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Terms and Conditions for Room Hire
BOOKINGS & CANCELLATIONS
1. All bookings are to be made via a enquiry/booking form, available in hard copy from MK SNAP or can be downloaded from the MK SNAP website. Telephone or verbal bookings will be diarised as provisional until the completed enquiry/booking form(s) are received. “Provisional” bookings will be held for 10 working days only. After this period, bookings will be released unless confirmed.
2. On receipt of the completed enquiry/booking form, MK SNAP will confirm the booking in writing to the organiser, including confirmation of the charges.
3. Bookings of MK SNAP’s facilities are subject to a cancellation charge. On confirmation of the booking by MK SNAP the following cancellation policy will apply:
Less than 48 hours notice of cancellation [100% of total cost]
3 days -7 days notice (inclusive) [50% of total cost]
8 days - 14 days notice (inclusive [25% of total cost]
More than 14 days notice [No charge will apply]
Notification of cancellation must be made in writing and will be effective from the date received by MK SNAP.
4. MK SNAP reserves the right to cancel the booking if the holding of the function is prevented by reason of circumstances beyond the control of MK SNAP. MK SNAP does not accept any liability for any losses incurred due to the cancellation of an event.
5. If you make a long term booking (ie, more than one session) which you then cancel (for whatever reason) we will charge you for the entire duration of the booking because a long term booking made by you may have precluded another hirer using that same facility.
6 A registration desk will be provided (if requested) by the organiser to set up their badges and register their guests in the reception area if requested, alternatively the organiser is responsible for providing an attendees list.
7. Please note that MK SNAP is under no obligation to provide services or facilities not originally requested and agreed on the booking form.
CATERING
8. Catering for events can be booked through MK SNAP. Finger buffets are provided by “CJ Catering” menus can be provided if required. Should this service be required, your choice of food numbers and time of serving must be provided on the enquiry/booking form. MK SNAP will confirm order and cost by email. Cost will be included in our invoice. Alternatively, you may bring your own food, however MK SNAP’s kitchen area is not to be used as a food preparation area.
9. Alcohol is not permitted on premises of MK SNAP, unless agreed by MK SNAP
ROOM LAYOUT
10. Meeting rooms 1, 2, 3 are arranged as Boardroom style only; room 4 can be set up as Boardroom orTheatre style
11. No electrical equipment should be brought in by the organiser. All MK SNAP equipment has been PAT tested.
12. Nothing is to be stuck, nailed, screwed, stapled or fixed in any way to the walls, doors or any other surfaces or furniture. Items cannot be adhered to any surface in any way unless authorisation is given by MK SNAP
13. The organiser will be held responsible for any damages or loss of furniture, equipment or crockery. The organiser shall pay to MK SNAP on demand the amount required to make good or remedy any such damage.
HEALTH & SAFETY & LICENSES
14. MK SNAP operates a no-smoking policy. It is the organisers responsibility to inform delegates of this policy and ensure that they do not smoke inside the grounds of MK SNAP. Copy of “general housekeeping” details is provided on the date of the event.
15. MK SNAP does not have a “Public Entertainments” licence. For this reason, tickets cannot be sold at the door for events.
16. MK SNAP has a PRS (Performing Rights) License
17. The organiser is the responsible person for all health and safety matters relating to an event and must be present at the event to deal with relevant issues. The responsibility may be delegated to a willing third party, who must be present at the event. The contact name, if not the organiser must be made known to MK SNAP prior to the event taking place.
18 MK SNAP accepts no responsibility for the property of persons attending or organising events.
19 MK SNAP shall not be responsible for any injury which may be incurred by any persons during the holding of a function.
FIRE PRECAUTION
19 The organiser is responsible for reading out fire evacuation procedures on commencement of the meeting, which will be provided by MK SNAP.
20 The fire exists must be kept free from obstruction in case of fire.
21 Emergency exits are signed with a figure of a running man above the door or exit.
22 All fire doors must be kept closed when not in use.
23 False alarm (or alarm testing) - NO ACTION REQUIRED.
24 The organiser is responsible for holding a list of the names of all delegates, in case of emergency evacuation.
25 Evacuation should be immediate and no attempt should be made to gather or retrieve possessions from the room or other parts of the building.. Evacuation shall be at the assembly point located at the bus “disabled bay” point. Please evacuate in an orderly manner, as quickly as possible and without running.