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Meeting Room Terms and Conditions

as of February 2024


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.


By booking and paying for your meeting, you agree to our General Terms and Conditions and these Meeting Room Terms and Conditions.



Meeting room availability can be viewed, and bookings made via the Mill House website.  We will send formal confirmation of your booking to you by email.  The booking is confirmed once payment in full is received.  Access may 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.


Amendments and Cancellations

Meeting room bookings can be cancelled or rescheduled up to 24 hours in advance of the booking start time via the Mill House website.  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.


Meeting room bookings cancelled with 24+ hours notice will be eligible for a full refund, processed within 10 days.


These cancellation terms are also applicable to any food, beverage or equipment ordered for the meeting.  To cancel meeting F&B or equipment orders please email

Meeting room bookers and their guests are welcome according to the terms of their booking.

Opening Hours:

Monday - Friday              9:00 – 17:30

Saturday - Sunday           Closed

Bank Holidays                  Closed

Please note if you or your guests arrive outside of these hours (unless by prior agreement) there won’t be anyone at Mill House to let you in.

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 unless by prior arrangement.  Meetings can be extended subject to availability.



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.


HD screen & ClickShare, video conferencing and high-speed WiFi are available as standard in all our meeting rooms. Any additional equipment requirements must be booked and paid for in advance.


Please note, we recommend that anyone using our inhouse IT for the first time, download the Clickshare software prior to arrival. Follow this link to download the relevant operating system software.  Mill House video conferencing equipment is provided for your use.  IT support is not included.  If you are using the equipment for the first time, we recommend you arrive in plenty of time to connect and set up.


  • 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 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. 

  • 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.


Tea/coffee is provided free of charge at Mill House.

Working lunches can be booked up to 48 hours in advance of the meeting date via our website.  If you have any other catering requirements please do get in touch and we will be happy to accommodate.  Dietary requirements must be advised at point of purchase.


Food and drink must not be brought onto our premises for resale, however you are welcome to bring/arrange your own catering within the meeting room.


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.


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 values and Code of Conduct.  We reserve the right to cancel any bookings for meetings that we, at our sole discretion, deem inappropriate.


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


Our Liability

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

  • Other than legally recognised and certified assistance dogs, no animals will be allowed on the premises except in exceptional circumstances

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