Terms and Conditions

Deposits
A non-returnable deposit may be required at the time of booking. Deposit amount will be calculated at 25% of room hire costs or £20, whichever is the greater.

Cancellations
Notification of a cancellation or postponement must be made in writing, either by letter, email or fax and receipt of cancellation notice will be acknowledged by the Conference Centre.  In the event of cancellation or postponement of a confirmed booking, the deposit paid is non-returnable.  Any cancellation or postponement of a confirmed booking will be subject to the following cancellation charges:

Notice given (from date of booking) = Cancellation Charge:

• 3-6 weeks = 50% of room hire costs.
• Within 3 weeks = full payment of room hire costs.
• Within 2 full working days = buffet/lunch costs in addition to full room hire. 
• No cancellation notice = full costs including refreshments and equipment hire.

Evenings / Weekends
Room hire rates will be charged at an additional 25% for evening, weekend or bank holiday bookings. Evening bookings include those commencing at 4.00 pm or later. In the case of day bookings running into evenings, the evening rate will begin at 5.00 pm.

Start and Finish Times
When arranging your booking, please consider the time from which you wish to access the room until the time you will leave. Your room will be ready for your use at the time booked and we cannot guarantee access should you arrive earlier than arranged.

We appreciate that in some circumstances your conference or meeting may run beyond the expected finish time. In such cases, you will be charged for the additional time, rounded up to the nearest half hour. This additional time may be charged at 50% above the usual tariff.

Payment
You will receive a single invoice, addressed to your specified contact, after your event and we would appreciate payment within 30 days. In the event that you require more than one invoice, or require an invoice to be readdressed, a £10 administration fee will be charged for each additional invoice. Please inform us in advance if you require your invoice on the day.

Room Layout

Furniture in your room will be set out as you requested on your booking form.  Any changes must be notified at least 24 hours in advance of the start of your booking time.  We cannot guarantee staff availability to assist with requests for changes made on the day.  Clayton Park Conference Centre cannot be held responsible for injuries to presenters/delegates caused to them by re-arranging their room furniture.

Equipment
In order to enable us to prepare your room to your specifications, it is important that any equipment required is booked in advance. Although we endeavour to meet all your last minute requests, it is not always possible to provide audio-visual equipment at short notice.

Noise
Clayton Park Conference Centre cannot be held responsible for any external noise that may occur outside the building.

Catering
Final confirmation of delegate numbers for refreshments and catering is required 2 working days prior to your event. Please notify of any special dietary requirements in advance.  Our policy is to display buffets for a maximum period of 2 hours after which time left over food will be disposed of.

As we provide full on-site catering facilities, clients and their delegates are requested not to bring food and drink onto the premises.  If this is not adhered to, an additional service charge will be incurred per delegate attending your meeting.

The Conference Centre team is available to ensure that your event runs as smoothly as possible. Should you have any comments regarding the venue and service, please contact either the Conference Centre Manager or reception.

Your custom is important to the continued success of our organisation and we look forward to welcoming you back to Clayton Park Conference Centre.