Terms & Conditions

All reservations for conference, banqueting, meeting and training facilities are made upon and are subject to the terms and conditions set out below. The Society reserves the right to amend these terms and conditions from time to time.

1. Definitions

“the Client” means the person, firm or company with contracting to hire facilities at the Society
“ the Deposit” means the non-refundable sum of money as notified to the Client by the Society
“Function Sheet” means the document containing information and costs relating to the Function sent to the Client by the Society
“the Function” means the event for the purpose of which the Client has made the Reservation.
“the Premises” means the building at 66East Smithfield, London, E1W 1AW
“the Society” means The Royal Pharmaceutical Society of Great Britain.
“the Reservation” means the written offer and acceptance of meeting facilitiesat the Premises and these terms and conditions.

“Total Estimated Charges” means total anticipated final charges of the Function to include room hire, catering, AV and any additional charges as set out in the Function Sheet, payable by the Client.

2. Eligibility and Numbers

(a)The Client agrees to provide the Society with full details of the nature and agenda of the Function. A best estimate of the number of guests expected to attend should be provided to the Society as soon as possible and the Society will issue a Function Sheet containing the Total Estimated Charges based on these numbers. The Client agrees to notify the Society promptly of any changes to this estimated number. If less guests than stated on the Function Sheet attend the Function then the Client shall still pay the Total Estimated Charges, or such percentage as set out in clause 6. If more guests than estimated attend the Function then the Society may charge for the additional costs in accordance with clause 3 below.

(b)The Society reserves the right to move the Function to a different meeting room in the Society should the expected number of guests fall below the minimum appropriate for the specific suite, which has been reserved for the Function. The Society also reserves the right to re-quote, should the room hire or food and beverage element change after this agreement has been signed.

3. Payment

(a) The Client must sign and return these terms and conditions and pay the Deposit to confirm the Reservation. The Society reserves the right to grant the room or services to another customer until such time as the Deposit is paid. Payments must be paid according to the schedule below:

Events Confirmed – 1 month or less
100% of the Total Estimated Charges
Must be paid within 5 days after confirmation email is sent or prior to the Event date.

Events Confirmed – 1 to 6 months
50% of the Total Estimated Charges
Must be paid within 10 working days after confirmation email is sent
– The remaining 50% of the Total Estimated Charges to be paid 30 days prior to the Event date.
Please note that any extras or changes will be reflected on the final invoice.

Payment must be made in pounds sterling and may be made by Bacs or credit card only (except Amex), unless otherwise agreed by the Society. If the Client has provided the Society with its credit card details the Society may take payment for any balance due from the Client’s credit card.

(b) Any dispute as to amounts payable does not excuse payment in full of those amounts outstanding, which are not in dispute.

4. Cancellation by the Client

If the Client wishes to cancel the Function or reduce the number of the guests then the Client must give the Society notice in writing. Notice is only effective on actual receipt by the Society. In the event of cancellation by the Customer of this Agreement or reduction in number of guests the Customer agrees to pay to the Society the proportionate cancellation charge in respect of each of the guests in accordance with the schedule below:

1 month or less notice – 100% of the Total Estimated Charges
1 to 6 months notice – 50% of the Total Estimated Charges

The Society may in addition charge to the Client any third party costs incurred by the Society (to the extent that they are non-refundable) in respect of goods or services, which are no longer required as a result of the cancellation. In the event of cancellation by the Client the Deposit shall not be repayable.

5. Cancellation by the Society

The Society reserves the right to cancel the Reservation and to terminate this Agreement forthwith by notice in writing to the Client if: (1) the Society or any substantial part thereof is closed due to circumstances beyond the reasonable control of the Society; or (2) if the Client has failed to pay the Deposit; or (3) has otherwise failed in any material respect to comply with the terms of this Agreement. If the Society cancels the Reservation in accordance with part (1) above the Society will refund any amounts paid by the Client in advance to the Society but will otherwise, to the extent permissible by law, have no further liability to the Client.

6. Punctuality

The Client agrees to commence the Function promptly at the time(s) agreed with the Society and to procure that its guests vacate the room(s) designated for the Function at the time(s) agreed with the Society. The Client will reimburse to the Society all costs and expenses incurred by the Society (including but not limited to additional payments to waiters) as a result of any breach by the Client of this Clause.

7. Damage to the Premises

The Client shall be responsible for any loss of, or damage to, the Premises, its furnishings, utensils and equipment during the period of hire.

8. Security

Should the Society require the additional security for the Function the Society will provide or procure such service and will make an appropriate charge or recharge of the costs to the Client.

9. Contractors

(a) Should the Client wish to employ the services of any outside contractor (other than a contractor supplied by the Society), the Client must so inform the Society as soon as practicable. The Society reserves the right within its sole discretion and without assigning any reason to refuse access to any such contractor

(b)The Client agrees to indemnify the Society and to keep it fully indemnified against any loss, damage or injury resulting from: (i) any act or omission of such contractor, his servants or agents or (ii) caused by any equipment supplied by such contractor.

(c) It is the responsibility of the Client to ensure that all contractors or staff engaged by the Client are fully aware of their responsibilities whilst in the Society and of the Society’s no smoking and behavior policies

10. Injury to persons or property

The Client will take all reasonable precautions not to damage any property of the Society and will satisfy any claim properly founded on such damage. In addition the Client agrees to indemnify the Society and to keep it fully indemnified from and against any claims, demands or proceedings brought against the Society by third parties arising out of or in connection with the Function except to the extent that death or personal injury is caused by the negligent act or omission of the Society its servants or agents.

11. Advertising

No advertising or selling is allowed on the Premises, except in the privacy of the closed meeting. Any form of publicity or display requires the special permission of the Society. Any subsequent advertisement of any product or service (e.g. invitations) must not mention The Royal Pharmaceutical Society, The name “Royal Pharmaceutical Society” may only be used to indicate where the meeting is located.

12. Food and Beverages

No food, soft drinks, wine, beer or spirits may be brought into the Premises by the Client or by its contractors, agents or guests for consumption on the Society premises unless the prior written consent of the Society has been obtained. If the Society grants such consent it may within its sole discretion levy an additional charge in respect thereof.

13. Behavior by Guests

Should any of the Client’s guests fail to correct any aspect of poor behavior the Society reserves the right to terminate the Function without repayment of any costs to the Client. The decision of the Society’s manager on duty shall be final with regards to any such behavior.

14. Important Information for Organisers

The Client shall, and shall procure that its guests shall, comply with the Organisers Handbook Information provided to the Client by the Society.

15. Personal Property

The Society does not accept liability for any personal property or equipment of the Client or of the Client’s contractors, agents, guests or invitees or hired by the Society on the Client’s behalf and brought to the Society premises unless delivered to the Society for safekeeping and a ticket or other form of receipt is given.

16. Performing Rights and Statutory Regulations

The Society reserves the right to approve any externally arranged entertainment, services or activities arranged by the Client and cannot accept responsibility for any resultant cost. The Society must comply with certain licensing and statutory regulations and requires the client to fulfil their obligations and provide any assistance required in this respect

17. Limitation of Liability

The maximum liability of the Society to the Client in respect of a breach of this Agreement shall be limited to the extent of the charges which would otherwise have been payable there under by the Client. Under no circumstances shall the Society be liable for consequential losses of any nature howsoever arising. This does not affect our liability for death or personal injury arising from our negligence.

18. Law and Jurisdiction

This Agreement shall be governed by and construed in accordance with the laws of England and the parties hereby submit to the jurisdiction of the English courts