Terms & Conditions
Room hire at The NTI in Birmingham
Confirmation of booking
A Room Hire Charge is payable for each room booked.
If you make a provisional Booking The NTI in Birmingham will send you a booking confirmation form or email. The Booking will remain provisional until the signed booking confirmation or email confirmation is received by The NTI in Birmingham.
The NTI in Birmingham may cancel, without liability, a provisional Booking at any time prior to receipt of the Event Sheet and Conditions of Booking by sending you written notice of cancellation either by fax, email or post.
If any changes take place to your requirements you must notify us immediately and a new booking form or email message will be issued for your signature / approval if necessary.
The NTI in Birmingham must receive a minimum of 5 working days’ notice of requests for equipment and technical support, otherwise we cannot guarantee availability.
If you require internet access as part of your event the names of delegates must be received by The NTI in Birmingham 48 hours before the course start date.
Clients providing their own equipment should inform The NTI in Birmingham and note that The NTI in Birmingham cannot provide technical assistance with such Items nor shall it accept responsibility for any malfunction. It is your responsibility to satisfy yourself as to the suitability of such equipment for the environment in which it is to be used. You shall be responsible for the security and insurance of any such equipment, for obtaining all consents of licenses and for its prompt removal at the end of the Event.
You shall indemnify The NTI in Birmingham against any costs or damages incurred through the use of such equipment. The NTI in Birmingham reserves the right to refuse permission to use certain equipment.
All Events held on the premises will be catered for by one of The NTI in Birmingham’s contracted caterers.
The final number of guests to be catered for must be confirmed to The NTI in Birmingham by midday, three working days prior to the Event at the latest. This shall be the minimum number for which you will be charged.
Subsequent to the confirmation of final numbers detailed above, the number of guests to be catered for may only be increased with the approval of The NTI in Birmingham.
Use of premises
You shall comply with The NTI in Birmingham security requirements at all times and follow any specific security related instructions, which may be given by The NTI in Birmingham staff at any time.
You shall comply at all times with The NTI in Birmingham’s fire, emergency and Health and Safety regulations. Fire instructions including fire escape routes are displayed throughout the Society’s premises. Fire exits and routes must not be obstructed.
Nothing may be fixed to walls, ceilings, floor or pillars of any room by nails, screws, drawing pins, tape or other means without prior written approval.
You shall not use any public area of the premises for registrations of guests, distribution or display of promotional material or for display of company signs or notices without prior written approval.
You shall not hold press conferences or make television or radio recordings on our premises without prior written approval from The NTI in Birmingham.
You shall not photograph or film rooms that show The NTI in Birmingham logo without prior written approval of The NTI in Birmingham.
The use of The NTI in Birmingham premises does not carry any endorsement by The NTI in Birmingham and none shall be claimed or implied by you in any way whatsoever.
You shall not make use of The NTI in Birmingham logo in any way whatsoever, except with the prior written approval of The NTI in Birmingham.
You shall have access to the room between the Access Time and the Finish Time stated on the Event Sheet. The Event must end and the room be cleared no later than the Finish Time as stated in the Event Sheet.
Should your Event continue after the Finish Time, The NTI in Birmingham shall make every endeavour to accommodate your wishes. However should The NTI in Birmingham request you to vacate the premises, for example, in the event of requiring the room for a subsequent Hirer, you shall immediately comply.
It is your responsibility to ensure the maximum notified capacity of each room is not exceeded at any time.
Any accidents or damage occurring within the premises shall be reported immediately to a member of The NTI in Birmingham staff immediately.
Room hire, business services, equipment, catering and all other Charges are subject to periodic review and so may occasionally differ from charges quoted upon your initial enquiry.
Unless otherwise agreed in writing, telephone calls, facsimile, photocopying and other business services are not included in the Room Hire Charge and will be itemised on your invoice separately if usage of these business services is deemed excessive by The NTI in Birmingham.
All Charges are quoted exclusive of applicable Value Added Taxation (VAT), and are subject to variation in line with changes to taxation subsequent to the date of the Contract or price list.
Please note that VAT is applicable on room hire where any catering service is provided.
Should your Event continue after the Finish Time any additional room hire, business services, equipment hire and other Charges will be payable at the appropriate rate, pro rata, hourly or parts thereof. Please note that if you have been quoted daytime rates and your Event continues after 18.00 then the relevant evening rate will apply.
Should you request The NTI in Birmingham to buy goods and services from a third party a handling charge will be incurred and a deposit may be required. If your Booking is cancelled by either of us for any reason you shall be liable for the handling charge and any costs incurred, in addition to any Cancellation Charges.
You shall indemnify NTI in Birmingham against all and any claims arising from the purchase of goods or services from a third party on your behalf.
Deposits and payments
An advance payment may be required before your Booking is confirmed. This amount, and the date by which it is required, will be detailed in our Booking form. At the sole discretion of The NTI in Birmingham we may at any time require an advance payment of charges that are or may in our opinion become due. All additional advance payments required shall be paid within 7 days of written notification by The NTI in Birmingham.
Without prejudice to any other rights or remedies available to The NTI in Birmingham under this Agreement, failure to pay any advance payments within 7 days of notification may, at the sole discretion of The NTI in Birmingham, result in the cancellation of the Booking and Cancellation Charges may become due.
Upon receipt of a completed Room Booking Form, NTI in Birmingham (through UCE Birmingham) will invoice you for the amount due. You shall pay the amount prior to the event start date.
Cheques shall be made payable to "UCE Birmingham" and crossed "AC Payee".
We reserve the right to cancel your Booking with immediate effect and without liability if at the sole discretion of The NTI in Birmingham it appears:
- The Event is of a different nature to that confirmed by you.
- The Event may be illegal.
- The Event may bring bad publicity or disrepute upon The NTI in Birmingham
- It is possible that you may not be able to honour your obligations under the Contract.
- The number of attendees may exceed published capacity figures and it is not possible to reorganise the Booking within The NTI in Birmingham premises.
- You fail to pay any required advanced payment.
- You breach any of the conditions of these signed Conditions of Booking.
In the event of cancellation under the circumstances described above, any advance payment paid by you may, at the sole discretion of The NTI in Birmingham, be retained.
The NTI in Birmingham may cancel your Booking with immediate effect and without liability in circumstances outside our reasonable control. These may include, although not exclusively, Act of God, fire, strikes, lock-out or industrial action whether involving The NTI in Birmingham employees or a third party or any act or omission by yourself, your agent or contractor or your or their employees or guests.
If The NTI in Birmingham cancels your Booking in circumstances detailed above, any advance payment paid to The NTI in Birmingham will be refunded unless cancellation is related to acts or omissions by yourself, your agent or contractor, or your or their employees or guests.
If you wish to cancel your Booking after confirmation you must call The NTI in Birmingham immediately to notify them of your intention. Any notification of cancellation must be confirmed in writing to The NTI in Birmingham. Cancellation will not be implemented by The NTI in Birmingham until such written confirmation is received. If you cancel your Booking after confirmation, The NTI in Birmingham shall retain any advance payment paid and a Cancellation Charge shall be applied to any outstanding balance as detailed below.
Period before event that written confirmation of cancellation received by the NTI.
Cancellation charge as % of room hire and confirmed catering charge.
In excess of 42 days
28 – 42 days
14 – 27 days
8 – 13 days
Less than 7 days excluding Bank Holidays
Indemnity and insurance
You shall indemnify The NTI in Birmingham against all loss or damage, including indirect or consequential loss or damage, howsoever arising from this Booking.
This shall include, but not be limited to, loss or damage to The NTI in Birmingham’s premises, fixtures, fittings, furnishings, equipment, stock and other contents howsoever arising, including death or injury to any person.
If requested by The NTI in Birmingham, you shall effect and maintain Events, Public Liability or other insurance to a level notified by The NTI in Birmingham which will indemnify you, your agents or contractors or your or their employees or guests against any claim, costs, and expenses incurred in respect of any injury to any person or loss or damage to property howsoever arising from this Event, and you shall, if so requested by The NTI in Birmingham, provide certificates as evidence of such insurance cover.
While The NTI in Birmingham is happy to look after deliveries, garments and personal belongings of the organiser or persons attending Events at The NTI in Birmingham premises, we shall not be liable whether in negligence or otherwise for any loss of or damage to such items occurring on The NTI in Birmingham premises and you shall indemnify us against any claims arising from such loss or damage.
In no circumstances shall The NTI in Birmingham be liable to you, in contract or in tort, including negligence or breach of statutory duty for:
- Any increase in your costs or expenses.
- Any loss of your profit, business, contracts or goodwill.
- Any indirect or consequential damage of any nature whatsoever.
Complaints and Claims
If you have a complaint prior to or during the Event, you shall notify us immediately and we will do what we can to help. If any complaint or claim arises out of the Booking or our performance of the contract you shall notify us immediately and provide written details within seven days of the Event. The NTI in Birmingham shall not be liable for any complaint or claim unless notified in writing within seven days of the Event.
If two or more persons are named on the Event Sheet the liability of each is joint and several. This means that each person can be held fully responsible for all the responsibilities under this Contract.
The agreement is subject to English law.