Terms and Conditions

 1. Bookings & Deposits

a. All bookings must be made by the organisation which is organising the event or if there is no organisation organising the event, by a representative of the group (the “Organiser”) which shall be the contracting party for the purposes of the booking contract with the College. The Organiser shall be responsible and accountable to the College for the actions of the attendees of the event (the “Delegates”).

b. Bookings are subject to availability and are provisional until confirmed by the option date, normally three months before the date of the event, and as specified in the provisional booking email issued by a member of London Dental Education Centre (“LonDEC” ) staff and by payment of a refundable deposit amounting to 25% of the room-hire. This will be deductable from the overall room hire on completion of the course subject to any expenses or damages. The Organiser will inspect the facility both before and following the event with a member of LonDEC staff in order to conduct inventories. Damages will be charged accordingly.

c. If no deposit has been received by the 3 month option date, the College reserves the right to release the rooms booked and to offer the rooms to other interested parties. The College reserves the right to charge such other amount as a deposit on a case-by-case basis. Such charges would be notified to the Organiser at the time the booking is confirmed by a member of LonDEC staff.

d. In the instance of cancellation by the user, deposits are non-refundable and date specific. Should your event be postponed transferral of any deposit will be at the discretion of the Conference Coordinator (King’s College London) and is not guaranteed.

2. Cancellation

a. The Organiser shall notify the College in writing of any cancellation of a booking and the following charges shall be payable in respect of the cancelled booking:

12 weeks notice or less: 25% of deposit
8 weeks notice or less: 50% of deposit
4 weeks notice or less: 75% of deposit
2 weeks notice or less: 100% of deposit

LonDEC  will acknowledge all cancellations in writing.

b. The College reserves the right to cancel any bookings at any time and for any reason including but not limited to :

  • If the Area (or any part of the Area or associated buildings) is closed due to fire, maintenance requirements, dispute with employees, order of any public authority or any other circumstances beyond the College’s reasonable control. (In such event, the deposit paid would be refunded in full.)
  • If due to unavoidable circumstances, support staff are not available
  • If the Organiser becomes bankrupt or insolvent or enters into liquidation or receivership.
  • If the Organiser is more than 30 days in arrears in respect of payment due to the College for previous services or bookings.
  • If the booking might in the opinion of the College prejudice the reputation of the College or of the University of London.

Neither the College nor the University of London shall be liable for any inconvenience or loss caused to any party as result of such cancellation. It is essential that Organiser or Delegates concerned check in advance that their personal insurance adequately covers such losses.

c. The College reserves the right to increase its charges before an event, but not without notifying the Organiser. If the College does increase the charges, the Organiser shall be given an opportunity to cancel the booking without loss of deposit.

3. Charges

Charges quoted for all day bookings as detailed in our price lists, are for the room hire and support staff.

4. Payment

a. Payment for bookings must be made within 30 days of the date of invoice. If payment remains unpaid after the 30 days, the following scale of charges will become payable.

Outstanding for 30 days 2.5% of the balance due
Outstanding for 60 days 5% of the balance due
Outstanding for 90 days or more 15% of the balance due

b. In all cases of non-payment the College will take the appropriate legal action to recover the outstanding debt and shall be entitled to recover all its costs, damages and legal expenses (on a full indemnity basis) from the Organiser concerned.

5. Liability & Insurance

a. Neither the College nor the University of London shall be liable for any claim for injury, loss of or damage to property suffered by the Organiser or Delegates or for any claims or damages whatsoever, including that resulting from unavailability of or variation to accommodation, facilities or services. Such individuals and Delegates shall ensure that they maintain adequate insurance cover in respect of any injury, loss or damage, which they may suffer.

b. Delegates shall keep the conference rooms, facilities and their contents (whichever is being hired) in good condition. The cost of any loss or damage, including the cost of any additional cleaning of the rooms and communal areas (fair wear and tear excepted), will be charged to the Organiser.

c. The Organiser shall indemnify the College for all loss, damages, claims, costs and expenses incurred or suffered by the College arising as a result of the bookings or use of the rooms, conference rooms and facilities and, in respect of any claims made against the College as a result of the use of the rooms and facilities.

d. The College’s Public/Product Liability insurance policy covers legal liability arising in connection with the use of College facilities. Delegates shall not do anything or permit anything to be done as a result of which any policy of insurance affected by the College with regard to the facilities or accommodation hired may become void or voidable or as a result of which the rate of premium on any such policy may be increased.

6. Publicity

a. Unless written authority is provided by the College, its name or logo is not to be used on any publicity material or press reports for non-university events. No publicity materials may be affixed to any College building without the prior consent of the College.

b. The College does not have a Public Performance Licence. No sale of tickets or goods is permitted on its premises.

7. General

a. The College reserves the right of entry to all rooms by authorised members of College staff. In particular the College reserves the right of entry to rooms to inspect their condition and for any cleaning or maintenance or to carry out repairs or in an emergency.

b.  In the event that any “High profile” speaker, guest or delegate is expected to attend an event or conference, the Organiser must inform the College at least 7 days before the event or conference. The College reserves the right to refuse admission to such individuals if their presence is deemed not to be in the best interests of the College.

c. Smoking is not permitted throughout the College, including common areas including corridors, lifts and stairwells.

d. The facilities must only be used for the purposes hired and not for any other purpose whatsoever. Pets shall not be allowed in the College premises.

e. Delegates/guests must conduct themselves in a responsible and proper manner with due consideration to others and must refrain from any behaviour which would bring the College into disrepute or be a nuisance or cause discomfort or annoyance to the College.

f. Guests/delegates must dispose of rubbish properly and shall not place or leave any rags, rubbish, refuse or other substances in any part of the College and shall not cause any obstruction in sinks, corridors and other parts of the College.

g. Guests shall not use or permit the College premises to be used for any illegal or immoral purpose.

h. The College reserves the right to decline any application for hire of its facilities or accommodation.

i. Bookings are only accepted by event organisers/delegates aged 18 and over.

j. Self-catering or use of alternative caterers is not permitted at any King’s College venue unless permission has been received in writing from the Conference Coordinator. Fines will be applicable for breach of contract.

8. Health & Safety

a.  All guests must familiarise themselves with the fire regulations in operation and the position of the nearest fire exit. If the fire alarms sound, guests must vacate the area/building by the nearest exit and must not re-enter the area/building until instructed to do so. Lifts are not to be used during emergency evacuations.

b. Hazardous or dangerous items may not be brought onto College premises without prior written permission.

c. Illegal substances may not be brought onto College premises under any circumstances.

9. Training and technical facilities

a. All meetings organisers and tutors using the equipment in the facility will be expected to have an introductory period of training prior to use.

b. Reasonable use of telephone facilities will be available at the discretion of College staff on-site.

The College may change these terms and conditions without further notice to you and we recommend you check the terms and conditions at time of booking.

These terms and conditions shall be governed and interpreted in accordance with English law, and you consent to the non-exclusive jurisdiction of the English courts.