Conference & Events – Terms and Conditions

Conference & Events: Terms & Conditions

CONFERENCE & EVENTS: tERMS & cONDITIONS

These are our Terms of Trade (“Terms”), relevant to your use of our premises and your booking of an Event at Sophia Gardens Cardiff, unless we say otherwise, and to which all quotations, estimates and agreements relevant to your conference or event are subject.

If you have any queries please do not hesitate to contact the Glamorgan Hospitality and Events Team at Sophia Gardens Cardiff Glamorgan Cricket & Events Office: Tel: 02920 419337

1. Definitions

In these terms and conditions the following words shall have the following meanings:

“Consumables” means the food, drink, wines, spirits and other consumable items supplied for consumption at the Event;

“Club” means Glamorgan County Cricket Club Limited, CRN IP30396R;

“Cricket Event” means an Event at the centre of which is a cricket event or match promoted by the England and Wales Cricket Board, the International Cricket Conference, the Hundred, or any other promoter of professional cricket matches.

“Customer” means the person, firm or organisation named on the first page of the Order and on behalf of which these Terms have been accepted and which engages the Club to provide the Services at the Venue;

“Event” means the banquet, function, conference or specified occasion at the Venue including the Services, the date of which has been agreed by the parties and at which the Club is engaged to provide the Services;

"Hire Period" means the date(s) and times specified on the first page of the Order;

“Hospitality Package” means any hospitality package for a match or event at the Venue, including but not limited to any tickets forming part of it, access to the agreed part of the venue, vouchers, food, beverages, promotional goods and Services provided by the Club in connection therewith;

“Order” means the booking form signed by the Customer setting out the principal terms on which the Event will take place, the extent of the Services and the Hospitality Package, and the price to be paid by the Customer for them;

"Room Hire Charge" means the amount payable by the Customer for the hire of a room or rooms at the Venue as specified in the Order;

“Services” means the provision of event facilities and rooms, catering services, function services and supply of Consumables forming part of the Hospitality Package; and

“Venue” means the stadium occupied by the Club and known as Sophia Gardens Cardiff (or any agreed part thereof).

2. Conditions of sale

a) All bookings are subject to availability.

b) Once the Club has received a signed Order from the Customer (whether by post or email, and whether signed electronically or otherwise), this will constitute a legally binding contract between the Club and the Customer and will be subject to the Terms.

c) The Club’s employees and/or agents are not authorised to make any representations concerning the Hospitality Package unless confirmed by the Club in writing. The Customer acknowledges that it does not rely on any representations which are not in writing.

3. Consumables

a) The Club has the sole right to provide the Services at the Event and no Consumables or other services may be brought into the Venue by the Customer or its guests without the prior written consent of the Club. Where, with the Club’s consent, Customers consume their own beverages, a corkage charge shall be applied at a rate and otherwise on terms specified by the Club from time to time. The Club does not have a licence, so liquor may not be taken off-site. The Customer will ensure that nothing is done by them or any of their guests in respect of the Event that puts the Club in breach of any laws, including licensing laws, which apply to the Club.

b) All drinks are sold on a sale or return basis and the Club 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 the 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, 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 stocks of Consumables in the presence of the Club’s representative. In the event of a Customer refusing to agree to such opening and closing stocks, or delaying to do so, the figures recorded by the Club shall be conclusive.

e) It is the Customer’s responsibility to notify the Club of the identity of its authorised representative for and in respect of the Event and to ensure that all orders of Consumables are signed for by that authorised representative. Where the Customer fails to notify the Club of its authorised representative or orders are placed by persons other than a Customer’s authorised representative, the orders recorded by the Club shall be conclusive and the Customer shall be bound to pay the charges for such orders as part of the Services.

f) All Consumables offered are subject to availability. Where Consumables are not available, reasonable endeavours will be made by the Club to offer the closest available substitute.

4. Numbers Attending

a) At the time of booking the Customer shall provide details of the expected number of persons attending the Event as indicated on the front page of the Order.

b) The Customer shall also confirm the guaranteed minimum number of persons attending the Event (“GMN”) not less than 10 working days (excluding weekends and bank holidays) prior to the Event. Charges for the Services will be based on the GMN or, if greater, the number attending the Event. If the Club provides the Services for a number less than the GMN, the Club’s charge to the Customer based on the GMN previously advised will nevertheless apply in full.

c) Should the number of persons attending the Event reduce below the minimum capacity per booked room in the Venue, as indicated on the front page of the Order for the selected room, the Club 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 Club and to procure that those persons present at the Event vacate the Venue at the time stated on the front page of the Order.

e) The Customer agrees to reimburse all expenses incurred by the Club resulting from the Customer's breach of any of its obligations here under including (without limitation) any additional payments to staff.

5. Room Hire

a) Rooms or areas of the Venue made available to the Customer are only those agreed in writing with the Club and are subject to payment by the Customer of a separate Room Hire Charge as indicated on the front page of the Order.

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 Club. 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 the Club’s car park. The Customer shall ensure that all its guests will comply with the Club’s code of conduct, a copy of which can be found on its website, and which is available HERE.

c) The Club 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 Club accordingly, save where the Customer establishes negligence or bad faith by the Club.

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 excessive rubbish. In the event of damage, the Club will be charged the cost of repair. All guests are asked to respect the residents in the surrounding area and keep the level of noise to a minimum when vacating the Venue.

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 and valid public liability insurance acceptable to the Club with regard to any exhibition stands, equipment and entertainment which the Customer may wish to have at the Event.

g) If, in the opinion of the Club, the Customer has failed to comply with clause 5 d above, the Club may, in place of the Customer but at the Customer's expense, do all that is necessary to comply with that clause.

6. Charges

a) Charges for the Services will be as quoted by the Club in the Order (subject to any adjustment in accordance with the Terms) or where no charge is quoted, the charge listed in the Club’s published price list at the date of acceptance of the Order.

b) All charges are subject to Value Added Tax at the current rate.

c) All payments are required in pounds Sterling.

d) The Customer shall, if requested by the Club, provide the Club with a purchase order number when booking their event. This purchase order number will be recorded on the Order and (so far as is practicable) any amendment to it. Customers that the Club has confirmed in advance of the Order have a credit facility with the Club and will be invoiced in full post-event on the understanding that all post-event invoices must be paid within 30 days. Overdue invoices shall accrue interest from the due date at 5% per month over the bank base rate.

e) Customers who do not have a credit facility with the Club shall pay for the Event as follows

(i) A deposit of 25% of the aggregate Event cost shall be paid to the Club within 14 days after the date of the Order; and

(ii) The balance of the Event cost shall be paid to the Club not less than 28 days before the date of the Event.

f) The Club reserves the right to make additional charges for Events commencing before or running beyond the normal operating hours of 08.00am – 1.00am.

g) Should the Event require alcoholic beverages then an additional supplement will be levied to cover the cost of Security Industry Authority certified Stewards. The Club reserves the right to undertake bag searches on all guests attending the function.

h) All queries relating to amounts invoiced must be notified in writing to the Club within 7 days of the date of the relevant invoice.

7. Cancellation by the Club

a) The Club may cancel the provision of the Services to an Event, and the Event itself, 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 Club’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, and which event the Club did not know was being staged at the Venue at the date of the Order, which other event shall take precedence over the Order and the Event; or

(ii) The Customer is in arrears with any payment due to the Club and/or in respect of the Event; or

(iii) The Customer is in breach of any of the Terms and fails to rectify such breach within 7 days of a written request so to do by the Club; 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

8. Cancellation by the Customer

a) A booking shall only be deemed to be cancelled by the Customer when the Club receives written notification of the cancellation.

b) Where the Customer cancels the Event or the provision of any material part of the Services, the Customer shall pay to the Club the following charges in respect of the Event and the Services (credit being given for the amount of any deposit paid):-

(i) Over 3 months’ notice of cancellation – the full amount of any deposit paid, or 25% of the full charge for the Event, whichever is the greater;

(ii) Between 4 weeks and 3 months’ notice of cancellation – 50% of the full charge for the Event;

(iii) Less than 4 weeks’ notice of cancellation - 100% of the full charge for the event.

c) Where a room hire booking is cancelled for any reason:-

(i) the Club shall be entitled to retain all the charge for the room paid to the Club;

(ii) if the booking is cancelled less than 9 months before the Event and the Club hires the relevant room for the whole or part of the Hire Period to some other person, then the relevant Room Hire Charge paid by that other person shall be refunded by the Club to the Customer save that the said refund shall be limited to a maximum of 50% of the relevant Room Hire Charge paid by the Customer.

9. Liability

a) The Club shall not be liable to the Customer by reason of any delay in performing or any failure to perform any of the Club’s obligations in relation to the availability of the Venue or the delivery of the Services if such delay or failure is due to any cause beyond the Club’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 the Club did not know was to be staged at the Venue at the date of the Order 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 as determined by the Club.

b) The Club 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 Club on the Customer's behalf howsoever such loss or damage may occur unless as a direct result of the Club'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 the Terms, the Club 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 the Terms and the maximum liability of the Club to the Customer in aggregate for any and all claims made against the Club in contract, tort or otherwise under or in connection with the subject matter of the Terms shall not exceed the total price paid by the Customer to the Club in respect of the Services.

d) The Customer shall indemnify the Club in full against and hold the Club harmless from all claims, costs, damages, liabilities, expenses, demands and judgments awarded against or incurred or paid by the Club 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, whether or not in breach of any specific obligation on the Customer set out in the Terms, and damage caused to the Venue by the Customer or its guests.

e) All clients and guests should always keep their valuables with them, and the Club will not be held responsible for any loss, damage or injury to any client or guests or their property unless this arises from the negligence of the Club

10. Variations to advertised Hospitality Packages

a) Whilst every reasonable effort will be made by the Club to ensure that the Event and the Services are in accordance with the details agreed with the Customer, the Club reserves the right to make reasonable changes thereto which do not in the opinion of the Club materially affect the quality of the Event and the Services.

b) In the event that it is necessary for the Club to make material changes to the Event and the Services, the Club will use reasonable endeavours to offer the Customer the option of an alternative of comparable standard, or, where such alternative is not available or is reasonably unacceptable to the Customer, the Club will repay to the Customer the amount paid to the Club by the Customer.

11. GDPR

a) In the Customer’s dealings with the Club the Customer may provide the Club with information that may include data that is known as personal data. Where the Club processes personal data, it will comply with statutory data processing requirements as set out by the Data Protection Act 2018. The personal data the Club will collect may include information relating to the Customer’s name, address, and date of birth.

b) The Data Protection Act 2018 provides the Customer with access rights that allow the Customer to gain an understanding on the data being processed, who the Club shares it with for what purpose, why the Club needs to retain it and retention periods to object to the processing and to place restrictions on the processing, to request copies of the Customer‘s data and to request the deletion of the Customer’s data. If the Customer requires further information on how the Club processes the Customer’s data or if the Customer wishes to exercise their rights, they should contact the Club. How the Club processes the Customer’s personal data is detailed further within the Club’s Privacy Policy which can be accessed via the Club’s website at: https://www.glamorgancricket.com/documents/dp0101-gccc-privacy-policy-v10-24518-7476.pdf

12. Insurance

a) The Customer shall take out before the Event and maintain during the Hire Period, public liability insurance in respect of its liabilities under the Terms with an insurer acceptable to the Club and for an amount of cover not less than £10,000,000 (ten million pounds sterling).

b) The Customer shall, at the request of the Club, produce before the Event a certificate of such insurance for inspection by the Club.

13. Environmental Policy

The Club, and all stakeholders of the Club and of the Venue, are committed to the prevention of pollution and the care of the environment. In their capacity as an Events provider the Club aims to:

a) Ensure the effective management of resources thus relieving our impact on the natural environment.

b) Set and achieve objectives and targets that ensure continual improvement in environmental management.

c) Promote efficient energy management and utilisation.

d) Manage waste efficiently and continue to develop recycling infrastructures throughout the Stadium.

e) Communicate the policy to staff, contractors and suppliers and encourage them to assist us in reaching their environment goals.

14. Cricket Event

a) Where the Event is connected with a Cricket Event for which tickets are required, all tickets will be processed and sent by email to the authorised representative of the Customer in accordance with the process and terms set by the promoter of the relevant Cricket Event. Any date quoted for delivery of the tickets will be approximate and the Club shall not be liable for any delay in delivery of the tickets however caused.

b) Tickets will not be issued to the Customer until the Club has received payment in full for the Booking Value.

c) The Club operates a no duplicate ticket policy.

d) All tickets are non-transferable, and the Customer shall not be entitled to re-sell or use the tickets as prizes in competitions, raffles, sweepstakes, and auctions.

15. General

a) The Customer will not use the name Glamorgan County Cricket Club in any of its advertising or publicity for the Event without the prior written approval of the Club.

b) No variation to the Terms shall be effective unless agreed in writing and signed on behalf of the Club 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 e-mail to the addresses of the parties stated on the Order.

d) The Terms 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 the Terms without the prior written consent of the Club.

f) If the expression the Customer includes more than one person those persons shall be jointly and severally liable under the Terms.

g) The Terms shall be governed and construed in accordance with English and Welsh Law and each party agrees to submit to the non-exclusive jurisdiction of the English and Welsh Courts as regards any claim or matter arising.

h) Candles are not permitted anywhere or in any circumstances.

i) Smoking and vaping is permitted in designated areas only

j) By entering into this Contract, the Customer agrees that it will procure that every person associated with it in respect of the Event will comply with all the Club’s rules and regulations that relate to conduct and behaviour when using the Club’s facilities, whether at the Venue or elsewhere. The Club’s Code of conduct can be found

16. Cricket Event Terms

Where the Booking relates to a Cricket Event, and having regard to the fact that match forming part of the Cricket Event is promoted by a party other than the Club, the following provisions shall apply to such Booking in substitution for any provision of these Terms which may conflict with these provisions:

a) Whether or not the Customer has a credit facility with the Club as referred to above;

A deposit of 50% of the aggregate Event cost shall be paid to the Club within 14 days after the date of the Order; and
The balance of the Event cost shall be paid to the Club not less than 90 days before the date of the Event.

Over 6 months’ notice of cancellation – no payment due, and any deposit paid will be refunded;
Between 90 days and 6 months’ notice of cancellation – 50% of the full charge for the Event;
Less than 90 days’ notice of cancellation - 100% of the full charge for the event.

c) Play is not guaranteed, and no monies will be refunded should the match forming part of the Cricket Event finish prior to or during the booked hospitality. Hospitality will proceed regardless of whether there is any play.

d) [In the event of adverse weather, clients may be eligible to claim a refund for the ticket element only of the Hospitality Package. Details of the refund scheme can be found on the Glamorgan Cricket Club or The Hundred websites (subject to the match being played)]

17. Marketing Preferences

The Club may wish to send the Customer information about future special events, matchday tickets and/or hospitality packages in the future. The Customer shall confirm their preference from the below options:

Agree to receive additional information
Please do not send me additional information

By signing and printing their name below, the Customer is confirming that they agree to the above terms and conditions for this booking.

All details are correct at the time of printing. However, you may be advised of slight variations in specification and charges should circumstances dictate.

The Customer is requested to complete the front page of the Order to signify its receipt and acceptance of the Terms and to return the completed Order to the Hospitality & Events Department at the Club.

Conference & Events: Terms & Conditions