Terms and Conditions
All enquiries will be regarded as provisional and must be made in writing using the online booking form. New clients are required to complete a new client form and provide details including their VAT registration number (if applicable). Discounts may apply if booking as a member of The University of Edinburgh, UEBS alumni or a partner of UEBS.
Please complete the online form to make a room booking enquiry.
If you have any specific enquiries please contact the Events Team directly:
events@business-school.ed.ac.uk
Written enquiries using the booking form will be taken as acceptance of these terms and conditions.
The Organisation and/or individual in whose name the booking is made, unless otherwise stated, will be considered the Hirer, and shall be jointly and severally liable in respect of the booking. All the Hirer’s requirements should be detailed on the booking form at the time of booking.
The Hirer shall notify UEBS of any changes to the requirements detailed on the booking form, in writing by email, not less than five working days (Monday to Friday) before the function. On receipt of the final requirements UEBS will confirm the booking in writing including confirmation of the charges incurred by the Hirer.
Provisional Bookings
Provisional bookings will be entered in the diary and held free of charge for three weeks if made three months prior to the event date. At the end of this time, written email confirmation is required from the Hirer in order to retain the booking. If no confirmation is received, the booking will be deleted from the diary automatically. On confirmation of the booking the cancellation policy will apply.
For bookings for dates within three months, written email confirmation is required within seven working days. For bookings for dates within seven days, written email confirmation is required within 24 hours. UEBS does not accept liability for any losses incurred due to the cancellation of provisional bookings in compliance with this policy.
Cancellations
In the event that the Hirer cancels a confirmed booking, the following charges will be applied:
- Less than 28 days notice: 25% of room hire
- Less than 14 days notice: 50% of room hire
- Less than 5 working days notice: 75% of room hire
Notification of cancellations should be made in writing and will be effective on the date received by UEBS.
The University of Edinburgh Business School reserves the right to cancel the booking if the holding of the function is prevented by reason of circumstances beyond the control of the Business School.
Payments
A 25% deposit for large bookings may be due when the University of Edinburgh Business School confirms your booking. Payment for all invoices is required within 30 days of the invoice date.
VAT
VAT is applicable to all bookings out with the University of Edinburgh.
Health and Safety
The Hirer is responsible for the Health and Safety of their staff and delegates throughout the duration of the hire period, and will be expected to comply with all relevant legislation as determined by The University of Edinburgh. Information regarding emergency procedures and First Aid arrangements is available from Reception.
The management reserves the right to alter proposed room layouts in order to comply with fire regulations and to refuse admission to rooms if over-crowding is liable to occur.
Third Party Personal Insurance and Liability
The University of Edinburgh Business School shall not be responsible for any loss or damage to property arising out of the holding of a function or any injury which may be incurred by any persons during the holding of a function arising from any cause whatsoever. Nor shall UEBS 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 The University of Edinburgh Business School’s premises to be temporarily closed or the function interrupted.
Cloaks and Personal Property
UEBS does not accept responsibility for the property of customers or guests. A coat-hanging facility may be provided for the convenience of guests but any goods deposited are left at the owner’s risk and without any liability on the part of UEBS.
Catering
All catering should be ordered with University of Edinburgh Hospitality and Collections. University of Edinburgh Hospitality and Collections own cancellation policy applies to all orders.