Rough price guide 2009
Conference Cambridge works on behalf of 31 Cambridge colleges and a number of University departments. Prices differ at each venue. The figures quoted below are only intended to act as a guide for anyone wishing to hold an event at the colleges or University.
Exact prices should be checked with the venue of your choice and will depend upon the facilities provided.
| Range of prices offered across the colleges: |
Approximate average price: | |
| 8-hour delegate rate (includes morning coffee, lunch & afternoon tea) |
£19.00 - £62.00 | £34.00 |
| 24 hour rate (en-suite) (includes B&B, morning coffee, lunch, afternoon tea & dinner) |
£79.00 - £199.00 | £124.00 |
| 24 hour rate (non en-suite) (includes B&B, morning coffee, lunch, afternoon tea & dinner) |
£79.00 - £133.00 | £102.00 |
| Room hire only | Please contact the venue directly | |
| Bed & Breakfast (en-suite) | £42.00 - £108.00 | £61.00 |
| Bed & Breakfast (non-en-suite) | £29.00 - £64.00 | £41.00 |
| Buffet style lunch | £3.00 - £29.00 | £15.00 |
| Dinner - (3 course, silver service- banqueting menu) | £21.00 - £35.00 | £28.00 |
Examples quoted per person and |
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BOOKING AND CANCELLATION TERMS
Booking and cancellation terms vary at each venue. The following is intended to act as a guide for anyone wishing to hold a conference at the colleges or University. Exact booking and cancellation terms should be checked and agreed with the venue of your choice.
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Provisional bookings
Provisional bookings may be made without commitment for up to one month. If during that time the venue receives an alternative enquiry the initial enquirer will be alerted and given 48 hours to confirm the booking.
A provisional booking will not guarantee a reservation.
Confirming a booking
Confirmation of a provisional booking must be made in writing using the appropriate forms supplied by the venue. At this stage a deposit (to be agreed with the venue) will be required. This fee will be held and credited against the final bill. It is not refundable in the case of cancellation.
Variations to bookings
Any fluctuations in delegate numbers should be notified in writing to the venue as soon as possible. Organisers must provide the venue with an estimate of the numbers attending 6 months before the start of the conference. At least 14 days before the start of the conference the venue must be notified of final numbers for rooms, meals and refreshments to include non-residents' requirements as well. At this stage a complete alphabetical list of delegates is often also requested.
Cancellation charges
The colleges have suffered considerable financial loss and inconvenience in the past as the result of cancellation of residential conferences, often at very short notice. Cancellation charges are therefore levied by all venues.
The charges and conditions vary from venue to venue. Please check the cancellation charges and conditions at the venue of your choice.
Payment
All invoices must be settled within 28 days of the invoice date. The venue reserves the right to charge interest at a rate of 2% - 5% per month on any outstanding accounts.
VAT
Unless expressly stated otherwise all prices exclude VAT and the client must pay VAT in addition. If the client is exempt from the payment of VAT then it must submit a letter confirming the exemption with the booking form.
Insurance and indemnities
The venue’s insurance covers public liability claims where the venue is held to be liable. Conference organisers are advised to obtain insurance cover for any claims for which they might be held responsible.
The organisation making the booking shall indemnify the venue against damage to its property caused by those attending the conference.
Force Majeure
The venue will not be held liable for circumstances beyond its reasonable control which may prevent the venue from meetings its obligations in respect of a booking.
