MEETING & CONFERENCE ROOM FAQ'S
1. What are your opening hours?
Bragborough Hall Business Centre is open 24/7 a week for clients with our meeting & conference room centre is open Monday - Friday 0900 - 1700. Access for organisers can be arranged from 0830am. Out of hours events are available on request.
2. Are organisers allowed to set up the day or evening before their event?
Depending on agreement. The meeting rooms and Conference Centre are cleaned and prepared the evening prior which is when it is out of bounds. Organisers may have access to set-up the day prior unless it falls on a weekend or a meeting/conference prevent access.
3. Is it possible to deliver conference material prior to the day of the event and return to the organiser afterwards?
By arrangement material can be delivered up to 48 hours before the start of an event and it will be stored securely. Reception must be informed of the delivery arrangements in advance. Packages must be marked clearly with the name of the event for which they are intended, the organisers name and, if a delivery contact name is required, it can be addressed to Libby Parratt. Collection from Bragborough Hall Business Centre must be made within 24 hours of the event.
4. Do you have parking?
Bragborough Hall Business Centre has ample free parking including Blue Badge permit parking. Vehicles are left at their owners risk
5. Do you have hotel accommodation nearby?
Take a look at our beautiful cottages over at Bragborough Hall Holidays which is opposite the road to the Business Centre.
Alternatively, less than a mile down the road you have the Mercure Hotel and The Old Coach House.
6. What facilities do you have for the disabled?
The entry to Bragborough Hall Business Centre along with the Conference Centre is completely level. Access to the boardroom, Goldfinch is accessible via a staircase and a lift with disabled toilets on the ground and first floor.
7. May organisers bring in their own food or catering company?
Bragborough Hall Business Centre use a local approved catering partner who adhere with the Food Standards Agency rules & regulations. Therefore, it is not permitted to bring in your own food or caterers on site when hiring the Conference Centre or meeting rooms.
8. Can your caterers accommodate dietary requirements such as food allergies etc?
Our catering partner is very experienced at providing meals that meet most dietary needs. 48 hours notice is required for final arrangements to be made for your event. For further details contact reception.
9. How long may food be left in the meeting rooms?
In order to comply with Food Standards Agency rules and regulations food is removed and any waste discarded 2 hours after delivery to your meeting. When making arrangements for your event please inform the reception team of your schedule so that we can arrange to clear away lunch without interrupting your meeting.
10. Do you have an inclusive delegate rate?
Yes, please speak to the team who can find the best rate for you 01788 892000.
11. What events are your rooms most suitable for?
The conference rooms are mainly used for seminars, workshops, team building, training courses, and any other large or small events.
12. How flexible are the lay-outs of the rooms?
There are standard plans for the rooms that show the commonly used furniture arrangements. If you require a different arrangement we will try to accommodate your planned lay-out as long as it complies with current Fire Safety Regulations. Floor plans are drawn to scale and can be sent to you electronically for confirmation of your requirement. The room will be set-up before you arrive but if you require any alteration, the reception team will accommodate your request as long as it is safe to do so.
13. What size are your tables?
1600w x 800d.
14. Do you have round tables?
We do not own any round tables, but can arrange to hire them in for you. Alternatively our rectangular tables can be laid out in pairs, in a cabaret style, for a similar effect.
15. Do you have a cloakroom?
There is space for coats and bags in The Hide which is the breakout space in the Conference Centre. Items are left at their owners risk.
16. Do you have a waiting room/foyer?
The Hide & The Terrace is ideal for registering delegates and large enough for beverages and standing lunches to be served up to 30 people. The Conference Centre is accessed directly from it and comes included with the room hire.
17. Do your rooms have natural daylight?
Goldfinch, Goshawk, and the Hide all have plentiful natural light. Peregrine is an internal room but well-lit and brightly decorated.
18. Do you have information about house-keeping?
An information sheet is provided to organisers the day prior via email. It is the organiser’s responsibility to ensure that their delegates are instructed as to the evacuation procedure and other pertinent matters for their comfort during the day.
19. How do I pay for my event?
Your company will be invoiced prior to your event. The invoice will be sent to you by email and payment is requested within 7 days of receipt. Deposits prior to the event are requested at the discretion of the Manager.
20. Do you offer discounts?
Please speak to the reception team to get details of our current rates for multiple bookings.
21. Do you have interactive screens and speakers for us to use?
Yes, we have an 85” and 65” interactive screens giving Pen-On-Paper user experience, along with twin camera kits with Bluetooth mic and speakers. This is available free of charge, however you must ask the permission of the reception team a minimum of 48hours prior to the event. Please note, that older laptops/tablets may not be compatible with our new technology.
22. Do you have Wi-Fi connectivity?
This service is available in all meeting rooms free of charge.
23. I see dogs are allowed in the Business Centre, is this the case for Conference Centre & Meeting Rooms?
Clients dogs are allowed in the Business Centre at the discretion of the Manager, however dogs are not allowed in the meeting rooms and Conference Centre.
If you have any further questions please do feel free to get in touch
Terms & Conditions
1. Terms and Conditions
1.1 These are the terms and conditions which shall apply to our supply of Meeting & Conference Rooms and other Services to non- BHBC members. Note that for BHBC Members BHBC T&Cs and House Rules shall apply.
1.2 These terms tell you who we are, how we will provide the Services to you, how you will pay for the Services, how you may cancel a Booking and other important information.
1.3 Please read these terms and conditions carefully. By proceeding with your Booking you agree to accept these Terms and Conditions.
1.4 In particular, your attention is drawn to the provisions of paragraph 10 (Limitation of Liability).
2. Definitions
2.1 In these Terms and Conditions, the following words and phrases shall have the following meanings:-
“BHBC” means Bragborough Hall Business Centre
"Booking" means your booking of a Meeting Room in accordance with Paragraph 3 below;
"Booking Confirmation" means the booking confirmation sent to you following your request for a Booking;
"Business Day" means a day (other than a Saturday, Sunday & Bank Holidays)
"Cancellation Fee" means any Fee payable in connection with the cancellation by you of a Booking in accordance with paragraph 6;
"Catering Services" means any catering services made available by us at our Premises for your use in Meeting & Conference Rooms;
"Equipment" means equipment available for hire by you to use for the duration of a Booking;
"Fees" means our fees for the provision of Services to you including the amounts payable for the hiring of Meeting & Conference Rooms and for any additional Services provided to you and any Cancellation Fees;
"Invoice" means any invoice sent to you in connection with the supply by us of Services to you;
"Meeting & Conference Rooms" means furnished office space for you to use on a temporary basis for conferences or meetings or other similar commercial purposes at any of the Premises;
"Premises" means any building or property owned or managed by us, by any other company in our group, or by any associated company containing Meeting Rooms which are the subject of a Booking;
"Services" means the making available by us to you of Meeting & Conference Rooms and any other ancillary services (including Catering Services, Equipment hire, conference call facilities and out of hours services) from time to time subject to the Terms and Conditions;
"Terms and Conditions" means these terms and conditions;
"Website" means our website at through which your Booking is to be made.
2.2 In these Terms and Conditions:
a) references to "we", "our" and "us" shall be deemed to include references to us as agents for any owners or managers of the Premises containing the Meeting & Conference Rooms;
b) references to "you "or "your" shall be deemed to include references to any of your subsidiary or associated companies to whom we provide any of the Services and, where the context requires, to any persons permitted or invited by you to use the Meeting & Conference Room the subject of a Booking.
c) where the context requires, words denoting the singular include the plural and vice versa and words denoting any gender include all genders;
d) references to persons includes any person, firm or company or group of persons or unincorporated body;
e) references to "writing" shall include electronic messages or text, including, without limitation, email.
3. Bookings
3.1 Meeting & Conference Rooms are booked by you submitting your request for a Booking on the Website, via the telephone or by attending the front desk of BHBC.
3.2 We will send you a Booking Confirmation recording the details of (including price payable for) that Booking. By proceeding with your Booking, you agree to be bound by these Terms and Conditions in respect of that Booking.
3.3 You will need to pay for your Booking in accordance with paragraph 4 below (as applicable). You will not have access to the room until the booking is paid for (if payment is not received 48 hours prior to your booking we reserve the right to your booking without notice cancelled without notice).
4. Fees and payment
4.1 The Fees payable for a Booking and our other Services (which exclude VAT) will be the prices set out on (as applicable) each time that you make a Booking;
4.2 You may pay for your Booking as follows:-
4.2.2 If booking and paying via the telephone or at the front desk of our Premises, by BACS or CHAPS transfer or card payment prior to the date of your Booking;
4.3 In the event that you require any additional Services that are notified to us following the date that you make your Booking, any Fees in respect of such Services shall be payable at the time such Services are requested.
4.4 If at any time a statement of account showing the Bookings made by you is required, this will be available for you to see by requesting a statement from the BHBC accounts team.
4.5 You will pay us interest at the rate of 5% per annum on all sums payable under this Agreement which remain unpaid for 7 days from the due date, such interest being calculated from the due date for payment to the date of payment both after as well as before any judgment.
5. Changes to Bookings
5.1 If you wish to make any change to your Booking, you can do so by notifying the front desk at the Premises where your Booking was made in person or by telephone and/or Front Desk. Please notify us of any changes as soon as possible. We will let you know if the change is possible and, if it is possible, we will let you know about any changes to the Fees payable in respect of such Booking or anything else which would be necessary as a result of your requested change. We will then ask you to confirm whether you wish to go ahead with the change. If you do not wish to go ahead with the change, your Booking shall remain unaltered unless you wish to cancel your Booking in accordance with the provisions of paragraph 6.
5.2 We reserve the right to change the allocated and confirmed Meeting & Conference Room to an alternative room of similar size and quality to the one originally booked in the event that the original venue is unavailable.
5.3 There may be occasions where, due to circumstances beyond our control (see paragraph 11), the Services may be affected. We reserve the right to make any changes necessary to your Booking until such time as we are able to resume normal performance.
5.4 If we need materially to change your Booking, we shall notify you of such change as soon as practicable and you shall be entitled to cancel your Booking accordingly. In such an instance, no Cancellation Fee shall be payable by you in accordance with paragraph 6.
6. Cancellation
6.1 If you need to cancel the Booking made by you, the Cancellation Fees set out in this paragraph 6 shall apply.
6.2 Cancellations can be made by contacting the front desk of the Premises where your Booking was made by telephone/in person or alternatively by telephone to the BHBC team. Any cancellation made will not be effective unless and until we confirm acceptance of that cancellation by sending you an email confirmation of the cancellation.
6.3 In the event that you cancel your Booking more than 10 Business Days or more prior to the date of a Booking, no Cancellation Fee shall be payable.
6.4 In the event that you cancel your Booking less than 10 Business Days prior to the date of a Booking, a Cancellation Fee equal to 100% of the Fee for that Booking shall be payable.
6.5 On a cancellation where no Cancellation Fee is payable, we will arrange the repayment of any Fees paid by you prior to the cancellation by our payment service provider within 15 Business Days of the date of the cancellation of the Booking.
7. Use of Meeting Rooms and Equipment
7.1 You will use the Meeting & Conference Rooms and Equipment strictly for the purpose of and in accordance with the details (including length of time) for your Booking.
7.2 You will not use the Meeting & Conference Rooms or the Equipment for any unlawful, fraudulent, criminal, immoral or similar purposes or in connection with any business or activity that is in breach of any applicable legislation (primary and subordinate), rules, regulations or orders of applicable authorities.
7.3 You will not damage in any way the Meeting & Conference Room (including walls, blinds and furniture) or the Equipment, or remove any of the Equipment, furniture or effects from the Meeting & Conference Room without our consent.
7.4 You will not during the use of the Meeting Room knowingly do anything that may damage the goodwill or reputation of our business or may bring our business into disrepute.
7.5 You will not do anything that causes damage in any way to the Premises or nuisance or annoyance to other users of the Premises or remove any of the equipment, furniture or effects from the Premises.
7.6 You will give us adequate advance warning of any unusual activities taking place within the Meeting & Conference Rooms. We reserve the right to refuse such activities taking place should they be deemed to interfere with other clients.
8. Catering Services
8.1 In addition to the making available of Meeting Rooms, we may (depending in which Premises you are making a Booking) make available to you Catering Services. Prior to the date of your Booking, we will let you have details of the Catering Services available in the Premises of the Meeting & Conference Room that you have booked, pursuant to which you may pre-order any food or beverages required.
8.2 If Catering Services are provided by us at the Premises then, unless we agree otherwise at the time of a Booking, any food and beverages to be consumed in a Meeting & Conference Room must be purchased through the Catering Services offered to you at the Premises.
8.3 We do not allow you to consume food and beverages in a Meeting & Conference Room that has not been provided or purchased onsite in accordance with paragraph 8.2, and we reserve the right to apply a charge of £5 per person plus VAT for any such food or beverages provided by you or by any third party catering service providers.
8.4 Any amounts payable in connection with the Catering Services ordered or any charges applied will be payable in accordance with paragraph 4.
9. Damages
9.1 You are responsible for the Meeting & Conference Room for the duration of your Booking. Any damage to the Meeting Room or its contents or the Equipment (or any other part of the Premises) incurred as a result of you or your invitees (or representatives of either) behaviour or negligence will result in a charge based on:-
a) the cost of the repair; and
b) the value to us of any subsequent loss of business or trade or other commercial activity suffered by us.
9.2 If you do not vacate the Meeting & Conference Room by the agreed time we reserve the right to make additional charges for the Booking based on:-
a) the prices set out in our fee list in force at the date of the Booking made by you; and
b) any payments made or subsequent loss of business incurred by us in respect of other persons who had booked the Meeting Room to the extent that we are unable to honour their bookings.
10. Limitation of liability
10.1 Nothing in these Terms and Conditions shall limit or exclude liability for:
a) death or personal injury caused by negligence, or the negligence of any of our or your employees, agents or subcontractors; or
b) fraud or fraudulent misrepresentation.
10.2 Subject to paragraph 10.1, we shall not be liable to you, whether in contract, tort (including
negligence), breach of statutory duty, or otherwise, arising under or in connection with these Terms and Conditions for :
a) loss of profits;
b) loss or damage to goodwill; and
c) any indirect or consequential loss.
10.3 This paragraph 10 shall survive termination of the arrangements governed by these Terms and Conditions.
11. Force Majeure
We shall not be liable for any breach of these Terms and Conditions or any losses resulting therefrom caused by circumstances beyond our reasonable control, including, but not limited to, acts of God, fire, lightning, flood or extremely severe weather, explosion, war, terrorism, disorder, industrial disputes (whether or not involving our employees) network failures, or acts of local or central Government or other competent authorities.
12. Collection and use of your personal information
12.1 Please refer to our Privacy Policy which specifies what personal information we will collect from you.
13. Governing law and jurisdiction
These Terms and Conditions shall be interpreted in accordance with English law and any disputes (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the English courts.