Terms & Conditions

The Office Group

Terms and Conditions for Booking of Meeting Rooms

These are the terms and conditions which shall apply to our supply of Meeting Rooms and other Services to you. These terms tell you who we are, how we will provide the Services to you, how you will pay for the Services, how you may cancel a Booking and other important information.

Please read these terms and conditions carefully. By proceeding with your Booking you agree to accept these Terms and Conditions.

In particular, your attention is drawn to the provisions of paragraph 11 (Limitation of Liability).

2. Definitions

In these Terms and Conditions, the following words and phrases shall have the following meanings:-

“App” means each of our mobile applications that we make available from time to time including “TOG&Co”

“Booking” means your booking of a Meeting Room in accordance with Paragraph 3 below;

“Booking Confirmation” means the booking confirmation sent to you following your request for a Booking;

“Business Day” means a day (other than a Saturday or Sunday) when banks in the City of London are open for routine banking business.

“Cancellation Fee” means any Fee payable in connection with the cancellation by you of a Booking in accordance with paragraph 7;

Catering Services” means any catering services made available by us at our Premises for your use in Meeting Rooms;

“Credit Check” means credit or other similar enquiries that we may make into your credit worthiness;

Credit Limit” means the financial limit on the value of Bookings that you may make in any calendar month notified by us to you at any time;

“Deposit” means a deposit with us made in accordance with clause 5.4

“Designated Person” means your financial officer or another designated senior employee as notified to us as being authorised to make Bookings and to receive your Pin Code;

“Equipment” means equipment available for hire by you to use for the duration of a Booking;

“Fees” means our fees for the provision of Services to you including the amounts payable for the hiring of Meeting Rooms and for any additional Services provided to you and any Cancellation Fees;

Invoice” means any invoice sent to you in connection with the supply by us of Services to you;

“Meeting Rooms” means furnished office space for you to use on a temporary basis for conferences or meetings or other similar commercial purposes at any of the Premises;

“On Account” means where you agree to pay for Bookings on a monthly basis subject to the provisions of paragraph 5 of these Terms and Conditions;

“Pin Code” means the unique pin code required to make Bookings On Account and provided by us to your Designated Person;

“Premises” means any building or property owned or managed by us, by any other company in our group, or by any associated company containing Meeting Rooms which are the subject of a Booking;

“Services” means the making available by us to you of Meeting Rooms and any other ancillary services (including Catering Services, Equipment hire, conference call facilities and out of hours services) from time to time subject to the Terms and Conditions;

“Terms and Conditions” means these terms and conditions;

“Website” means our website at [DOMAIN] through which your Booking is to be made.

 

In these Terms and Conditions:

  • references to “we”, “our” and “us” shall be deemed to include references to us as agents for any owners or managers of the Premises containing the Meeting Rooms;
  • references to “you ” or “your” shall be deemed to include references to any of your subsidiary or associated companies to whom we provide any of the Services and, where the context requires, to any persons permitted or invited by you to use the Meeting Room the subject of a Booking.
  • where the context requires, words denoting the singular include the plural and vice versa and words denoting any gender include all genders;
  • references to persons includes any person, firm or company or group of persons or unincorporated body;
  • references to “writing” shall include electronic messages or text, including, without limitation, email.

3.Bookings

Meeting Rooms are booked by you submitting your request for a Booking on the Website, the App, via the telephone or by attending the front desk of any of our Premises.

We will send you a Booking Confirmation recording the details of (including price payable for) that Booking. By proceeding with your Booking , you agree to be bound by these Terms and Conditions in respect of that Booking

You will need to pay for your Booking in accordance with paragraphs 4 and 5 below (as applicable). Until payment for your Booking is received, your Booking is provisional only (unless you have made your Booking On Account, in which case it will be a confirmed Booking).

4. Fees and Payments

The Fees payable for a Booking and our other Services (which exclude VAT) will be the prices set out on the Website or the App (as applicable) each time that you make a Booking

You may pay for your Booking as follows:-

  • If booking via the App or Website, by card at the time that each Booking is made via our payment service provider;
  • if booking via the telephone or at the front desk of our Premises, by BACS or CHAPS transfer prior to the date of your Booking; or
  • if booking On Account in accordance with the provisions of paragraph 5.

In the event that you require any additional Services that are notified to us following the date that you make your Booking, any Fees in respect of such Services shall be payable at the time such Services are requested (unless you have made your Booking On Account, in which case the additional Services will be added to your next Invoice).

If at any time a statement of account showing the Bookings made by you is required, this will be available for you to see by logging into your account on our Website or App. If you wish for us to provide you with your statement by another means, please notify us and we will be able to produce the requested statement within one Business Day.
5. Booking on Account

Setting up your account

We agree that you may make Bookings on Account, provided that any such Bookings are subject to us being satisfied (i) with the results of any Credit Check we may make (ii) that you not having exceeded your Credit Limit and/or (iii) that you have made the required Deposit. You authorise us at any time to make such Credit Checks as we may in our discretion wish to make into your credit worthiness.

In order to set up your account on our Website or App, you will require a Pin Code which we will provide to the Designated Person. You shall be responsible for the security of the Pin Code and the Designated Person should only share the Pin Code with such employees and other authorised personnel as may be determined by him.

You should notify us immediately if your Pin Code has been misused or made available to non-authorised personnel, in which case we will send a new Pin Code to your Designated Person. We accept no liability for the misuse of any Pin Code by you or any of your employees (including the Designated Person).

 

Payment

If you pay for Bookings on Account we will invoice you monthly in arrears for the Fees payable by you in connection the supply of Services in the previous month. Each invoice will be sent to you and you must pay each invoice (together with VAT) within 28 calendar days of the date stated on each Invoice. Each Invoice submitted to you will contain our bank account details and instructions for payment of our Fees.

In the event that you do not make payment within 7 days of the due date for payment we reserve the right to cancel any future Bookings you make with us unless you have made payment to us in advance for future Bookings.

If you do not make any payment to us within 28 days of the date stated on any Invoice, we may charge interest to you on the overdue amount at the rate of 8% per annum. This interest shall accrue on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. You must pay us interest together with any overdue amount.

Any amounts payable in connection with the Catering Services ordered, Equipment hire or any other charges applied will be added to the Invoice delivered to you for the calendar month of the relevant Booking.

 

Credit Limit

We will prior to your first Booking with us notify you of your Credit Limit. You shall not exceed this Credit Limit. If you exceed your Credit Limit, this shall constitute a material breach of these Terms and Conditions and we reserve the right to terminate any future Bookings made by you and any agreement for you to make Bookings on Account, in which case the provisions of paragraph 5.5 of these Terms and Conditions shall apply.

 

Deposit

We may as a result of our Credit Check and at our sole discretion, require you to make a Deposit with us before we accept your first Booking on Account. The Deposit so required from you will be in an amount of up to 100% of the Fees payable for your first Booking.

Any Deposit required from you must be payable on or before the date of your first Booking. In the event that you do not provide a Deposit when requested, we reserve the right to cancel your Booking unless you make payment to us in advance for that Booking.

We may, as a result of our dealings with you and at our sole discretion, require you to increase your Deposit with us. Any payment of any increased Deposit must be payable on or before the date of your next Booking. In the event that you do not provide such increased Deposit, we reserve the right, unless you make payment to us in advance for that Booking, to cancel your Booking and refuse to accept any further Bookings On Account until such time as the increased Deposit is paid to us.

We may at our discretion apply all or part of the Deposit against any Fees for which payment is overdue or other amounts owing to us under these Terms and Conditions. If we use all or part of your Deposit and without prejudice to our other remedies, we may require you to make good the Deposit and until you do so we reserve the right to cancel your Booking and/or refuse to accept any further On Account

The Deposit (less any deductions due and owing to us under these Terms and Conditions) shall be repayable to you following the termination of the arrangement for you to make Bookings On Account in accordance with paragraph 5.5 of these Terms and Conditions.

 

Termination

We may immediately terminate any arrangement for you to pay for Bookings On Account at any time by notice in writing to you if:

  • you fail to pay an Invoice within seven days of the due date for payment stated on such Invoice;
  • you exceed your Credit Limit; or
  • we cease to be satisfied with the results of any Credit Check we may make.

You may terminate the arrangements for you to make Bookings On Account at any time by giving us not less than 10 Working Days written notice in accordance with paragraph 16 of these Terms and Conditions.

On termination of the arrangement for you to make Bookings On Account:-

    • you shall immediately pay to us any outstanding Fees and other amounts owing;
    • in respect of accrued Fees for Services supplied but for which no invoice has been submitted, we shall submit an Invoice, which shall be payable by you immediately on receipt; and
    • we may deduct any accrued Fees and other amounts owing  from your Deposit. If any balance of your Deposit remains, we will arrange for the repayment of your outstanding Deposit within 10 Business Days of the termination.

6. Changes to Bookings

If you wish to make any change to your Booking, you can do so by notifying the front desk at the Premises where your Booking was made in person or by the telephone. Please notify us of any changes as soon as possible. We will let you know if the change is possible and, if it is possible, we will let you know about any changes to the Fees payable in respect of such Booking or anything else which would be necessary as a result of your requested change. We will then ask you to confirm whether you wish to go ahead with the change. If you do not wish to go ahead with the change, your Booking shall remain unaltered unless you wish to cancel your Booking in accordance with the provisions of paragraph 7.

We reserve the right to change the allocated and confirmed Meeting Room to an alternative room of similar size and quality to the one originally booked in the event that the original venue is unavailable.

There may be occasions where, due to circumstances beyond our control (see paragraph 12), the Services may be affected. We reserve the right to make any changes necessary to your Booking until such time as we are able to resume normal performance.

If we need materially to change your Booking, we shall notify you of such change as soon as practicable and you shall be entitled to cancel your Booking accordingly. In such an instance, no Cancellation Fee shall be payable in accordance with paragraph 7.

7.Cancellation

If you need to cancel the Booking made by you, Cancellation Fees may apply.

Cancellations can be made via the App or our Website or by contacting the front desk of the Premises where your Booking was made by telephone or in person. Any cancellation made will not be effective unless and until we confirm acceptance of that cancellation by sending you an email confirmation of the cancellation.

In the event that you cancel your Booking 2 Business Days or more prior to the date of a Booking, no Cancellation Fee shall be payable.

In the event that you cancel your Booking less than 2 Business Days prior to the date of a Booking, a Cancellation Fee equal to 100% of the Fee for that Booking shall be payable.

On a cancellation where no Cancellation Fee is payable, we will arrange the repayment of any Fees paid by you prior to the cancellation by our payment service provider within 5 Business Days of the date of the cancellation of the Booking..

In the event that you have not paid any Fees prior to cancellation as you have made your Booking On Account and a Cancellation Fee is payable, the Cancellation Fee will be included in your next Invoice.

8. Use of Meeting Rooms and Equipment

You will use the Meeting Rooms and Equipment strictly for the purpose of and in accordance with the details (including length of time) for your Booking.

You will not use the Meeting Rooms or the Equipment for any unlawful, fraudulent, criminal, immoral or similar purposes or in connection with any business or activity that is in breach of any applicable legislation (primary and subordinate), rules, regulations or orders of applicable authorities.

You will not damage in any way the Meeting Room (including walls, carpets, blinds and furniture) or the Equipment, or remove any of the Equipment, furniture or effects from the Meeting Room without our consent.

You will not during the use of the Meeting Room knowingly do anything that may damage the goodwill or reputation of our business or may bring our business into disrepute.

You will not do anything that causes damage in any way to the Premises or nuisance or annoyance to other users of the Premises or remove any of the equipment, furniture or effects from the Premises.

You will give us adequate advance warning of any unusual activities taking place within the Meeting Rooms. We reserve the right to refuse such activities taking place should they be deemed to interfere with other clients.

9. Catering Services

 In addition to the making available of Meeting Rooms, we may (depending in which Premises you are making a Booking) make available to you Catering Services. Prior to the date of your Booking, we will let you have details of the Catering Services available in the Premises of the Meeting Room that you have booked, pursuant to which you may pre-order any food or beverages required.

If Catering Services are provided by us at the Premises then, unless we agree otherwise at the time of a Booking, any food and beverages to be consumed in a Meeting Room must be purchased through the Catering Services offered to you at the Premises.

If Catering Services are not provided by us at the Premises or where Catering Services are provided by us at the Premises but we agree to allow you to consume food and beverages in a Meeting Room that has not been purchased in accordance with paragraph 9.2, we reserve the right to apply a charge for any such food or beverages provided by you or by any third party catering service providers.

 Any amounts payable in connection with the Catering Services ordered or any charges applied will be payable in accordance with paragraph 4.

10. Damages

You are responsible for the Meeting Room for the duration of your Booking. Any damage to the Meeting Room or its contents or the Equipment (or any other part of the Premises) incurred as a result of you or your invitees (or representatives of either) behaviour or negligence will result in a charge based on:-

  • the cost of the repair; and
  • the value to us of any subsequent loss of business or trade or other commercial activity suffered by us.
  • If you do not vacate the Meeting Room by the agreed time we reserve the right to make additional charges for the Booking based on:-
  • the prices set out in our fee list in force at the date of the Booking made by you; and
  • any payments made or subsequent loss of business incurred by us in respect of other persons who had booked the Meeting Room to the extent that we are unable to honour their bookings.

11. Limitation of Liability

Nothing in these Terms and Conditions shall limit or exclude liability for:

  • death or personal injury caused by negligence, or the negligence of any of our or your employees, agents or subcontractors; or
  • fraud or fraudulent misrepresentation.

Subject to paragraph 10, we shall not be liable to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, arising under or in connection with these Terms and Conditions for:

  • loss of profits;
  • loss or damage to goodwill; and
  • any indirect or consequential loss.
  • This paragraph 11 shall survive termination of the arrangements governed by these Terms and Conditions.

12, Force Majeure

We shall not be liable for any breach of these Terms and Conditions or any losses resulting therefrom caused by circumstances beyond our reasonable control, including, but not limited to, acts of God, fire, lightning, flood or extremely severe weather, explosion, war, terrorism, disorder, industrial disputes (whether or not involving our employees) network failures, or acts of local or central Government or other competent authorities.

12. Termination

 We may immediately terminate our arrangements with you under these Terms and Conditions) at any time by notice in writing to you if:

  • you are using or we suspect that you may use the Meeting Rooms in breach of these Terms and Conditions; or
  • you are unable to pay your debts as they fall due or suspend or threaten to suspend payment of your debts, if a trustee, administrator or other receiver is appointed or takes any steps with a view to taking possession of all or any part of your assets, you are or become insolvent or convene or propose to convene a meeting of your creditors or any steps are taken concerning your insolvency or any similar steps are taken in respect of your bankruptcy or insolvency.

Termination pursuant to clause 13.1 shall be without prejudice to:-

  • the accrued rights, remedies, obligations and liabilities of each of us at expiry or termination which shall be unaffected, including the right to claim damages in respect of any breach of these Terms and Conditions which existed at or before the date of termination or expiry; and
  • provisions which expressly or by implication survive termination which shall continue in full force and effect.

14. Assignment

We may at any time assign, transfer, subcontract or deal in any other manner with all or any of our rights under these Terms and Conditions and may novate in any manner any or all of our obligations under these Terms and Conditions to any third party or agent.

You shall not, without our prior written consent, assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any or all of your rights or obligations under these Terms and Conditions.

15. Severance

If any provision of these Terms and Conditions is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision shall be deemed deleted. Any modification to or deletion of a provision shall not affect the validity and enforceability of the rest of these Terms and Conditions.

16. Notices

Any notice or communication under or in connection with these Terms and Conditions shall be in writing and may be delivered electronically via the App or by Email, or may be delivered personally or by post. If a notice is delivered personally or by post, it shall be signed by the party by whom it is given.

Any notice or communication under or in connection with these Terms and Conditions shall be delivered personally, or by post (using registered mail) or electronic mail (but not facsimile) to the respective addresses, or electronic mail addresses as either party may notify to the other from time to time.

In the case of notices or communications sent by post, proof of delivery using registered mail shall constitute proof of receipt, in the case of notices or communications delivered by electronic mail, an electronic delivery report shall constitute proof of receipt. The date of receipt shall be

  • in the case of a notice delivered personally, upon delivery to the relevant addressee;
  • in the case of a notice sent by post, on the date of delivery, as confirmed by the proof of delivery from the registered postal service provider;
  • in the case of electronic mail on the date on which the electronic mail is transmitted by the sender according to the electronic mail delivery report.

17. Collection and Use of Your Personal Information

Please refer to our Privacy Policy which specifies what personal information we will collect from you.

If you choose to pay by card, we will not collect or store any of your payment information. When you make a payment on our Website or App (as may be applicable), you are redirected to a page hosted by our payment service provider. who will collect and store your payment information.
18. Governing Law and Jurisdiction

These Terms and Conditions shall be interpreted in accordance with English law and any disputes (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the English courts.

 

 

 

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