Terms & Conditions

Conference Booking Terms & Conditions

Please read this document carefully before proceeding with your booking

The Carmarthenshire Centre for Crafts deals with advance room bookings.  This enables us to offer competitive rates.  In return, we ask for accurate information concerning the numbers attending and the nature of each event and must insist on a policy of penalty fees in the event of cancellation.  Bookings for events are accepted on the understanding that the organiser, as named on the appropriate booking form, accepts these conditions.  Any variation to these terms must be in writing from a staff member of the Carmarthenshire Centre for Crafts.

The Contract

Initial verbal reservations must be confirmed within four weeks of the event by completing and returning the booking form(s).  Invoices will be raised immediately following the event and are subject to payment within 30 days.  Variations to the booking must be notified in writing.

Final numbers must be received ten days prior to the commencement of the event.

Cancellation

All cancellations must be notified in writing. 

Cancellation of Conference Room Hire:

The following scale of charges will be applied: if written cancellation is received less than 6 working days of the date of the event 100% of all charges are due; if written cancellation is received within 6 - 10 working days of the date of the event 50% of all charges is due.

Cancellation of Catering:

The following scale of charges will be applied: if cancellation is made within 48hrs prior to the date of the event 50% of all charges will be levied; if a cancellation is made on the day of the event 100% charge will be levied.
N.B. Reduction in catering numbers cannot be made on the day of the event.

Carmarthenshire Centre for Crafts reserves the right to cancel any arrangement for the use of the premises at any time for the following reasons:

  • If the organiser becomes insolvent, or enters into liquidation, or receivership.
  • If the organiser is more than 30 days in arrears with payment to the Carmarthenshire Centre for Crafts for previous services.
  • If it might, in the opinion of the Carmarthenshire Centre for Crafts, prejudice the reputation of the Carmarthenshire Centre for Crafts.

The Carmarthenshire Centre for Crafts cannot accept liability for any inconvenience or loss caused as a consequence of such cancellation.

Charges

The Carmarthenshire Centre for Crafts reserves the right to alter charges fixed before an event, but will not do so without consultation with the organiser.  If the Carmarthenshire Centre for Crafts does alter charges, the organiser will be given an opportunity to cancel the booking without penalty.

The price of facilities and services shall be in accordance with the published tariff.  Charges are normally revised in August each year, although this may vary at our discretion.

Value Added Tax

Value Added Tax will be chargeable on all services. Room hire is VAT exempt.
If the rate of VAT changes, the Carmarthenshire Centre for Crafts reserves the right to charge at the rate applicable at the time of booking.

Accounts

The named Organiser/Organisation, as stated on the booking form, will be held responsible by the Carmarthenshire Centre for Crafts for settling the account.
Accounts should be settled upon receipt.  Payment should be received within 30 days.

General Regulations

The following general regulations apply and shall be brought to the attention of the delegates by the Organiser.
Visitors to the Carmarthenshire Centre for Crafts must sign the Visitor's book on arrival at the Carmarthenshire Centre for Crafts.  The Carmarthenshire Centre for Crafts must be informed of any 'high profile' speaker, guest or delegate expected to attend.

The Carmarthenshire Centre for Crafts reserves the right to charge for any additional security services which it deems necessary for an event.

The Carmarthenshire Centre for Crafts will ensure that the conference room layout requested by the organisation is adhered to as per the completed booking form.  Changes to room layout on the day of the event can not be guaranteed and will be subject to the availability of caretaking staff.

The organiser shall ensure that delegates act in a proper and orderly manner and comply with all reasonable requests from staff.  The Carmarthenshire Centre for Crafts reserves the right to terminate any booking during the period of occupation in the event that the organiser or organiser's representative fails to comply with the terms & conditions, with particular reference to noise and disturbance to other guests.

The organiser should advise delegates of the need to read and understand all Fire Regulations, Health & Safety and Licensing regulations posted in the areas they visit and maintain a register of delegates in case of an emergency.

Hazardous or dangerous items may not be brought on to the premises without prior written permission.

Illegal substances may not be brought on to the premises under any circumstances.

The Carmarthenshire Centre for Crafts reserves the right to charge for any additional services requested during the period of occupation and if timings agreed are not adhered to.

Carmarthenshire Centre for Crafts operates a 'No Smoking' policy in all internal areas.

Catering

The Carmarthenshire Centre for Crafts is the sole caterer for all events.  Catering services for conference events should be booked through the Carmarthenshire Centre for Crafts. Final numbers for catering should be advised ten working days prior to an event. At the discretion of the catering department a minimum charge for catering services may be applied.

First Aid

On request a room will be allocated free of charge for use as a First Aid post.  Staff at the Carmarthenshire Centre for Crafts reception desk can provide advice as to how to summon the emergency services.

Loss or Damage to Property

The Organiser shall be held responsible for any loss of, or damage to, Carmarthenshire Centre for Crafts property caused by delegates.  Charges for any loss, or damage, will be added to the final invoice.

The Carmarthenshire Centre for Crafts cannot accept responsibility for any loss of, or damage to, the personal property of vehicles of delegates.  Delegates are advised to take care with regard to the security of their belongings.

Insurance

Organisations hiring Carmarthenshire Centre for Crafts facilities must ensure that they are indemnified by an UK insurer in respect of their liabilities to the Carmarthenshire Centre for Crafts and to their delegates.  The Carmarthenshire Centre for Crafts is insured against legal liability resulting from the use of its facilities.

Other Conditions

No sale of tickets or goods is permitted - Carmarthenshire Centre for Crafts does not have a Public Performance Licence.

No notices, decorations or signs shall be affixed to the fabric of the Carmarthenshire Centre for Crafts.  Any notice will be removed without warning. 

Statutory Requirements

Freedom of Speech - it is necessary for the Carmarthenshire Centre for Crafts to take reasonable steps to ensure freedom of speech within the Law (Education (No 2) Act 1986).  This applies, in addition to students and staff, to speakers at meetings organised by outside bodies using College premises.  Permission must be gained from the Carmarthenshire Centre for Crafts allowing press, television and radio coverage of an event.

Further information

To enquire about booking a conference please contact Carmarthenshire Centre for Crafts on (01994) 232 726