Booking terms and conditions
On confirming a booking with us you have agreed to our booking terms and conditions which can be found below.
A provisional booking can be made by emailing us directly at firstname.lastname@example.org or by submitting an enquiry form. Please note such bookings are held for a maximum period of 7 days, pending a decision.
Bookings are considered provisional until confirmed in writing. At the stage of confirming the booking you will be issued a booking confirmation which you are then required to check over and this then acts as your booking contract. Once you have confirmed a booking with us you are then subject to our cancelation policy which can be viewed below.
This will be based on the final numbers submitted five 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. The Conference and Events Office should be promptly notified in writing of any fluctuations in delegate numbers.
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.
Equipment provided by external suppliers or the conference organiser is not the responsibility of the College.
Equipment provided by the College shall be at the risk of the customer during the period they are using the equipment at the College. The customer must arrange tecnicial support for the Lecture Hall, or any other public rooms where the College equipment is being used with a supplier registered with the College. This technical support must be agreed by our AV tecnician at least one week prior to the booking date.
Organisers must take care when fixing items and decorations to the walls and are liable if any damage is caused to the fabric of the building when doing so. Please ensure that only white tac is used to fix items to the walls and that permisison is sought first. Charges will also be applied to bookings if rooms are not left in an appropirate state at the end of each day of the event.
A draft conference programme, together with full audiovisual requirements, should be submitted at least 10 days before the start of the conference.
Menu choices are required 14 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 and 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. Please note that our allergen policy states that it is not possible for guests to move places during food service unless it has been confirmed with us first and we are aware of where they are moving too. We mark allergen information on our service plans so for the safety of guests we would ask them not to move places.
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.
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. We also require full allergen information to be provdied to us by the chosen catering provider if the food id being served on our premises.
Our quoted prices do not include VAT, all prices are subject to VAT unless the individual customer or 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.
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.
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.
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.
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 is prohibited on College premises with the exception of a three designated smoking shelters located in the North Court Car Park, beside the substation at the end of the Library Court building, and outside West Court near to the Brewery Room bar.
Vehicles and parking
If you are driving to the College, use to intercom at the Victoria Avenue gates to contact the Porters’ Lodge and gain access to the College. We do not reserve or guarantee any spaces, parking in available on a first come, first served basis and is entirely at your own risk.
Safety and security
You must ensure that the applicable College health, 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 is accompanied by a parent, guardian, or named adult who is responsible for that minor’s behaviour or safety.
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.
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 is 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. Please contact us for further information.
You must seek the College's approval before arranging video recordings, publications, photographs, or podcasts that are going to be made available commercially. Please make contact the Conference office first who will send you a permission to film form which will then be reviewed by the Communications Manager.
If you are holding an event in the Frankopan Lecture Hall we do have the facilities available to film events for you. You do need to seek permission for this first, and can only use the footage for the purposes that you have been given permission for. If you do decide to use the footage for other purposes you will need to seek the College's permission first. Please note that media enquiries will have to be passed through the Communications committee so submit your request in plenty of time.
As the organiser of the event it is your responsibility to inform attendees that they are being filmed and to obtain their permission. We can provide sign boards and recommend appropriate wording of signs for you.
Cancellation of a conference
In the event that a confirmed booking is cancelled, the following charges will be applied:
- More than 13 weeks but not more than 26 weeks: 20% of the total cost charge.
- More than 14 days but not more than 13 weeks: 50% of the total cost charge.
- Within 14 days: 100% of the total cost charge.
Cancellation of a dinner
In the event that a confirmed booking is cancelled, or the numbers reduce the following charges will be applied:
- More than four weeks but not more than 12 weeks: 20% of the total cost charge.
- More than five working days but not more than four weeks: 50% of the total cost charge.
- Within five working days: 100% of the total cost charge.
Cancellation of accommodation
In the event that a confirmed booking is cancelled, or the numbers reduce, the following charges will be applied:
- More than 2 weeks: 100% refund
- 2 weeks to 1 week: 75% refund
- 1 week to 1 day before: 50% refund
- The day of the booking: no refund
The College reserves the right to cancel the booking (a) if the booking, in our opinion prejudices 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 alteration in your financial situation.
If you have any questions regarding your event please contact us on +44 (0)1223 760524 or email us at email@example.com.