Conference suite conditions of hiring our rooms, equipment and catering

• ‘We’ or ‘us’ refers to NCVO Trading Limited, a company (number 3537225) registered in England and Wales at Society Building, 8 All Saints Street, London, N1 9RL. NCVO Trading Limited is a wholly owned subsidiary of National Council for Voluntary Organisations (charity number 225922), which is also a company (number 198344) registered in England and Wales at the same address.
• ‘You’, ‘client’ or ‘customer’ refers to the person making an enquiry or placing a booking.
• ‘Attendees’, ‘delegates’, or ‘your party’ refers to the people attending your event.
• ‘Agents’ refers to agents booking with us on behalf of a client.

Telling us your requirements

• You must tell us the maximum number of attendees you need a room for when making your booking. We will use this information to allocate you a suitable room.
• Any additional meeting room requirements must be communicated and confirmed ahead of your event.

Confirming your booking

• All room bookings are provisional until you return a signed booking agreement form.
• We’ll hold your room(s) for you for a maximum of 14 days. If we don’t receive a signed booking agreement form within this time, we may release the room(s) without notice. If you need longer to firm up arrangements, please tell us when you make your enquiry.
• Bookings are confirmed once you receive a confirmation email from us.
• New customers may be required to provide names and contact details of two referees. One of these must be your organisation’s bank. We reserve the right to approach your referees before we confirm your booking.

Charges and payments

• If you’re a first-time customer, we may request a non-refundable deposit (50% of the total estimate) to secure your booking.
• Some bookings require a security deposit. We’ll advise you on this when we issue your booking confirmation email. We’ll refund your security deposit after the event, pending an inspection for damages.
• We’ll issue your invoice after your event. We must receive payment within 14 days of issue.
• NCVO members get 20% off room bookings. You must tell us you’re an NCVO member when you book to receive your discount.
• You can pay us by bank transfer, credit card, direct debit, or cheque payable to NCVO Trading Limited.
• You are responsible for paying all charges arising from the booking, including any cancellation fees.
• The charge for hiring a room or event space will be fixed from the moment we confirm your booking. All other charges will follow the prices in effect on the date of your event. We review our prices annually.

If you need to cancel

Late cancellations limit our ability to rebook the space, so we have a sliding scale of cancellation charges:

Cancellation charges for event spaces (rooms 1 and 7, and adjoining rooms 1+2, 8+9, and 11+12)

Cancellation charges for all other meeting rooms and training rooms

To cancel a booking, you must provide written notice by emailing the conference suite team: conferencesuite@ncvo.org.uk. The notice period starts once we receive your written notice.

• If you cancel, you must pay the cancellation fee within 14 days of receiving our invoice.
• We won’t charge you for cancelling if you give us at least 60 days’ notice, or if we obtain a booking for the same space on the same day(s) on the same or better terms.

If we need to cancel

• We reserve the right to refuse or cancel any booking if we believe it conflicts with our objectives, values, or mission.
• If we need to refuse or cancel your booking, we will provide you with notice and explain our reasons in writing. We will also refund any payment(s) you have already made in full – including your deposit.
• By booking with us you agree that neither NCVO or NCVO Trading Limited is liable for any losses, damages, or inconvenience caused as a result of us refusing or cancelling your booking.

• We reserve the right to move your booking to another room or event space for logistical reasons.
• We will always try to ensure we move you to an equivalent or better room or event space and will inform you of any change as early as possible before your event.

• You are responsible for ensuring your party only uses the room or event space you’ve booked for the purposes set out in the booking agreement form.
• If your party exceeds the room capacity you requested, we may need to turn them away. We may be able to provide extra rooms for additional delegates (with your consent), but will need to charge for these rooms.
• On weekdays full day bookings are 09:00–18:00 and half day bookings are generally 09:00–13:00 or 14:00–18:00. On weekends, we only offer full-day bookings: 09:00–17:00. We may charge extra for bookings outside these hours.
• Your event(s) must end by the time(s) set out in the booking agreement form. Our conference suite manager may allow extended use of the venue, but additional charges may apply.
• By booking with us you agree that your party will not disturb other venue users, or access other meeting rooms you have not booked without consent from the conference suite team.

What’s included and available to hire

• We include Wi-Fi, a flip chart, four assorted colour marker pens and an extension lead free with every room booking.
• You can hire additional equipment, such as projectors and microphones, for an additional fee.
• You may hire audio-visual equipment from third parties if you get permission from the conference suite manager.

Your responsibilities

• You are responsible for insuring any equipment or exhibits you bring onto our premises.
• You are financially responsible for any damage to our equipment caused by anyone in your party, or equipment you’ve brought in, and will be charged accordingly.
• You are responsible for coordinating with external vendors, ensuring compatibility with our venue’s infrastructure, and sourcing any technical support required.
• We accept no responsibility for performance, condition, or any issues you have with audio-visual equipment you’ve sourced from a third party.
• We accept no responsibility for any loss, damage, or injury connected to audio-visual equipment you’ve sourced from a third party.

Telling us your requirements

• Please provide estimated attendance numbers and menu choices as soon as possible after your room booking is confirmed (at least two weeks before your event).
• Please supply final attendance numbers and any dietary requirements at least five days before your event. We reserve the right to adjust the catering service based on the final numbers confirmed.
• We will accommodate any last-minute changes to your booking to the best of our ability.

• Your party is not allowed to bring or consume any food or drinks purchased from a third party on our premises. This includes in the courtyard.
• Your party is welcome to eat off site or to use our in-house catering service.

Catering for post-event receptions

• We can supply a catering menu for post-event receptions on request. Please email the conference suite team: conferencesuite@ncvo.org.uk
• External catering for post-event receptions, including alcohol, is subject to approval by the conference suite manager. Additional charges may apply – for example: corkage, glass hire, and additional cleaning charges.

• We strongly recommend you have adequate public liability insurance covering your event.
• We are not liable for any cancellation or interruption to the event due to circumstances beyond our control. This includes acts of nature, government restrictions, and other unforeseen events.
• We are not responsible for any loss, damage, or injury that occurs during your event, for any reason. This includes loss of internet access, loss of power supply, leaks, fire, riot restrictions or acts of nature that might interrupt your event or result in the temporary closure of our premises.

• Your party must comply with all local laws, regulations, and safety standards during your event. We reserve the right to terminate any event that violates these regulations.
• You are responsible for ensuring the health and safety of your delegates at your event. This includes ensuring they understand our first aid and fire evacuation procedures.
• All users accessing our Wi-Fi are governed by UK legislation. Details of anyone found to be misusing our Wi-Fi will be forwarded to the authorities. You are responsible for any loss or damage arising from your delegate’s misuse of our Wi-Fi.
• Before confirming your booking, you must notify the conference suite team if anyone under the age of sixteen will be attending your event.
• You are responsible for carrying out a risk assessment ahead of your event.

• Agents booking on behalf of clients as a disclosed agent: are required to disclose to us the organisation they are booking on behalf of. In signing the booking confirmation, the agent confirms they have their client’s approval and authority to book on their behalf.
• Agents booking on their own account: are required to disclose the name of the client the booking relates to. In signing the booking confirmation, the agent acknowledges full legal responsibility for the booking and fees incurred if the client does not honour the booking.

We reserve the right to amend these terms and conditions with reasonable notice.