Room hire terms and conditions


Sheffield Technology Parks (Sheffield Science Park Company Limited)

Meeting Room Hire Terms and Conditions

To secure your booking it must first be booked via the website. You receive a confirmation email once approved. Please note that until we formally approve your booking it is unsecured.

Delegate numbers Each room has a maximum occupancy (meeting rooms 6 people, Conference Room depends on layout). If you require more than stated you must request this in writing at least 14 working days prior to the event. Staff will advise if your requirements can be accommodated

Cancellations In the unfortunate event you need to cancel your meeting, we require at least 48 hours written notice, emailed to Any cancellations received after this time will be subject to full price being charged, unless we are able to secure a booking in its place, whereby no charge will be made.

Rooms and facilities We reserve the right to change allocated rooms and advertised facilities at our absolute discretion and to vary our promotional materials from time to time. No liability is accepted for any errors or omissions in our promotional materials

Overrunning Events If your meeting or event overruns the agreed time by more than 15 minutes, we reserve the right to charge £40 for the first hour and £80 for each subsequent hour. Our hours of opening are 8.30am to 5.30pm. Events may be scheduled outside of these times but must be approved prior to booking confirmation and incur increased hourly rates of £45 plus VAT.

Damage You are responsible for all allocated rooms during the period of the booking. Any damage to the rooms or their contents incurred as a result of the acts, omissions or default on the part of you, your guests, employees, subcontractors or representatives or their guests may result in a charge to remedy such damage. The client, their guests, employees or third party subcontractors will be liable for the cost of repairs carried out as a result of any damage caused to any property or equipment owned by Sheffield Science Park Company Ltd by the negligence, wilful act or default of any such person. Sheffield Science Park Company Ltd accepts no liability for the loss or damage to any equipment or personal belongings brought onto the property by you, your guests, employees or associated third parties.

Liability So far as is permitted by law Sheffield Science Park Company Ltd limits and excludes liability to you, your guests, employees and third party subcontractors as follows; Any equipment brought to any Sheffield Science Park Company Ltd premises by you, your guests, employees or third party subcontractors is brought by that person at their own risk and you will indemnify us against all liability arising in connection with the use of the equipment. You and any third party subcontractors employed by you and your guests for the purpose of organising and providing additional external events will be required to comply with all applicable statutory requirements including relevant Health and Safety regulations and to provide liability insurance commensurate with the risks involved, appropriate method statements, risk assessments, licenses and demonstrate additional competency skills required to manage the event, in compliance with relevant Health and Safety Law. Sheffield Science Park Company Ltd shall not be responsible for the damage or loss of any merchandise or articles left in any of its premises.

Statutory legislation Sheffield Science Park Company Ltd is subject to statutory regulations including, without limitation, Fire Regulations, Health, Safety and Environment. Clients, their employees, their guests and associated third parties must therefore comply with these requirements as may be directed and enforced by Sheffield Science Park Company Ltd.

Invoicing The invoice will be raised before the date of the event and forwarded to you for payment. Payment is required within 14 days of date of invoice. For new clients, or at our request, payment must be made upfront prior to the meeting taking place. We can accept Card Payment or Bank transfer. Bank details are on our invoices. We do not accept Cash or Cheques.

Late payment In the event of late payment, we reserve the right to levy debt recovery charges of £40 per invoice, as set out in the Late Payment Legislation along with daily interest at 8% above Bank of England Base Rate. We will issue a revised invoice detailing the charges imposed.

Termination In the event that you become bankrupt, cease to trade, have a receiver appointed or make any voluntary arrangement with your creditors, we shall be entitled to immediately terminate this contract by giving notice in writing to you or your representative(s).

General No failure or delay by us in exercising any of our rights under this contract shall be deemed to be a waiver of that right. In the event of circumstances beyond our control resulting in us being unable to provide our services, we shall have no liability in respect of any losses or damages arising directly or indirectly from such circumstances. Should the client contract with Sheffield Science Park Company Ltd through an agent, the agent acts in that capacity for the client and not Sheffield Science Park Company Ltd. The client therefore accepts full responsibility for payment of the account. This contract shall be governed by the laws of England. All bookings are subject to these terms and conditions which may not be varied without our written agreement.

*All reference in days means calendar days.

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