Terms & Conditions for Conference & Meeting Venue and Room Hire (Block Bookings)

1. Definitions

“Agreement”: means the contract you have entered into by purchasing the services to which these terms and conditions apply.

“Customer”: person, firm or company to whom services are provided.

“Junction 25”: means Junction 25 at West Yorkshire Manufacturing Services Limited with registered office Kirkdale House, Armytage Road, Brighouse, West Yorkshire, HD6 1QF.

“Services”: services to be provided by Junction 25 to the Customer under the Agreement which include conference & meeting venue and room hire services.

“Day”: Calendar day every day including Saturday, Sunday, and United
Kingdom statutory holidays.

“Provisional”: refers to provisional or verbal booking enquiries received from client.

“Quote”: refers to the price quoted in a proposal document, contract, or any other form of formal communication.

2. General

2.1 These terms and conditions should be read and accepted by you prior to your purchase. You accept that by purchasing any of our Services, you agree to be bound by these terms and conditions.

2.2 By placing an order for Services from Junction 25 you warrant that you are legally capable of entering into binding contracts on behalf of the Customer and acknowledge that where a purchase order is issued for the ordering of such services, these Terms and Conditions will prevail over any terms and conditions contained within any such purchase order.

2.3 Where a customer has a specific agreement or contract in place for alternative services provided by Junction 25, the Customer acknowledges that for any instances of conference & meeting venue and room hire services, and/or where there is a conflict of terms and conditions, these Terms and Conditions will apply for any room hire services unless expressly acknowledged in writing by Junction 25.

2.4 Junction 25 reserves the right to modify these Terms and Conditions without prior notice. When changes are made, Junction 25 will notify the changes on the Company’s website (www.jct25.co.uk). If the Customer does not accept any changes, the Customer shall promptly notify Junction 25 of such non-acceptance and in such case, the old Terms and Conditions shall govern for the remaining term of Agreement and the new Terms and Conditions shall apply to any new Agreement.

2.5 Junction 25 shall provide the Services requested, and as described in any Junction 25 written proposal, exercising reasonable skill and care at all times.

2.6 The Agreement shall be governed by English Law. Any dispute under this Agreement shall be submitted to the exclusive jurisdiction of English courts.

2.7 The parties are each independent contractors. Nothing in this Agreement shall give rise to a partnership, joint venture, agency or any such other relationship between the parties. Neither party shall claim to be a legal representative, partner, agent, franchisee or employee of the other party.

2.8 Junction 25 may assign or sub-contract its obligations or rights under this Agreement to a competent third party in whole or in part. The Customer may not assign this Agreement in whole or in part except with Junction 25’s express written consent.

2.9 By providing personal data relating to your employees or agents to us, you confirm that you are entitled to disclose that data to us under the terms of the Data Protection Act 2018 and related legislation and that we are entitled to process such data for the purposes of providing your contracted Services.

3. Fees & Payment

Fees

3.1 Any prices quoted to the Customer for the provision of conference & meeting venue and room hire services will be based on prevailing price lists in force at that time. Such price lists are subject to change and amendment at any time.

3.2 Prices quoted for conference & meeting venue and room hire services include day conference & meeting venue and room hire fees but exclude any required overnight accommodation.

3.3 Prices quoted for the provision of conference & meeting venue and room hire services are provided on a bespoke basis, dependent on the Customers’ requirements on a job-by-job basis and are only valid for 7 days from the date of any written quote.

3.4 Any discounts offered by Junction 25 to the Customer for the provision of services are offered against published price lists or standard rates in force at the date of quote, and such discounts or offers are unable to be used in conjunction with any other offers available at that time.

3.5 All fees are quoted exclusive of VAT, which will be charged at the prevailing rate.

3.6 All fees quoted are for the provision of conference & meeting venue and room hire services only and exclude any travel or subsistence or other expenses.

3.7 All fees are subject to annual or other such periodic review and amendment in order to take into account the changing nature and variation of wages, materials and other costs in providing the services to the customer. Junction 25 reserves the right to accordingly adjust fees at any time to take account of such increases in cost.

Payment terms

3.8 All block bookings for conference & meeting venue and room hire services are billable in advance and are payable 21 days prior to the room hire date of the block booking.

3.9 Any conference & meeting venue room hire services booked within 21 days of the conference or meeting event commencement date are payable immediately in order to confirm the conference & meeting venue and room hire services.

3.10 Junction 25 reserve the right to refuse attendance for any room booking which has not been paid in advance. Junction 25 further reserve the right to refuse to provide any services which isn’t paid in advance and will be subject to the cancellation terms as set out in clause 4.

3.11 Catering and refreshments associated with a booking will be invoiced; prior to conference or meeting event, upon completion of each event or on a monthly basis, based on work completed at the point of billing as agreed at the time of booking. Such invoices are payable 30 days from the date of invoice.

3.12. Any fees outstanding beyond agreed terms are subject to a late payment interest charge of 5% above the Bank of England base rate prevailing at the end of each month that such debt is outstanding.

3.13 The Customer warrants in all instances that where a valid Customer purchase order is required to be quoted on any invoices, the Customer will provide such purchase order details as necessary in order to facilitate payment in good time and for the full value of any service provided.

3.14 Junction 25 is not liable under any circumstances for the failure of the Customer to provide any necessary purchase order information as may be required, and the Customer accordingly acknowledges that all fees are due and payable according to Junction 25’s terms and conditions in the instances where a valid purchase order has failed to be provided.

4. Cancellation & Termination

Cancellation

4.1 All cancellations, transfers, deferrals, or postponements relating to block bookings must be made in writing to Junction 25.

4.2 Cancellation charges including those levied for transfers, deferrals or postponements of services are charged in accordance with the list of charges set out below. All charges are exclusive of VAT.

Conference & Meeting Room Hire Services

21-28 days – cancellation in full (prior to commencement) 25%, cancellation in part (individual dates/events) 100%
8-20 days – cancellation in full (prior to commencement) 50%, cancellation in part (individual dates & events) 100% & transfer/postponement (changes to individual dates & events) 25%
< 8 days – cancellation in full (prior to commencement) 100%, cancellation in part (changes to individual dates & events) 100% & transfer/postponement 50%

Catering

21-28 days – cancellation 25%
8-20 days – cancellation 50% & transfer/postponement 50%
<8 days – cancellation 100% & transfer/postponement 100%

4.3 When calculating any potential refund following the cancellation/termination of a block booking part way through, the following will apply;

4.3.1 The cancellation/termination will negate any agreed block booking discount.

4.3.2. Rooms utilised up to the date of cancellation and those for the next full calendar month will be charged at full price (at the date of cancellation).

4.3.3 The sum of costs calculated at 4.3.2 will be deducted from the payment(s) made for conference and meeting room hire.

4.3.4 Any monies outstanding thereafter will be returned within 30 days

4.4 Where Junction 25 cancels a Room Hire and is unable to offer an alternative date to the Customer, then the Customer will be refunded in full and any fees paid. For the avoidance of doubt, Junction 25 is under no obligation to provide a refund where an alternative date is offered but is refused by the Customer.

Termination of Agreement

4.5 This Agreement will continue to apply to all block bookings for conference & meeting venue and room hire services arrangements provided to the Customer until such time that terms and conditions are changed.

4.6 Junction 25 may at its discretion terminate or suspend this Agreement upon 10 days notice to the Customer if:
a) the Customer ceases to trade or otherwise terminates business operations;
b) becomes insolvent or seeks protection under any bankruptcy, receivership, trust deed, creditors arrangement, composition or comparable proceeding or any proceeding is instituted against the Customer;
c) fails to make payment in accordance with the terms and conditions of this Agreement;

4.7 Junction 25 may at its discretion immediately terminate or suspend this Agreement if the Customer commits a material breach, or a series of breaches the combination of which constitutes a material breach and the Customer fails to remedy such breach(es) with 10 days after receipt of notice giving details of breach(es) and requiring them to be remedied.

5. Force Majeure

5.1 Junction 25 shall be entitled to delay or cancel delivery of any services or to reduce the amount of services delivered if it is prevented from or hindered or delayed in the provision of services through any circumstances beyond its reasonable control including strike, lock-out, accident, war, pandemic, government action, national emergency, act of terrorism, protest, riot, civil commotion, explosion, flood, epidemic, fire.

6. Liability & Insurance

6.1 Junction 25’s aggregate liability including the liability of their partners, agents, subcontractors and employees in respect of any services provided to the Customer by Junction 25 in connection with your service contract will be limited to the total fees payable by the Customer for the service.

6.2 Junction 25 shall not be liable to the Customer in respect of any event of default for loss of profits, goodwill or any type of indirect or consequential loss, including the acts or omissions of the Customer, even if Junction 25 had been advised of the possibility of the Customer incurring the same.

6.3 Nothing in these terms will limit or exclude Junction 25’s liability for death or personal injury arising as a result of Junction 25’s negligence.

6.4 The Customer shall to the fullest extent permitted in law, indemnify and hold harmless Junction 25 and its Third Parties from and against any and all claims, damages, losses or expense, arising out of or resulting from any injury or damage sustained on the Customer’s premises or for which the Customer is responsible