Trinity Conferences
Company Registration Number: 5896771
Registered Office: 3 Castlegate Grantham Lincolnshire NG31 6SF
General
All contracts are made between the Customer and the relevant Hotel or Conference Venue, not with Trinity Conferences.
No variation or modification to the Terms and Conditions shall be valid unless evidenced in writing and signed by a duly authorised representative of Trinity Conferences
This Agreement supersedes any prior agreement between the Client and the Hotelier or Conference Venue, written or oral.
These terms and conditions shall be governed by English law and the client submits to the exclusive jurisdiction of the English Courts.
It is the Client’s responsibility to check and ensure that all booking details are accurate and correct. Trinity Conferences accepts no responsibility or liability for any discrepancies discovered subsequent to the booking being confirmed.
Upon entering into this Agreement the Client consents to disclosure of information by Trinity Conferences to the Hotel or Conference Venue for the purposes of the Data Protection Act 1984.
Conference Booking Procedure
The following gives advice on the clients contractual obligations once confirming a conference venue booking in the UK or overseas.
After Trinity Conferences have taken the clients booking requirements, the client will be provided with a short list of suitable venues that have available to hold the clients conference, meeting or event.
Once the client have received the clients short list of venues Trinity Conferences will provide further information on the venues policies concerning cancellations and reduction in numbers. These terms can be negotiated by the client or Trinity Conferences can do so on their behalf.
When the venue is confirmed, Trinity Conferences will forward all venue contracts to the Client. Trinity Conferences will also prepare a confirmation form that is then forwarded to the venue with a copy to the client. The confirmation form will include details of all the rooms and services booked on behalf of the client.
Cancellation should be sent in writing to Trinity Conferences and any charges resulting from the venue will be passed on to the client, subject to the venues terms and conditions as set out in the original contract.
Trinity Conferences reserve the right to charge cancellation fees to cover any costs incurred in the respect of third party cancellation charges or services.
Hotel Bedroom Booking Procedure
To reserve a room on a rate card or place a booking with a conference venue, the client may complete the on-line
booking request form or call our booking hotline on UK +44 (0)870 122 1350.
To confirm the room or conference space the client must provide us with a credit card which will act as a guarantee to secure the booking.
The booking is only confirmed when the client receive a booking confirmation via email, fax or SMS. We recommend
that the client make a hard copy of the clients confirmation at the time of booking and retain it for the clients
information.
If the client does NOT receive a booking confirmation then the contract has not been made. Please carefully check the
details on the clients confirmation booking and all other documentation and inform us immediately of any errors. We do
not accept liability for any errors not notified to us within 48 hours of the date of booking and it may not be possible
to make corrections at a later stage.
Amendments and Cancellations
If the client wishes to amend the booking after it has been confirmed the client must contact Trinity Conferences. We will try to assist, but unfortunately cannot guarantee to meet such requests.
You may cancel the clients booking in accordance with the Hotel or Conference Venues cancellation policy as stated on the clients confirmation form. Please note that certain rates such as last minute, pre-paid or special offers are non-changeable and non-refundable once the booking has been confirmed. However; any restrictions will be advised prior to the booking being confirmed.
Force Majeure
Trinity Conferences do not accept liability or pay compensation for any loss, damage or expense where the performance
or prompt performance of our obligations is prevented or affected by reason of force majeure. Force Majeure means any
event which Trinity Conferences or the supplier of the service could not, even with all due care, foresee or avoid
such as war or threat of war, riots, civil strife, terrorist activity, industrial action, natural or nuclear disaster,
fire, adverse weather conditions, closure of airports or ports, technical problems with transport, governmental action
and all other similar events.
Changes to these terms and conditions
Trinity Conferences reserve the right to change these terms and conditions at any time. By continuing to use
our service following such change, the client will be deemed to have accepted these changes. It is the clients
responsibility to check regularly to determine whether these terms and conditions have been changed. If the client does
not agree to any such change please contact us.
Privacy Policy
Your privacy is important to us and Trinity Conferences make every effort to ensure that the clients privacy is respected at all times. Please read our Privacy Statement to learn more about how the clients rights are protected.
Communications
Post:
Trinity Conferences
6 Southview Business Centre
Tinwell Road
Stamford
Lincolnshire
PE9 2JL
E-mail: enquiries@trinityonferences.co.uk.
Telephone: UK +44 (0)870 122 1350
Please note: for training purposes, telephone calls may be monitored or recorded.