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Hertfordshire County Council

Corporate events

  1. About us 
    1. These terms apply to all corporate events run by Hertfordshire County Council (“the Council”) and help staff and the public understand how our services work. By booking an event, you agree to these terms and conditions.
    2. Contacting us. To contact us, email us at web.team@hertfordshire.gov.uk.
  2. Our contract with you 
    1. Our contract. These terms and conditions apply to the booking by you and supply of Services by the Council and are referred to as “the Contract”. They apply to the exclusion of any other terms that you seek to impose or incorporate, or which are implied by law (to the extent permissible), trade custom, practice or course of dealing. 
    2. Entire agreement. The Contract is the entire agreement between you and the Council in relation to its subject matter. You acknowledge that you have not relied on any statement, promise or representation or assurance or warranty that is not set out in the Contract. 
  3. Placing a booking and its acceptance 
    1. Placing your booking(s). Please follow the onscreen prompts to place your booking(s). You may only submit a booking(s) using the method set out on the official Hertfordshire Events booking website Events | Hertfordshire County Council. By placing a booking, you agree to receive the services listed, under these terms.
    2. Acknowledging receipt of your booking(s). After you place your booking, you will receive an email from us acknowledging that we have received it, but please note that this does not mean that your booking has been accepted. Our acceptance of your booking will take place as described in clause 3. 
    3. Accepting your booking(s). Your booking is confirmed when we email you a Booking Confirmation. This marks the start of your contract with us. The Contract will relate only to those Services confirmed in the Booking Confirmation. 
    4. If we cannot accept your booking(s). If we are unable to supply you with the Services for any reason, we will inform you of this by email and we will not process your booking. If you have already paid for the Services, we will either move your booking to another scheduled event (if possible) or refund you the full amount. 
  4. Cancelling your booking(s) and obtaining a refund 
    1. The Council reserves the right to cancel or reschedule events at its discretion.
    2. If we cancel or reschedule an event, we will make reasonable efforts to let you know as soon as possible and issue a full refund if needed.
  5. Our services 
    1. Descriptions and illustrations. Any descriptions or illustrations on our website are published for the sole purpose of giving an approximate idea of the services described in them. They will not form part of the Contract or have any contractual force.
    2. Reasonable care and skill. We warrant to you that the Services will be provided using reasonable care and skill. 
    3. Time for performance. We will use all reasonable endeavours to meet any performance dates specified in the Booking Confirmation, but any such dates are estimates only
  6. Your obligations 
    1. It is your responsibility to ensure that: 
      1. the terms of your booking are complete and accurate; 
      2. you cooperate with us in all matters relating to the Services; 
      3. you provide us with such information and materials we may reasonably require in order to supply the Services, and ensure that such information is complete and accurate in all material respects;
      4. you comply with all applicable laws, including health and safety laws; 
      5. you keep all of your personal belongings, materials, equipment, documents and other property in safe custody at your own risk whilst attending any booking; 
      6. You must follow all event rules and any instructions given by Council staff or event organisers. 
      7. You must behave respectfully and responsibly during the event. Disruptive, abusive or unlawful behaviour may result in removal from the event without refund. 
      8. You must inform us of any accessibility needs or special requirements at the time of booking so we can make reasonable adjustments. 
      9. You must ensure that any attendees under your booking meet the age requirements for the event, if applicable. 
      10. You must not take photographs or record audio or video during the event unless explicitly permitted by the council or event organiser. 
      11. You must treat any Council property or equipment used during the event with care and report any damage immediately. 
      12. You are responsible for arranging any personal insurance you may require. The Council does not provide cover for personal belongings or travel. 
  7. Fees
    1. In consideration of the Council providing the Services you must pay the fees in full at the time of the booking(s) in accordance with this clause 7 (if applicable to your booking(s)). 
    2. The Fees are the prices quoted on our site at the time you submit your booking(s). 
    3. We use our best efforts to ensure that the prices stated for the Services are correct at the time when the relevant information was entered into the system.
    4. Prices shown exclude VAT. If VAT applies, it will be added when you pay.
  8. How to pay 
    1. Payment for the Services is in advance which can be made using a debit or credit card. We will take your payment upon acceptance of your booking(s).
  9. Complaints 
    1. If a problem arises or you are dissatisfied with the Services, we have a comprehensive complaints policy, see Complain, compliment or comment about our services | Hertfordshire County Council. 
  10. Intellectual property rights 
    1. All intellectual property rights in or arising out of or in connection with the Services (other than intellectual property rights in any materials provided by you) will be owned by us or the course provider. You are permitted to use the materials for the purposes of the course, but are not entitled to reproduce or copy the materials without the Council’s (or course provider’s) prior written consent.
  11. Data Protection, Privacy and how we may use your personal information 
    1. The Council acknowledges that it will comply with UK data protection law which includes the UK General Data Protection Regulations and the Data Protection Act 2018 . 
    2. We will use any personal information you provide to us to: 
      1. provide the Services;
      2. process your payment for the Services; and 
      3. inform you about similar services that we provide, but you may stop receiving these at any time by contacting us. 
    3. We will process your personal information in accordance with our privacy policy How we use your information | Hertfordshire County Council, the terms of which are incorporated into this Contract. 
  12. Limitation of liability 
    1. In so far as the law allows, the Council will not be liable to you for losses which are not reasonably foreseeable or are indirect. 
    2. Subject to clause 12.1, and as far as the law allows the Council’s total liability to you arising under or in connection with the Contract, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, will be limited to the total amount paid by you to the Council for the specific event giving rise to the claim.
    3. The Council shall not be liable for the acts or omissions of third-party vendors engaged in connection with the event, including but not limited to caterers, entertainers, or transport providers, except where such vendors were directly contracted and managed by the Council. 
  13. Events outside our control 
    1. The Council will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under the Contract that is caused by any act or event beyond the Council’s reasonable control (Event Outside Our Control).
    2. If an Event Outside Our Control takes place that affects the performance of our obligations under the Contract: 
      1. the Council will contact you as soon as reasonably possible to notify you; and 
      2. our obligations under the Contract will be suspended and the time for performance of our obligations will be extended for the duration of the Event Outside Our Control. We will arrange a new date for performance of the Services with you after the Event Outside Our Control is over.
  14. General 
    1. Assignment and transfer.
      We may assign or transfer our rights and obligations under the Contract to another entity by posting on the website if this happens. 
    2. Severance.
      Each paragraph of these Terms operates separately. If any court or relevant authority decides that any of them is unlawful or unenforceable, the remaining paragraphs will remain in full force and effect. 
    3. Third party rights.
      The Contract is between you and us. No other person has any rights to enforce any of its terms.
    4. Governing law and jurisdiction.
      The Contract is governed by English law and we each irrevocably agree to submit all disputes arising out of or in connection with the Contract to the exclusive jurisdiction of the English courts. 

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