Booking Terms and Conditions

Standard Terms and Conditions of Hire:

Coram offers facilities for functions to be held within specified areas. Coram Campus hosts various critical services for vulnerable young people and children. Abiding by child safeguarding protocol is of paramount importance. Applications for functions will be accepted only if functions are considered reasonable and appropriate for the Coram Campus as a venue.
While happy to provide assistance and advice to hirers, Coram offers its spaces for hire but cannot provide an event production service. All caterers and suppliers are external to Coram and the hirer is responsible for organising their own event, and to organise supplier site visits in accordance with Coram staff availability. We are happy to direct towards information and provide you with a list of recommended event production companies should you require one. We recommend that a member or your staff/ events team be nominated as the official organiser of the event within your company.
Provisional holds on meeting rooms can be held for up to one week, if a confirmed booking form isn’t received within one week of the provisional holds being placed, the rooms will automatically be released without notice.
Coram operates a no smoking/vaping policy throughout the campus and it is the responsibility of the Hirer to ensure that all guests are aware of this requirement. There are designated smoking/vaping areas outside the confines of the campus gates.
Those placing bookings (the Hirer) must fully and fairly represent the purpose for which the specified area is required. Any misrepresentation may result in the cancellation of the function at any time by Coram. Under no circumstances may the Hirer sub-let or further offer for hire any of the areas booked.
All price quotes are subject to VAT.
Should you not require the use of our rooms, a cancellation email must be sent at least 14 days prior to the meeting taking place. Any cancellations made within the 14 days you (the Hirer) will be liable to pay 100% of the hire fee. Any cancellations made 14 days or more before the meeting will be credit towards a future booking or issued a refund, excluding the non-refundable deposit made for the booking. Non-refundable deposit amounts are not transferable to an alternative event date.
The start and end times agreed on the booking form at which the event must finish must be strictly adhered to: all guests must have left the premises by that time. Additional unscheduled time will incur additional charges.
Hirers must ensure that the number of attendees does not exceed the Coram’s stated capacity nor the number shown on the Booking agreement. Organising personnel are to be included in the total number of attendees.
The Hirer must specifically agree with Coram to adhere to instructions with respect to the precise type of entertainment. Any specified maximum volume or level of sound for music or other entertainment must be strictly adhered to.
Any printed or promotional material on which the Coram’s name appears must be approved by Coram and may incur a licensing fee dependant on the perceived benefit to the Hirer of the association with a charitable organisation.
The Hirer will be responsible for keeping proper order and shall also ensure that all persons attending the event shall behave in a seemly manner and comply with any instructions they may receive from any Coram staff. In the event of a guest’s behaviour being potentially harmful to Coram campus or its staff, Coram reserves the right to insist on the immediate departure of the individual concerned.
The Hirer must inform Coram of any damage caused during the event by the end of the hire period. The Hirer is responsible for any damage caused by its employees, agents or subcontractors and will be invoiced for charges attributable to them.
The Hirer’s maximum aggregate liability to Coram for all losses, damages, claims and liabilities arising under or in connection with these terms and conditions in contract, tort or otherwise shall be limited to five million pounds (£5,000,000).
Should your event require security or First aid- qualified staff to be present, it is the responsibility of the Hirer to ensure the organisation and cover the costs of such services.
In the event of a Fire emergency, Coram Estates staff and respective Fire Wardens is responsible for evacuation of the guests.
After the event, the Hirer must remove belongings or materials brought to the event and ensure that the areas and the access routes are left in the same condition as it was at the start of the hire period. Coram is not responsible for loss or damage to any articles brought onto the campus by organisers or guests, unless it is caused by the direct and gross negligence of Coram’s staff.
Coram reserves the right to use images of events held in the campus spaces for promotional purposes with permission from the Hirer.
Room bookings are not guaranteed until a 25% non-refundable deposit is received. The deposit payment is due within 30 days of receiving the invoice. Full payment, including any catering, rental, or other ancillary costs, is due 30 days prior to the booking date. In the event that the deposit or full payment is not received in the above stated time frame, event bookings are liable to cancellation.
Specific room location are not guaranteed and is liable to change, at the discretion of the Conference Management team. In the event that a meeting room location is changed, the new location will be comparable in size and accommodation, based on the needs of the event.
Any requests or changes made after the invoice is processed for services or supplies, including but not limited to audio visual set-up, laptop, refreshments, etc. will incur an additional cost and will be charged via a separate invoice.
Catering orders must be sent to the conference team one week prior to the event date, failure to send this through within the timeframe may result in catering not being ordered in time for your event.
Catering orders must be cancelled prior to 48 hours of the event date to prevent any charges, cancellations within 48 hours you will be liable to pay the full amount of the catering initially ordered.
External catering orders placed with another supplier that isn’t Coram’s recommended caterers will incur a £50 external catering fee.
Coram has accessible parking onsite, details of your vehicle must be provided in advance of the booking and must include vehicle make, colour and registration. Vehicles are left at their own risk and Coram will not be held responsible for any damages caused.
Clickers are free of charge to borrow for the duration of your meeting however there is a £40 fee for any lost, missing or damaged parts.
If any other equipment i.e. hired laptops, microphones, stage are damaged during your event you will be liable to pay for the replacement equipment