Guidance Notes for Visitors to the Thames Enterprise Centre
On Your Arrival The hirer or the facilitator must report to reception on their arrival. In each room you will find a register; each person must sign in.
Security and Fire Instructions The hirer or their representative is responsible for ensuring that the Fire and Health and Safety requirements are complied with. They are responsible for ensuring that the attendance register is correctly completed, for notifying delegates of Fire and Health and Safety requirements and for ensuring evacuation of delegates should the fire alarm activate.
Please be aware of the following emergency instructions. Anyone with a disability who may encounter special difficulties should inform the event organiser when signing the attendance register. In the event of a fire, the fire alarm will sound continuously. Please use the nearest safe emergency exit. Assemble at the fire assembly point Is opposite the loading Bay in Building 13, as appropriate. Do not stop to collect personal belongings. Do not re-enter the building until authorised to do so by a Fire Officer or Fire Warden.
AV Equipment All meeting rooms are equipped with resident PC and AV equipment, configured and ready for use.
We recommend that prior to your meeting you take the time to ensure that you are familiar with this and that it is compatible with your own presentation aids (such as DVD, memory stick, lap top / Mac book, etc).
All AV and IT provision is configured by TEC and must not be reconfigured or interfered with by the hirer or their representative. TEC reserves the right to charge the hirer on the event that IT support is required to rectify an issue caused by such an act.
TEC also reserves the right to charge the hirer for any damaged or missing item (for example a presentation wand or USB driver).
No Smoking Areas All buildings on the TEC campus are ‘No Smoking’ buildings. Those who smoke should do so well away from the building and in the smoking area provided. Smoking bins are provided.
Mobile Phones and Public Telephone If you wish to make a telephone call during your visit to the TEC campus please confine all mobile phone use to the reception areas or outside the buildings.
Queries or Problems If you have any queries or problems, please ask a member of staff. We are always pleased to improve our services and will take your views fully into account.
Terms & Conditions of Business
Prices All prices quoted are subject to VAT at the standard rate. Prices are reviewed annually on the 1st September. All bookings after this date will be charged at the new rate.
Bookings All provisional bookings must be confirmed by completion of a booking form within 14 days. If no booking form is received TEC reserve the right to re-sell the facility.
Any equipment required for the booking must be ordered in advance to ensure availability. Final numbers must be confirmed not less than 7 days prior to the event. Special dietary requirements should also be advised at this time. Regretfully, numbers confirmed at this time must be paid for even if subsequently cancelled.
All refreshments will be supplied by TEC, unless otherwise agreed.
Surcharge The Management Team reserves the right to charge a sum equal to 2 hours for bookings which do not fall within the day/half-day session times of 9am – 1pm / 1pm – 5pm (Monday – Friday).
Management also reserves the right to charge a sum equal to the hourly rate for the room in use where a meeting overruns the agreed time. The minimum surcharge will be equal to 1 hour irrespective.
Payment All invoices are due for payment within 30 days of the invoice date.
Payment will be in the form of a card payment, direct debit or by BACs.
Cancellation by the client Any cancellation must be in writing. This applies to all events that have been confirmed.
In the event of a cancellation the following scale of charges will apply:
Less than 48 hours before the event 100%
Less than 1 week before the event 50%
Less than 2 weeks before the event 15%
Changes/Cancellation by TEC The management reserves the right to re assign a booking to an alternative room. TEC reserves the right to move the client to a different room if the numbers using the room exceed the number booked and to charge for the larger room. In the event that TEC is unable to fulfil the booking for a client due to forces beyond their control, TEC will work with the client to source an alternative venue. TEC reserves the right to cancel any booking due to poor behaviour on the part of any client, delegate or guest.
In this case TEC will not be liable for the payment of any compensation to the hirer or any other person.
In the event of the occurrence of a force majeure the obligations of TEC will be suspended.
Parking TEC does not accept any responsibility for vehicles using the car park.
TEC does encourage all users of the centres to car share or to use public transport where possible. Whilst there is a large car park at TEC we cannot guarantee a car parking space.,
Health and Safety TEC has public liability insurance.
TEC does not accept responsibility for loss or damage to property or vehicles of any client, delegate or visitor to the Thames Enterprise Centre.
The health and safety of all visitors to TEC is of paramount importance and as such we ask that all clients, delegates and guests comply with Health and Safety legislation and other licensing and appropriate statutory regulations.
Data Protection We regard the lawful and correct treatment of personal information as very important to successful operation for maintaining confidence between ourselves and those with whom we deal, therefore we make every effort to ensure that personal data is treated lawfully and correctly by any employee that has access to personal information. We fully endorse and adhere to the principles of data protection as detailed in the data protection act 1998. Any information supplied will not be passed on to third parties.