Terms & Conditions

All telephone bookings will be regarded as provisional and must be confirmed in writing using the online booking form. New clients are required to provide a letter of authorisation on their company’s headed paper including the VAT registration number. Discounts may apply if booking as a member of the University of Edinburgh or a partner of ECCI.

Please complete the online form to make an enquiry: http://www.edinburghcentre.org/Booking-a-room.html

If you have any specific enquiries please contact the events team directly:

e: events@edinburghcentre.org

t:  +44 (0)131 6514655

Written confirmation using the booking form will be taken as acceptance of these terms and conditions.

Terms & Conditions

The Organisation and/or individual in whose name the booking is made, unless otherwise stated, will be considered the Hirer, and shall be jointly and severally liable in respect of the booking. All the Hirer’s requirements should be detailed on the booking form at the time of booking.

The Hirer shall notify ECCI of any changes to the requirements detailed on the booking form, in writing by email, not less than three working days (Monday to Friday) before the function. On receipt of the booking form ECCI will confirm the booking in writing including confirmation of the charges incurred by the Hirer.

Provisional bookings

Provisional bookings will be entered on the diary and held free of charge for three weeks if made three months prior to the event date. At the end of this time written email confirmation is required in order to retain the booking. If no confirmation is received the booking will be deleted from the diary automatically. On confirmation of the booking the cancellation policy will apply.

For bookings for dates within three months, written email confirmation is required within seven working days. For bookings for dates within seven days, written email confirmation is required within 24 hours. ECCI does not accept liability for any losses incurred due to the cancellation of provisional bookings in compliance with this policy.

Cancellations

In the event that the Hirer cancels a confirmed booking, the following charges will be applied:

Less than 28 days notice 25% of room hire,

Less than 14 days notice 50% of room hire,

Less than five working days notice 75% of room hire,

Notification of cancellations should be made in writing and will be effective on the date received by ECCI.

ECCI reserves the right to cancel the booking if the holding of the function is prevented by reason of circumstances beyond the control of ECCI.

Payments

A 25% deposit for large bookings may be due when ECCI confirms your booking. Payment for all invoices is required within 30 days of the invoice date.

Discounts

if you are redeeming a discount code please note only one code may be used per booking.

VAT

VAT is applicable to all bookings outwith the University of Edinburgh.

Health & Safety

The Hirer is responsible for the Health and Safety of their staff and delegates throughout the duration of the hire period, and will be expected to comply with all relevant legislation as determined by the University of Edinburgh. Information regarding emergency procedures and First Aid arrangements is available from Reception.

The management reserves the right to alter proposed room layouts in order to comply with fire regulations and to refuse admission to rooms if over-crowding is liable to occur.

Third Party personal insurance & liability

ECCI shall not be responsible for any loss or damage to property arising out of the holding of a function or any injury which may be incurred by any persons during the holding of a function arising from any cause whatsoever. Nor shall ECCI be responsible for any loss due to mechanical breakdown, failure in electricity supply, flood, fire, government restriction or act of God which may cause the ECCI’s premises to be temporarily closed or the function interrupted.

Cloaks & Personal Property

ECCI does not accept responsibility for the property of customers or guests. A coat-hanging facility may be provided for the convenience of guests but any goods deposited are left at the owner’s risk and without any liability on the part of ECCI.

Catering

All catering should be ordered with Edinburgh First. Edinburgh First’s own cancellation policy applies to all orders. http://www.edinburghfirst.co.uk