Terms and Conditions

Booking

Booking and any changes in arrangements must be made through the Events office. Provisional bookings will be held for 1 month only before automatic cancellation. Confirmation of bookings must be made in writing to the Events office; the confirmation constitutes a contract and you will be subject to our Terms & Conditions. A copy of promotional material or programme, including event title, must accompany the confirmation.

New accounts

We are obliged to undertake a credit account application the first time a new account wishes to hire our facilities. Please note that we reserve the right to request a 100% deposit of the room hire charge and 50% deposit of the catering charges, both of which will be non-refundable. A credit application form will be sent to you if it is necessary.

Cancellation charges

Should confirmed bookings be cancelled and the rooms not re-let the following charges will be made: Less than 6 months but more than 3 months - 25% of total room hire, less than 3 months but more than 1 month - 50% of total room hire, less than 1 month - 100% of total room hire.

Charges

All charges will be subject to VAT, unless an exemption form has been received by the office prior to the event. All food and beverage costs will be subject to a 5% service charge. Please note that events held on a Sunday will be subject to additional charges, a full quote can be gained from the Events Office. The optional 10% restaurant service charge is not subject to VAT.

Invoicing and Payment

A full detailed invoice for all conference and catering services will be sent after the event. Payment is required within 30 days of presentation of the invoice; any delay in payment may incur statutory interest charges pursuant to The Late Payment of Commercial Debts (Interest) Act 1998.

General Conditions

  • Organisations using the Conference and Catering facilities of the Society, may not use the name or logo where it may be implied or assumed that the Society is sponsoring or organising the event. Please note both the name and logo are registered trade marks under the Trade Marks Act 1994 and therefore may not be used without prior permission of the Society.
  • Should the Society for any reason beyond it's own control be unable to fulfil it's commitments, it will not be liable for any damages or compensation.
  • The Royal Society of Medicine is committed vide The Health and Safety at Work Act 1974 to conduct it's activities in such a manner as to prevent adverse effects on the environment and the health, safety and welfare of employees, clients and members of the public as far as is reasonably practical.
  • Organisers of conferences and other events held on the Society’s premises must ensure that their activities and those of the participants conform with health and safety practices.
  • The Society, may on request accept goods placed in it's care, but these goods are accepted entirely at the owners risk.
  • The Society operates a NO SMOKING policy throughout the building and it’s environments.