Venues offer different rate packages based on per person price known as `Delegate Rate` or `Room Hire Rate` (All Day and AM or PM).
Basic delegate rates include two servings of Tea/Coffee; Lunch; Room Hire - multiply the rate by the number of delegates to reach your total cost. Some venues supply additional tea/coffee servings at no additional cost; others have unlimited servings and others charge for each extra serving. Please note that most venues have minimum numbers applying to delegate rates (Usually 8 or 10) so if your meeting is for less than this select a room hire rate. 24-hour delegate rates include the basic day delegate package plus dinner room and breakfast - bedrooms need to be booked in addition to the meeting space - please state how many bedrooms you need when selecting this rate plan (there is a box for this at the end of the booking procedure.)
Room Hire Rates:
Room Hire is just that - the hire of the room for the period selected (Half day AM or PM or All day) and is the cost for that room up to its maximum capacity. Food and beverages are then charged in addition. Venues will quote separately for food and beverage.
Please note that our Terms of Trade at the Millennium Stadium, to which all quotations, estimates and agreements are subject, are as follows:-
In these terms of trade the following words shall have the following meanings:
“Consumables” means the food, drink, wines, spirits and tobacco supplied at the Event;
“Company” means Letheby & Christopher (part of Compass Group UK & Ireland);
“Customer” means the person, firm or company which engages the Company to provide the Services at the Venue;
“Event” means the banquet, function, conference or specified occasion, the date of which has been agreed by the parties and at which the Company is engaged to provide the Services;
"Hire Period" means the date(s) and times specified on the first page of these terms and conditions;
"Room Hire Charge" means the amount payable by the Customer for the hire of a room or rooms at the Venue as specified on the first page of these terms and conditions;
“Services” means the provision of catering services, function services and supply of Consumables; and
“Venue” means the Millennium Stadium, Cardiff (or any part thereof).
a) The Company has the sole right to the provision of the Services at the Event and no Consumables may be brought into the Venue by the Customer or its guests without the prior written consent of the Company. Where, with the Company’s consent, Customers consume their own beverages, a corkage charge shall be applied at £8 per bottle of wine, £10 per bottle of champagne or port (wine must be no more than ½ bottle per person and champagne or port must be no more than 2 glasses per person).
b) There is a minimum bar spend of £500 plus Vat for each Event. All drinks are sold on a sale or return basis and the Company reserves the right to charge for all opened bottles, notwithstanding the fact that they have not been consumed. Prizes of wine, beer, champagne or spirits may not be consumed at the Venue.
c) Should your event require an account bar we will ask for a payment in advance of £10 per person. If the account bar
does not reach this total then the difference will be refunded after the event
d) When Consumables are charged on a consumption basis, the Customer shall check the opening and closing of stocks of Consumables in the presence of the Company’s representative(s). In the event of a Customer refusing or delaying to do so, the figures recorded by the Company shall be conclusive.
e) It is the Customer’s responsibility to notify the Company of its authorised representative(s) for the Event and to ensure that all orders of Consumables are signed for by the authorised representative of the Customer. Where the Customer fails to notify the Company of its authorised representative(s) or orders are placed by persons other than a Customer’s authorised representative, the figures recorded by the Company shall be conclusive and the Customer shall be bound to pay the charges for the Services. The Company will not accept any adjustments to the price unless this procedure is followed.
e) All Consumables offered are subject to availability. Where Consumables are not available, all reasonable endeavours will be made to offer the closest available substitute.
3. Numbers Attending
a) At the time of booking the Customer shall provide details of the Expected Number of persons attending the Event on the front page of these terms and conditions.
b) The Customer shall confirm the Guaranteed Minimum Number of persons attending not less than 10 working days (Monday-Friday, excluding bank holidays) prior to the Event and final catering numbers no less than 5 working days (10 working days for vegetarian meal requirements) prior to the Event. Charges for the Services will be based on that number or the number actually attending, if greater. If the Company provides the Services for any number less than the Guaranteed Minimum Number the Company’s charge to the Customer based on the Guaranteed Minimum Number previously advised will nevertheless apply in full.
c) Should the number of persons attending the Event reduce below the stated Minimum Capacity for the selected Room, the Company reserves the right to move the Event to a more suitably sized room.
d) The Customer agrees to commence the Event promptly at the time agreed with the Company and to procure that those persons present at the Event vacate the room designated for it at the time stated on the front page of these terms and conditions.
e) The Customer agrees to reimburse all expenses incurred by the Company resulting from the Customer's breach of its obligations hereunder including (without limitation) any additional payments to staff.
4. Room Hire
a) Any rooms or areas of the Venue made available to the Customer are by agreement with the Millennium Stadium and are subject to payment by the Customer of the separate Room Hire Charge.
b) The Customer will ensure that the Event will not be conducted and that its guests will not behave in a way which will or may constitute a breach of the law or cause a nuisance or be an infringement of any premises licence held by the Company or the Millennium Stadium. In particular (but without limitation) the Customer shall ensure that there is no illegal betting or gaming and will ensure that guests know which entrances to use at the Venue and will use no part of the Venue other than the Room which has been booked and its car park..
c) The Company reserves the right to exclude or eject any persons from the Event or the Venue who it shall reasonably consider to be objectionable (including any person engaged by the Customer to provide entertainment or perform any other duties at the Event). The Customer will be liable for any liability arising thereby and shall indemnify the Company accordingly save where the Customer establishes negligence or bad faith by the Company.
d) At the end of the Hire Period the Customer shall remove from the Venue anything which the Customer has brought into the Venue for the purposes of or in connection with the Event and shall ensure that all rooms used are clean, undamaged and free from rubbish.
e) The Customer shall not store or bring into the Venue any flammable, combustible, or hazardous substances.
f) The Customer will be required to produce a risk assessment with regards to any exhibition stands, equipment and entertainment which the Customer may wish to have at the Event.
g) If, in the opinion of the Company, the Customer has failed to comply with clause 4 d above, the Company may, in place of the Customer but at the Customer's expense, do all that is necessary to comply with that clause.
a) All charges for the Services will be the charges quoted by the Company at the time of booking (subject to any adjustment in accordance with these terms and conditions) or where no charge is quoted, the charge listed in the Company’s published price list at the date of acceptance of the Customer’s booking.
b) All charges are subject to Value Added Tax at the current rate.
c) All payments are required in pounds Sterling.
d) The Company reserves the right to require a deposit, payable at the time of booking, such deposit being equal to 80 % of the estimated cost to include both the Catering and Room Hire (the "Deposit") Charge payable to the Company. The 80% Deposit is non refundable and the remaining outstanding balance (20% of the total) will be payable 5 working days prior to your event. This specified date is listed on the first page of these terms and conditions. Should your numbers increase once full payment has been made then a credit card will be required 24 hrs prior to the day of your event. A booking will not be considered confirmed until the 80% deposit and the remaining 20% balance has been paid in full. The times for payment of the amounts due are of the essence and the Company reserves the right to cancel the provision of Services to any Event for which the amounts due hereunder have not been paid by the due dates.
e) Any additional items required by the Customer at the Event must be paid for at the time of the Event by credit card or cash. The Company reserves the right to charge interest on overdue accounts at a rate of 4% per annum above the base rate of Barclays Bank Plc for the time being.
f) The Company reserves the right to make additional charges for Events commencing before or running on beyond the normal operating hours of [08.00am – 12 midnight].
g) Should your event require alcoholic beverages then an additional supplement will be levied to cover the cost of SIA Stewards
h) All queries relating to amounts invoiced must be notified in writing to the Company within 7 days of the date of the Event invoice.
i) If the Customer fails to make payment of any charges on the due date then, without prejudice to any other rights or remedy available to the Company, the Company shall without liability to the Customer, be entitled to cancel the provision of the Services and any orders for future Services from the Customer and charge the Customer for any charges outstanding and the cost of recovery thereof.
j) For all Evening Dinner Events a Bond of £500 will be required to cover any cost should any cleaning of spillages or damages occur. If no damage or deep cleaning is required then a full refund of this bond will be given after your event
6. Cancellation by the Company
a) The Company may cancel the provision of the Services to an Event and forthwith terminate this Agreement and the rights granted to the Customer if:-
(i) The Venue or part of the Venue has to be closed for reasons beyond the Company’s control and/or the Venue is required for the staging of a sporting, cultural, or other entertainment event which shall be open to attendance by the general public, which event was not known by the Company to be staged at the Venue at the date of this Customer booking and the staging of which event shall take precedence over the Event; or
(ii) The Customer is already in arrears with any payment due to the Company and/or the Millennium Stadium; or
(iii) The Customer is in breach of any of these terms and conditions and fails to rectify such breach within 7 days of written request so to do by the Company; or
(iv) The Customer becomes insolvent or enters into liquidation or receivership or is subject to any similar process or is unable to pay its debts within the meaning of Section 123 of the Insolvency Act 1986 or any statutory modification or re-enactment thereof; or
7. Cancellation by the Customer
a) A confirmed booking shall only be deemed to be cancelled when the Company receives written notification of the cancellation.
b) Where a customer cancels the provision of the Services, the Customer shall pay to the Company the following charges in respect of the Services (credit being given for the amount of the Deposit paid):-
(i) Over 3 months notice of cancellation –
No cancellation charge
(ii) Between 1 and 3 months notice of cancellation –
(iii) Between 2 weeks and 1 months notice of cancellation –
50% of full charge
(iv) Less than 2 weeks notice of cancellation
100% of full charge
c) Where a room hire booking is cancelled for any reason:-
(i) the Company shall be entitled to retain the Room Hire Charge paid to the Company;
(ii) if the booking is cancelled less than 9 months before the Event and the Company hires all or some of the Rooms for the whole or part of the Hire Period to some other person, then such room hire charge paid by that other person shall be refunded by the Company to the Customer save that the said refund shall be limited to a maximum of [50%] of the Room Hire Charge;
a) The Company shall not be liable to the Customer by reason of any delay in performing or any failure to perform any of the Company’s obligations in relation to the Services if such delay or failure is due to any cause beyond the Company’s reasonable control (including (without limitation) regulations, bye-laws, prohibitions of any kind on the part of any governmental or local authority, strikes, or other industrial or trade disputes, acts of God, national or local disasters, flood, fire, accident, sabotage, insurrection, civil disturbance, war, acts of terrorism or the threat of war or terrorism or any event causing the whole or part of the Venue to be closed to the public or the staging of a sporting, cultural, or other entertainment event which shall be open to attendance by the general public, which event was not known by the Company to be staged at the Venue at the date of this Customer booking and the staging of which event shall take precedence over the Event). In such circumstances, the charges payable by the Customer may be subject to abatement by a fair and reasonable apportionment.
b) The Company does not accept liability for loss or damage to any object, equipment, furniture, stock or other property of any sort brought onto the premises by the Customer or hired by the Company on the Customer's behalf howsoever such loss or damage may occur unless as a direct result of the Company's negligence. All such property will remain under the care and control of the Customer and is entirely at the Customer’s own risk.
c) Notwithstanding anything to the contrary in these Terms of Trade, the Company shall not be liable to the Customer for any indirect or consequential loss or damage (including, without limitation, loss of revenue, loss of profits or loss of anticipated savings) arising out of or in connection with the performance or any breach of the contract formed by these Terms of Trade and the maximum liability of the Company to the Customer in aggregate for any and all claims made against the Company in contract, tort or otherwise under or in connection with the subject matter of these Terms of Trade shall not exceed the total price paid by the Customer to the Company in respect of the Services.
d) The Customer shall indemnify the Company in full against and hold the Company harmless from all claims, costs, damages, liabilities, expenses, demands and judgments awarded against or incurred or paid by the Company as a result of or in connection with any acts or omissions of the Customer, its guests, employees, agents or sub-contractors including but not limited to acts or omissions at the Event and damage caused to the Venue by the Customer or its guests.
a) The Customer shall take out before the Event and maintain during the Hire Period insurance in respect of its liabilities under these terms and conditions with an insurer approved by the Company and for an amount of cover not less than two million pounds sterling.
b) The Customer shall, at the request of the Company, produce before the Event a certificate of such insurance for inspection by the Company.
a) The Customer will not use the name "Letheby & Christopher" in any of its advertising or publicity for the Event without the prior written approval of the Company.
b) No variation to these terms and conditions shall be effective unless agreed in writing and signed on behalf of the Company and the Customer.
c) Any notices to be given under these conditions must be given in writing and delivered personally or sent by pre-paid recorded delivery or registered post or by facsimile to the addresses of the parties stated on the front page of these terms and conditions.
d) These terms and conditions shall prevail over any conditions offered by the Customer.
e) The Customer may not assign, transfer or sub-contract its rights and/or obligations under these terms and conditions without the prior written consent of the Company.
f) If the expression the Customer includes more than one person those persons shall be jointly and severally liable under these terms and conditions.
g) These terms and conditions shall be governed and construed in accordance with English Law and each party agrees to submit to the non-exclusive jurisdiction of the English Courts as regards any claim or matter arising.