Event Essex Terms & Conditions
1) These terms and conditions apply when you book a room or rooms at our premises with
University of Essex Campus Services Ltd (“Event Essex”).
2) You must be aged 16 years or over to book a room. Children under 12 years are not
permitted to stay in our premises. Children 12 years and above are permitted to stay in our
accommodation only if accompanied by a parent/guardian.
3) The accommodation is to facilitate your attendance at an event and is not for residential
occupation. You must not use the accommodation as your main or principal place of
residence.
4) You must pay for the room in full before you arrive. We will not give refunds if you cancel or
if you do not stay for the full period you have booked. Room prices are inclusive of VAT at the
rate applicable when you make your booking. Breakfast is included if you have selected the
bed and breakfast tariff, but otherwise, no meals are included.
5) When we receive your payment, we will send you an email confirming your booking. The contract is formed when we send you your booking confirmation.
6) Check-in is open from 14:00 hrs Monday to Sunday and you must vacate your room by
09.30 hrs on the last day of your stay. For each day or part of a day that you stay after 9.30 hrs
on your scheduled departure date, Event Essex will charge you at the same daily rate as
applied to your booking. If we have to find alternative accommodation for someone who has
booked to stay in the room after you, we will claim from you as well the additional costs of that
accommodation and an administration fee of £50 + VAT.
7) You will be asked for proof of identity when you arrive to check-in. Acceptable forms of
identity evidence are a passport, a photo-driving licence or a photographic ID card issued by a
government body, all of which must be current. If you do not have any of these, please
telephone Event Essex in advance so that we can agree what proof of identity would be valid.
As required by law, non-EU nationals must complete a registration form and provide passport
details, along with the intended next destination (overseas).
8) Linen changes are before new arrivals or weekly.
9) Rooms are single occupancy. The maximum number permitted in a single room is 1.
10) We do not accept any responsibility or liability for loss or damage to any of your personal
possessions.
11) You must not:
a) Bring pets or other animals into our premises, with the exception of assistance dogs;
b) Smoke anywhere in the premises;
c) Bring any potentially hazardous or dangerous items or materials into our premises;
d) Use any electrical appliance that could set off fire alarms or smoke detectors;
e) Without good reason, interfere with any fire alarms, fire-fighting or fire detection
equipment;
f) Remove, damage or destroy any property belonging to Event Essex or to the University of
Essex;
g) Cause unreasonable disturbance to other guests or staff;
h) Re-sell or transfer your booking;
i) Use any of the University of Essex’s premises for advertising or marketing purposes.
12) We do not accept responsibility for any claims for consequential loss following your cancellation of your booking or your departure before the last day of your booked stay.
13) If you cause damage or loss to Event Essex or the University of Essex, or to other guests or their property, you will be responsible for that damage or loss and will pay on demand the amount required to make good or remedy such damage or loss.
14) Event Essex may cancel or amend your booking by giving you written notice (including by
email) if it is prevented from providing the room or rooms you have booked because of events
outside its reasonable control. Such events include (but are not limited to) war, rebellion, civil
commotion, strike, lock out or industrial dispute, fire, explosion, earthquake, act of God, flood,
drought or bad weather, the unavailability or late delivery of supplies, notifiable disease,
public health incident, the inability to secure labour, failure of another guest to vacate when
they should, or by any other cause whatsoever beyond the control of Event Essex. We do not
accept liability for failure to meet our contractual obligations because of events outside our
reasonable control.
15) Event Essex may terminate the contract for your stay with us and ask you to leave our
premises if during your stay you cause serious damage to our property, if you cause serious
or persistent nuisance to others or if you otherwise persistently or materially breach these
terms and conditions. We will not act unreasonably, but we must be able to protect our
property, our guests, our staff and contractors and our neighbours. If we terminate your
contract on the grounds of your serious or persistent breach, Event Essex may refuse to
accept future bookings from you. We will only give you a refund to the extent we obtain
another booking for the remainder of your stay and cover our administration costs. We will
not pay you compensation for any losses you may suffer or expenses you incur as a result of
us terminating the contract because of your breach.
16) You agree that Event Essex may process information about you that you provide in
connection with your booking. The information we hold and process will be used for the
following purposes: the administration needed for the booking process, including invoicing;
marketing and promotions; and the information we are required to retain by law.
17) We accept liability for death or personal injury from our negligence or that of our
employees or agents. We do not seek to exclude liability for fraudulent misrepresentation by
us, our employees or agents.
18) Our maximum liability to you (save as prohibited by the application of law) is limited to the cost of your booking.
19) This contract is subject to English law.