Booking

All Meeting Space areas need to be booked via the website or by calling us on 01633 357302. Once booking has been confirmed by us either immediate payment is required via the website or an Invoice will be sent which requires full payment within 7 days of receipt, unless the booking is less than 7 days away, in which instance the invoice requires immediate payment. 

Payment of the Invoice will be deemed to be an agreement to these terms and conditions by the client, and a binding contract for the room rental and any ancillaries required.

Office Rentals will be dealt with directly by the Tots Play HQ Office and all office rentals will adhere to these Terms and Conditions as well as any additional terms under any lease.

In all cases, failure to adhere to these Terms and Conditions may cause your rental to be terminated early with no redress due to the customer by the company.

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Setup

The customer requires to notify Tots Play HQ of the particular set up required for their event via the booking form. If the setup is non standard then the client needs to contact us within 48 hrs of making their booking via the website. This can either be done in person or by calling 01633 357302.

If a non standard set up, please check this can be done before booking.

Tots Play UK Ltd will supply the rented area in good condition for the rental and in the layout requested. Any changes to the original layout requested need to be communicated to Tots Play HQ 24hrs before commencement of the rental.

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Cancellations

Should you need to cancel your rental for whatever reason, you may cancel up to 96hrs before your rental start and receive a full refund. Any cancellations within the 96hr period before your rental commences will receive a refund of 50% of the original rental cost, except for cancellations on the day which will receive no refund.

Cancellations need to be notified to the Tots Play HQ Office during normal business hours (M-F 8.00am - 5.00pm) by telephone on 01633 357302. No other means of notification will be accepted.

Covid 19 -  Should the centre need to shut down due to Government restrictions, any prepaid bookings will be able to carry forward their credit for additional bookings once the centre re-opens. No refunds will be given.

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Notwithstanding anything contained in these terms, Tots Play UK Ltd will not be liable for any failure to perform it’s obligation to the customer in whole or part as a result of any of the following circumstances:

• Strikes and other industrial actions/disputes

• Fire and/or floods at or near the premises

• Misconduct or negligence of a customer, delegate or external third party

• Issues with the Buildings Services and Utilities

• Government Health Instructions

• Act of God 

• Force Majeure

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Health and Safety

The customer must ensure that the meeting room is safe for the purpose for which it is intended to be used and shall be responsible for all activities undertaken, and will give reasonable consideration to other users of Wern House (Tots Play HQ). The customer holds full responsibility for the behaviour and actions of all those attending the event, and should ensure that everyone complies with the terms and conditions as laid down.

Fire & Safety regulations are to be observed and the customer should make themselves aware of the location of the fire exits and fire appliances and access to all fire doors must be kept clear at all times. There are an adequate number of fire wardens at Wern House, and in the event of a fire, the customer will liaise with them to ensure all delegates are accounted for, and the correct steps are taken to evacuate the building as stipulated in the Fire Procedure.

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Damage

On arrival the customer should check the rented area for any damages, and notify this immediately to Tots Play employees. Where possible a photo should be taken. If no damage is notified before the rental commences, the customer shall be responsible for any damage caused to the company’s property or any part of it (including without limitation furnishings or equipment) as a result of any act or neglect by the customer during the rental. The customer shall pay the company on demand the amount required to make good or remedy any such damage. No items are to be affixed to the walls, floors or ceilings of any part of the company’s property without the company’s prior written consent. We are unable to accept responsibility for any loss or damage to personal property. We hold public liability insurance in respect of private hirers, the limit of indemnity is £10 million for any one occurrence, and the customer is liable for the excess of up to £1000 in respect of each claim.

Please also note that any vehicles parked on the site are parked at the owners risk, and Tots Play UK Ltd accept no responsibility for any damage to vehicles whilst parked on the site.

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Responsibility

The customer will ensure that all rubbish is placed within the correct bins provided and the kitchen area is clean and tidy at the end of their rental. Bins are provided and there is also a dishwasher for any dirty plates/cups etc.

Any mess left over that requires Tots Play to instigate additional cleaning, may be charged out to the customer.

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Payment

Payments for rentals will be made in advance by Invoice. Any Invoices not paid by the customer within seven days of receipt may lead to cancellation of the booking with no redress due to the customer.. Please note invoices should be paid before the rental commences. The company may at any time increase its charges payable by the customer for the event to pass on to the customer any increase in the rate of value added tax or similar tax or duty for which the company is liable, and which arises by virtue of this agreement. The customer agrees to pay the company on demand for any food, beverages or other service not provided for in the agreement but made available upon request of the customer at any time.

Block or recurring bookings will require to be paid monthly or half termly (if running term time only) in advance. Agreed fees for the weeks booked will be invoiced and payment should be made by Bank Transfer. Invoices should be settled before the block or term/half term booking commences.

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