Sunbury Court Conference Centre - Terms and Conditions

All online enquiries and telephone bookings will be regarded as provisional and must be confirmed in writing using the booking form. New clients are required to provide a letter of authorisation on their company’s headed paper including the VAT registration number and/or charity number.

All references in this document to Sunbury Court refers to The Salvation Army Sunbury Court Conference Centre part of The Salvation Army International Trustee Company.

Please email ihq-ico@salvationarmy.org, call 01932 732250, or post to:

Business Services
Sunbury Court
Lower Hampton Road
Sunbury-on-Thames
TW16 5PL

Written confirmation using the booking form will be taken as acceptance of these terms and conditions.

The Organisation and/or individual in whose name the booking is made, unless otherwise stated, will be considered the Hirer, and shall be jointly and severally liable in respect of the booking. All the Hirer’s requirements should be detailed on the booking form at the time of booking. The Hirer shall notify Sunbury Court of any changes to the requirements detailed on the booking form, in writing, not less than three working days (Monday to Friday) before the function. On receipt of the booking form Sunbury Court will confirm the booking in writing including confirmation of the charges incurred by the Hirer. An invoice for a 25% deposit may be submitted with the confirmation.

Sunbury Court is the Business Continuity site for The Salvation Army International Trustee Company, and in the unlikely event of a major catastrophe affecting staff or our building in London, we reserve the right to cancel without any notice any hire and offer a full refund - but we are not liable for any other related expenses.

Provisional Bookings

Provisional bookings will be entered on the diary and held free of charge for three weeks no other booking will be made for the requested dates. At the end of this time,return of our booking form is required in order to retain the booking. If no confirmation is received the booking will be deleted from the diary automatically. On confirmation of the booking the cancellation policy will apply. For bookings for dates within three months, written confirmation is required within seven working days. For bookings for dates within seven days, confirmation is required within 24 hours. Sunbury Court does not accept liability for any losses incurred due to the cancellation of provisional bookings in compliance with this policy.

Bookings

The object of the booking (rooms, halls, buildings etc.) must be identified in the booking form.

The period (date and time- beginning and end of the booking) must be specified in the booking form. Failure to leave the premises on time will involve payment of an excess fee.

Conduct. The Hirer will ensure that the event will be conducted in an orderly fashion, without causing nuisance and in full compliance with the directive and requirement of Sunbury Court and its staff eg. noise, music etc.

Termination. The Sunbury Court management reserves the right to terminate the stay of any attendee who does not behave according to these Terms and Conditions or even the entire booking because of the Hirer’s failure to comply without compensation.

Damage: No posters, garlands (nails, screws, drawing pins, blue/white tack, glue or any other means) allowed. Any damage to property to be reported to the duty manager. The Hirer will compensate for any damage caused (whether reported or discovered by the management) as a result of any breach of this T&C

The tidiness of the premises at the end of the booking is the responsibility of the Hirer. All garbage to be taken away by the Hirer

Fire regulations: the Hirer must inform the attendees of the safety regulations (fire exits, passage, fire doors, fire extinguishers, other fire equipment, etc.) and the emergency procedure as a priority at the start of the hire. The Hirer will be responsible for the evacuation of the building and to inform the duty manager when all attendees are accounted for.

Any change on the list of attendees must be immediately forwarded to the co-ordinator

Cancellation: Sunbury Court reserves the right to cancel any booking made by the Hirer if found to be in breach of any of the agreed terms of the booking

Catering Service

The Catering contractors have sole rights to supply catering services to the conference centre. Clients are not permitted to bring their own food and drink onto the premises for consumption – including take away meals. Please note that it is our policy that food left over from any function cannot be removed from the premises. This is in compliance with the Food Safety Temperature Control Act 1995.

Deposits and Payment

In the event that the Hirer cancels a confirmed booking, the following charges will be applied:

Less than two months notice: 25% of room hire,
Less than 28 days notice: 50% of room hire,
Less than 14 days notice: 75% of room hire,
Less than five working days notice: 100% of room hire and catering charges

Notification of cancellations should be made in writing and will be effective on the date received by Sunbury Court.

Sunbury Court reserves the right to cancel the booking if the holding of the function is prevented by reason of circumstances beyond the control of Sunbury Court.

A £200 deposit may be due when Sunbury Court confirms your booking. The balance will be invoiced after the function. Payment for all invoices is required within 30 days of the invoice date.

VAT is applicable to all charges at the current rate.

Health and Safety

The Hirer is responsible for the Health and Safety of their staff and delegates throughout the duration of the hire period, and will be expected to comply with all relevant legislation, including child and vulnerable adult protection. Information regarding emergency procedures and First Aid arrangements is available from Administration. The capacity of each accommodation room is two and may not be exceeded for safety reasons.

Sunbury Court reserves the right to alter proposed room layouts in order to comply with fire regulations and to refuse admission to rooms if over-crowding is liable to occur. Delegate lists are required to be sent to the Conference Co-ordinator at least four working days in advance.

Liability

Sunbury Court shall not be responsible for any loss or damage to property arising out of the holding of a function or any injury which may be incurred by any persons during the holding of a function arising from any cause whatsoever. Nor shall Sunbury Court be responsible for any loss due to mechanical breakdown, failure in electricity supply, flood, fire, government restriction or act of God which may cause Sunbury Court premises to be temporarily closed or the function interrupted.

Personal Property

Sunbury Court does not accept responsibility for the property of customers or guests. A cloakroom is provided for the convenience of guests but any goods deposited are left at the owner’s risk and without any liability on the part of Sunbury Court.

Pets are not permitted on to site except assistance dogs.

Smoking and Alcohol Policy

Sunbury Court operates a no smoking policy (including ecigarettes) and no alcohol throughout its complex. Please inform your delegates of this policy and ensure that they do not smoke nor consume alcohol whilst they are in the complex.

Furthermore …

The Hirer confirms that none of its activities or its supply chain infringes the anti-slavery and human trafficking policy of The Salvation Army.

Terms and conditions updated 29th November 2021