Terms & Conditions (Room Hire)

These are our terms and conditions that apply to the use of any rooms and any associated services which we agree to provide to you (“Services”).

Room Booking:

• Provisional Booking

A provisional booking does not constitute a legal agreement between the parties. After a defined period, provisional bookings are automatically released to free space for confirmed bookings. All days quoted are working days.

• Confirmed bookings

A confirmed booking constitutes a legal agreement between the parties. A confirmed booking comprises the terms set out in the booking form and these terms and conditions (“your agreement”).

A form setting out your provisional booking will be sent to you by email and, on receipt of your acceptance of the booking details and these terms and conditions, the booking will be deemed confirmed.

Attendee Confirmed Numbers:

The number of attendees stated at the time the reservation is confirmed will determine:

• The room size allocated and;
• The cancellation charge in the event of cancellation
  
  

No reduction will be available should attendees fail to show up for your session.

The following cancellation policy applies, unless otherwise agreed in writing by us.

Cancellation Policy:

Cancelled  up to 24 Hours – 100% of quoted price
Cancelled  24 – 48 Hours – 75% of quoted price
Cancelled  48 – 72 Hours – 10% of quoted price

Where a confirmed booking is cancelled, you are additionally liable for all charges incurred by us to third parties (e.g. caterers and equipment suppliers) where applicable

Payments:

Fees & Payment Terms

The fee is the total of the meeting room hire and service charges quoted at the time of booking, plus any additional services taken during the room hire (the “Price”).
The Price is payable at the time of booking.

For pre-approved credit accounts, payment is due as per standard contract. In the event of a breach of these terms, credit facilities will be revoked.

Facilities:

Duration

Your agreement starts at the time and date for which your booking is confirmed and continues for the period stated in your booking form.
We may put an end to your agreement immediately by giving you notice if you breach any of your obligations.
 

Vacating:

Please leave the room in the condition in which you find it.  You are required to take any additional clean up into consideration and make suitable preparations to avoid inconveniencing the next user. We reserve the right to charge for any delays.

Should the room incur heavy cleaning requirements after your session, we reserve the right to charge for such work.

Notices:

All formal notices must be in writing.

Confidentiality:

The terms of your agreement are confidential. Neither of us may disclose them without the others consent. This obligation continues after your agreement ends.

Provision & Use of The Facilities:

The premises may only be used for your declared and accepted business activities.
You must not use them for illegal, obscene, immoral or defamatory purposes.

You must not do anything that may:

• Interfere with the use of the Aurora Borealis facility by you or by members of your meeting;
• Cause loss or damage to us or to the owner of any interest in the building which contains the Aurora Borealis facility;
• Bring the name of Aurora Borealis or its Partners into disrepute.

Suspension:

We have the right to suspend the provision of services for reasons of third party services (e.g electricity/gas etc) or other events beyond our control.

Liability: 

Our liability

We are not liable for any loss resulting from our failure to provide any services unless we do so deliberately or are negligent. We are also not liable for any failure until you have told us about it and given us a reasonable time to put it right.
We will not incur any liability for loss of business, loss of profits, loss of anticipated savings, third party claims or consequential loss whatsoever.

Equipment Liability

The client accepts responsibility for their equipment whilst on the premises. The client will not connect any equipment (either directly or by WiFi) to the Center’s systems without authority from the Center’s staff. The client accepts responsibility for any damage caused by you to any of the buildings systems due to unapproved equipment being connected.

Aurora Borealis & Partner Facility Equipment

The Client is liable at all times for the loss or damage to any of our furnishings, décor & equipment.

These Terms may change without prior notice.