Keystone Innovation Centre
Croxton Road
Thetford
IP24 1JD
Tel: 01842 768300
Fax: 01842 768301
Email: [email protected]
Web: www.keystonetrust.org.uk/business
Meeting Room Booking Form
Your Details
Contact Name
Company Name
Company Address
Phone Number
Fax Number
Email Address
Details of your Intended Event
Event Name
Date Required
Start Time
Finish Time
Delegates Numbers
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Room Required (Tick applicable option)
Full Day
Half Day
Evening
Room Rates
(max 8 hours)
(max 4 hours)
(max 4 hours)
(Prices exclude VAT)
Seminar & Training
Room
(seats up to 70)
£247 per day
£160 per half day
£200 evening
Theatre (70) Boardroom (28)
Classroom (24) ‘U’ shape (22)
Cabaret (32)
Meeting Room 1
(seats up to 8)
£60 per day
£40 per half day
£60 evening
Board Room fixed table layout
Meeting Room 2
(seats up to 8)
£60 per day
£40 per half day
£60 evening
Board Room fixed table layout
Meeting Room 3
(seats up to 28)
£140 per day
£93 per half day
£100 evening
Theatre (28) Boardroom (20) ‘U’
shape (14) Classroom (12)
Cabaret (16)
Meeting Room 4
(seats up to 24)
£120 per day
£80 per half day
£90 evening
Theatre (24) Boardroom (16) ‘U’
shape (12) Classroom (10)
Monday – Saturday: Full Day 09:00 – 17:00; Half Day 09:00 – 13:00 or 13:00 – 17:00;
Monday – Friday: Evening 18:00 – 22:00
Room Layout (Tick applicable option)
Classroom
Theatre
Boardroom
U Shape
Cabaret
Other (Please specify)
Equipment Requirements (All equipment is subject to availability)
Flip Chart with pad & pens
Whiteboard with pens
Overhead Projector & Screen (for use with acetates)
Digital Projector & Screen (for use with a laptop)
Portable AV Unit (plasma screen for use with a laptop)
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Details of Catering Requirements
Menu Required (please tick applicable option)
Kick Start Breakfast
£4.00 per delegate
Continental Breakfast
£6.00 per delegate
Express Lunch
£3.50 per delegate
Light Buffet (minimum 5 delegates)
£5.00 per delegate
Working Buffet (minimum 10 delegates)
£6.50 per delegate
Corporate Buffet (minimum 10 delegates)
£9.50 per delegate
Evening Light Bites Buffet (minimum 10 delegates)
£6.00 per delegate
Refreshments
Fairtrade Tea, Coffee & Herbal Selection
Fairtrade Tea, Coffee & Herbal Selection
£1.50 per delegate
(3 servings)
£4.00 per delegate
Chilled Refreshments (Each option below serves up to 6 delegates)
Jug of Orange Juice
£2.50 per jug
Jug of Apple Juice
£2.50 per jug
Belvoir Fruit Farm Pressés 750ml
£2.80 per bottle
Hildon Still & Sparkling Natural Mineral Water 750ml £3.00 per set
Something to Complement your Refreshments
Individually Wrapped Biscuits
30p per delegate
Fresh Fruit
30p per delegate
Mini Danish Selection
£1.50 per delegate
Freshly Baked Fruit Scone served with butter & jam
£1.50 per delegate
Homemade Cake Slices
£1.50 per delegate
Premium Flowerpot Muffin
£1.50 per delegate
Please note not all of our buffets include refreshments. Prices exclude VAT
Timings for Refreshments and Buffet:
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Other additional information or requirements (Dietary, Wheelchair access etc)
Invoice Details if different from details supplied
Contact Name
Company Address
Telephone Number
Email
Purchase Order
Booking Confirmation
Authorised Signature
Date
By signing the booking form the hirer enters into an agreement with the Keystone Innovation Centre.
The person signing the booking form must be an authorised representative of the hirer.
About Us
Where did you hear about us
If applicable, advert promotional code
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Terms and Conditions of Hire
The following are the terms and conditions for the hire of the Seminar and Training Room and Meeting
Rooms at the Keystone Innovation Centre.
Definition
1.
‘KIC’ means Keystone Innovation Centre
2.
‘The Venue’ means the organisation responsible for all rooms and facilities available for hire at the
KIC.
3.
‘The Hirer’ refers to the individual or organisation hiring all or part of the Venue.
4.
‘The Event’ refers to the particular rooms, facilities and catering hired as set out in the Booking Form.
5.
‘Booking Form’ sets out the Event which have been booked and all other arrangements which the
hirer has agreed in advance with KIC.
General
1.
These Terms and Conditions and the signed Booking Form represent the agreement between the
Venue and the Hirer (the Agreement.)
2.
By signing the Booking Form the Hirer enters into the Agreement.
3.
The person signing the Booking Form must be an authorised representative of the Hirer.
Provisional Bookings
1.
KIC will only confirm provisional bookings if the Booking Form is signed by the Hirer.
2.
Any provisional bookings that have not been confirmed will expire after 2 weeks without further
notice unless the Hirer is informed otherwise.
Confirming the Booking
1.
KIC will confirm the booking only on the basis of these terms and that the Booking Form is confirmed
in writing and signed by the Hirer.
2.
When the Hirer confirms the booking, the Hirer agrees to pay all charges for all rooms, meals and
other facilities as set out in the booking form.
3.
Confirmation of the event details including final numbers and catering requirements must be given
not less than 7 working days prior to the Event
Price Variations
1.
In the event of circumstances beyond KIC’s control (e.g. increases in the prices of conference buffet
and refreshments), KIC reserve the right to vary the prices quoted to an extent which reflects such
changed circumstances.
Cancellation
1.
If the Event is cancelled or if there is a reduction in the contracted value of the Event, the following
the scale of cancellation charges then will apply:
a. Between 2 months and 29 days notice – 25% of the total Event cost.
b. Between 28 days – 15 days notice – 50% of the total Event cost.
c. Between 14 days and 7 working days notice – 75% of the total Event cost.
d. 6 working days or less notice – 100% of total Event cost.
2.
KDT has the right to alter or cancel any bookings that KDT cannot adhere to for reasons beyond
their control. If this happens KDT will use all reasonable efforts to offer the Hirer an alternative but
will not be responsible for any additional cost. KDT cannot accept responsibility if they cannot
provide the facilities, food, drinks or services because of industrial action or any other cause which is
beyond their control, as long as KDT could not have avoided the effects by taking reasonable steps.
Financial Conditions
1.
A deposit may be requested entirely at the discretion of the Venue. For new customers, payment will
be required in advance of a booking until a credit account is set up.
2.
The Venue will invoice the Hirer for all charges (and if a deposit/advance payment has been paid the
balance of the charges) after the event. The Hirer must pay that invoice in sterling, to the address
shown on the invoice, within 7 days of the date of the invoice. The Hirer will pay any bank charges
involved in making the payment. If the Hirer does not pay the invoice in full within 7 days, KIC may
charge the Hirer interest on the amount outstanding at 4% above HSBC bank base rate.
3.
All prices quoted either verbally or in writing are exclusive of VAT.
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The Hirer agrees to adhere to the following Rules and Regulations:
1.
The Hirer reserves the right to decline any application for hire of its facilities.
2.
The Hirer must vacate the Venue on or before the expiry time as set out on the Booking Form,
otherwise reasonable additional charges will be incurred.
3.
Bookings are only accepted by event organisers/delegates aged 18 and over.
4.
The Hirer shall not sublet the hired rooms without the Venue’s written consent. This includes the
prior approval by the Venue of any exhibiters attending the event.
5.
The Venue reserves the right of entry to all rooms by authorised members of the Venue staff. In
particular the Venue reserved the right of entry to rooms to inspect their condition and for any
cleaning or maintenance or to carry out repairs, or in an emergency.
6.
Animals are not allowed on the premises except guide dogs for the blind.
7.
Smoking is not allowed within the Keystone Innovation Centre.
8.
Nothing may be attached to the walls in the Venue.
9.
The presence of Keystone Innovation Centre staff is required during all periods of use of the
premises.
Behaviour at the Venue
1.
Delegates/guests must conduct themselves in a responsible and proper manner with due
consideration to others and must refrain from behaviour which would bring the Venue into disrepute
or be a nuisance or cause discomfort or annoyance to staff members at the Venue and the
surrounding areas.
2.
The facilities must only be used for the purpose hired and not for any other purpose whatsoever.
3.
Guests shall not use or permit the premises to be used for any illegal or immoral purpose.
4.
Food and Drink – Other than that supplied by the Venue, items of food, wines, spirits or other
beverages must not be brought on to the premises for consumption.
Health and Safety
1.
The Venue is concerned for the health and safety of the Hirer. The Hirer must comply with the
Venue’s health and safety policies and procedures.
Car Park
1.
The Venue is not responsible for any theft, damage or loss to any vehicle or goods that may occur
within the car park insofar as it is not caused by the negligence of the Venue.
Liability & Insurance
1.
The Venue shall not be liable for any claim for injury, loss of or damage to property suffered by the
organiser or delegates or any claims or damages whatsoever, including that resulting from
unavailability of or variation to facilities or services. Such individual and delegates shall ensure that
they maintain adequate insurance cover in respect of any injury, loss or damage, which they may
suffer.
2.
Delegates shall keep the conference room facilities their contents (whichever is being hired) in good
condition. The cost of any loss or damages, including the cost of any additional cleaning of the
rooms and communal areas, will be charged to the organiser.
3.
The Hirer shall indemnify the Venue for all loss, damages, claims, costs and expenses incurred or
suffered by the Venue arising as a result of the bookings, or use of the rooms, conference rooms,
and facilities and in respect of any claims made against the Venue as a result of the use of rooms,
conference rooms and facilities.
4.
The Venue’s public liability insurance policy covers legal liability arising in connection with the use of
the Venue’s facilities. Delegates shall not do anything or permit anything to be done as a result of
which any policy of insurance affected by the Venue with regards to the facilities hired may become
void or voidable or as a result of which the rate of premium of any such policy may be increased.
Applicable Law
1.
These terms and the Agreement shall be governed by the Law of England and Wales.
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