UCL ESTATES
ROOM BOOKING
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Further Information for External Clients

Definitions

  • 'the Client' means the organisation and/or individual in whose name the booking is made unless otherwise agreed.

  • 'UCL' means University College London and/or the Room and Conference Bookings Office.

  • 'the Premises' means the space, and/or room(s) or lecture theatre(s) hired or booked by the Client from UCL.

General Terms and conditions

a. In addition to this email booking confirmation, external clients are required to complete and return an Event Information Form (EIF) which will be sent as soon as possible following this email. The EIF should be completed and returned to UCL Room and Conference Bookings normally at least 14 days prior to the commencement of the event. In the case of the EIF not being completed and returned, UCL reserves the right to cancel any booking detailed on the form. UCL does not accept liability for any losses incurred due to the cancellation of bookings in compliance with this policy.

b. Where the Client includes more than one person and/or company organisation they shall be jointly and severally liable in respect of any booking.

c. Where bookings are made more than a year in advance UCL reserves the right to increase charges for these bookings.

d. UCL is able to supply most items of AV but the cost of these items is not included in the Room Hire rate. Requirements for AV should be listed on the EIF. Upon receipt of the EIF Room and Conference Bookings will confirm availability and costs incurred.

Payment

a. The Client agrees to pay any charges for the accommodation, catering and other facilities, plus VAT (if applicable) at the current rate provided by UCL. All room rates are VAT exempt and exclude catering costs /audiovisual equipment hire.

b. UCL does not normally request a deposit from external clients. An invoice for all services will be raised after the event and should be paid within 14 days. In exceptional circumstances UCL may require a deposit, particularly where special catering is required or where, in the opinion of UCL, the booking constitutes a large number of rooms over an extended period. In the event of a deposit being paid the amount received will be deduced from the final invoice. Deposits are not normally refundable.

Use of the Premises

a. The Client, its employees, guests or participants shall be allowed access to the Premises and any other parts of UCL which are reasonably necessary for the use of the Premises on a non-exclusive basis for the event and for the period detailed on the EIF.

b. The Client will comply and shall ensure its employees, guests or participants comply with all reasonable instructions given to the Client by UCL's staff relating to the Client's use of the Premises.

c. The Client shall be responsible for preparing the Premises for the event. If requested, UCL will use its reasonable endeavours to allow the Client and /or its employees access to the premises during a reasonable time before the event in order to prepare the Premises or any equipment.

d. The Client shall at all times use the Premises in a proper and lawful manner.

Rights reserved by UCL

a. UCL shall be entitled to enter the Premises at any time and for such purposes and to such extent as in its sole discretion it shall deem necessary.

b. UCL reserves the right to provide alternative Premises in the event that a particular venue is required by an unforeseen change to the UCL calendar or to an event beyond the control of UCL.

Restrictions on use of the Premises

a. The Client shall not use the Premises for any purpose other than that specified on the EIF.

b. The Client shall not cause or permit any of its employees, guests or participants to use the premises to cause any nuisance, annoyance to UCL or any other person.

c. The Client shall not, without the prior written consent of UCL introduce additional furniture to the Premises.

d. The Client shall not, without the prior written consent of UCL, fix any placards or articles to any part of the Premises; display any posters, boards, flags or other emblems or advertisements on the inside or outside of UCL's property; or arrange any musical performances or other noisy activities on UCL's property. To the extent that any such activities are permitted by UCL in its sole discretion, the Client shall comply with the regulations on UCL in force from time to time.

e. The Client is not permitted to sell, or authorise others to sell, any goods including tickets, without the prior written consent of UCL.

Public Entertainment

The Client shall not show films or videos or perform plays without the prior written consent of UCL. The Premises are licensed under the Cinemas Act or the Theatres Act (although there are exceptions to those acts which may be applicable) provided that if the Client wishes to show a film or video or perform a play, details must be provided to the Room and Conference Bookings Office at least 28 days in advance of the booking in order for UCL to apply to the relevant licensing authority for a temporary Public Entertainment Licence.

Health and Safety

The Client shall be responsible for the health and safety of its employees, guests or participants and is expected to comply with all relevant legislation and all relevant UCL rules.

Liability and Insurance

a. UCL shall be under no liability whatsoever to the Client, or to any person attending UCL in connection with an event organised by the Client, for any consequential losses, claims, demands, actions, proceedings, damages, costs or expenses or other liability caused directly or indirectly by the services, UCL or its employees or incurred by the Client in connection with the hiring of its Premises, except where such death, injury or loss is due to the negligence of UCL which by statute cannot be excluded.

b. UCL does not accept any responsibility or liability in respect of any damage to or loss of any goods, vehicles or property of any kind brought on to or left at UCL’s Premises whether by the Client or any other person and it is the Client’s responsibility to advise its employees, guests or participants to take good care of their personal effects.  Any goods deposited with UCL are deposited at the risk of the owner and without any obligation on UCL.

Loss of or damage to UCL’s property
It is the Client's responsibility to take good care of and not to cause any damage to the Premises, equipment, fittings or other property. The Client shall promptly reimburse UCL in full for any and all costs incurred by UCL in:

(i) repairing and damage to the Premises or any fixtures, fittings, equipment or other property of UCL and

(ii) replacing any item of UCL property which goes missing from the Premises

which, in either case, occurs during the use by the Client or its employees, guests or participants of the Premises, unless such damage or loss is proved to the satisfaction of UCL to be the sole result or omissions of UCL or a member of its staff.

Insurance policy

UCL reserves the right to require the Client to have in force throughout the event a policy of insurance effected with a reputable insurance company covering the Client against third party risks for such reasonable sum as UCL shall specify and if such right is exercised, the Client shall produce to UCL not less than one week prior to the event evidence of such a policy.

Indemnity

The Client, its employees, guests or participants shall indemnify UCL and hold UCL harmless from and against any and all costs, losses, expenses, actions, proceedings, claims, damages and liabilities including without limitation legal and other fees, arising out of and in connection with the Client’s use of the Premises or from the use by it or any of its employees, guests or participants of any of UCL property.

Force Majeure

UCL cannot be held responsible for any cancellations or any associated losses resulting from acts of God, acts of Government, employment or student disputes or any circumstances beyond UCL’s reasonable control ('force majeure') necessitating the closure of the Premises.

Assignment

The Client shall not assign its rights under these conditions, nor grant any rights by way of licence, hire or otherwise to any other person in respect of the Premises.

Variation

Unless expressly agreed otherwise in writing between the parties these conditions as set out in the email represent the complete and entire understanding between the parties regarding the booking or hiring of the Premises and supersede all prior negotiations, representations or agreements, either written or oral.

This shall not exclude any liability in respect of any statements made fraudulently.  These Conditions may not be modified except by an agreement in writing signed by the duly authorised representative of the parties.

Headings

The headings in these conditions are for convenience only and shall not affect their meaning or interpretation.

Rights of third parties

No person other than UCL or the Client shall have the right to enforce any term of these conditions and the provisions of the Contracts (Right of Third Parties) Act 1999 shall not apply.

UCL Regulations – Electrical equipment

Any electrical equipment brought to UCL’s Premises must first be approved in writing by UCL.  Such equipment must also comply with UCL’s standard equipment supply which runs at 230/240 volts and 50hz and the equipment must also have a maximum load not exceeding 13 amps.  Any electrical equipment brought in to the Premises must also have a valid PAT (Portable Appliance Testing) certificate dated within one year of the date of the booking.  Any equipment without a valid certificate may not be used.

Free speech

UCL is subject to Section 43 of the Education (No 2) Act 1986, which requires all institutions of further and higher education to guarantee freedom of speech on the Premises. Please see http://www.ucl.ac.uk/academic-manual/part-c/c20

Advertising

In any advertising carried out by the Client (or the Clients agent), the Client undertakes that it is clear that UCL is in no way sponsoring or approving academically the event for which the accommodation is being provided.

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RELATED LINKS:

Guidelines for Booking a Room at UCL

Further Information for External Clients

Audiovisual Equipment

Organising Events

Code of Practice on Freedom of Speech

Academic Calendar 2013-2014 (PDF)

Academic Calendar 2014-2015 (PDF)

Events & Exhibitions

Vacation Residential Accommodation

IS Conferences

UCLGuest Wireless Access

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