Hospitality Terms & Conditions
All bookings valued at £500 or more are considered provisional until the signed contract and non-refundable deposit is returned to Sarum College. While the booking is provisional, event organisers may cancel or amend bookings without charge and Sarum College reserves the right to remove or amend unconfirmed bookings.
The following terms and conditions are applicable upon receipt of the signed contract and deposit funds have cleared: Invoices are payable within 30 days.
Deposit:
The contract is confirmed when a deposit of 10% of the estimated bill has been
received. The deposit is due with the signed contract.
Up to three months prior to the event start date
You may lower delegate numbers by 20% without financial consequence up to three months before the start date of the event. If you are expecting your group size to increase, please check availability with the hospitality team. We will do our best to accommodate increases in group sizes but cannot guarantee availability.
Cancellation policy
Event Cancellation with 12 months or more notice – loss of deposit only.
Between 12 and 6 months notice – 50% of the total value of the cancelled booking or portion of the booking affected.
With less than one month notice – 100% of the total value of the booking or portion of booking affected.
Please consider taking out event insurance to cover your financial liability should delegate numbers drop due to extreme weather conditions, illness or other unforeseen circumstances. If you are an event organiser you might also wish to recommend to your delegates that they take insurance to cover their liability to you as the event organiser.
Increase in numbers
If you think your group size could increase, please contact us as soon as possible to check whether we will be able to accommodate the extras. If we are able to accommodate an increase, we will amend the contract accordingly and charge for the number of delegates confirmed.
Disbursements
Where the College agrees to enter into contracts with third parties and make payments to third parties on your behalf (e.g. hospitality with other organisations, transport or tutor fees) you agree to pay the College in advance the total cost of third party goods and services in addition to the College’s deposit and accept in full the financial liability of these contracts. The College will bear no financial responsibility for disbursement costs; the financial liability will relate to the financial terms of the third party; and any refund due on cancellation will be made according to the cancellation terms of the third party.
Breakout rooms
All rooms must be booked in advance and are subject to availability and additional charges.
Damages
Repair expenses for damage to hired facilities or equipment will be invoiced to the contracted organiser.
Alcohol
If you would like to use the College’s licensed bar please arrange this when you confirm your booking. You may serve your own alcohol for a corkage fee. Please discuss this with the staff member assigned to your booking.
Smoking
Those who wish to smoke may do so on the Cathedral Green. Smoking is not permitted within the College buildings or on the grounds. Event organisers are responsible for ensuring that delegates understand and comply with this directive.
Safeguarding and behaviour
Groups with vulnerable adults or children (under 18s) must comply with Sarum College’s safeguarding policy. The event organiser is responsible for ensuring that delegates do not cause any disturbance to any other guests or our staff including, but not limited to, noise disturbance.
Parking
Sarum College has limited onsite parking for guest and staff use. Please note that oversized business and leisure vehicles are not permitted in the car park. Under no circumstances may a residential guest sleep overnight in camping vehicles. Please discuss any queries with the General Manager of Hospitality.