The organisation and/or individual who books the event or who is alternatively named as the event organiser will be considered the hirer, and shall be liable for all aspects of the booking.
The hirer shall notify the Institute of Translational Medicine (ITM) Facilities, events Support Team of any changes to the requirements detailed on the booking form, in writing, not less than three working days (Monday – Friday) before the event.
By submitting your enquiry to book a room or make use of our rooms you agree to be bound by these terms and conditions.
Third party personal insurance and liability
The ITM shall not be responsible for any loss or damage to property arising out of the holding of an event even if secured in our cloak room or storage facilities.
The ITM shall not be responsible for any injury which may be incurred by any persons during the holding of a function arising from any cause whatsoever.
Nor shall the ITM be responsible for any loss due to mechanical breakdown, failure in electricity supply, flood, fire, government restriction or act of God which may cause the ITM to be temporarily closed or the event interrupted.
Invoice will be sent within 28 days of the event finishing.
Payment is required in pound sterling (£) only. Payment should be received in full within 14 days of the invoice being issued.
In the event the hirer cancels a booking, the following charges will be applied (charges will not be applied to cancellations of provisional bookings):
- Less than 60 days notice – 25% of room charge
- Less than 30 days notice – 50% of room charge
- Less than 14 days notice – 100% of room charge
Notice should be given in writing and will be effective as soon as it has been received by the ITM.
The ITM reserves the right to cancel any booking or event if the holding of the room is prevented by reason of circumstances beyond the control of the ITM. We also reserve the right to cancel any booking that if in the opinion of the ITM may damage our reputation.
Charges and penalties
The ITM reserves the right to charge the organisation or event lead the whole cost of repairs, maintenance or cleaning including bank charges for any damage, spillage etc. regardless of intent.
Access to the ITM
There is no access to the ITM before 09:00 and after 17:00 when reception opens/closes.
Meetings that fall outside of the core hours of 09:00 – 17:00 may be allowed with the explicit consent of the ITM operations manager and where the event organiser can delegate an appropriate Trust employee or ITM resident that will be responsible for closure and lock down of the building once the out-of-hours event has finished. This nominated person will need all the necessary training namely fire and first aid.
Food, drink and smoking
You may not, nor any member of your party, bring food or drinks onto any ITM premises to consume without the agreement from the ITM.
Smoking is prohibited in the ITM and all Trust areas apart from the red shelters designated for smoking.
Internal and free rooms
Free internal rooms can only be used by ITM residents if it is their meeting and they are organising it. We reserve the right to charge the full advertised fee plus penalties for anyone found to be abusing this facility.
Internal rooms can only be booked for a maximum of three hours to provide fair usage for all residents unless otherwise approved by the ITM Operations Group or the ITM Director.