Central Science Laboratory

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Definitions

• The Central Science Laboratory (CSL) means the organisation offering the conference facilities to the Client via a Contract, which includes written confirmation to be agreed between CSL and the Client.
• The Client means the organising body/company and organiser responsible for commissioning of and payment for the event, and will be stated as such on the written confirmation from CSL. Unless CSL agrees otherwise in writing, the Contract will be personal to the Client and it may not be assigned.
• The Contract means the written confirmation between CSL and the Client for a specific booking or series of bookings, together with these Terms and Conditions.

1. Confirmation

• 1.1 Bookings will be treated as provisional until the Client sends written confirmation to CSL. CSL will then acknowledge receipt of this confirmation by way of a Contract (i.e. written confirmation plus these Terms and Conditions).

2. Number of Guests

• 2.1 The Client must advise CSL of the anticipated number of guests attending not less than one week before the function.
• 2.2 Final numbers for meals must be confirmed within the timescales stated in the written confirmation, prior to the function. These numbers will be used as a minimum to calculate the invoice.

3. Cancellation or Postponement by the client

• 3.1 Cancellations or Postponements by the Client will only be accepted in writing.
• 3.2 At CSL's sole discretion, cancellation charges may be levied as follows up to a maximum of: 100% less than 4 weeks; 50% between 4 & 6 weeks; 25% between 6 & 8 weeks.

4. Cancellation or Postponement by the Central Science Laboratory

• 4.1 CSL reserves the right to withdraw public access to its property at any time.
• 4.2 CSL reserves the right to cancel the booking at any time:
  
  
  • if the booking might, in the opinion of CSL, prejudice either the Security or reputation of CSL;
  • if the client is more than 30 days in arrears of previous payments to CSL;
  • if CSL becomes aware of any alteration in the Client's financial situation.
• 4.3 In the event of Postponement by CSL, the Client will be offered alternative dates for the booking. Upon agreement of any new dates, the Client will receive new written confirmation from CSL, which together with these Terms and Conditions will constitute a new Contract.

5. Payment Terms

• 5.1 Should a deposit or pre-payment be required for any function, this will be specified in the written confirmation.
• 5.2 CSL reserves the right to require full payment before the function. Where full payment is required prior to the function, the amount as invoiced must be paid seven days prior to the function.
• 5.3 The Client will be invoiced within 10 working days of the function, and full payment is due within the timescales quoted on the invoice. Payment must be made in pounds sterling (GBP). If payment is not received within the timescales quoted on the invoice, CSL reserves the right to charge interest at 4% above the daily base rate levied by the Bank of England.

6. Client Property and Equipment on CSL Premises

• 6.1 Should the Client wish to bring electrical or other equipment into CSL (e.g. amplification, lighting, etc), CSL?s written agreement will be required, along with current electrical test certificates for inspection and approval prior to commencement of the function.
• 6.2 CSL accepts no responsibility for the property of Clients or their guests. Cloakroom facilities are provided for the convenience of Clients and guests, but any goods deposited in the cloakroom areas or left unattended on CSL premises are deposited at the owner's risk and without any liability on the part of CSL.

7. Damage

• 7.1 Any damage done to CSL premises by any act, default or neglect during a function will be charged to the Client.

8. Finishing Times

• 8.1 Conference facilities will be made available for the times shown on the written confirmation, and CSL premises should be vacated by the end of that period. If requested, CSL will use its best endeavours to accommodate the Client with any extension, but this may not always be possible. Where CSL is able to accommodate an extension, then additional reasonable charges may be made.

9. Price Variations

• 9.1 In the event of circumstances beyond CSL's control (e.g. increases in the standard rate of VAT), CSL reserves the right to vary the prices quoted to an extent that reflects such changed circumstances.
• 9.2 Should the Client make significant changes to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by CSL.

10. Insurance

• 10.1 The Client is responsible for arranging insurance cover. Any contract of insurance should be made by the Client directly with the insurance company involved and should include reimbursement for cancellation for whatever reason.

11. Health, Safety and Security

• 11.1 All Clients running or organising a function at CSL are responsible for, and must ensure full compliance with, CSL's health and safety policy and all security requirements, the details of which are enclosed with the written confirmation.
• 11.2 A health and safety announcement must either be made by the chairman of a function at the outset (the standard wording for which will be provided by CSL), or be issued to attendees with security passes in advance of a function.
• 11.3 Smoking is not permitted within any CSL buildings. Smoking is allowed only in a designated area in front of the main building, which can be pointed out, upon request by the Client, on arrival.
• 11.4 CSL reserves the right to refuse Client parking within the CSL site boundary.

12. General

• 12.1 The Client must request permission and CSL reserves the right to object to the presence of any photographer, media representative, or other persons in connection with any function.
• 12.2 CSL's name/logo may be used in publicity, once a proof of the promotional material has been agreed in writing with CSL, such approval not to be unreasonably withheld.
• 12.3 No animals (with the exception of 'assistance' animals such as guide dogs) are permitted on CSL site.

13. Force Majeure

• 13.1 CSL will not be held responsible for any failure or delay in carrying out the Contract due in whole or in part to any circumstances whatsoever beyond its reasonable control.

14. Governing Law

• 14.1 The Contract shall be governed by and construed in all respects according to the laws of England and Wales and the Parties hereby submit to the exclusive jurisdiction of the English courts in all matters relating to this Agreement.