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Terms and Conditions for Venue Hire
All confirmed venue hire bookings made with Xplore! (trading name of North Wales Science Ltd) are bound by the following terms and conditions, irrespective of whether they are for partial or full day hire, or bookings for any number of rooms and flexible spaces (here after referred to as bookings). Bookings are confirmed upon receipt of a booking confirmation sent by email and are deemed as being accepted by the organiser unless we hear from you within 1 working day.
Please read the following paragraphs carefully.
 
Deposits 
All bookings are subject to a minimum £50 non-refundable deposit to be paid when the booking is made. Payment can be paid by card (upon request) or via invoice where a Purchase Order number or reference is provided. Where bookings are made less than 4 weeks from the scheduled date payment should be made by card. Xplore! reserve the right to cancel any bookings where a deposit is not received.
Rates of deposit are as follows:
  • £50 for bookings of one room
  • £75 for bookings of two rooms
  • £100 for bookings of 3 rooms or more
Catering
Bookings that include a catering option must confirm catering and dietary requirements no later than 7 working days prior to the booking date. After this, changes to requirements are subject to supplier availability and cannot be guaranteed. Suppliers can cater for food/product intolerances but cannot guarantee food safe for allergies.
Where a booking includes catering, this will be charged at the agreed price (as detailed in your booking confirmation) if a booking is cancelled or rescheduled with less than 4 working days’ notice. This is because food orders from our supplier cannot be cancelled at short notice.
 
Cancellations 
If you wish to cancel your booking 4 weeks or more in advance of your scheduled date, there will be no cancellation charge.
If you wish to cancel your booking between 2 and 4 weeks in advance of your scheduled date, then a cancellation charge of 50% of the full charge will apply.
If you wish to cancel less than 2 weeks in advance of your scheduled date the full charge for your booking will apply.
Please refer to your booking confirmation for the full charge for your booking.
These charges are applied because it is extremely difficult for Xplore! to obtain another booking at such short notice, and to cover the cost of any resources and staffing Xplore! will have allocated for the event.
 
Rescheduling 
If you wish to change the date of your booking, it must be done with at least 4 weeks’ notice, otherwise the above cancellation fees will apply. A booking can be rescheduled a maximum of two times subject to availability; any further rescheduling will be subject to the full charge of the initial booking, plus the cost of the new booking.
 
Failure to attend
If you have made a booking with Xplore! and do not attend on the agreed date and time, then the full charge of the booking will apply.
 
Exclusions 
The cancellation fee will not apply if Xplore! deems any of the following situations to have caused or contributed to the cancellation of your booking:
  1. Exceptional circumstances where Xplore! is no longer able to fulfil the booking as agreed.
  2. Adverse weather conditions (this is applied at the discretion of the Bookings and Admin Coordinator)
  3. Other unforeseen circumstances (this is applied at the discretion of the Bookings and Admin Coordinator)
 
Last Minute Booking Alterations 
If for any reason you need to make last minute alterations, please discuss this with our team at the earliest possible opportunity. Although we will do our best to accommodate last minute alterations, it may not always be possible and changes are subject to other bookings, staff availability and other factors.
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