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The Small Print

The Small Print

Terms and conditions for any fair or event bookings made with the Careers Centre at the University of Leeds

The booking process

When making your enquiry as to availability, a representative of the Careers Centre (CC) may make a provisional booking on your behalf and a booking form will be issued to you if the CC feels they can meet your requirements. This will remain provisional for up to two weeks and is not binding at this stage.

Where you are booking on behalf of another organisation you must have the authority to do so.

If you wish to confirm your booking, you must return the completed booking form along with a hard copy of your purchase order within the two week period. This acceptance will be binding when confirmed in writing to you by the CC.

If we do not receive the confirmation and purchase order within this period, we reserve the right to cancel the provisional booking and re-let the facilities without notice.

Once your booking is accepted it will remain subject to these Terms and Conditions.

Deposits

The CC will request a deposit of 10% on any external booking exceeding £1000 (+ VAT).

A deposit request will be issued on confirmation of the booking and the remaining amounts will be invoiced after the event.

Cancellations procedures for presentations and room bookings

The CC understands it can be difficult to predict numbers and that you may need to cancel or change part of your booking at one or more stages running up to the event.

For cancellation of the entire event the following percentages will be charged:

  • More than 1 months notice – 0%
  • More than 1 week/less than 1 month notice – 75%
  • Less than 1 week’s notice – 100% (this includes room hire, exhibition stand space, administration charges for publicity already carried out on your behalf and ancillary charges – catering, technical requirements etc)

Please make a careful note of this schedule. All cancellation charges will be based on the numbers and facilities on the signed form. All cancellations must be notified in writing.

If you have booked a venue for your event through Residential and Commercial Services (RCS) you will also receive their terms and conditions.

Cancellations procedures for recruitment fairs 

For cancellation of your Exhibition stand space

  • More than 1 months notice – 0%
  • Less than 1 month notice – 100% (this includes exhibition stand space, administration charges for publicity already carried out on your behalf and ancillary charges – catering, technical requirements etc)

Please make a careful note of this schedule. All cancellation charges will be based on the numbers and facilities on the signed form. All cancellations must be notified in writing.

Variations/Final numbers

If you require any variations to any aspect of your booking, you must contact the CC as soon as possible. The CC will try and accommodate your requested variations. Variations can only be made with the written consent of your CC contact. Final numbers for your booking must be provided to your CC contact seven (7) working days prior to the event to ensure all necessary arrangements, including catering, can be correctly planned.

Ancillary charges 

In certain circumstances, it may be necessary to add additional charges for items such as extra cleaning or staff overtime to service your event. These charges will be added to the final invoice but only after consultation with you.

Payment

Cancellations – In the event of you cancelling a booking in accordance with your cancellation rights detailed above, the CC will issue you with an invoice after your written cancellation notice has been received. You are required to make payment within 30 days of the date of the invoice. Cancellation payments will be the responsibility of the person/organisation who signed the Booking Contract.

Payment of invoice on confirmed booking - Following completion of your booking, the CC will endeavour to issue an invoice to you prior to your event. You are required to make payment within 30 days of the date of the invoice.

Any additional requirements / charges, made after the confirmed booking will need to be paid by a credit / debit card via our online payment store.

Liability

You will be liable for any damage caused to University property or injury to persons which occurs during or arises from the event, which results from your negligence.

Where damage is caused to property owned by the University, the CC will endeavour to document the damage and to obtain a quote for repair from the University’s Estates Department. You will be sent details of the damage, a copy of any quote for repair and an invoice detailing the costs of repair. You are required to make payment within 30 days of the date of the invoice.

Subject to the CC’s responsibility for its negligence causing death or personal injury, the CC’s total liability for any loss or expense incurred by you relating to your booking shall not, under any circumstances, exceed the booking fee outlined in the Booking Form. The CC accepts no liability for consequential losses, including loss of profit and third party claims. You are advised to consider insurance to cover risks.

In order to minimise potential damage to University property, you are requested to refrain from displaying posters and signs without the prior consent of the CC or the venue hosting your event.

Licences and consents

It is your responsibility to ensure that any third party licences or consents are obtained where required to run your proposed event e.g. the consent of the Performing Rights Society. If, at any time, you are unsure as to whether the University has already obtained consents that may cover your event then you must obtain confirmation of this cover in writing from your CC contact.

Health & safety/security

As with any activity conducted on University premises, you shall ensure that all aspects of the event comply with the University’s Health & Safety policy. A copy of this policy is available at http://www.leeds.ac.uk/safety/policy.htm

For certain events, such as exhibitions or activities deemed by the CC to carry a level of risk to customers, you may be required to conduct a risk assessment relating to your booking to ensure that necessary health and safety measures are in place. This can include a requirement for electrical safety certificates for any electrical equipment that you may bring on to our premises. If such action is required you will be informed in writing by your CC contact. If you should require any further information or advice regarding health and safety matters, please contact the CC on 0113 343 5290 or the University’s Health and Safety Service on 0113 343 4201.

During the event, you will ensure that the University’s emergency procedures relating to fire or bomb alert are properly followed. You must bring these emergency procedures to the attention of those attending the event. A copy of these procedures will be made available by the facility hosting your event.

Pets and animals

Pets and other animals are not permitted on any University premises. The only exceptions to this are guide dogs for the blind, hearing dogs for the deaf and other working dogs that assist people with disabilities.

Freedom of speech and equal opportunities 

You will comply with the University’s Equal Opportunities Policy. A copy of this policy is available at http://www.equality.leeds.ac.uk/university-policies-2/

You will have described the nature of the event you intend to hold within the Booking Form. You may not change the nature of this event without following the variation procedure detailed above.

The University has a duty to ensure that freedom of speech within the law is secured for members, students, employees and visiting speakers. You are obliged to inform us at the time of booking of any potentially controversial activities/sessions, which may be taking place during your event and which could have an impact on the reputation of the University.

A copy of the University’s Code of Practice on Freedom of Speech (“Code”) is available at http://www.leeds.ac.uk/secretariat/documents/freedom_of_expression_protocol.pdf

The CC reserves the right to cancel your booking pursuant to the Code. Upon such cancellation the CC will return any booking fees that have been paid, but this shall be the full extent of the CC’s liability.

No liability for Force Majeure

The CC may cancel your booking and does not accept any liability for any failure to provide any part of your booking where caused by any circumstances beyond its reasonable control. Examples of events beyond reasonable control would include industrial action, flood and other acts of God.

Substitute arrangements

The CC will always endeavour to keep to the requirements agreed within the Booking Form. However, the CC reserves the right to change the exact venue and other elements of the booking where it reasonably believes that the overall quality of the services to be provided will be of a similar standard to those previously booked. Where it is intended to provide a substitute service, you will be notified as soon as is practical in writing by the CC with full details of the substitute service to be provided.

Accuracy of information and authority

You warrant that all information that is provided in the Booking Form or elsewhere relating to the booking is accurate and complete. You understand that the CC is relying upon this information and should this information prove not to be accurate or complete you would bear any liability arising.

The CC has in good faith assumed that where you are booking on behalf of another organisation/person you have the authority to act on its/their behalf. If you do not then the CC may hold you personally liable for the commitments contained in this Agreement. Please check that you have the necessary authority to avoid embarrassment.

Comments

In the event that you are dissatisfied with any part of the service provided as part of your booking, you can complete a Comments Form at the venue and a member of our staff will respond to you.

General

These terms and conditions are the only terms and conditions that relate to the booking contract with the CC. If you enter into a booking contract through Residential and Commercial Services, their terms and conditions will also apply.

Any temporary non-enforcement of any terms under this agreement shall not constitute a binding waiver by either party.

No third party may rely upon these terms and conditions as if a party to this arrangement.

You must continue to comply with all University codes, rules, policies, guidelines and regulations as expected with any other University related activity. For a full copy of these please liaise with your CC contact.

For the avoidance of doubt, where there is reference to the CC under these terms and conditions this shall include all other parts of the University.

These Terms and Conditions are also available in hard copy form upon request from the Careers Centre.

Careers Centre, University of Leeds,
5 - 7 Cromer Terrace, Leeds LS2 9JT
Telephone: +44 (0)113 343 5290 | Fax: +44 (0)113 343 5291

E-mail: employerteam@leeds.ac.uk
Web: careerweb.leeds.ac.uk