Accommodation Booking Process

Cambridge Assessment delegates accommodation will be booked using our own bespoke booking system (www.tobook.co.uk)

Our system will email requests to your Reservations Department. We ask that delegates' personal requirements (accessibility, dietary, etc) are be acknowledged in your confirmation. All email requests must be responded to, by return email, within 4 working hours

All stays must be settled upon check-in or check-out (dependent upon your terms and conditions) by the guest, unless otherwise instructed by tobook.

For all Cambridge Assessment stays, a credit card swipe must be taken upon check-in and a registration form completed by the delegate. This is vital in instances where you may need to chase payment directly from a delegate. If this process is not followed, Cambridge Assessment will not reimburse the hotel for a delegate’s stay.

Any bookings which are to be invoiced directly to Cambridge Assessment, this will be clearly stated on this initial request.

Where there is a no show or a late cancellation, only the 1st night will be chargeable.

Purchase order numbers will be provided (for bill back only) and must be quoted on the invoice to Cambridge Assessment to enable speedy payment. As per UCLES terms, payments may take up to 30 days from receipt of undisputed invoice by Cambridge Assessment.

All rates must include agent’s commission. Our standard commission request for all accommodation bookings, including both individual and group bookings, is 15% plus VAT.

Commission MUST be payable on any non-arrival and cancellation charges that may be levied. Where commission is not paid on non-arrival or cancellation charges, we would expect that these charges are waived.

Hotel / Venue Obligations

Hotel to provide comfortable, non-smoking rooms for all delegates, double for sole occupancy

Approved Cambridge Assessment rates are bookable year round (subject to hotel availability)

If the Hotel is overbooked, Cambridge Assessment bookings MUST NOT be out-booked under any circumstances.

The Hotel must advise tobook Ltd of any planned maintenance works, scheduled refurbishment or issues taking place at the property, which may affect accommodation bookings

In line with the Data Protection Act / GDPR, delegate contact details must not be used for marketing or advertisement purposes. This applies for Cambridge Assessment Staff and delegates

All contact relating to Cambridge Assessment must be made through tobook Ltd

tobook Ltd must be advised immediately of complaints made directly at the hotel by delegates

Hotel staff and General Manager will be advised of feedback and will be offered the courtesy to comment

UCLES Purchase Order Terms of Business

The price of the Goods and Services will be as stated in the Purchase Order and, unless otherwise so stated, will be exclusive of any applicable VAT and Inclusive of all charges for packaging, packing, shipping, carriage, insurance, and delivery. No increase in the price may be made for any reason without UCLES's prior written consent

UCLES will pay the price for Goods within 30 days of receipt of invoice, bit time for payment will not be of the essence. Without prejudice to any other right or remedy, UCLES reserves the right to set off any amount owing at any time from Seller to UCLES against any amount payable by UCLES to Seller under the Contract

Meetings Booking Process

Bookings on the rates agreed within this document will be made via tobook Ltd ONLY

Response to new meeting requests is expected within 7 working hours

All communication must be via tobook Ltd ONLY

Reference codes provided by tobook Ltd for each meeting must be included in all correspondence

Meeting room names and maximum capacities are to be advised on proposal of an event.

Proposed meeting space must be held provisionally on a first option basis with a review date

Confirmation of all meetings will be provided by tobook Ltd

Contracts are to be addressed to Cambridge Assessment with the full address

Cambridge Assessment do not pay deposits to secure venues

Where attendee numbers are reduced, meeting room(s) should not be changed without notifying tobook Ltd. Any further changes to confirmed meetings will be discussed with the Venue

Purchase order numbers will be provided and must be quoted on the invoice to Cambridge Assessment to enable speedy payment.

As per UCLES terms, payments may take up to 30 days from receipt of undisputed invoice by Cambridge Assessment.

All rates must include agent’s commission. Our standard commission request for all meetings and events bookings, including all pre-booked items, is 15% plus VAT.

Commission MUST be payable on any non-arrival and cancellation charges that may be levied. Where commission is not paid on non-arrival or cancellation charges, we would expect that these charges are waived.

Hotel / Venue Obligations

Venue must be DDA compliant and all meeting rooms must be secure and lockable

Venue to provide their *Dedicated Event Organiser name prior to arrival. *DEO to be available throughout the day to ensure smooth running of the event and for feedback

Event rooms to be accessible from 8.00am to 5.30pm (unless otherwise agreed) with adequate signage to guide delegates

Event rooms to be equipped to a modern standard with air conditioning / heating / ventilation / lighting / sound proofing / WiFi / LCD projector / screen / Flipchart & Pens

Any event materials delivered prior to the event date to the venue by Cambridge Assessment become the responsibility of the Venue and must be stored adequately

The Venue must advise tobook Ltd of any planned maintenance works or scheduled refurbishment taking place at the property, which will affect any meetings

All contact must be made through tobook Ltd - please email Enquiries@tobook.co.uk

Please advise of any complaints are made directly at the Venue by delegates/trainers/course leaders. Staff and General Manager will be advised of feedback and be offered the courtesy to comment

UCLES Purchase Order Terms of Business

The price of the Goods and Services will be as stated in the Purchase Order and, unless otherwise so stated, will be exclusive of any applicable VAT and Inclusive of all charges for packaging, packing, shipping, carriage, insurance, and delivery. No increase in the price may be made for any reason without UCLES's prior written consent

UCLES will pay the price for Goods within 30 days of receipt of invoice, bit time for payment will not be of the essence. Without prejudice to any other right or remedy, UCLES reserves the right to set off any amount owing at any time from Seller to UCLES against any amount payable by UCLES to Seller under the Contract