Booking Terms

1. Introduction

These terms outline the conditions for hiring a meeting or conference room at Headrow Conference Suites Leeds (“the Venue”). By confirming a booking, you agree to these terms, which form part of the service contract between you and us.

2. Booking and Confirmation

All bookings are subject to written confirmation via email. Provisional reservations remain valid for seven days before being released. We recommend confirming in writing once the date and room type are chosen.

3. Payment

Invoices are issued after booking confirmation. Full payment is normally due within 14 days or before the event date, whichever is sooner. We accept standard UK bank transfer and recognised business cards. Late payments may result in delayed access.

4. Cancellations

Cancellations made at least seven working days before the event date incur no charge. Cancellations within the final week may be charged up to 50% of the total agreed fee to cover preparation costs. Non-attendance without notice may result in full charge.

5. Use of Venue

You agree to use the space for lawful and professional purposes only, respecting building regulations and health and safety requirements. Decoration, external equipment, or amplified sound must be approved in advance. We reserve the right to decline activities that could disrupt other users or breach local regulations.

6. Facilities and Equipment

Standard facilities include tables, chairs, AV screen, Wi-Fi access, and water station. Any additional requirements such as flipcharts, catering or microphones should be arranged prior to arrival.

7. Liability

We take reasonable care to maintain safe facilities but cannot accept liability for loss or damage to personal property brought onto the premises. Clients are responsible for the behaviour and safety of their attendees.

8. Data and Privacy

Personal details collected during booking are processed under the Data & Privacy Notice. We do not disclose client information to external parties unless required by law.

9. Force Majeure

Neither party shall be liable for failure to perform obligations due to causes beyond reasonable control, such as power failure, weather disruption, or public restrictions. In such cases, any prepaid amounts may be refunded or rescheduled by agreement.

10. Governing Law

These terms are governed by the laws of England and Wales. Any dispute arising shall be handled in the courts of England.

11. Contact

For questions about these booking terms, contact: [email protected] 441 132 709 482 28 The Headrow, Leeds LS1 8EQ, England

Client Notes

Olivia H.

“The boardroom setup worked well for a planning session. AV was straightforward and the team adjusted timings without fuss.”

Daniel R.

“Clear guidance on layouts and access. We used the classroom room for training and added refreshments in the break.”

Sophia E.

“The theatre hall suited a product update. Simple sound and a big screen kept the session tidy and easy to follow.”

“We later used the U-shape room for a workshop. Chairs moved quickly and the flipcharts were ready on arrival.”