Booking Terms & Conditions

Provisional bookings—A provisional booking can be made by emailing us directly email: conference@jesus.cam.ac.uk or by submitting a booking form through the college’s conference web pages (http://conference.jesus.cam.ac.uk). Please note such bookings are held for a maximum period of two weeks, pending a decision.

Confirmed bookings— Bookings are considered provisional until confirmed in writing along with completing a booking form which can be done online via the conference website (http://conference.jesus.cam.ac.uk).

The invoice This will be based on the final numbers submitted 5 working days before the start of the conference or on actual numbers attending, whichever is the higher figure. Our minimum cover charge is 12 delegates. You will be charged our current latest price. Any fluctuations in delegate numbers should be notified in writing promptly to the Conference & Events Office.

In the event of unforeseen circumstances- Jesus College reserves the right to change the venue for any residential or catering booking to another suitable College room.

A draft conference programme- together with full audio-visual requirements should be submitted at least 10 days before the start of the conference. 6. Equipment provided by external suppliers or the conference organiser is not the responsibility of the College.

Menu choices- are required 10 days before the start of the conference. At the same time, a complete alphabetical list of all delegates, stating which are resident and any special dietary requirements should be sent across to the Conference & Events Office. As some of our menu items contain food allergens, there is a risk that traces of these may be in other dishes or foods served here.

A set menu- should be chosen by event organisers for their entire group. A choice of menus cannot be provided for formal meals except for vegetarian or other special dietary requirements.

Conference lunch/dinner prices- listed include—room hire, service, college crested table mats and serviettes, table plan and menu cards.

Fine dining prices -listed include—room hire, service, candles, linen, table flowers, table plan and menu cards. Please note, the flowers are not available to take away at the end of the meal.

All catering prices listed- include room hire and service, unless indicated otherwise. You will be charged our current latest price.

Wine- should be ordered from the College wine list and is sold on a sale or return basis. We do not allow guests to provide their own drinks and we do not operate a corkage system.

Standard table plans- are included in the price for a seated meal. Table plan information needs to be submitted to the Conference office at least three days in advance.

Late Meal Charge- A late meal charge of £7.50 per cover will be applied to your booking if guests wish to dine after 8pm.

Self Catering- With the exception of a wedding cake, it is not possible to provide your own catering or provide your own wine. Please be aware that we cannot accept responsibility for the content or quality of items that are not directly sourced from the College.

VAT- Our quoted prices do not include VAT, all prices are subject to VAT unless the customer/organisation qualifies for exemption and confirms this in writing before the date of the function. VAT will appear on the final invoice, after the event has taken place.

Payment- We are only able to send one single invoice per event. Payment is due 28 days net after the date of invoice. Overdue accounts will be charged interest at the rate of 5% per month.

Insurance- The College’s insurance covers public liability claims where the College is deemed to be liable. Conference organisers are advised to obtain insurance cover in respect of any claims for which they might be held responsible, including loss or damage to property brought to the premises by or on behalf of any persons. The organisation making the booking shall indemnify the College against any damage or injury to College property or College staff, caused by those attending the conference.

Force Majeure- The College shall not be held liable for circumstances beyond its reasonable control that may prevent the College from meeting its obligations in respect of a booking.

GM Products- It is our policy to ensure that, to the best of our knowledge, none of the foods we serve contain genetically modified soya or maize as required by the EC and UK labelling requirements.

Smoking Policy- Smoking is prohibited on College premises with the exception of a two designated smoking shelters located in the North Court Car Park and besides the substation at the end of the Library Court building.

Vehicles and parking- If you are driving to the College, intercom the Porters’ Lodge at the Victoria Avenue gates for access to the College. We do not reserve or guarantee any spaces, parking in available on a first come, first serve basis and is entirely at your own risk.

Safety and Security- You must ensure that the applicable College health and safety and fire regulations are observed at all times. Details of our health and safety regulations can be sent to you on request. You must also ensure that good order is maintained in the room or building and that no damage is caused to its structure or contents. You must ensure that any guest under the age of 18 must be accompanied by a parent, or guardian or named responsible adult who is responsible for that minor’s behaviour or safety.

CCTV- Jesus College operates a CCTV system for the security and safety of the College’s community, buildings and visitors.

Third party agreements- The parties to this Agreement intend that the University will be able to enforce this clause as if the University were a party to it, pursuant to the Contracts (Rights of Third Parties) Act 1999.

Marketing- We like to keep our existing customers updated with our special offers and events. If you would not like your details added to our mailing list please let us know at the time of booking.

Branding- Please note that you may not use the College’s logo, shield, and/or the logo text. You may say ‘held at Jesus College, Cambridge’ in your marketing materials, but it must be clear that Jesus College is just the venue and that the event not directly or indirectly associated with Jesus College or University of Cambridge. You are not permitted to make use of name, logos, crest and coat of arms or insignia of the University of Cambridge or Jesus College without prior permission. You may say your event is being ‘held’ at the College, but must be clear that this is not an official Jesus College or University of Cambridge event. You are welcome to arrange a press release either pre or post event, but please be careful to mention that the event is being ‘held’ at the College rather than ‘hosted by’ the College. If you would like to invite press into the College during your event you will need to contact us to ask permission from our Communications Manager.

Freedom of speech- the College has a freedom of speech policy which is displayed on our main website. Please contact us for further information.

Filming- You must seek the Colleges approval before arranging video recordings, publications, photographs or podcasts that are going to be made available commercially.

Cancelation of a Conference- In the event of a confirmed booking is cancelled the following catering cancelation charges will be applied:

More than 13 weeks but not more than 26 weeks
20% of the total cost charge will be applied
More than 14 days but not more than 13 weeks
50% of the total cost charge will be applied
Within 14 days
100% of the total cost charge will be applied

Cancellation of a dinner- In the event of a confirmed booking being cancelled the following catering cancelation charges will be applied:

More than 4 weeks but not more than 12 weeks
20% of the total cost charge will be applied
More than 5 working days but not more than 4 weeks
50% of the total cost charge will be applied
Within 5 working days
100% of the total cost charge will be applied

The College reserves the right to cancel the booking (a) If the booking, in our opinion prejudice our reputation (b) if you are more than 30 days in arrears of payment for previous events held at the College (c) If we become aware of any significant alternation in your financial situation.

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