Terms & Conditions - Meeting Organisers


(A) "MeetingsInn", registered office at 4 Old Market Place, Ripon, North Yorkshire HG4 1EQ registration number 09027576 provides an online presence from which a public house, inn, hotel, or otherwise is able to take a reservation for any available meeting space and accommodation that it has available.

(B) "The Proprietors" and their managed pubs & inns, wishes to engage MeetingsInn, as its national meetings focused pub and inn online presence for the reservation of its meeting space.

1. Definitions and Interpretations

1.1 In these Terms and Condistion, unless the context otherwise requires, the following words and expressions shall have the following meanings;

That person, firm, body corporate or otherwise that books an event at the Venue.

Customer Contract
The contract between the Customer and the Proprietor (in the form stipulated by MeetingsInn from time to time) in respect of a meeting and/or ancillary services, such as (without limitation) accommodation and catering.

Intellectual Property
Means any patent, copyright, registered design, unregistered design right, trade mark or other industrial or intellectual property.

The meeting reserved by a Customer via the Website to be held at the Venue.

As provided for in clause 7

The services provided by MeetingsInn as set out in clause 3

The owner, landlord or manager of the Venue to which the contract applies.

Means a public house, inn, bar, hotel, restaurant or otherwise where meeting room space and/or accommodation is to be made available for use by third parties by the Proprietor/s either directly or through the Managed/Tenanted pub chain.

Booking Enquiry
The enquiry created and submitted online through meetingsinn.com by the Customer and sent to the Venue in respect of securing meeting room space at the Venue in accordance with the details contained therein.


1.2 These Terms and Conditions shall bind the parties and their respective successors or assigns.


2. Appointment

The Proprietor has agreed, to appoint MeetingsInn as its representative for the online reservation of its meeting rooms and accommodation facilities


3 MeetingsInn Services

3.1 In consideration of the payment of the price, MeetingsInn undertakes to provide the following to the Customer -

3.1.1 an online booking portal for the provision of meeting space in the chosen venue

3.1.2 a selection of suitable venues that have been audited to ensure the required standard of service and facilities are provided

3.1.3 a consultancy service to the venues to provide training in the provision of a great customer service

3.1.4 a dedicated customer support service


4. Bookings

4.1 By having a presence on meetingsinn.com, the Venue agrees that MeetingsInn will notify the Venue of booking enquiries via email.

4.2 MeetingsInn undertakes to advise the Customer within 48 hours of the booking request being submitted to confirm or decline the requested booking.

4.3 MeetingsInn does not warrant, guarantee or otherwise make any promise to the Proprietor that it will receive any particular level of income as a result of entering into this agreement. Further, it is the responsibility of the Proprietor/Venue to ensure that the Customer contract is entered into and concluded; nothing in this Agreement shall confer upon MeetingsInn any agency obligations in respect of the Proprietor.


5. Venue’s obligations

5.1 The Venue undertakes that they will

5.1.1 submit their information as detailed in the online sign up form. Ensure that the information is true. accurate and has been provided by an authorised employee/proprietor of the business.

5.1.2 review the information submitted as it appears on meetingsinn.com and inform MeetingsInn of any errors, including but not limited to: price, imagery, location, description

5.1.3 The venue undertakes to monitor the given email address and respond to booking enquiries within 48 hours to confirm or decline the requested booking.

5.1.4 agree that on accepting a Booking Enquiry through the Website a contract shall immediately exist for delivery of those services indicated therein between the Venue and the Customer

5.1.5 ensure that all and every law, rule, regulation or otherwise pertaining to the Venue(s) (for example relating to health & safety or fire) is adhered to and that it has in force those policies and procedures necessary to ensure the compliance with this clause 5.1.6


6. Customer’s obligations

6.1 By using the Website to book meeting room space the customer accepts that

6.1.1 MeetingsInn acts only as an intermediary in respect of sourcing available meeting space.

6.1.2 once a Venue has accepted a booking enquiry through the Website a contract will immediately exist between the Venue and the Customer for the services contained within the Booking Enquiry.

6.1.3 MeetingsInn will take a 10% fee based on the final cost amount indicated at the time a Booking Enquiry is submitted to the Venue. This payment will only be taken once the Venue has accepted the Customer’s booking enquiry. This payment is non-refundable. The remaining 90% balance will be collected directly by the Venue.

6.1.2 MeetingsInn shall be indemnified against any claim whatsoever by the Customer relating to the Venue, the Booking or the event for which the meeting space has been booked.


7. Price and Payment

7.1 All bookings made by a Customer will incur a 10% commission charge from MeetingsInn based on the total cost of the meeting at the time of booking. This NON-REFUNDABLE payment will be taken directly from the Customer via SagePay on acceptance of the booking enquiry by the Venue. Any additional services provided by the Venue(s) directly to the Customer after the initial online booking is made will NOT incur a commission charge from MeetingsInn.

7.2 The venue agrees that collection of the balance of 90% from the Customer will become the responsibility of the Venue.

7.3 All prices displayed on meetingsinn.com include VAT;


8. Intellectual property

8.1 As between MeetingsInn and the Proprietor all and every right in the Intellectual Property in any document (including photographs) provided by the Proprietor ("Document") shall be assigned to MeetingsInn. The Proprietor warrants that the right in the Intellectual Property in the Documents belong to the Proprietor, unless it notifies MeetingsInn otherwise in writing.

9. Indemnity

9.1 The Proprietor undertakes to indemnify and keep fully indemnified MeetingsInn at all times from, for and against all liabilities, costs, expenses and damages (including any direct or indirect consequential losses, loss of profits,) and all interest, and penalties suffered by or incurred by MeetingsInn arising from any breach of this clause 8 by the Proprietor of the Venue.


10. Limitation of Liability

10.1 Except as expressly set out in this Agreement, all warranties, conditions and other terms implied by statute or common law or otherwise are, to the fullest extent permitted by law, excluded from this Agreement.

10.2 Nothing in these Terms limits or excludes the liability of MeetingsInn for death or personal injury resulting from negligence, or for any damage or liability incurred by the Proprietor of the Venue as a result of fraud or fraudulent misrepresentation by MeetingsInn.

10.3 Subject to clause 10.2:

10.3.1 MeetingsInn shall not be liable for loss of profits; or loss of business; or depletion of goodwill and/or similar losses; or loss of anticipated savings; or loss of goods; or loss of contract; or loss of use; or loss or corruption of data or information; or any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses;


11. Data Protection

11.1 In respect of any personal data (as defined in the Data Protection Act 1998 (the "1998 Act") processed by each party pursuant to this Agreement, including Customer Data (as defined below), each party warrants and undertakes to the other that it:

11.1.1 has made all necessary notifications of its particulars in accordance with the 1998 Act and any regulations made thereunder and all details supplied to the Information Commissioner in relation to each application are accurate and complete;

11.1.2 complies and will continue to comply with all applicable data protection legislation, including the 1998 Act, any regulations made thereunder, and any guidance notes or guidelines issued by the Information Commissioner;

11.1.3 will co-operate fully in complying with any subject access requests made pursuant to the 1998 Act; and

11.2 Subject to all applicable data protection legislation, all Customer personal data generated in relation to this Agreement ("Customer Data") shall be owned jointly by the parties and, subject to any relevant consents being granted by the customer under the 1998 Act each party shall be entitled to exploit such Customer Data in whatever manner it sees fit.


12. General

12.1 Force Majeure Neither party shall be liable for any failure or delay in performing its obligations under this Agreement to the extent that such failure or delay is caused by a Force Majeure Event. A "Force Majeure Event" means any event beyond a party’s reasonable control, which by its nature could not have been foreseen, or, if it could have been foreseen, was unavoidable, including strikes, lock-outs or other industrial disputes (whether involving its own workforce or a third party’s), failure of energy sources or transport network, acts of God, war, terrorism, riot, civil commotion, interference by civil or military authorities, national or international calamity, armed conflict, malicious damage, breakdown of plant or machinery, nuclear, chemical or biological contamination, sonic boom, explosions, collapse of building structures, fires, floods, storms, earthquakes, loss at sea, epidemics or similar events, natural disasters or extreme adverse weather conditions, or default of suppliers or subcontractors.

12.2 Waiver. A waiver of any right or remedy under this Agreement or law is only effective if given in writing and shall not be deemed a waiver of any subsequent breach or default. No failure or delay by a party to exercise any right or remedy provided under this Agreement or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.

12.3 Third party rights. A person who is not a party to this Agreement shall not have any rights to enforce its terms.

12.4 Variation. Except as set out in this Agreement, no variation of the terms of this Agreement, including the introduction of any additional terms and conditions, shall be effective unless it is in writing and signed by MeetingsInn.

12.5 Governing law. This Agreement, and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims), shall be governed by, and construed in accordance with the law of England and Wales.

12.6 Jurisdiction. Each party irrevocably agrees that the courts of England and Wales shall have non-exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement or its subject matter or formation (including non-contractual disputes or claims).