Terms and conditions of venue hire at Imperial College London (Celesta Venues)

1. Interpretation

In these Terms and Conditions the following terms have the following meanings: –
“Agreement” shall mean the agreement between the College and the Organisation, comprising the completed Booking Contract, these Terms and Conditions and any other documents expressly incorporated by reference.
“Applicant” shall mean the person named on the face of the Booking Contract who applies for the use of the Venue in accordance with these Terms and Conditions on behalf of the Organisation.
“College Representative” shall mean the individual responsible for overseeing the Venue hire on behalf of the College, as notified to the Organisation from time to time.
“Booking Contract” shall mean the form entitled Booking Contract containing the details of the Venue to be hired and Catering/other services to be provided in accordance with this Agreement.
“Catering” shall mean the supply of food and drink and the related services to be provided by the College as may be stated on the Booking Contract.
“Catering Fees” shall mean the price payable for the provision of Catering at the Function.
“College” shall mean the Imperial College of Science, Technology and Medicine, known generally as Imperial College London, and shall include all constituent institutions, departments, sections, sub-sections and out-stations of the aforementioned College.
“Fees” shall mean the total price payable to the College for the Function (including the Venue Hire Fees and the Catering Fees).
“Function” shall mean the event, meeting, concert, exhibition, performance, dance or other assembly of whatsoever kind to be held in the Venue on the date(s) stated on the face of the Booking Contract.
“Grounds” shall mean the areas outside the Premises, owned and controlled by the College.
“Organisation” shall mean the committee, association, company, club, society or other group of whatsoever kind, whether incorporated or not, named on the face of the Booking Contract, the party responsible for the Function and the party entering into the Agreement.
“Premises” shall mean the building(s) in which the Venue is located.
“Venue” shall mean the room(s) at the Premises to be hired by the Organisation for the Function, as named on the face of the Booking Contract.
“Venue Hire Fees” shall mean the price payable for the hire of the Venue for the Function.
“Visitors” shall mean all attendees at the Function and all other personnel who need to visit the Premises for the purposes of this Agreement, including the staff, agents and permitted contractors of the Organisation.

2. General

2.1 These Terms and Conditions have been issued by the College and are duly incorporated into the Agreement. No employee, servant or agent of the College is empowered to make any representations on behalf of the College which conflict in any way with these Terms and Conditions, or to vary them in any way whatsoever, save by express agreement in writing signed by the Conference and Event Sales Manager.
2.2 No terms or conditions endorsed upon, delivered with or contained in the Organisation’s expression of interest, request for quotation, acknowledgement or acceptance of the supply by the College shall form part of the Agreement between the parties and the Organisation waives any right which it otherwise might have to rely on such terms and conditions.
2.3 The Organisation shall seek the College’s approval before any contractor of the Organisation attends the Grounds, Premises or Venue.

3. Confirmation of Booking

The Organisation’s booking will be treated as provisional until the Organisation sends a signed copy of the Booking Contract together with the deposit (payable pursuant to clause 4 below) to the College and the College returns a countersigned copy of the Booking Contract to the Organisation.

4. Deposits and Payment

4.1 In consideration of the rights and facilities being granted by the College, the Organisation agrees to pay the Fees.
4.2 In order to secure the booking, a deposit of 50% of the estimated Fees
must be paid on or before the relevant date(s) specified in the Booking Contract. Should the Organisation seek to change the booking in a way which would result in an increase to the Fees payable and should the College agree to such an amendment, the College reserves the right to obtain payment of 50% of the Fee increase before any such change shall be effective.
4.3 Credit facilities may be granted to UK companies when references have been obtained and approved by the College in which case payment shall be made in accordance with the terms of the credit agreement and by the date for payment specified on the Booking Contract.
4.4 For individuals or non-UK based companies, the balance of the Fees shall be payable not later than 30 days before the Function.
4.5 The College reserves the right to alter the Venue Hire Fees without prior notice.
4.6 The Organisation shall in addition pay to the College such sums as the College invoices the Organisation following the Function in respect of any other additional charges attributable to the Function (including in particular for rectification of any damage to the Venue or its contents or the Premises). Such payment is to be made within 30 days of receipt by the Organisation of such invoice.
4.7 All payments are exclusive of Value Added Tax, which is payable (where applicable) by the Organisation. The College reserves the right to recover any VAT that should have been charged to the Organisation where the Organisation has incorrectly declared itself to be eligible for exemption.
4.8 If any sum owed by the Organisation is not paid by the final date for payment then, without prejudice to the parties’ other rights under the Agreement, that sum shall bear interest from the due date until payment is made in full at 4% per annum above the base rate of National Westminster Bank plc from time to time.
4.9 The College reserves the right at any time to undertake a credit check to make sure that the Organisation will be able to meet all charges when they fall due. If the College is not reasonably satisfied at any time that the Organisation will be able to meet the charges, it may cancel the booking unless the Organisation pays some or all of the charges in advance as the College may decide. The extent of the payment is at the sole discretion of the College.

5. Cancellation / Reduction of Booking

5.1
(a) if the Organisation wishes to cancel or reduce the booking (whether for rooms, catering or any other service under the Agreement) then the College reserves the right to charge the following cancellation fee (and the Organisation will be entitled to set-off the deposit (or relevant proportion of the deposit in the case of a reduction of the booking) against the same).

 

 Date Notice Given (before Function) Cancellation Fee Payable (% of Fees*)
More than 12 months 20%
Less than 12 months to 6 months 50%
Less than 6 months to 3 month 60%
Less than 3 months to 2 weeks 70%
Less than 2 weeks 100%

ALL NOTIFICATIONS MUST BE IN WRITING. VERBAL INSTRUCTIONS WILL NOT BE ACCEPTED.

*where the Organisation is only cancelling a proportion of the rooms, catering or any other services booked under the Agreement, the cancellation fee payable shall be calculated with reference to the Fees that relate to those now unrequired rooms, catering or any other services as determined by the College

(b) Where the reduction from pre-booked to final catering numbers amounts to 20% or less of the pre-booked catering numbers, the College will not charge the Organisation a cancellation fee in respect of the reduction in catering numbers unless these fall below the minimum catering numbers stipulated for the booking.

5.2 The College has the right to alter or cancel any booking at any time without liability if:
(a) the College cannot provide the booking for reasons beyond its reasonable control. If this happens, the College will use all reasonable endeavours to offer the Organisation an alternative venue or date. If the College and the Organisation are unable to arrange a suitable alternative the College shall reimburse the Fees already paid and the Organisation agrees that the College shall have no further liability to the Organisation. In the case of both postponement and cancellation, the College will be entitled to charge (or retain from the deposit) any non-cancellable costs or expenses directly or indirectly incurred as a result of the cancellation; or
(b) the hosting of the Function might, in the opinion of the College, prejudice the reputation of the College, or the safety/security of the College and/or College staff.
5.3 As a leading academic institution, there may be rare occasions when the Venue is required for a re-arranged or unforeseen academic event which in the opinion of the College renders the Function impracticable or impossible to hold. In such an event the College shall use reasonable endeavours to re-locate or re-arrange the Function to an alternative place or date acceptable to the Organisation. If the College and the Organisation are unable to arrange a suitable alternative the College shall reimburse the Fees already paid and the Organisation agrees that the College shall have no further liability to the Organisation.
5.4 The College reserves the right to substitute alternative room(s) of a similar standard to the Venue for the Function at any time before the day of the Function without prior notice and without liability to the Organisation.

6. Final Catering Numbers

The Applicant is requested to submit on behalf of the Organisation final catering numbers not less than five working days prior to the Function.

7. Venue Capacities

7.1 The maximum number of people allowed in the Venue (or any particular room within the Venue) shall be set out in the Booking Contract and must not be exceeded. The College reserves the right to prohibit entry to Visitors if capacity is exceeded.
7.2 The number of Visitors allowed in any one room will be selected according to the room set up and nature of use. Should the booking requirements change, the College reserves the right to cancel the booking or provide an alternative room (which may incur an additional charge).

8. Exhibitions

Plans and layouts of exhibitions should be forwarded to the College’s Representative at least three months prior to the Function for approval by the Fire and Safety Officer.

9. Hire Period

9.1 The proposed dates and times for the Function are set out in the Booking Contract. No extension to the hire period shall be permitted without the prior written agreement of the College. Should the Function overrun the Organisation shall reimburse the College for any additional costs which may be incurred by it during such period (including any loss of profits).
(b) The Applicant shall, on behalf of the Organisation, ensure that all Visitors vacate the Premises by the agreed end time of the Function. No Visitors are permitted on the Grounds after this time without the prior written consent of the College.

10. Venue

10.1 Absolutely no changes, additions or alterations in or to the Venue may be made except as have been agreed in writing in advance with the College, all of which shall be of a temporary nature only and strictly necessary for the purposes of the Function.
10.2 The Venue must be left in a clean and proper state. All furniture, which has been moved, must be returned to its original layout.
10.3 Precautions must be taken to prevent damage to the Venue or its fixtures and fittings. The Applicant must, on behalf of the Organisation, comply with any instructions or directions given by the College Representative in this regard.
10.4 The Organisation shall occupy the Venue as an accommodation licensee.
10.5 The College shall be entitled to enter any part of the Venue at any time and interrupt or terminate the Function if the College believes that the Venue’s structure or content is at risk of damage or the safety of the Visitors or other persons is at risk. In such circumstances, the College will not be responsible for any loss the Organisation or the Visitors may suffer.
10.6 The Organisation hereby warrants, undertakes and agrees that:
(a) the Venue shall only be used for the Function;
(b) the Organisation will comply with any conditions imposed by any consent or permission that has been obtained for the purpose of the Function;
(c) all representations given to the College by the Organisation (whether on the Booking Contract, acting through the Applicant or otherwise) about the Function are complete and accurate; and
(d) unless the Organisation is a registered conference booking agency and has notified the College of this fact in writing prior to the College countersigning the Booking Contract, the Organisation shall not, in any circumstances, re-hire or otherwise make the Venue available to any third party not named on the Agreement.

11. Behaviour and Conduct

11.1 The Applicant (on behalf of the Organisation) shall procure that all Visitors shall:
(a) comply with all relevant statutes, by-laws, regulations, health and safety requirements, applicable codes of practice (whether issued by the College or otherwise),fire regulations and other matters affecting the Venue or the Function;
(b) observe at all times any reasonable restrictions or conditions which the College wishes to impose in relation to any matter concerning the Function;
(c) keep safe (and free from damage or loss) any objects in, and fabric of, the buildings at the Premises; and
(d) ensure that non dangerous objects or substances are brought onto the Premises without the prior written approval of the College Representative.
11.2 The College reserves the right to charge in full for loss or damage to College property caused by Visitors. Any such charges will be invoiced in addition to the Fees.
11.3 The Organisation shall comply with any decibel levels restrictions imposed by the College. The College reserves the right to terminate the Function immediately in the event decibel levels exceed such restrictions.

12. Admission to the General Public

12.1 Any performances of stage plays, cinematographic exhibitions, dancing or musical events to which the general public is to be admitted may require a special licence issued by the City of Westminster. If such a licence is required, the College will make the necessary application, for which 45 days’ notice is required. The Organisation shall provide the College with sufficient and accurate information to be able to make such application.
12.2 The Organisation shall reimburse the College the cost of making such application.

13. Licensing Laws

The College’s liquor licence does not extend to the Organisation’s Function and the Organisation is consequently not permitted to sell alcohol at the Function.

14. Consumption of Food and Beverages

14.1 Except in exceptional circumstances, Visitors are not permitted to consume food, alcoholic and non-alcoholic beverages on the Premises that have not been supplied by the College.
14.2 Food and/ drink must not be taken into lecture theatres or the Great Hall unless the Organisation has obtained prior written permission from the College.

15. Health and Safety

15.1 The Organisation shall comply at all times with the College’s Safety Policy and the Health and Safety at Work Act 1974 (as amended).
15.2 The College’s Safety Policy Document may be viewed during normal College hours and a copy is available upon application to the College’s Safety Director.
15.3 The Organisation shall cover its own costs in complying with the College’s Safety Policy.
15.4 No alteration shall be carried out to electrical apparatus or equipment except by or to the satisfaction of the designated College Officer.
15.5 The Organisation is advised that the work of a number of the academic departments in the College involves activities, which are potentially hazardous to health and safety unless appropriate precautions are taken. The areas where these activities take place, all of which are clearly marked, should not therefore be entered by anyone unless accompanied by an authorised member of the College’s staff who will arrange provision of safety equipment where necessary.

16. Indemnity and Liability

16.1 The Organisation agrees to indemnify and keep indemnified the College (and any of the College’s officers, employees, agents or contractors) against all actions, claims, proceedings, demands, liabilities, losses (including loss of profits), damages, costs and expenses whatsoever by whomsoever made and howsoever arising or paid by or awarded against the College in respect of or caused directly or indirectly by:
(a) the neglect or fault of the Organisation;
(b) any breach by the Organisation of any of its obligations under this Agreement;
(c) the College’s enforcement of this Agreement;
(d) the use of the Venue by the Organisation; or
(e) the Function.
16.2 The Organisation agrees and acknowledges that the College, its employees, agents or contractors, shall not be liable for:
(a) any damage, loss, delay or expense incurred by the Organisation, the Visitors or any other person connected with the Function (except for death or personal injury resulting from the negligence of the College, its employees, agents or contractors or arising out of the College’s repudiatory breach of contract); or
(b) damage, theft or loss of any goods, articles, possessions, objects or similar things used, kept or left on or at the Premises.
16.3 The Organisation must, at the earliest opportunity, notify the College of any claim, dispute, action or summons in connection with the Function and must provide such details as the College may require. If it appears likely that the College may be joined in any proceedings, then the Organisation:
(a) must not settle or compromise any such proceedings without the College’s prior written consent;
(b) must keep the College informed of the progress of such proceedings; and
(c) will indemnify the College against any liability in respect of such proceedings.

17. Insurance

17.1 The Organisation undertakes to maintain at its own cost an insurance policy with a reputable insurance company to cover full liability in respect of any act, omission or default for which it may become liable in the course of and as a result of hiring the Venue of a limit not less than £5,000,000.

18. Promotional Materials and Advertising

18.1 The name ‘Imperial College London’ and the College crest are registered trademarks belonging to the College.
18.2 The Organisation shall not use (either in relation to the Venue hire or otherwise):
(a) the College’s name other than to identify the Venue as the location of Function; or
(b) the College trade marks
without the prior written express consent of the College and subject to such terms upon which the consent is given.
18.3 The Organisation shall not hold itself or the Function out as being sponsored or approved by the College.
18.4 The College shall be entitled to terminate the Function without notice if the Organisation is in breach of this clause 18.

19. Safeguarding

19.1 The Organisation shall ensure that no child under the age of 9 years old shall be present on College premises in relation to the Function.
19.2 The Organisation’s safeguarding policy shall reflect and complement the relevant statutory provisions relating to safeguarding children and/or vulnerable adults and comply with the College’s safeguarding policies and procedures which can be found here – https://www.imperial.ac.uk/human-resources/compliance-and-immigration/safeguarding/
19.3 The Organisation shall ensure that any allegation, suspicion or incidents of abuse, harm or the risk of harm to children and / or vulnerable adults or where there is a concern about the behaviour of an individual and/or employee of the Organisation are reported immediately to the College Representative.
19.4 The Organisation’s safeguarding policy and procedures should include active encouragement to their staff in whistle blowing if aware of any suspected abuse.
19.5 The Organisation undertakes, before accessing the Premises under this Agreement, to submit its safeguarding policy to the College for approval sufficiently in advance to enable the College to review it, and to incorporate any amendments to its policy which may reasonably be required by the College.
19.6 The Organisation shall, for the duration of the Agreement, comply with all applicable statutory obligations, guidance and codes of practice relating to safeguarding.
19.7 The Organisation shall ensure that the Function, and anything done on behalf of the Organisation in relation to the Function on College premises, shall be performed with all due care and diligence by personnel who are appropriately qualified, experienced and trained in safeguarding children and vulnerable adults and that all Organisation personnel (paid and voluntary) involved with the Function will have undertaken where required an enhanced Disclosure and Barring Services check.
19.8 The Organisation shall ensure that no person who discloses any conviction or who is found to have any convictions following the checks referred to in clause 19.7 is employed or engaged by the Organisation on College premises in relation to the Function without the College’s prior written consent, which shall not be unreasonably withheld.
19.9 The Organisation shall ensure that children and vulnerable adults attending, or otherwise involved in, the Function are safeguarded from any form of abuse or exploitation including physical, financial, psychological and sexual abuse, neglect, discriminatory abuse or self-harm or inhuman or degrading treatment through deliberate intent, negligent acts or omissions.
19.10 The Organisation shall ensure that any allegation, suspicion or incident of abuse in connection with the Function is reported immediately to the College’s Contract Manager and shall promptly take appropriate investigation or disciplinary action against any member of staff who is engaged or is alleged to be engaged in any of the improper conduct.
19.11 The Organisation shall ensure that all personnel engaged in relation to the Function on College premises regularly receive appropriate safeguarding training, in relation to vulnerable adults and children, according to their job role.
19.12 The Organisation shall appoint an individual of sufficient seniority within the Organisation for the safeguarding of vulnerable adults and children. This individual shall be responsible for the implementation and monitoring of the Organisation’s safeguarding policy and procedures and shall produce such safeguarding reports as may reasonably be required by the College.

20. Freedom of Information Act 2000 (“FOIA”)

20.1 The Organisation acknowledges that the College is subject to the requirements of the FOIA and the Environmental Information Regulations 2004 (“EIR”) and shall assist and cooperate with the College to enable the College to comply with its information disclosure obligations under the same.
20.2 The Organisation shall and shall ensure that its employees, agents, sub-contractors and any other representatives shall:
(a) transfer any request for Information (as defined within the FOIA) under the FOIA or the EIR (a “Request for Information”) to the College as soon as practicable after receipt and in any event within two business days of receiving a Request for Information;
(b) provide the College with a copy of all Information in its possession or power in the form that the College requires within five business days (or such other period as the College may specify) of the College requesting that Information; and
(c) provide all necessary assistance as reasonably requested by the College to respond to a Request for Information within the time for compliance set out in section 10 of FOIA or regulation 5 of EIR.
20.3 The College shall be responsible for determining whether any Information:
(a) is exempt from disclosure in accordance with the provisions of FOIA or EIR; and/or
(b) is to be disclosed in response to a Request for Information.
20.4 The Organisation acknowledges that the College may be obliged (and shall be entitled without liability to the Organisation) under the FOIA or EIR to disclose Information, in some cases even where that Information is commercially sensitive provided that the College take reasonable steps, where appropriate, to give the Organisation advance notice, or failing that, to draw the disclosure to the Organisation’s attention as soon as practicable after any such disclosure.

21. Anti-Bribery

The Organisation shall not, in the performance of its obligations under this Agreement, act in a manner that constitutes a breach of applicable laws, regulations, codes and sanctions relating to anti-bribery and anti-corruption including the Bribery Act 2010. The Organisation shall comply with any policy or procedure governing anti-bribery imposed by the College and warrants that in hiring the Venue it will not induce or improperly reward any third party, including any public official, to act improperly. For the purposes of this clause to act improperly shall be interpreted in accordance with the Bribery Act 2010. The College shall be entitled to terminate this Agreement immediately and to recover from the Organisation the amount of any loss resulting from a breach of this clause 21.

22. Force Majeure

The College shall not be liable to the Organisation for any loss, damage or expense incurred by the Organisation due to circumstances outside the control of the College or for any delay or non-performance of its obligations under these Terms and Conditions.

23. Waiver of Rights

Any failure by the College to enforce these Terms and Conditions in a particular instance shall not be construed as a relinquishment of its rights, or be construed as a waiver or variation or preclude its exercise at any subsequent time.

24. Severability

If any provision (or part of a provision) of these Terms and Conditions is held to be invalid or unenforceable, then such provision (or relevant part, as the case may be) shall (so far as invalid or unenforceable) be given no effect and shall be deemed not to be included in these Terms and Conditions but without invalidating any of the remaining provisions (or remaining part of any provision) of these Terms and Conditions.

25.Third party rights

The parties agree that no term of the Agreement will be enforceable by any third party by virtue of the Contracts (Rights of Third Parties) Act 1999.

26. Legal Construction

These Terms and Conditions shall in all respects be construed in conformity with and governed by English Law and shall be subject to the jurisdiction of the English Courts.

Terms and conditions of group accommodation at Imperial College London (Celesta Venues)

1. Definitions

The “College” refers to Imperial College London
The “Premises” refers to all premises owned or occupied by the College
The “Client” refers to the persons, business or company making the booking
The “Delegate(s)” refers to any persons designated by the Client as being a part of a group
The “Management” refers to authorised representatives within the Office of Financial Strategy
The “hire period” refers to the dates the event starts and ends
“Shortfall” refers to an amount, which is lower than expected or required

2. Conditions for Hire

2.1. All enquiries for hire must be made via the Summer Accommodation Office.
All bookings are considered provisional until confirmed in writing and the appropriate deposit paid.

3. Deposits and Payments

3.1. The Client agrees to be responsible for the payment of the appropriate charges in accordance with the schedule below:
3.1.1. At the time of booking: a 50% deposit based on total cost of the facilities booked.
3.1.2. 30 days prior to the start of the event: the outstanding balance.
3.1.3. Any costs incurred subsequent to this will be invoiced after departure.
3.2. Invoices will be raised by the Office of Financial Strategy for the deposits as detailed above. The College reserves the right to cancel any booking if the payments above have not been made at the appropriate time. The College will retain all or part of the deposit and other amounts paid as a contribution towards any losses or costs the College suffers as a result of cancellation.

4. Cancellation Charges

4.1. The College will retain or charge the owing amounts to cover the College’s reasonable costs and losses where the Client cancels their event as follows:
4.1.1. From the time of booking to 6 months prior to start of the event:
25% of the total event value
4.1.2. From 6 months to 3 months prior to the start of the event:
50% of the total event value
4.1.3. From 3 months to 9 weeks prior to the start of the event:
75% of the total event value
4.1.4. Less than 9 weeks before the start of the event:
100% of the total event value
4.2. Any cancellation charges will be invoiced to the Client and must be paid within 30 days. Clients are strongly advised to arrange cancellation insurance.

5. Shortfall Charges

5.1. A 5% numbers shortfall is permitted with no charge applied up to 9 weeks prior to arrival. For shortfall numbers above the 5% the following shortfall charges apply:
5.1.1. From 6 months to 3 months prior to the start of the event:
50% of the shortfall amount
5.1.2. From 3 months to 9 weeks prior to the start of the event:
75% of the shortfall amount
5.1.3. Less than 9 weeks prior to the start of the event:
100% of the shortfall amount
5.2. Shortfall charges applicable will be invoiced to the Client and must be paid within 30 days of the issue of the invoice.

6. Final Delegate Numbers and Names

6.1. Final delegate numbers for residential events must be confirmed in writing no later than 9 weeks prior to the start of the event/hire period.
6.2. A complete list of names is required 14 days before the arrival date in the specified Excel format including first name, surname, gender, arrival and departure date, room type booked, passport number and next destination. Failure to return the rooming list within the specified time frame will result in collecting all the information from the Delegates upon check-in and create a delay in the check-in service.
6.3 Additional Information: A complete Residential Group Questionnaire needs to be returned to the Group Sales Executive 14 days before the arrival date.

6A. Data Protection

For the purposes of this clause the following definitions apply:

  • Data Protection Legislation: means (i) any law, statute, declaration, decree, directive, legislative enactment, order, ordinance, regulation, rule or other binding restriction (as amended, consolidated or re-enacted from time to time) which relates to the protection of individuals with regards to the processing of personal data to which a Party is subject, including the GDPR and all legislation enacted in the UK in respect of the protection of personal data; and (ii) any code of practice or guidance published by the UK Information Commissioner’s Office (or equivalent regulatory body) from time to time;
  • GDPR: General Data Protection Regulation, which means Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (“GDPR”)
  • Participant Data: means personal data about Participants or potential Participants to be transferred by one party to the other for the purposes of this Agreement, including:

6A.1 In this clause the terms personal data and processing shall have the meanings given to them in the GDPR.

6A.2 Each party shall comply with (and provide reasonable assistance to the other to enable them to comply with) its obligations under Data Protection Legislation and not knowingly do or omit to do anything which would result in a breach by any other party of Data Protection Legislation to which it is subject.

6A.3 Where required by the Data Protection Legislation, each party shall obtain and maintain all necessary registrations with the appropriate data protection authority/authorities.

6A.4 The Client shall be responsible for ensuring that each Delegate and potential Delegate understands, before the transfer to the College of any Delegate Data about him/her, that this Delegate Data (including sensitive personal information) will be processed for the purposes of the accommodation and it is necessary for the provision of the accommodation that such data are:

(a) transferred to and/or otherwise processed by the College;

(b) used by the College for the purposes of the accommodation and in accordance with the College’s privacy policy or equivalent (which shall be made available to Delegates by the College, on or before the Delegate’s arrival at the College) at http://www.imperial.ac.uk/visit/summer-accommodation/about-us/privacy-policy/; and

(c) where the Client is located outside the European Economic Area, transferred to and/or otherwise processed in the territory in which the Client is located and, only to the extent that this is necessary under Data Protection Legislation. For sensitive /special categories of personal data, the Delegate Data will be processed where the relevant Delegate or potential Delegate has given his/her explicit consent to such processing.

6A.5 Neither party shall process Delegate Data for any purposes except those outlined in clause 6A.4(b) above, unless processing for that separate purpose is otherwise lawful under Data Protection Legislation.

6A.6 Each party shall take all reasonable steps to ensure that Delegate Data which are collected by it and/or provided to the other party are accurate and up-to-date.

6A.7 Each party shall respond appropriately and in accordance with Data Protection Legislation to any request or complaint which is received by it about the processing of Delegate Data and immediately notify the other party of any such request or complaint (in each case which is likely to result in regulatory enforcement action, legal proceedings or otherwise adversely affect the reputation or business of the other party), and shall promptly and at its own expense provide all reasonable assistance to the other party in responding.

6A.8 Each party shall, in relation to its processing of Delegate Data:

(a) take appropriate technical and organisational security measures against unauthorised or unlawful processing of, or loss or theft or destruction of or damage to Delegate Data;

(b) not retain Delegate Data for longer than necessary for the purposes outlined in clause 5A.4(b) or otherwise permitted by clause 5A.5;

(c) not transfer Delegate Data outside the European Economic Area unless such transfer is lawful under Data Protection Legislation,

and such measures and restrictions will, as a minimum, meet the requirements of Data Protection Legislation.

6A.9 Each party shall ensure that access to Delegate Data held by it is limited to:

(a) those individuals who need access to the Delegate Data;

(b) such part or parts of the Delegate Data as is necessary for the performance of those individuals’ authorised duties; and

(c) those individuals who have received appropriate training to process the Delegate Data in accordance with this Agreement;

6A.10 On termination of this Agreement, each party shall have regard to its obligations under the Data Protection Legislation as to the retention of Delegate Data. The requirements of this clause shall continue to apply to any Delegate Data which continues to be processed by either party following termination of this Agreement.

7. Residential Accommodation

7.1. The bedrooms are available from 14:00 (check‐in) on the day of arrival and must be vacated by 10:00 (check‐out) on the day of departure. The College reserves the right to charge the Client for extra nights if any of the rooms are not fully vacated and ready for servicing by the departure time. The rate will be the prevailing market rate on the day in question, not the agreed group rate.
7.2. The Client will have non-exclusive access to common room facilities in the Residence.
7.3. The hired rooms will be cleaned and clean bed linen will be provided for the start of the hire period. The College will make such arrangements from time to time as it (in its discretion) deems reasonable to clean the hired rooms and to change the linen at no additional cost to the Client during the hire period (the schedule for this may vary from residence to residence).
7.4. Internet connection: Sky WIFI access is complimentary provided for the whole duration of the group’s stay.
7.5. Luggage areas are at the group’s disposal before check-in and after check-out however intention to avail of these facilities must be communicated to the Group Sales Executive 14 days prior to arrival.

8. Safeguarding and Pastoral care

8.1. The Client shall ensure that all of the Client’s staff and Delegates comply at all times with the requirements of the Children’s Act 1989 and 2004 and the Health and Safety at Work Act 1974 together with all UK and European Regulations, directives and amendments made there under. In particular, the Client will ensure that all persons will take reasonable care for the health and safety of him/herself and of other personas who may be affected by his/her acts of omissions. It is essential that the Delegates are supervised at all times. All Delegates must be escorted to and from the College premises by the required number of the Client’s staff.
8.2. All groups should have an appointed group leader. For groups where all Delegates are between 16 and 18 years old, supervision should be provided at a ratio of not less than 1 supervisor per 15 children. For groups under 16, supervision should be provided at a ratio of not less than 1 supervisor per 8 children.
8.3. For the avoidance of doubt, the Client’s staff is responsible for the pastoral care of any Delegates who may be aged under 18 years old at the time of residency at all times and not the College or its employees.
8.4. The Client shall put or have in place a safeguarding policy which reflects and complements the relevant statutory provisions relating to safeguarding children and/or vulnerable adults and comply with the College’s safeguarding policies and procedures which can be found here – https://www.imperial.ac.uk/human-resources/working-at-imperial/health-safety-and-wellbeing/safeguarding/)
8.5. As applicable and amended from time to time the Client shall ensure that where they provide services in College premises all allegations, suspicions and incidents of abuse, harm or the risk of harm to children and / or vulnerable adults or where there is a concern about the behaviour of an individual and/or employee of the Client are reported immediately to the College’s Group Sales Executive
8.6. The Client’s safeguarding policies and procedures should include active encouragement to their staff in whistle blowing if aware of any suspected abuse. az
8.7. The Client shall submit its safeguarding policy to the College when purchasing services for prior approval. The Client must incorporate any amendments to their policy which may be advised by the College before any services commence.
8.8. The Client shall comply with all statutory obligations in respect of safeguarding and shall act in accordance with all guidance and codes of practice issued and amended from time to time.
8.9. The Client shall ensure that any service provided in College premises shall be performed with all due care and diligence by personnel who are appropriately qualified, experienced and trained in safeguarding children and vulnerable adults and that all Client personnel (paid and voluntary) engaged in the provision of any services under this agreement will have undertaken where required an enhanced Disclosure and Barring Services check.
8.10. The Client shall ensure that no person who discloses any conviction or who is found to have any convictions following the checks referred to in this Condition is employed or engaged by the Client when working in College premises without the College’s prior written consent, which shall not be unreasonably withheld.
8.11. When providing services, the Client shall ensure that vulnerable children and adults are safeguarded from any form of abuse or exploitation including physical, financial, psychological and sexual abuse, neglect, discriminatory abuse or self-harm or inhuman or degrading treatment through deliberate intent, negligent acts or omissions.
8.12. The Client shall ensure that all allegations, suspicions and incidents of abuse are reported immediately to the College’s Contract Manager and shall promptly take appropriate disciplinary action against any member of staff who is engaged or is alleged to be engaged in any of the improper conduct.
8.13. The Client shall ensure that all personnel engaged in the delivery of the Services in College premises regularly receive appropriate safeguarding training, in relation to vulnerable adults and children, according to their job role.
8.14. The Client shall appoint an individual of sufficient seniority within their Company for the safeguarding of vulnerable adults and children. This individual shall be responsible for the implementation and monitoring of the Client’s safeguarding policies and procedures and shall produce such safeguarding reports as reasonably required by the College.
8.15. The bars are strictly out of bounds to all Delegates under the age of 18 years and no alcohol is to be brought onto the College premises. For those staying in Beit Hall please note that the Quadrangle and the Bar area are off limits to all under 18s due to licensing laws. No entry is permitted in these areas at any time. It is the responsibility of the Client or their staff to ensure that these rules are strictly adhered to and liability arising as a result, direct or indirect, of a breach this provision rests solely with the Client.
8.16. The College will not tolerate the setting off of Fire Extinguishers and Fire Alarms at any time. These actions are not only costly, but also a waste of Emergency Services’ resources. The Client will advise all Delegates that behaviour of this nature is unacceptable and may result in the offending delegate(s) being asked to leave the College and a financial penalty being incurred
8.17. Emergency contact numbers shall be provided by the Client staff to all Delegates for the duration of the period of occupancy. Emergency contact numbers must also be provided to the College’s staff. The Colleges staff are permitted to contact the Client’s staff if there is any issue relating to behaviour or any other emergency.

9. Accessible rooms

9.1. Unless expressly requested by the Client and confirmed by Imperial College in writing, the bedrooms will not necessarily have disabled access, but the College can provide accessible rooms on some sites, subject to availability. The Client must inform the College if any of its staff or customers have limited mobility or any other impairment which may affect their ability to self-evacuate their room in the event of an emergency no later than 7 days prior to arrival. It is the responsibility of the Client to nominate a carer for every person requiring assistance, who can assist that member of staff or customer in evacuating to the assembly point.

10. Catering Provision

10.1. The sole rights to provide and sell food and beverages are reserved to the College.
10.2. The catering (both food and drink items) will be delivered as per final confirmed numbers.
10.3. Where further catering is booked it will be in liaison with a member of the Conference and Events Department, Office of Financial Strategy and subject to their terms and conditions.
10.4. It is the responsibility of the Client to be aware of the catering arrangements. Any alternative arrangements made other than those arranged with the Conference and Events Department are at the Client’s own cost. If alternative arrangements are made in any outlet of Imperial College London’s Catering Department the charge will be invoiced after departure. There will be no return of any deposits for meals not taken.

11. The Client’s obligations

11.1. The Client must procure that its customers (including, for the avoidance of doubt, students) take reasonable care of the rooms, the contents of the rooms and the Residence generally, and behave as a reasonable and responsible occupier.
11.2. The Delegates will be expected to leave their rooms in a clean, tidy and acceptable condition. The College reserves the right to charge for additional cleaning costs should they be incurred by us. Final decision on what constitutes an acceptable condition rests solely with the College.
11.3. Behaviour and Conduct: Although neither the Client nor the College expect misbehaviour or poor conduct, the College reserves the right to charge the Client in full for loss or damage to College property caused by the Clients customers or Delegates (including, for the avoidance of doubt, students) or persons accompanying them. Any such charges will be added to the Client’s main booking account. The Client shall undertake, both on their own behalf and on behalf of their customers and Delegates (including, for the avoidance of doubt, students), to accept full
responsibility for the behaviour and conduct of all those present, whether by invitation or otherwise. The College reserves the right to remove unruly guests who cause offence and disturb other guests and staff from the Premises.
11.4. In particular, the Client agrees to comply, and to ensure that its staff, customers and Delegates (including, for the avoidance of doubt, students) comply, with the following:
11.4.1. Not to obstruct access to the rooms in the Residence;
11.4.2. Not to remove any of the contents of the rooms in the Residence;
11.4.3. Not to use the rooms in the Residence or the Residence for any purpose other than as residential accommodation.
11.4.4. Not to act in a way to cause or which is likely to cause disruption or distress to either College staff, other visitors, student residents or members of the general public or constitute a serious risk to the health, safety or welfare of others or their property;
11.4.5. Report to the College promptly any defects arising in the Residence or any damage caused to the Residence by it or its visitors
11.4.6 Accept full financial liability for any loss or damage it may cause to College property within the accommodation, including rooms and public areas and all fixtures, fitting and equipment, including any cleaning costs. The Client authorises the College to charge the Client any costs it incurs to carry out any repairs of replacement. The College will send the Client (at the address identified on the booking form or otherwise notified to the College by the Client in writing) a breakdown of these charges (i) within 14 days of a customer or delegate (including, for the avoidance of doubt, a student) vacating the relevant room where a damage or loss is identified upon such room being vacated or (ii) in all other circumstances, as soon as reasonably practicable after the date on which the loss or damage became known to the College or, in the College’s discretion, within a reasonable time after the end of the hire period;
11.4.7. Pets are not allowed (with the exception of support dogs). The Client must inform the College if there are any support dogs coming with the group at least 14 days prior to arrival
11.4.8. Not to compromise one’s safety or the safety of others (e.g. never prop open fire doors especially kitchen doors or remove window restrictors), tamper with fire safety equipment, throw or let objects fall from the building or enter prohibited areas of the Premises;
11.4.9. Keep noise to a minimum at all times and agree that no loud music and excessive noise should be audible outside rooms in the Residence especially between 22.00 and 09.00 hours;
11.4.10. Not to play instruments between 22.00 and 09.00 hours in the residence due to the covenant of the Residence
11.4.11. Not to use drawing pins or blue-tack on the walls of any room;
11.4.12. Not to smoke in any part of the accommodation, this includes outdoor areas as signed;
11.4.13. Ensure each room in the Residence is made secure upon vacating it;
11.4.14. Not to engage or partake in any illegal activity;
11.4.15. Not to possess firearms and weapons (including swords, air guns and air pistols) whilst staying in the Residence;
11.4.16. Not to store bicycles and motorcycles anywhere on the Premises, other than in designated areas;
11.4.17. To comply with the College’s policy regarding visitors.
11.5. The Client shall provide adequate resident staff, as appropriate, to ensure that their customers abide by all College and Residence regulations, especially the noise and safety policies.
11.7. The Client shall ensure that all of its customers and Delegates (including, for the avoidance of doubt, students) can prove their age by the production of official ID or a passport. The Client, its staff and its representatives must exercise appropriate action with individuals under the age of 18.
11.8. The client shall ensure that all visitors under the age of 18 do not enter the premises at the Beit Hall residence. All visitors under the age of 18 are prohibited from staying at the residence or entering the premises at any time, including the quadrangle and bar area, even if accompanied by an adult.
11.9. If a customer, student, guest of the Client (as is applicable) is in breach of any of the provisions in clauses 11, 14 or 16 of this Agreement, the College can ask that person to vacate the relevant room(s) and the Residence within 24 hours of the College providing written notice to that person to do so. In such circumstances, the Client shall not be entitled to a refund or compensation.
11.10. Keys/ Swipe cards/ Key fobs
Guests are required to return their keys and swipe cards to the check-in desk on the day of departure. Keys are issued as part of the Client contract. These keys cannot be shared with another person. If any of the Client staff or its customers or Delegates (including, for the avoidance of doubt, students) are found to give unauthorised personnel access the Premises and creating security problems, evictions will follow automatically. There is a minimum fee of £15 for any lost or unreturned key fobs and key/ swipe cards.
11.11. Visitors
For fire safety reasons the Client and its representatives will be expected to maintain a visitors’ log book in the line with Fire Regulations. Please note that unless a visitor has been signed in and out officially using this visitor log book that person has no right to be in a guest/student room and our security or reception staff have the authority to ask that person to leave the premises.
However the College reserves its right to review at any time its visitor policy (including whether visitors are allowed and on what conditions).

12. Indemnity and Damages

12.1. The Client is responsible for any damage done to the Residence or any of the furniture, fixtures, fittings and equipment at the Residence, whether by the Client or the Client’s guests/delegates (including, for the avoidance of doubt, students), employees, agents and subcontractors.
12.2. The Client shall indemnify the College against all reasonably incurred liabilities, costs, expenses, damages and losses (including but not limited to any direct penalties and legal costs and all other reasonable professional costs and expenses) suffered or incurred by the College arising out of on in connection with:
12.2.1. The Client’s (including the Client’s employees, agents and subcontractors) breach or negligent performance or non-performance of this Agreement
12.2.2. The enforcement of any College’s rights under this Agreement
12.2.3. Any claim made against the College by a third party arising out of or in connection with this Agreement, to the extent that such claim arises out of breach, negligent performance or failure or delay in performance of this Agreement by the Client, its employees, agents or subcontractors
12.2.4. Any claim made against the College by a third party for death, personal injury or damage to property arising out of or in connection with the Client’s (including the Client’s employees, agents or subcontractors) breach or negligent performance or non-performance of this Agreement; and/or
12.2.5. Any items brought onto the Premises by the Client or the Client’s guests/delegates (including, for the avoidance of doubt, students), employees, agents or subcontractors.

13. Right of Entry

13.1. The Client and its customers and delegates (including, for the avoidance of doubt, students) do not have exclusive use or occupation of the rooms or any other part of the Residence or any other Premises. The College reserves the right for its staff, and contractors, to access the rooms for maintenance reasons, to assist in the general management of the Residence or in an emergency situation. Prior notice of 24 hours will be given to the Client, where practicable.
13.2. The College reserves the right to refuse admission to or evict any person from the Premises.
13.3. The College reserves the right to require the Client and its customers and delegates (including, for the avoidance of doubt, students) to move to an alternative room or rooms, without an additional charge, at any time during the hire period.

14. Subletting

14.1. It is not permitted to use the Premises for any purposes other than that stated in this Agreement.

15. Closing of the Venue

15.1. If the Residence become unavailable or unsuitable due to circumstances outside College control, the booking will be cancelled, and the College will notify the Client as soon as possible.
15.2. Any money paid on account of hire charges will be refunded, but the College will not be liable for any other expenditure incurred, or loss sustained, directly or indirectly by the Client.

16. Restrictions

16.1. Smoking is not permitted in any part of the Premises within 20 metres of College land.
16.2. No items, including temporary items, may be fixed to any walls without consent of the College.
16.3. No audio/video recordings may be made without a written permission of the College.
16.4. No drugs (except for medical purposes) are permitted on the Premises.
16.5. No pyrotechnics and no smoke machines may be used unless approved by the College Fire Officer.
16.6. The Premises must not be used for any illegal or immoral purpose.
16.7. Gas and liquid fuel heaters, candles, kettles, irons, rice cookers and cooking appliances must not, in any circumstances, be used in study bedrooms. Electric fires and heaters must not be used in study bedrooms unless provided by the College.
16.8. No overnight visitors are allowed at any time.
16.9. With the exception of reception services during advertised hours of business, the office and administration services of the Residence will not be available to the Client’s staff or customers.

17. Rights of Third Parties

17.1. It is not intended that any person other than the College or the Client will be entitled to enforce any provisions of this Agreement and no third party will be entitled to enforce any of the provisions of this Agreement under the Contracts (Rights of Third Parties) Act 1999.

18. Delays and Force Majeure

Neither Party shall be under any liability to the other for total or partial failure to perform, or delay in performing, its obligations hereunder by circumstances beyond its reasonable control, including but not limited to the following:
a. Acts of God, epidemics, explosions, flood, lightning, tempest, fire or accident
b. War hostilities (whether war declared or not), invasion, act of foreign enemies
c. Rebellion, revolution, insurrection, military or usurped power or civil war, riot, civil commotion, disorder, terrorist acts etc.
d. Acts, restriction, regulations, bylaws, refusals to grant any licenses or permissions, prohibitions or measures of any kind on the part of any governmental authority, pandemic etc.
e. Strikes, lockouts or other industrial actions or trade disputes of whatever nature

20. Complaints

20.1. Any complaints must be made in writing to the Office of Financial Strategy within 7 days of the event in order for constructive action to be taken.

21. Confidentiality

21.1. The College acknowledges that in the course of this Agreement, before during and after the hire period, it shall have access to confidential information relating to the Client’s business affairs, and personal details relating to the Client’s staff, customers or delegates (including, for the avoidance of doubt, students). The College undertakes not to divulge such information to third parties without the prior written consent of the Client.
21.2. The Client shall keep confidential the terms of this Agreement and any other confidential information concerning the College that is disclosed by the College to it and the Client shall not use any such confidential information for any purpose other than for the performance of its obligations under this Agreement.

22. Advertising and Publicity

22.1. No announcement, press or media release or other publicity regarding this Agreement, directly or indirectly, shall be made by either party unless it has been approved in writing by the other party, or is required by law, and the terms of this Agreement and any matters arising from or relating to it shall be kept confidential by the parties at all times.
22.2. Notwithstanding clause 22.1 above, the Client may publicise the College as the location for its training courses (if applicable) and the Client may in this process use such photos of the Premises and facilities that the College has approved in advance. The Client shall be permitted to show interested clients around the Premises before the hire period start date by prior arrangement with the College.
22.3. Save as otherwise provided in this Agreement the Client acknowledges that the College and its Premises and facilities must not be used for advertising purposes.

23. Commencement and Duration

23.1. This Agreement shall commence on the date when it has been signed by all the parties and, other than in respect of clause 21 (Confidentiality) and clause 22 (Advertising and Publicity), shall (unless terminated earlier under clause 24) be deemed terminated within six months after the end of the hire period without prejudice to any rights of the parties accruing prior to such date and except for clauses 3, 12 and 26 which shall continue in full force and effect.

24. Termination

24.1. Without affecting any other right or remedy available to it, the College may terminate this Agreement with immediate effect by giving notice to the Client if the Client commits a material or repetitive breach of any of the provisions of the Agreement provided that, save for in the case of a repetitive breach, where the breach is capable of being remedied, the Client shall be entitled to remedy it within a period of 15 days from the date on which the College notifies it of the breach so that the College’s termination right shall be exercisable if the breach has not been remedied by the end of such remedial period.
24.2 Where the Client has entered into a venue hire agreement with the College in relation to the same event as this Agreement relates to, and the College has terminated the venue hire agreement, then the Client may terminate this Agreement with no liability to the College with immediate effect, subject giving the College written notice of termination of the Agreement within seven calendar days of receiving notice that the College is terminating the venue hire agreement.

25. Assignment

25.1. This Agreement is personal to the Client and neither party shall assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any of its rights and obligations under this Agreement.

26. Governing Law

26.1. This Agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England.

27. Legal and Compliance

27.1. The Client will comply with all appropriate legislation for the activities they operate. This is including but not limited to the following:
a. Licensing:
27.1.1. The College premises shall not be used for the sale of intoxicating liquor, cinematography exhibitions, public music or music and dancing, boxing, wrestling or stage play purposes for which a statutory licence is required to be granted by the appropriate licensing authority unless such a licence has been so granted in respect of the premises and the Client shall strictly obey and observe all requirements laid down in the licence.
b. Gaming:
27.1.2. No gaming is allowed except in accordance with the conditions of the Gaming Act 1968 Section 41, The Lotteries and Amusements Act 1976 (as amended) or any statue re-enactment thereof when gaming is carried on as an entertainment promoted for raising money to be applied for purpose other than private gain. The Client shall be deemed to have knowledge of the contents of the ‘said’ conditions whether or not they have taken steps to inspect the same.
c. Copyright:
27.1.3. The Client shall comply with all the provisions of the Copyright, Designs and Patents Act 1988. The Client shall fail to do so, any permission previously granted by the College to use the premises shall be immediately cancelled and the College shall have the right to recover fees, charges, or any other payments referred to in these terms and conditions. The Client shall indemnify and keep indemnified the College from and against all actions proceedings, costs, claims or demands whatsoever arising out of the performance or recordings of copying of copyright works on the College’s premises.

28. Dispute Resolution

28.1. Any complaints from the Client should in first instance be made in writing to Imperial College’s Accommodation Office within seven working days of the end of the hire period in order for constructive action to be taken. Any complaints made after this point will not be responded to.
28.2. In the event the complaint cannot be resolved under Clause 26.1 within ten working days of referral the parties agree to the following dispute resolution procedure:
28.2.1 If the dispute arises with regards to quantifying the payment of monies agreed in the booking contract, the same shall be referred to the College’s external auditors for settlement and their certificate shall be final and binding on both parties.
28.2.2. If the dispute arises with regards to any other matter, the parties irrevocably agree that the courts of England shall have exclusive jurisdiction.

COVID-19 Annex

1. Each Party agrees to communicate to the other without delay any issues they may have in performing their obligations under this agreement.

Health and Safety

2. In application of clause 11 of the main body of the agreement, the Client agrees to, and shall ensure that its staff, customers and Delegates (including, for the avoidance of doubt, students) (its “Members”):
(a) follow the UK Government’s latest COVID-19 guidance including but not limited to guidance on social distancing;
(b) respect the safety of College staff and other people on College Premises by making every reasonable effort to minimise the risk of the spread of COVID-19;
(c) follow any special procedures relating to accessing and being present on College grounds and Premises which the Client is (or its Members are) notified about, including instructions provided on posters; and
(d) follow any reasonable instructions given by College staff relating to how to practice social distancing on College grounds and Premises.

3. In application of sections 2 (a) and (b) of this Annex above, the Client shall ensure that no Member of theirs comes onto College grounds or Premises if that Member has symptoms of, or if the Client or any of its Members suspect that Member may have, COVID-19, or in the event that the guidance recommends that that Member quarantine or isolate or otherwise limit contact with other people.

4. In application of clause 11.9 of the main body of the agreement, if a Member is in breach of any of the provisions in sections 2 or 3 of this Annex, the College can ask that Member to vacate the relevant hired room(s) and the residence except that the College shall not be required to give 24 hours written notice if doing so puts any other person on College Premises at risk. Breach of sections 2 or 3 of this Annex shall also be deemed a material breach of these Terms and Conditions which will entitle the College to terminate the agreement.

5. In addition to ensuring that the hired rooms are cleaned and providing clean bed linen for the start of the hire period (clause 7.3 of the main Agreement), the College will abide by the UK Government guidelines applicable to Hotels and other Guest Accommodation at the relevant time which might include specific health and safety requirements. In the event the College totally or partially fails to perform, or is delayed in performing, such obligations by circumstances beyond its reasonable control, clause 18 of the main body of the agreement shall apply.

6. Clause 7.3 of the main body of the agreement provides that the College will make such arrangements from time to time as it (in its discretion) deems reasonable to clean the hired rooms and to change the linen at no additional cost to the Client during the hire period. These services may be disrupted due to COVID-19 and the Client acknowledges that the College is entitled to withdraw such gratuitous additional services at any time.

Booking

7. In the event that, due in any way to the COVID-19 pandemic
(a) it becomes impossible for the College to hire the rooms as envisaged due to circumstances beyond its reasonable control; or
(b) the College no longer feels able (in the College’s reasonable opinion) to hire the rooms as envisaged
then the Parties shall take reasonable steps to agree amendments to this agreement (with no obligation to accept an alternative if this would result in either Party incurring further costs) but if no amended agreement can be agreed then the agreement will be deemed cancelled and the deposit will be returned in full.

8. The College shall not be liable for any costs that the Organisation might incur as a result of any amendment, postponement or cancellation under section 7 of this Annex.

9. By way of example (without limitation):
a. section 7(a) of the Annex might occur where the College is obliged to close the Premises in which the hired rooms are located due to local or national restrictions, or more generally where UK Government COVID-19 guidance or the College’s health and safety assessment of the Premises in which the hired rooms are located means it has become illegal or has been deemed unsafe to proceed with this agreement; and
b. section 7(b) of the Annex might occur where the College has had to change the use of the Premises in which the hired rooms are located due to the COVID-19 pandemic.

10. For the avoidance of doubt, if, due to the COVID-19 pandemic, it becomes impossible for some or all of the Delegates to join the group the Client is booking for, then the Client’s options to cancel or reduce the agreement shall apply subject to the terms of clauses 4 and/or 5 of the main body of this agreement.

Terms and conditions of individual accommodation at Imperial College London (Celesta Venues)

Please read the terms and conditions for your stay carefully
.

Thank you for choosing Imperial College Summer Accommodation. We look forward to welcoming you in one of our residences. Please read our Booking Terms and Conditions carefully.

Please be advised that by making this booking you and your party are entering into an agreement with us based on the below terms and conditions exclusively. Failure to read the below does not abrogate the applicability of the obligations contained herein. Please note that these terms and conditions apply for a maximum of 9 rooms. For 10 rooms and beyond, please refer to our Group Terms and Conditions.

Availability

Rooms are booked on first come first served basis. Accommodation is available in selected Imperial student halls. We may change your Hall at any time and without prior notice, depending on availability at the time.

The rate you pay

All rates we advertise are accurate at the time of booking, but we reserve the right to change any of them at any time. No refund will be given if the rates change subsequent to the time of booking. In case specific policies apply to a particular room or rate, the specific room/rate policy prevails over the general hotel policy

Payment

Non-Refundable Rate – at time of booking via an online payment portal.
Refundable Rate – on arrival in person at reception

Cancellation

Non-Refundable Rate – 100% fees will apply in case of cancellation any time after booking.
Refundable Rate – Eligible for 100% refund for cancellations up to 48 hours prior to arrival. Cancellations any time after then, will incur in full penalty.

No Show

No refund.

Amendments

Refundable Rate
More than 48 hours prior to arrival: No amendment charge, new booking costs apply.
48 hours or less: Amendments not allowed, cancellations charges apply.

Non-Refundable Rate
Amendments not allowed, cancellations charges apply.

Relocation

Imperial College operates a relocation policy. If a room is unavailable on arrival (except due to an event beyond our reasonable control – see Force Majeure section) we will either provide a room in another Imperial College residence or if in our reasonable opinion there is no suitable alternative available, we will allow the cancellation of your booking and authorise a full refund. In the unlikely event of us changing your originally booked room type or a hall of residence, if the new room/ hall of residence is cheaper than the originally booked one you can receive a refund for the difference; if the new room/hall of residence is more expensive than the originally booked one, we will absorb the difference in the rate.

Check-in and Check-out

Guests can check-in from 14.00 on the scheduled day of arrival. Guests are required to return their keys and swipe cards to the Check-in desk by 10.00 on the morning of departure assuming that you have paid in full, according to these Terms and Conditions. Please be aware that keys are issued as part of the booking contract. These keys cannot be shared with another person. If a guest is found to let unauthorised people to access the property and creating security problems, they may be asked to leave. There is a minimum fee of £10 for any lost or unreturned keys/swipe cards on departure. If a guest fails to check out by the stipulated time, they will be charged for the equivalent nightly rate at that time. Under these circumstances, the College reserves the right to remove guest property from the room without notice and place it in a relevant storage facility.

Access

The College reserves the right to enter the accommodation to make periodic checks, or for any other reasonable purpose. In exceptional circumstances, where urgent entry is deemed appropriate, the College reserves the right to enter the accommodation at any time without notice.
The College reserves the right to terminate the reservation at any time if the premises are found to be used for any illegal purpose. In such circumstances, monies paid will not be refunded and any outstanding debts must be settled immediately.

Damage

The guest or his/her visitor to the property of Imperial College London or any other guest or person permitted to be on-site, agrees to comply with the following:
• Not to obstruct access to the rooms in the Residence; Not to remove any of the contents of the rooms in the Residence;
• Not to act in a way to cause or which is likely to cause disruption or distress to either College staff, other visitors, student residents or members of the general public or constitute a serious risk to the health, safety or welfare of others or their property;
• Accept full financial liability for any loss or damage it may cause to College property within the accommodation, including rooms and public areas and all fixtures, fittings and equipment, including any cleaning costs.
• Not to compromise one’s safety or the safety of others (e.g. never prop open fire doors especially kitchen doors or remove window restrictors as a fine of £75.00 will be levied if they are found to have been tampered with).

Underage guests

You must be 18 years old at the time of booking and possess the legal capacity and authority to book and take up the offers advertised by us if they are still available. It is a condition of your booking with us that any person who is under 18 years old must be accompanied by an adult whilst staying at the accommodation. We have the right to refuse entry to persons under the age of 18 that are not accompanied by a responsible adult. Our staff has the right to ask for photographic identification if they believe you to be under the age of 18.
Children under the age of two require a travel cot which can either be provided by you, or booked in advance with us free of charge; please be aware our stock of travel cots is limited and linen is not provided. Children over two years of age must have their own bed and will be charged as an adult. Maximum capacity for baby cots in a room is one.
Please note that baby cots can be provided only in Princes Gardens. Not all rooms can accommodate baby cots.

Underage guests – Beit Hall

Please note that no guest under the age of 18 can stay in Beit Hall. You must also be 18 years old at the time of booking and possess the legal capacity and authority to book and take up the offers advertised by us if they are still available. It is a condition of your booking with us that no persons under 18 years old are brought onto the premises, including the quadrangle and bar area, even if accompanied by an adult who is staying at the accommodation.

Visitors

For fire safety reasons all visitors must be signed in and out in the Visitors Log Book which is located at the Reception. Please note that unless a visitor has been signed in and out officially using this visitor log book that person has no right to be on the premises and our security or reception staff have the authority to ask that person to leave the premises. No more than four visitors at any time are permitted in a bedroom at any time. No overnight visitors are allowed at any time.

Pets

Pets are not allowed at Imperial College except those registered to provide assistance to disabled people, such as Guide Dogs for the Blind or Hearing Dogs for the Deaf.

Kitchen facilities

Beit Hall and Prince’s Gardens

Please note there is no access to kitchens and self-catering facilities in Prince’s Gardens and Beit Hall. Kettles and tea/coffee making facilities are provided in all bedrooms.

Woodward and Kemp Porter Buildings 

Guests of Woodward Buildings are welcome to use the kitchen that is made available to them at check-in. Items that guests leave in designated kitchens are left there at their own risk. Kitchens are equipped with fridge-freezers and kettles. No other kitchen appliances apart from the ones provided by the College can be used. Any personal kitchen appliance found in the kitchens or the bedrooms will be removed immediately. Guests are advised to bring their own kitchen utensils since none are provided. Complimentary coffee and tea is provided in the communal kitchens. Imperial College London does not accept liability for items that may go missing from kitchens.

Please be aware that there are other people using the facilities and respect the property of other residents and not remove any items from the kitchen that are not your own. Cooking facilities in the kitchens should only be used between the hours of 06.30 and 22.30. We request that guests dispose of rubbish carefully and with consideration to fellow residents. Rubbish must be disposed of by using refuse bins provided. Food and rubbish should never be left out on tabletops or other surfaces. Pots, pans and other kitchen utensils must be cleaned immediately after use.

Electricity

Electrical appliances must be used carefully. Gas and liquid fuel heaters, candles, kettles, irons, rice cookers and cooking appliances must not, in any circumstances, be used on the premises. Electric fires and heaters must not be used in bedrooms unless provided by the College.

Housekeeping schedule

The hired rooms will be cleaned and clean bed linen will be provided for the start of the hire period. The College will make such arrangements from time to time as it (in its discretion) deems reasonable to clean the hired rooms and to change the linen at no additional cost to you during the hire period (the schedule for this may vary from residence to residence).

Shared bathrooms (available in Beit Hall)

Bathrooms are shared between 4-6 rooms.

Smoking, vaping and e-cigarettes

On 1 July 2007 England introduced a law to make all enclosed public spaces smoke free. Smoking is NOT permitted in any College property. If you or your visitors are found smoking, a minimum penalty of £100 applies. We operate a strict No Drugs Policy in accordance with Imperial College London Rules and Regulations.

Luggage

Luggage storage is available at most check-in centres. If you wish to store more than five pieces of luggage please contact the relevant Check-in centre (Reception) in advance. We accept no responsibility for any damage or loss of luggage stored on our premises. We will only store luggage for a maximum of 12 hours prior to check-in and after check-out; any luggage left in our storage for longer than 12 hours may be disposed of without prior knowledge.

Internet

Free Wi-Fi access is available in all properties. Please ask reception for instructions on how to connect to it.
There are telephones in all bedrooms, which are on internal access only. Regretfully we do not offer a direct-dial service.

Parking

Beit Hall and Prince’s Gardens

We have a limited number of car parking spaces available for our summer accommodation guests which must be booked in advance. To book a car parking space and check prices, please email car.park@imperial.ac.uk.

Woodward and Kemp Porter Buildings

No parking is available on-site. Public parking is available through NCP.

Complaints

Complaints during your stay must be made to the Reception team who is on-site 24 hours a day, seven days a week. The complaint will be reviewed by the Front of House manager who will advise on what actions are being taken and how long a resolution might take.

Complaints before arrival and after departure must be made in writing to Imperial College Summer Accommodation Office within seven days of the event in order for constructive action to be taken.

Email address for complaints: vacenquiries@imperial.ac.uk.

Upon receipt of your email, a member of the reservation team will reply back to acknowledge the complaint within two working days to advise on what actions are being taken and how long a resolution might take.

If the actions we have taken have not resolved the situation to your satisfaction, please let us know by email. Your complaint will be reviewed again by a senior member of staff and we aim to respond with the results of the review within seven working days.

Force majeure

Imperial College shall not be under any liability for total or partial failure to perform, or delay in performing, its obligation caused by circumstances beyond its reasonable control in situations such as, but not limited to, the following:
• Acts of God, explosions, flood, lightning, tempest fire or accident.
• War hostilities (whether declared or not), invasion, act of foreign enemies.
• Rebellion, revolution, bylaws, refusals to grant any licences or permissions, prohibitions or measures of any kind on the part of the governmental authority.
• Strikes, lockouts or other individual actions or trade or disputes of whatever nature.

Insurance coverage

Imperial College London does not provide insurance for your personal items whilst left in your bedroom or in any other part of the building. Should you suffer a loss of any personal items, we ask that you complete an incident form that is available at reception. This form is for our information only and does not constitute in any part an insurance claim.
If you book standalone accommodation (or any other holiday add-ons) it’s a good idea to look at taking out travel insurance so that you don’t get left out of pocket should something go wrong with your travel plans. This insurance as a minimum should cover cancellation, baggage loss, accidents and health issues while you are away. It is the Customer’s responsibility to ensure any insurance policy taken out is adequate to cover their requirements.

Commencement and duration

This agreement shall commence on the date when full payment is received and confirmed in writing by the reservation team.

Termination

Without affecting any other right or remedy available to it, Imperial College may terminate this agreement with immediate effect by giving notice to the Organiser if the Organiser commits a material breach of any of the conditions listed above.

Assignment

This agreement is personal to the parties and neither party shall assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any of its rights and obligations under this agreement.
It is not intended that any person other than the College or the Client will be entitled to enforce any provisions of this agreement and no third party will be entitled to enforce any of the provisions of this agreement under the Contracts (Rights of Third Parties) Act 1999.

Governing law

This agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.
Please note that every booking confirmation is subject to agreement with the above terms and conditions and the Summer Accommodation Privacy Policy.
Imperial College, Summer Accommodation Office
Commercial and Investment Activities Group
Level 3 Sherfield Building
South Kensington Campus
SW7 2AZ

COVID-19 ANNEX

1. Each Party agrees to communicate to the other without delay any issues they may have in performing their obligations under this agreement.

Health & Safety

2. In application of the general requirement under the Individual terms and conditions “Not to act in a way to cause or which is likely to cause a serious risk to the health, safety or welfare of others or their property, You agree to, and shall ensure that everyone in your booking group will:

a. follow the UK Government’s latest COVID-19 guidance including but not limited to guidance on social distancing;
b. respect the safety of College staff and other people on College Premises by making every reasonable effort to minimise the risk of the spread of COVID-19;
c. follow any special procedures relating to accessing and being present on College grounds and Premises which you are (or anyone in your booking group is) notified about, including instructions provided on posters; and
d. follow any reasonable instructions given by College staff relating to how to practice social distancing on College grounds and Premises.

3. In application of sections 2 (a) and (b) of this Annex above, you shall ensure that noone in your booking group comes onto College grounds or premises if you/they have symptoms of, or if you or any of your booking group suspect that one of your booking group may have, COVID-19, or in the event that the guidance recommends that you quarantine or isolate or otherwise limit contact with other people.
4. If you are (or anyone in your Group is) in breach of any of the provisions in sections 2 or 3 of this Annex, the College can ask you and your Group vacate the relevant hired room(s) and the residence immediately. Breach of sections 2 or 3 of this Annex shall also be deemed a material breach of these Terms and Conditions which will entitle the College to terminate the agreement.
5. The College will abide by the UK Government guidelines applicable to Hotels and other Guest Accommodation at the relevant time which might include specific health and safety requirements. In the event the College totally or partially fails to perform, or is delayed in performing, such obligations by circumstances beyond its reasonable control, the Force Majeure clause of the main body of the agreement shall apply.
6. The main terms and conditions provide that the College will make such arrangements from time to time as it (in its discretion) deems reasonable to clean the hired rooms and to change the linen at no additional cost to you during the hire period. These services may be disrupted due to COVID-19 and you acknowledge that the College is entitled to withdraw such gratuitous additional services at any time.

Booking

7. In the event that, due in any way to the COVID-19 pandemic

a. it becomes impossible for the College to hire the rooms as envisaged due to circumstances beyond its reasonable control; or
b. the College no longer feels able (in the College’s reasonable opinion) to hire the rooms as envisaged
then the Parties shall take reasonable steps to agree amendments to this agreement (with no obligation to accept an alternative if this would result in either Party incurring further costs) but if no amended agreement can be agreed then the agreement will be deemed cancelled and the payment will be returned in full.
8. The College shall not be liable for any costs that you or those in your booking group might incur as a result of any amendment, postponement or cancellation under section 7 of this Annex.
9. By way of example (without limitation):
a. section 7(a) of the Annex might occur where the College is obliged to close the Premises in which the hired rooms are located due to local or national restrictions, or more generally where UK Government COVID-19 guidance or the College’s health and safety assessment of the premises in which the hired rooms are located means it has become illegal or has been deemed unsafe to proceed with this agreement; and
b. section 7(b) of the Annex might occur where the College has had to change the use of the premises in which the hired rooms are located due to the COVID-19 pandemic.
10. For the avoidance of doubt, if, due to the COVID-19 pandemic, it becomes impossible for some or all of your booking group to travel to the College, then the Client’s options to cancel or reduce the agreement shall apply subject to the terms of the Cancellation and Amendments clauses of the main body of this agreement.

Get in touch