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Booking terms and conditions

On confirming a booking with us you have agreed to our booking terms and conditions which can be found below.

Provisional bookings

A provisional booking can be made by emailing us directly at conference@jesus.cam.ac.uk or by submitting an enquiry form. 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. At this stage you will be issued a contract which you are then required to sign and return to confirm your booking.

The invoice

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

Equipment provided by external suppliers or the conference organiser is not the responsibility of the College.

Conference programmes

A draft conference programme, together with full audiovisual requirements, should be submitted at least 10 days before the start of the conference.

Menus 

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 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.

Prices

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

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.

Table plans

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 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.

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 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.

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.

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 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.

Filming

You must seek the College's approval before arranging video recordings, publications, photographs, or podcasts that are going to be made available commercially.

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, 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.

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 conference@jesus.cam.ac.uk.

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