Meeting Room Terms & Conditions

We are ZipAddress Limited and owner of Mountain View Innovation Centre.

These are our terms and conditions that apply to use of any of our meeting rooms and any associated services which we agree to provide to you.

Meeting Room Booking

Please note that any Meeting Room booking will not be considered as secured until the Meeting Room Booking Form, Terms and Conditions, and Deposit have been agreed and received by MVIC.

Fees and Payment

Any quoted price is valid for a period of 3 months or up until the enquiry date of the booking; whichever is sooner. Any quote is only valid for that specific enquiry. A 25% deposit of the total fee is taken to secure the booking if the booking date is 8 or more weeks in the future. If the booking date is within 8 weeks of enquiry, the full fee is due. The fee is the total of the meeting room hire and services charges quoted at the time of booking. Full payment of the fee must be received prior to the meeting room booking date otherwise the booking will be considered to be cancelled and subject to our cancellation policy.

Additional Spend

You shall be liable to pay us for any items not expressly set out in the Meeting Room Booking Form but made available on request by the hirer or other named contact during the booking. We reserve the right to request upfront payment for any additional services requested during the course of the booking.

Meeting Room Hire and Details

The Meeting Room booking is based on the details provided in your Meeting Room Booking Form. You shall not use the premises or permit the premises to be used for any purpose other than for the purpose(s) specified on the Meeting Room Booking Form. If your booking is based on a price per delegate, no reduction or refunds will be available should attendees fail to show up for the meeting room booking. Your booking starts at the time and date for which your booking is confirmed and continues for the period stated in your booking form. The meeting room hire period includes all setup and clearing of the room in readiness for the next booking. In cases where it may take a longer time to clear or clean the room, you are required to take this into consideration and make suitable preparations to avoid inconveniencing the next user. We reserve the right to charge for any delays.

Should the room incur heavy cleaning requirements after your meeting, we reserve the right to charge for such work

Cancellation Policy

If you cancel a booking within 1 month of the date stated in the Meeting Room Booking form, then your deposit will be lost. If you cancel 14 days or less prior to your booking, 50% of the quoted price will be due. If you cancel 7 days or less prior to your booking, 100% of quoted price will be due. All notices of cancellation must be received in writing from you and will take effect from the date of receipt by us. Where a confirmed booking is cancelled you are liable for all and any charges incurred by us to any third parties.

Access

If your hire includes the provision of independent access either via a key or our smartlock system, you accept the terms of their issue. Specifically, any keys and/or codes issued are for your sole use and should not be loaned to or shared with any other person. Under no circumstances may copies of these keys be made. If any key or code is misplaced or lost, you should inform us immediately. If a key is permanently lost while issued to you, i.e., you cannot find it by the date it is due back, you will be liable for all costs of replacing the relevant lock to ensure ongoing security, in addition to the cost of replacing all keys we hold for that lock. It is your responsibility to ensure all external doors and windows of any areas accessible with your key or code are properly secured when you leave the premises. All lights should be switched off before final exit. All keys should be returned to us immediately following your event.

Outside Food & Beverages

Catering and refreshments are available via our onsite catering partners, Babbage’s Bistro. You may only bring food and drink for use during your Meeting Room Booking if expressly agreed in writing, in advance with us.

Outside Contractors

You may not appoint outside contractors unless expressly agreed in writing by us. All outside contractors must adhere to our site rules (including but not limited to health and safety regulations) and be willing and able to provide proof of adequate public liability insurance.

We reserve the right, at our sole discretion, to remove any person or organisation from our premises.

Responsibilities & Damage

You accept liability for loss and/or damage caused by your officers, employees and temporary workers, contractors, sub-contractors, as well as by meeting delegates. We shall not be responsible for any damage to or loss of your property – or the property of meeting delegates under any circumstances.

Health & Safety

You accept responsibility for ensuring proper supervision of the booking, having regard for safety, noise and fire safety. You must ensure that everyone using the premises is aware of the fire procedure and the position of emergency exits. You must take reasonable care of your own health and safety, not interfere with anything provided to safeguard that and report all health and safety concerns to the Events, Venues and Tenancies Manager or the Properties Manager. Any movement of furniture or amendment to the room layout should be undertaken in a safe manner adhering to health and safety good practice. No animals, except registered assistance dogs are permitted on the premises at any time.

Licensed Premises – Newton’s, Babbage’s & Outdoor Seating Area

The Babbage’s building and consequently Newton’s Meeting Room form our licensed premises. The licence holder has an absolute right under Section 33 of the Liquor Licensing and Public Entertainments Regulations Act 2022 to determine who enters the premises, who is served alcohol and who has to leave. Whilst such circumstances are rare, we would ask in particular for it to be noted that any person attending the site who is subject to any form of Court ban from entry to licensed premises under Section 33 of the Liquor Licensing and Public Entertainments Regulations Act 2022 will be also refused entry onto any part of the site forming the licensed area and the matter will be reported to the Police by routine.

Promotional Considerations

Any advertisements or promotional materials in connection with your meeting that specifically reference any name or logo of MVIC, ZipAddress or other subsidiary companies must be submitted for approval before publication, and must not claim that the meeting is the responsibility of ZipAddress Ltd.

The following should be completed in agreement to the details given on the Meeting Room Booking Form of the hire: