Cancellations and Deadlines
Cancellation fees
We reserve the right to apply the below charges to changes of date as well as to cancellations.
| Notice | Cancellation fee |
|---|---|
| More than 60 days before event | No charge |
| Between 60 and 45 days (inclusive) before event | 25% of total charges based on numbers given on booking form |
| Between 44 and 15 days (inclusive) prior to event | 50% of total charges based on numbers given on booking form |
| Between 14 and 8 days (inclusive) prior to event | 75% of total charges based on numbers given on booking form |
| Cancellation or reduction of numbers 7 or fewer days before event | 100% of total charges based on numbers given on booking form |
Other deadlines and notice periods
Requests made after the stated deadlines may not be met or may incur additional charges.
| Item | Required notice |
|---|---|
| Confirmation of booking | On receipt of your booking request form, if the booking can be accepted, Bradford Conferencing will prepare a Venue Booking Agreement which summarises the rooms and services booked and constitutes a contract between you and Bradford Conferencing. You must sign the Venue Booking Agreement and return it to Bradford Conferencing within 14 days. Our receipt of the signed form constitutes a booking agreement, and cancellation charges apply from that point. |
| Purchase order and invoicing address | With booking |
| Request for on-site AV support | One month ahead of the event |
| AV equipment not permanently installed | This must be requested one month before the event or at the time of booking, whichever is later |
| Temporary Public Entertainments Licence | Please give at least three weeks' notice if a licence is needed. |
| Controversial or provocative subject matter likely to harm the University's reputation and/or attract media interest | Three weeks' notice |
| Speakers or guests requiring special security arangements | Three weeks' notice |
| Request for registration staff | Two weeks' notice |
| Request for RoamNet usernames (non-commercial events only) | Two weeks' notice |
| Final catering numbers | Final numbers, including details of dietary requirements, must be notified to Bradford Conferencing seven days before the event. The number given will be the minimum charged for. |
| Final programme | This must be given to Bradford Conferencing seven days before the event |
| Amendments to the agreement | All amendments to the information provided on the booking form, including room layouts, must be confirmed in writing (fax or email acceptable) at least seven days before the event. |
| Arrangements to meet access or communication needs | Seven days' notice |
| Change of Named Person | Three days notice must be given if somebody other than the organiser named on the booking form is to be responsible for health and safety at the event. |
| PowerPoint presentations and other computer files | These must be emailed to conferences@bradford.ac.uk 48 hours ahead of the event if we are to install them on the Auditorium computers and check whether they work there. |
| Payment | 30 days from date of our invoice |
