Meeting Room Hire Terms & Conditions

1. Booking & Payment

All room hire bookings must be confirmed in writing. A booking is only secured once written confirmation has been received from Portland Training via email and a 25% deposit has been paid. The deposit is payable within 7 days of the booking being confirmed.

You have a 7-day cooling-off period from the date of confirmation, during which you may cancel the booking and receive a full refund of the deposit. After this period, the deposit becomes non-refundable, except where cancellations are made more than 7 days before the booking date, in which case it will be retained as part of the booking fee.

The remaining balance of the booking fee is due 7 days prior to the booking date unless otherwise agreed in writing. Portland Training reserves the right to release provisional bookings if confirmation, the deposit, or full payment is not received within the agreed timeframe.

All prices are subject to VAT where applicable. An invoice will be issued upon confirmation of the booking, with payment required in line with these terms.

 

2. Cancellations & Amendments

Cancellations must be made by email:

  • Within 7 days of booking confirmation – full refund of the deposit.

  • More than 7 days before the booking date (after cooling-off period) – deposit is retained; remaining charges apply in line with booking.

  • Less than 7 days’ notice before the booking date – 100% of the total booking fee.

Date changes are subject to availability and may incur additional charges.

 

3. Use of Rooms

Rooms must only be used for lawful business purposes agreed at the time of booking.

The hirer must:

  • Adhere to the agreed start and finish times (including set-up and clear-down).
  • Not exceed the maximum room capacity.
  • Ensure appropriate behaviour of all attendees.

Portland Training reserves the right to end a booking if the event is deemed inappropriate, unsafe, or in breach of these terms.

 

4. Equipment & Facilities

Standard room hire includes access to agreed equipment and facilities (e.g., Wi-Fi).

The hirer is responsible for any damage to equipment or the room beyond normal wear and tear. Any additional equipment requirements must be agreed in advance.

 

5. Catering

Catering requirements must be agreed at the time of booking.

If external catering is permitted, this must be agreed in advance. The hirer is responsible for ensuring the room is left clean and tidy. Additional cleaning charges may apply where necessary.

 

6. Health & Safety

All hirers and attendees must comply with Portland Training’s health and safety procedures, including fire evacuation guidance.

Where required, the hirer may be asked to provide a risk assessment for their event.

 

7. Liability

Portland Training accepts no responsibility for loss or damage to personal property brought onto the premises.

The hirer is liable for any loss or damage caused to the premises, furniture, or equipment during the booking.

 

8. Force Majeure

Portland Training shall not be liable for failure to fulfil a booking due to circumstances beyond its reasonable control, including but not limited to extreme weather, utility failure, or government restrictions.

 

9. General

Portland Training reserves the right to amend these terms and conditions at any time.