WILLIAMSF1 CONFERENCE CENTRE
TERMS AND CONDITIONS OF USE
IN RESPECT OF VENUE HIRE AND IN RESPECT OF RACE DAY EVENTS & TOUR PACKAGES

1.      In these Terms and conditions the following definitions shall apply:

“The Company” - means Williams Grand Prix Engineering Limited,
known as WilliamsF1.

“The Hirer” - means any party which reserves or has reserved on its behalf, or otherwise uses any of the Facilities.

“Facilities” - means any of the facilities of the WilliamsF1 Conference Centre at Grove, Wantage, Oxfordshire and in particular those specified in the Confirmation.

“Confirmation” – means the hirer’s written request to the Company for their Booking to be confirmed (either by letter/fax, email or signed Booking Reservation Form).  A confirmation deems acceptance of our Terms & Conditions.

“Confirmation Acceptance” - means the written acceptance issued by the Company to the Hirer (by fax/email or invoice) upon receipt of the Confirmation. The Company may accept or decline any Booking at its discretion.

“Fee” - means the consideration for the use of the Facilities and Food & Beverage Costs as specified in the Confirmation Acceptance together with vat at the rate prevailing at the time of Confirmation.

“Terms” - means these terms and conditions of use.

“Booking” - means the request by the Hirer for the provision of the Facilities on the Terms and the matters set out in the Booking Reservation Form shall, save as may be modified by the Confirmation Acceptance or these Terms, form the agreement between the Company and the Hirer.

“Hiring” - means the use of the Facilities by the Hirer as specified in the Confirmation Acceptance.

2.      The Hirer has agreed to use the Facilities and to pay the Fee on and subject to the Terms, and the Company has agreed to provide the Facilities subject to the matters specified in these Terms.

1. With respect to Venue Hire, and Tour Packages, the Hirer shall pay

the Fee as follows:
i)       A non-refundable deposit of 33.3% of the Fee payable against the invoice issued by the Company at the time of Confirmation.
ii)      The balance of the Fee not less than 7 business days prior to the commencement of the Hiring payable against the invoice of the Company.

         Additional charges (if any)  shall be paid to the Company not more that 30 days from the date of the relevant invoice being delivered to the Hirer by the Company. 

         Any sums not paid to the Company by the due date shall carry interest at the rate of 4% above the prevailing base rate of Barclays Bank Plc until the date of payment.

3a.    With respect to Race Day Event tickets, the Fee is payable immediately upon booking.

1. With respect to Venue Hire and Tour Packages, in the event that the Hirer wishes to cancel the Booking, as confirmed by the Confirmation Acceptance the Hirer shall give not less than 10 weeks notice to the Company in writing.  Failing such notice the Hirer shall in the event of cancellation in addition to the forfeit of the deposit referred to in clause 3 (i) pay to the Company the following amounts:-

i)                  cancellation more than seven but less than ten weeks prior to the Hiring  -     30% of the Fee

ii)                  cancellation more than four but less than seven weeks prior to the Hiring  -     60% of the Fee

iii)                  cancellation four weeks or less prior to the Hiring - 100% of the Fee

         Any variation to the requirements of the Hirer (including a reduction in the number of delegates) made less than six weeks prior to the Hiring shall only entitle the Hirer to a rebate of the Fee at the discretion of the Company.  Any requirements additional to those set out in the Confirmation Acceptance shall be subject to the Company’s approval which may be subject to an additional charge.

In the event of any inconsistency between the Booking and the Confirmation Acceptance  the Confirmation Acceptance shall prevail.

4a.    With respect to Race Day Events, in the event that the Hirer wishes to cancel the Booking, the Fee shall be forfeited and the Company shall be entitled to retain the Fee.

5.      The Hirer shall not affix any item to the walls or fabric of the Facility, nor use any non-standard electrical equipment without the prior approval of the Company.  The Hirer shall where possible use audio visual or other technical equipment provided by the Company, and shall ensure that any person operating such equipment is reasonably competent to do so.  In the event that the Hirer wishes to use specialised equipment the Company will require that a technician approved by the Company is in attendance during such use.  The cost of such a technician shall be borne by the Hirer.

6.      Use of the Facilities is at the risk of the Hirer and all delegates attending at the request of the Hirer shall be notified accordingly by the Hirer.  The Company shall not be liable for and is hereby released by the Hirer from any and all claims arising in respect of loss or damage to property of the Hirer and its invitees, and all claims in respect of death or injury save those occasioned by the negligence of the Company, its servants or agents.

7.      The Hirer shall indemnify the Company, and keep the Company indemnified in respect of any damage to the Facilities and any injury or loss sustained by any person which results from the act or omission of the Hirer or any person using or attending the Facilities at the request or invitation of the Hirer.  The Hirer shall ensure that adequate insurances are in place at the commencement of the Hiring to enable it to properly provide the indemnity given above.

8.      The Hirer shall ensure that all persons attending the Facilities at its invitation at all times observe such reasonable directions as may be issued by the Company’s representatives, and in particular those relating to safety and security.

9.      No broadcast filming or recording shall be made at the Facilities during the Hiring without the prior written approval of the Company, which may be granted or withheld at the discretion of the Company.  The Company may grant any such consent subject to payment of an additional payment by the Hirer.  Still photography is permitted within the Historic Grand Prix Collection.  Any use of promotional emblems or materials within the Facilities shall be subject to the prior approval of the Company.

10.    The Facilities shall be used for no purpose other than that specified in the Confirmation Acceptance.

11.    Save where otherwise agreed in writing by the Company, the Hirer shall be responsible for the provision of all materials and equipment to be used by it during the Hiring and shall ensure that all Facilities are left in a clean and tidy condition after use.

12.    The Hirer shall use all reasonable efforts to ensure that its invitees to the Facilities do not enter areas of the Company’s site other than those specified in the Confirmation and/or advised by the Company’s representatives.

13.    The Company may cancel the Hiring without penalty or liability to the Hirer in the event that the balance of the Fee has not been received by the Company in accordance with clause 3, or  the Hirer has in the opinion of the Company made any misleading or material misrepresentation to the Company, whether intentional or otherwise.

14.    The Hirer shall ensure, where it is booking the Facilities on behalf of a third party and it is not the party making use of the Facilities, that such third party is supplied with a copy of the following:

i)       these Terms;

ii)      the Confirmation Acceptance

Notwithstanding the supply of such copies the Hirer shall not be relieved from any obligation assumed hereunder and shall not seek to establish the use of the Facilities by such third party pursuant hereto as a defence to any claim made by the Company.