arrangements are made to the contrary, delegates are expected to arrive for all meals within fifteen (15) minutes of the agreed commencement time.
11. Force Majeure
Neither the Organisers nor the College shall be liable for delay or non-performance of any of their obligations under this contract arising out of circumstances beyond their reasonable control.
This contract sets out all the terms and conditions regarding the Conference which have been agreed by the College and the Organisers and can only be varied in a written document signed on behalf of both parties.
This contract is governed by English Law and the English courts shall have exclusive jurisdiction to determine any disputes that may arise under it.
Guidelines and Advice to Organisers
The College is a place of education and research. This is a continuous activity, and throughout the year Fellows of the College will be working in their rooms, which are in all parts of the College. Furthermore, graduate students, who work in much of the undergraduate vacation, will also be at work in the Library, in their common room, and in their study-bedrooms. This work will often continue into the evenings. In interpreting Section 7 of these terms, ‘Organisers’ Responsibilities’, Organisers must bear these facts in mind. Delegates must be advised that this work (which attracts no attention and is not at all obvious) is taking place, and that unreasonable levels of noise or disruptive behaviour within the College cannot be tolerated. The Organisers should also advise the students that there are customs and practices which the College expects to be observed. For instance, the College does not allow people to walk on the grass in the Main Quad, and, while it does not expect students to know its traditions, it does expect them to comply with them when it points them out. In return the delegates shall enjoy the peace and tranquillity that the College offers.
The College is aware of its obligations to extend accessibility for people with disabilities and has introduced a number of structural and procedural measures. It has assembled, published and will update a Disability Equality Scheme, which takes into account the views of college members, staff and visitors (whether with or without disabilities). Comments and suggestions are welcomed and may be directed to the Director of External Relations or the Head of Conferences.
The College wishes to help the Organisers provide the best possible service to their delegates. To help it achieve this it is essential that the College has the following information at least seven (7) working days before the Conference:
- Details of arrival and departure times, especially if delegates are arriving from overseas. (Normally bedrooms are not available until after 12 noon and special arrangements need to be made if [for example] service of tea and coffee is required before this time). Regrettably we have no secure area for storage of luggage for guests arriving early.
- It is helpful to know the age and sex of all delegates and, of course, details of any special needs.
- A copy of the Conference programme is essential. Apart from the obvious need of the Catering Department, it is vital that the Porter on duty in the Lodge knows exactly what is happening in order to help the delegates.
- The College does not have the full facilities of a hotel. Only limited staffs are on duty on weekends, although special arrangements can be made if the Organisers requirements are known within sufficient time in advance.
- The College has a Cellar Bar. This is not normally open during vacations and the Organisers must let the College know within sufficient time in advance if this service is required.