Terms & Conditions
The Terms & Conditions set out below refer to the organisation of any event delivered by Optimus Events Ltd, CEM Group
1. Definitions
In these Terms & Conditions;
'The Management' and 'We' means Optimus Events Ltd, CEM Group
'The Client' and 'You' means the organising body/company and organiser responsible for commissioning of and payment for the event
'Venue' means the property/hotel where the event is to be held
'The contract' means the agreement between The Management and The Client for a specific booking or series of bookings. These Terms & Conditions will form part of the COntract, together with any other terms stated in the Contract.
2. Charged and Payments
a) The Management requires at least 14 days' notice prior to the event to arrange any credit facilities. Credit accounts must not exceed their credit limit at any time.
b) The client on confirmation of the event must pay 50% deposit of the management fee or the total invoice. The remainder to be paid within 14 days of completion of the event.
c) Should any Client query part of an invoice, the Client should pay the undisputed balance of the sum owed on the date it is due and the remainder once the query has been resolved.
d) The Company reserves the right to withhold or withdraw credit facilities at any tiem, without notice.
e) In the event of payment becoming overdue, interest at 3% above the current payable Bank base rate,as at the date of invoice, will be added to your account.
3. Confirmation by the Client
a) All bookings are considered provisional until both the Client and the Management sign the contract. Once the contract is signed by parites, all such facilities and services reserved on your behlaf will be subject to the terms and conditions of the Contract.
b) The Contract must be returned by the Clients and received by the Management with five working days of the date of issue or, if such time is not available prior to the event start date, within a maximum of 48 hours. If the Contract is not received by the Management within this period, the Management reserved the right to release the provisional booking.
c) Numbers must be advised to the Management at the time of verbal communication and will be identified on the Contract. Final timings, menus and any special requests must be confirmed to the Management at least 7 days prior to arrival.
d) The Management rederves the right to charge in full for any decrease from the final numbers given.
4. Amendments by the Client
a) Amendments to guest numbers and/or arrangements must be confirmed to the Management in writing.
b) Reduction in the duration or contracted value of the booking should be subject to the Management's cancellation policy.
c) If the event is residential then the terms & conditions of the venue will apply.
5. Cancellation by the Client
a) In the unfortunate circumstances that the Client has to cancel or postpone the confirmed booking at any time prior to the event, the Client will be responsible for any costs incurred by Optimus Events Ltd and the following fees will be charged if an event has been cancelled less than 12 months in advance.
6 to 12 months in advance - 25% total anticpated charge, 3 to 6 months in advance - 50% total anticipated charge, less than 3 months in advance - 100% total anticipated charge
b) If the event is residential then the Terms & Conditions of the Venue will apply.
6. Amendments of Cancelltion by Optimus Events Ltd, CEM Group
Optimus Events Ltd, CEM Group, reserved teh right to cancel the booking
a) If the venue or part is closed due to circumstances beyond its control
b) If the Client becomes insolvent or enters into liquidation or receivership
c) If the Client is in breach of these conditions
d) If it may prejudice the reputation of or cause damage to Optimus Events Ltd, CEM Group, or the Venue
e) If the management has not received deposit payments from the client prior to the event start date
f) Due to circumstances beyond control of the Management, including but not limited by war, terrorism, riot, industrial dispute, fire, flood, act of God, explosion, abnormal weather conditions and Government action.
g) In the event of cancellation by Optimus Events Ltd, CEM Group will refund any payments made in advance, but will have no further liability to the client
7. Liability
a) Unless negligence by the Venue or Optimus Events Ltd, CEM Group is proved, the venue or Optimus Events Ltd, CEM Group will not be held liable for injury to persons or damage to property ofof any Client or Person attending an event.
b) The Client shall accept liability for any damage or theft caused by themselves, their guests or anyone attending the event, to the property or Optimus Events Ltd, CEM Group including fixtures, fitting, equipment etc. The Client will agree to pay the Venue or Optimus Events Ltd, CEM Group, on demand, teh amount required to make good or remedy such damage/theft.
c) It is advised that the client arrange insurance for teh function to cover public liabaility and loss or damage to property of teh Venue and Optimus Events Ltd, CEM Group.
8. General
a) The Venue and Optimus Events Ltd, CEM group will take all reasonable steps to ensure that the requirements of each event are met to the best of their abaility. The Management however reserves the right if necessary to provide alternative services of at least equivalent standard at no extra charge to the Client.
b) The Venue sahll not permit the use of its facilities or any other purpose than that stated on the booking form; unless written consent is obtained prior to the event.
c)Any alteration to these terms and conditions must be in writing and bear the signature of teh Client and be signed on behalf of the Management.
d) Although the Management has endeavoured to ensure all information in its advertising material is correct at the time of printing, it reserves the right to alter, substitute or withdraw any services, facility or amenity at any time and without notice if necessary.
e) If the parties cannot resolve any dispute by negotiation the parties will refer the dispute to mediation in accordance with the Centre for Dispute Resolution procedures.
f) English law shall govern this contract and the parties agree to submit to the non-exclusive jurisdiction of teh English Courts.
Registered Office: Smugglers Way, Hurn Lane, Ashley, Dorset, BH24 2AG
Tel: +44 (0)1425 485040 Fax: +44 (0)1425 483573 Email:
Company Registration: 3404422
VAT Number: 699226188
