Meetings Booking Process
Bookings on the rates agreed within this document will be made via tobook Ltd ONLY
OCRCPD do not pay deposits to secure venues
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.
Confirmation of booking will be made by OCR CPD via tobook Ltd 14 days prior to each course. Up to this time, bookings can be cancelled and/or numbers reduced without penalty.
If another enquiry is received by the venue for the same dates/spaces as an OCR CPD event is holding, the space CANNOT be released until the 14 day prior deadline.
Contracts will not be signed by OCR CPD for any events or meetings. This signed agreement along with our individual confirmation documents sent at 14 days prior to each event, will constitute a contract.
Confirmation of all meetings will be provided by tobook Ltd
Final delegate numbers will be advised 2 working days prior to the event by OCR CPD via tobook Ltd. A delegate register will be issued at this time to the venue.
Due to the nature of the OCR CPD Courses, delegates are able to register up until 5pm the day prior, therefore there may be additional delegates who arrive on the day.
Once the delegate register has been completed on the day of the event, please advise tobook Ltd of the delegate numbers to be invoiced.
Should the final delegate numbers or the delegate register not be received, in line with the timescales above, please contact tobook Ltd as a matter of urgency.
Where attendee numbers are reduced, meeting room(s) should not be changed without authorisation from tobook Ltd. Should a change to the meeting space be required, beyond the hotel's reasonable control, tobook Ltd must be advised immediately.
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 OCR 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
All OCRCPD meetings booked via tobook must include an allocation of 4 bedrooms on the night prior to the event date. (where acomodation is onsite)
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, and at the end of the day, to ensure smooth running of the event and for feedback
Event rooms to be accessible 1 hour prior and 1 hour after the specified start and finish times (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
1 x laptop, projection screen, flipchart and pens, LCD projector, broadband, waste paper bins and telephones to always be available in meeting rooms and included within the rates
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
'Goods and Services', 'Goods', etc detailed herein relate to meetings and events bookings made by, for, and on behalf of UCLES
'UCLES' relates to OCRCPD and other department for which this agreement is relevant.
'Seller' relates to the hotel/venue completing this agreement