Terms and conditions
Sponsorship and Publicity Material
All publicity material produced by the organiser of any meeting, seminar, conference, exhibition, lecture or other activity at the venue must state the full name of the organiser, the name of the company, name of the event, room the event is being held in and the name of the contact at the venue.
The hire of rooms at the venue does not imply or give the hirer the right to assume or claim any connection with or sponsorship by the Engineering Training Centre, Professional Engineering Projects or the Institution of Mechanical Engineers
Neither the venue nor Professional Engineering Projects accept any responsibility for any damage, loss, injury or other claim arising out of the hiring and/or the hirer's use and occupation of any rooms at the venue or the provision of services. The hirer will indemnify the venue and Professional Engineering Projects against all such claims and must affect adequate insurance to cover the risk.
For the protection and safety of all concerned strict fire instructions apply to the venue. Fire instructions and fire escape routes are displayed in all meeting rooms, and fire exits and routes MUST NOT BE OBSTRUCTED.
Smoking is not permitted within any part of the venue.
The hirer must comply with the security arrangements in force throughout the venue. All persons visiting the venue must sign the appropriate visitors' book and wear an identification badge at all times within the venue. Unless otherwise agreed, registration and the provision of badges is the responsibility of the hirer who must provide Professional Engineering Projects with, and leave at the venue reception, a registration sheet giving the full names of all attending the function. A programme of the event must be forwarded to the Venue Coordinator prior to the event as requested on the Confirmation Contract.
Session Times and Charges
Session times are:
Full day: 08:00 - 17:00
Morning: 08:00 - 12:00
Afternoon: 13:00 - 17:00
Evening: By Specific Arrangement Only
These times can only be extended by prior arrangement with the Venue Coordinator, and overruns not agreed in advance will be charged on a pro-rata basis.
Facilities and Equipment
The room hire charge includes washroom facilities and provision of audio‑visual equipment. It is the hirer's responsibility to make sure that the equipment available meets their requirements. Equipment may be brought in with the prior permission of the Venue Co‑ordinator, at the client's risk. It is the hirer's responsibility to ensure that any equipment brought in is compatible with the venue's equipment. Any electrical equipment not hired from the venue must have the current electrical safety certificate prior to use.
Set‑up and break‑down
Set‑up on the day of the event is from the time the room has been booked. Early set up for a full day booking can be arranged from 07.30 with the prior permission of the Venue Co‑ordinator.
Should set‑up be required the night before the event this must be arranged in advance with the Venue Coordinator. Charges may apply, and can be confirmed upon request.
Photography Filming and Interviews
Photographs and filming may only be taken within the rooms hired. TV and radio interviews may only take place with the prior permission of the Venue Coordinator and then must be contained within the hired room.
A Confirmation Contract will be sent to the client upon confirmation and must be returned within 7 working days of receipt.
Cancellation of Room Hire
The hirer must notify the Venue Coordinator immediately if it becomes necessary to cancel a booking. A cancellation by telephone must be confirmed in writing by the hirer. In the event, the booking is cancelled, the following cancellation fee(s) will apply:
Catering is provided by an external catering company and Professional Engineering Projects Limited will confirm the hirer's requirements and invoice the hirer. Catering requirements, menus and final catering numbers must be confirmed by 12 noon no less than 7 working days prior to the event.
The invoice will be raised for the final numbers confirmed no less than 7 working days prior to the event, or the number of delegates on the day should any increase in catering be requested and be accommodated (whichever is the greater).
No other catering can be brought into the building without the prior consent from the Venue Coordinator. Please note, this will only be agreed in exceptional circumstances.
For smaller events (20 persons or less) water is provided on site free of charge from the centre’s water machines, located in public areas.
For events of more than 20 persons there will be a per head charge for bottled water provided throughout the day.
Cancellation of Catering