Booking Terms and Conditions

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1. Definitions of terms used in this Document:

   "ETC" - means Edinburgh Training Centre Limited trading as Edinburgh Training and Conference Venue "Booking" - means the hire of a room and/or equipment supplied by Edinburgh Training Centre Limited "Fee" - means the actual price agreed in writing between ETC and the Client, or the price of the actual hire. "Client" - means the person or organisation designed as the "client" on the Booking Form. "Participants" - means any person who participates in the booking, including instructors, delegates and speakers.

2. Bookings and Amendments

   Bookings must be made on an official ETC Booking Form and be signed by the Client. The booking is not confirmed until the form has been countersigned by ETC. If the client wishes to amend the booking this must be agreed in advance and a new Booking Form signed by both the Client and ETC. ETC may not be able to accept amendments to confirmed bookings. ETC will allocate a suitable room for the booking based on the number of delegates. If the client wishes to book a specific room for the hire, this must be stated on the Booking Form and may incur an additional charge. The booking is for the exclusive use of the client. The booking may not be assigned or shared with another organisation without agreement from ETC which must be noted on the booking form. In the event that ETC is unable to accommodate the booking within ETC premises, ETC will arrange an alternative local venue at no additional cost to the client.

3. Payment terms

   Fees are as detailed on the Booking Form and may include charges for additional delegates. Full payment is required within fourteen days of date of invoice, which will be issued no earlier than the last day of the booking, or at the end of each week for bookings lasting more than a week. If a deposit is required it will be shown on the booking form together with the payment date.

4. Hire Cancellation Policy

   Cancellations must be made in writing and sent by fax or recorded delivery. The cancellation date will be the date the correspondence is received by ETC.
   • Cancellation 28 days or more before the event start date - no cancellation fee is payable
   • Cancellation within 28 days of the event start date - 25% of the full fee is payable
   • Cancellation within 21 days of the event start date - 50% of the full fee is payable
   • Cancellation within 14 days of the event start date - 100% of the full fee is payable
   For some bookings different cancellation charges may apply, if so these will be shown on the Booking From.

5. Access to the Centre

   The centre is normally open from 08:00 to 18:00 Monday to Thursday and from 08:00 to 17:00 on Friday. Access is available at other times by prior arrangement. ETC has the right to refuse any person admission to the building or to ask any person to leave the building immediately if ETC has reasonable grounds for doing so.

6. Software

   If the hire includes PC's, ETC will provide PCs with the operating system installed. The user is responsible for providing any other software and ensuring that it is licensed correctly. Any software and set-up instructions must be provided to ETC 10 days before the start date or ETC will provide PCs with only the operating system installed.

7. Equipment Care

   The Hirer is fully responsible for the safe use, security and safe return in full working order of any equipment which forms part of the booking for use within or outside of ETC premises. The client accepts full responsibility for the cost of repair or replacement of this equipment if it is damaged or lost during the course of the booking.

8. ETC Premises - Security

   The client"s representative will be given keys to rooms that form part of the booking and must ensure that such rooms are locked when unattended.

9. Client's Property

   The client shall ensure that any electrical appliances or other equipment brought by the client on to ETC's premises is safe and in good working order, and used in a safe manner. In no circumstances can ETC accept liability for loss of, or damage, to Client's equipment or property, or the property of any participants involved with the booking.

10. Third party insurance

    ETC will not accept any responsibility for death, injury or disease, or theft or damage to property; unless ETC or ETC's employees are found at fault. Clients must arrange their own insurance for the period of the event.

11. Damage

    The client accepts financial responsible for any damage caused by participants to ETC's premises or equipment during the course of the booking.

12. General liability

    ETC will not be responsible if they do not provide the services covered by the booking in the following circumstances:
    • Industrial action by the ETC"s employees
    • Industrial action by the staff of one of ETC"s suppliers
    • Fire, lighting, explosion, riot and civil commotion, malicious damage, storm, flood, burst pipes, earthquake and any impact to the building.
    • Breakdown of machinery, or any failure to supply ETC with gas, electricity and water.
    In any event, ETC will use their best endeavours to reduce any inconvenience to the client. ETC"s liability to the Client in contract, tort (including negligence) or otherwise in relation to the Booking Form is limited to the fee shown on the booking form.