Meeting Room Terms and Conditions
These are the Terms and Conditions between “Us/We” (Sevenoaks District Council of Council Offices, Argyle Road, Sevenoaks, Kent TN13 1HG) and “You” (the hirer) for the booking of a meeting room at Meeting Point, Swanley
1. Interpretation
1.1. The following definitions and rules of interpretation apply in these Terms and Conditions:
Common Areas: the access and exits to Meeting Point together with the kitchenette, shower, toilet, lounge, breakout and printing facilities as designated from time to time by Us.
Meeting Point: the land and buildings known as Meeting Point, 29 High Street, Swanley, Kent BR8 8AE.
Meeting Room: the meeting room situated at Meeting Point.
VAT: value added tax or any equivalent tax chargeable in the UK.
2. General
2.1. By submitting Your completed booking form, You agree to these Terms and Conditions and to pay the required amount upon invoicing following your booking.
3. Payment
3.1. Charges shall be at the advertised rate at the time of booking plus VAT at the standard rate.
3.2. All payments shall be made within 14 days of invoice from Us and at least 5 days before the booking date unless otherwise agreed in writing with Us.
3.3. Where it has been agreed that payment is not required in advance then each booking will be subject to a deposit (in accordance with clause 11) and invoices will be sent either weekly or monthly dependent on frequency of booking. where monthly, invoices will include all bookings within one calendar month.
3.4. All amounts due under these Terms and Conditions shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).
4. Booking
4.1. Use of the Meeting Room is only by prior booking in advance and is strictly subject to availability.
4.2. Your booking, once confirmed, entitles You during Your booking to:
4.2.1. use the Meeting Room in accordance with these Terms and Conditions
4.2.2. reasonable use of the designated equipment in the Meeting Room (white board, pin board, 64” TV with camera and Jabra); and
4.2.3. the additional rights set out in clause 6.
4.3. All Your booking rights expire immediately on the completion, cancellation or termination of the booking or the cancellation, termination or discontinuation of the service
4.4. At the end of Your booking (however determined), You must clear and vacate all people and possessions from the Meeting Room.
4.5. Your booking is personal to You and cannot be transferred to anyone else.
4.6. We reserve the right, at our absolute discretion, to refuse any booking for the use of the facilities or to cancel a booking without explanation.
4.7. We reserve a right to access the Meeting Room at any time together with our employees, agents and others We consider appropriate for the management of Meeting Point including but not restricted to the purpose of accessing the IT Hub. We shall seek to minimise disruption to You when exercising such access.
5. Available Facilities
During Your booking You will have the following rights (subject to the other provisions of these Terms and Conditions and subject to availability):
5.1. To bring guests into Meeting Point (all of whom are to be signed into and out of Meeting Point at reception) for use of the Meeting Room: being up to:
5.1.1. 11 guests if using the meeting table; or
5.1.2. 15 guests if seated for a presentation or theatre-style without use of the table.
5.2. Your guests are permitted to make use of such parts of the Common Parts for the purpose of:
5.2.1. access to and egress from the Property
5.2.2. refreshment
5.2.3. breakout areas
5.2.4. toilets
5.2.5. exercise of any other rights under this Licence
as shall from time to time be designated by Us.
5.3. Your guests are permitted to use the wifi provided at Meeting Point, subject to acceptance of its terms and conditions.
6. Use
6.1. You may use Meeting Point and its facilities for:
6.1.1. If You are a user of Hot Desking, Fixed Desks or a Private Office Space at Meeting Point then as an ancillary business use only; or
6.1.2. otherwise as a non-commercial community use.
6.2. You shall comply (and shall ensure that any guests comply) with any reasonable instructions or regulations (including any Site Rules) which We put into place from time to time for the good management of Meeting Point and this shall include complying with all current health & safety legislation.
6.3. You shall comply (and shall ensure that any guests comply) with all laws, regulations, planning conditions or other requirements relating to Meeting Point or to Your activities on site.
6.4. You shall use (and shall ensure that any guests use) any equipment provided by Us for its proper purpose and in accordance with any instructions provided by Us regarding its use.
6.5. You shall ensure that any guests comply with the terms of clause 7.
7. Restrictions
7.1. You shall not carry on any activity that We in our absolute discretion may consider as illegal, unlawful, defamatory, immoral or obscene and You will not use the Premises whether directly or indirectly for any such purpose. We reserve a right to monitor your usage of Meeting Point at any time, including your use of the internet.
7.2. You shall not do or permit to be done anything may be or become a nuisance (whether actionable or not), annoyance, inconvenience or disturbance to the Us, to other users of Meeting Point or to tenants or residents of the building or any owner or occupier of neighbouring property.
7.3. You shall not hold any meetings which We in our absolute discretion consider political in nature.
7.4. You shall not sub-let or assign the booking.
7.5. You shall not obstruct the entrance, Common Areas or any facilities not forming part of Your booking.
7.6. You shall not place any advertisement, signboards, nameplate, inscription, flag, banner, placard, poster, signs or notices at Meeting Point.
7.7. You shall not cause (or allow) any alteration or damage to Meeting Point, the building or to neighbours.
7.8. You shall not bring onto site anything which may cause electronic interference to Our equipment or to equipment of other users of Meeting Point.
7.9. You shall not do anything which would endanger or render invalid any of Our insurance policies.
7.10. You undertake to obtain all necessary consents and licences in connection with Your proposed use of the Meeting Room or its facilities and you warrant that in
You shall not infringe the rights, including intellectual property rights, of any third party.
7.11. You shall not do anything which would be contrary to any planning permission, licence, covenant or other restriction on Meeting Point.
8. Cancellations
8.1. If You wish to cancel a booking then You must give 24 hours’ notice prior to booking, otherwise you will be eligible to pay 100% charge. Bookings that do not show will also be charged 100% of the fee.
9. Damage
9.1. You are responsible for any damage You cause to Meeting Point or any equipment in it, beyond normal wear and tear. We have the right to inspect the condition of all facilities and parts of Meeting Point from time to time and make any necessary repairs.
10. Other Charges
10.1. Meeting Point should be left clean and tidy, all rubbish and recycling placed in bins provided; if not there will be a cleaning charge applied to invoices in accordance with a schedule of fixed charges that shall be produced and amended from time to time by Us to reflect Our reasonable costs in remedying such breach and which shall be made available to You upon request.
10.2. You shall be charged for any damage caused to Our property.
10.3. We also reserve the right to deduct any additional charges from any deposit held by Us which may have been provided for the use of Hot-Desking, a Fixed Desk or a Private Office.
11. The Deposit
11.1. This clause shall apply where required in accordance with clause 3. In this clause Deposit means a deposit sum at the value of a booking (or otherwise required by Us) to be applied towards the satisfaction of any liability referred to in this clause.
11.2. You must:
11.2.1. Pay the Deposit to Us on or before the date of the first booking; and
11.2.2. If We apply the Deposit or part of it in accordance with clause 11.3, You must pay to Us at Our request a further amount to restore the Deposit to the level referred to in clause 11.1.
11.3. We may retain from the Deposit:
11.3.1. any unpaid booking fee or other payments due from You to Us under these terms and conditions;
11.3.2. any reasonable amount We properly incur in remedying any failure by you to comply with Your obligations under these terms and conditions;
11.3.3. sums which become payable under clause 10; and
11.3.4. any interest due from You under these terms and conditions.
11.4. Subject to clause We must return the Deposit or the balance of it to You as soon as possible after the end of the bookings.
12. Right to Exclude or Eject Persons
12.1. We reserve the right, as We consider reasonable, to exclude or eject any persons from Meeting Point who We shall consider objectionable (including You or any guest) and You will be liable for any liability arising thereby save where You establish negligence or bad faith by Us.
13. Health and Safety
13.1. You are responsible for Your own health, safety and wellbeing, and those of any guests brought or allowed onto site during your time at Meeting Point.
13.2. Please note that a weekly routine fire alarm test will take place, however you will be notified of this prior to the test and will know to expect this. Where possible, this test is largely conducted outside of standard office hours to prevent business disruption.
14. Limitation of Liability
14.1. Any equipment left in Meeting Point is left entirely at your own risk. We do not accept any liability for Your or any other person’s equipment, paperwork, vehicles, or other possessions.
14.2. You and any guests are responsible for maintaining Your own confidentiality and privacy while on the Premises. You acknowledge and accept that We have no responsibility for Your intellectual property, including but not limited to, patents, rights to inventions, copyright and related rights, moral rights, trade marks, trade names and domain names, rights in goodwill or to sue for passing off, rights in designs, rights in computer software, database rights, rights in confidential information (including know-how and trade secrets) and any other intellectual property rights (whether registered or unregistered) and You shall hold Us harmless in this regard.
14.3. We accept no liability for consequential loss should any event happen which renders Meeting Point or any of its facilities un-useable.
14.4. Our maximum liability to You is limited to those booking fees already paid by You to Us, unless otherwise required by law.
15. Warranty
15.1. We give no warranty that Meeting Point is legally or physically fit for the purposes specified in clause 6.
16. Suspension and Termination
16.1. If You fail to make payment in accordance with these Terms and Conditions then We shall be entitled to exclude You from access to Meeting Point until all outstanding payments are made.
16.2. Unless works are needed urgently, We will as a matter of courtesy try to inform You in advance when We need to carry out testing, repair or works other than routine inspection, cleaning and maintenance which may or may not affect their provision of the services and use of Meeting Point.
16.3. We may terminate any and all bookings with You if:
16.3.1. You fail to pay any amount due under these Terms and Conditions on the due date for payment;
16.3.2.You commit a material breach of any term of these Terms and Conditions;
16.3.3. You take or have taken against You any step or action towards its entering bankruptcy, administration, provisional liquidation or any composition or arrangement with its creditors, applying to court for or obtaining a moratorium under Part 1A Insolvency Act 1986, being wound up (whether voluntarily or by order of the court), being struck off the register of companies, having a receiver appointed to any of Your assets, or Your entering a procedure in any jurisdiction with a similar effect to a procedure listed in this clause or become unable to pay any outstanding debts to Us when due;
16.3.4. Your conduct or that of someone at Meeting Point with Your permission or at Your invitation, is significantly disruptive to the operation of Meeting Point.
16.4. If We are no longer able to provide the services and facilities at Meeting Point then any and all bookings will be cancelled and You will only have to pay fees up to the date it ends and any additional outstanding fees.
16.5. If We end the bookings for any of the reasons in 16.3 then it does not put an end to any outstanding obligation You may have and You must pay any outstanding charges.
16.6. We may dispose of any property You leave in Meeting Point in any way We choose without owing You any responsibility for it or any proceeds of sale.
17. Relationship
17.1. You shall have the right to enter and use the Meeting Room as a licensee only and no relationship of a landlord and tenant is created between Us and You by these Terms and Conditions.
17.2. We retain control, possession and management of the Meeting Room and You have no right to exclude Us from the Meeting Room. We reserve the right to enter the Meeting Room at all times during the booking.
18. Personal Data
18.1. We shall process Your personal data in accordance with our privacy notice which is available at https://meetingpoint.org.uk/privacy-policy/.
19. Third party rights
19.1. These Terms and Conditions do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term.
20. Governing law
20.1. These Terms and Conditions and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales.
21. Jurisdiction
21.1. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Terms and Conditions or its subject matter or formation.
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