Meeting Room Terms and Conditions

Mill House Wooburn

as of June 2022

General

These Terms and Conditions apply to members or customers booking meeting rooms at Mill House as set out in the description of the particular meeting room on the website.

Booking

Meeting room bookings are subject to availability and payment in advance. Completion of registration on our website and payment of the booking fee constitutes an offer to us to secure a meeting room and any equipment. We will send formal confirmation of your booking to you by email. Such contract will only apply to those services which we have confirmed in our confirmation email. The booking is confirmed once payment in full is received. Access will be denied if you have not paid in advance. All payments are to be made by debit or credit card. We do not accept payments in cash or by cheque.

Extending your meeting room booking

If your meeting is likely to overrun, please check availability with the Mill House team. Bookings cannot be extended beyond our normal opening hours of 09.00 to 17.30 on working days (last booking at 4pm), unless by prior arrangement.

Cancellations

If you need to cancel the booking made by you, the following cancellation fees shall apply.

Cancellations can be made at the location where your booking was made by telephone/in person or by email. Any cancellation made will not be effective unless and until we confirm acceptance of that cancellation by sending you an email confirmation of the cancellation.

In the event that you cancel your booking 5 business days or more prior to the date of a booking, no cancellation fee shall be payable.
In the event that you cancel your booking less than 5 business days prior to the date of a booking, but more than 24 hours prior to the date of booking, a cancellation fee equal to 50% of the room hire fee for that booking shall be payable, unless we are able to resell the space.
In the event that you cancel your booking less than 24 hours prior to the date of the booking, a cancellation fee equal to 100% of the room hire fee for that booking shall be payable, unless we are able to resell the space.
On a cancellation where no cancellation fee is payable, we will arrange the repayment of any fees paid by you prior to the cancellation by our payment service provider within 15 business days of the date of the cancellation of the booking.
The Terms & Conditions for cancellation are also applicable to any food and beverage or equipment ordered on your behalf.

Equipment

The hiring of a meeting room includes the hiring of all tables and chairs and equipment within the room as detailed in the room specification on the website.

You are liable for any damage to or loss of our furniture, the meeting room or equipment (whether yours or ours). In the event of any damage or loss to our furniture, the meeting room or our equipment we will send you an invoice for the cost of repair and/or replacement which must be paid within seven days.
You must not disconnect, change, or tamper with any cabling or connections in the meeting room. In the event of any technical issues our staff will endeavour to rectify the same for you.
You must not move furniture from the meeting room to any other part of our premises without our consent.
We do not hold adaptors or chargers so please bring your own should they be required.
Standard local and national calls can be made using the handsets provided, all other call types are unavailable.

Restrictions on Use

You are responsible for ensuring your own behaviour and that of others attending your meeting is at all times appropriate and in accordance with our principles and values. We reserve the right to cancel any bookings for meetings that we in our sole discretion deem inappropriate.

You must declare when booking the room, the purpose of the room hire and the meeting room and equipment must be used for that purpose only.

You must not use the rooms or equipment in any way which results in annoyance or disturbance to us or any of our employees, Mill House members or visitors or which may bring our name into disrepute.

Our Liability

Any equipment or IT services provided by us are subject to the Terms and Conditions set out under the technical support provisions of the general Terms and Conditions.

Persons attending our premises to use meeting rooms and/or equipment must keep their personal belongings with them at all times and we accept no liability for damage to or loss of personal belongings. We do not accept any liability for any loss (including without limitation theft) of any property from our premises save for any damage caused by our negligence in which circumstances our liability shall be limited to the amount of our insurance for such losses.

We will not be liable to you or any third party for any business loss (including loss of revenue, profits, contracts, anticipated savings, wasted expenditure, data or good will) or any other loss or damage which does not result directly from our actions or omissions or the actions or omissions of our employees, contractors or agents.

Nothing in these Terms and Conditions excludes our liability to you for personal injury or death caused by our negligence.

Leaving the meeting room as found

You must leave the meeting room clean, tidy and arranged as you found it. Any failure to comply will result in us issuing an invoice to you for cleaning charges.

Force majeure

We shall not be liable for any breach of these Terms and Conditions or any losses resulting therefrom caused by circumstances beyond our reasonable control, including, but not limited to, acts of God, fire, lightning, flood or extremely severe weather, explosion, war, terrorism, disorder, industrial disputes (whether or not involving our employees) network failures, or acts of local or central Government or other competent authorities.

Other Terms and Conditions

The subletting of meeting rooms or equipment or facilities is not permitted
Any complaint about any services provided for a meeting or about the meeting room or any equipment provided must be notified in writing to us within fourteen days of your meeting
Smoking is not permitted in any of our premises
Permission to film or video events must be obtained in advance from us
Food and drink must not be brought onto our premises for resale on the premises
You are permitted to serve and consume alcohol provided you have our prior written consent and you have notified us when booking the meeting room