Bookings
Taken by phone and confirmed by MRC website confirmation form
All relevant fields to be completed
At your request we can send a quote by return
Changes must be given by phone and confirmed by e-mail/fax/post
Final numbers must be received at least 5 working days before event, if numbers are greatly reduced (more than a 20% change) then 10 working days noticed is required if lunches are involved. Numbers confirmed at 3pm the WORKING ( Monday –Friday) day before will be charged
Increases can be accommodated on morning of meeting before 10am
Where provisional bookings are made confirmation must be made as soon as possible.
If somebody else wishes to book a date that has been provisionally booked we will phone you to ask if you still require the date, if you are unavailable there is a possibility you could loose the date
On confirming a provisional booking where more than one date has been reserved please confirm dates needed on confirmation form and e-mail dates not needed
5 working days before your booking please let us know any changes to room layout and any equipment and stationary needs that haven’t been notified so far, plus any powerpoint presentations that you wish us to install on a laptop for use on the day
Cancellations
10 CLEAR WORKING ( Monday –Friday) days notice is required to cancel bookings without charge
5 to 10 CLEAR WORKING days 50% of room charge. Please note clear days do not include the day of cancellation or day of event.
Less than 5 CLEAR WORKING days notice, full charge for room and lunches, numbers as confirmed. Morning of meeting, full charge for room, lunches and tea/coffee, numbers as confirmed
Short notice bookings, booked less than 14 days, cancellation charges at out discretion
Training Laptop Bookings
Training laptops, if software is to be installed by us, the discs and instructions for installation must be with us 7 days before the date of booking, there will be a charge depending on time spent
If you are to install the software yourself then arrangements must be made by phone to agree a time when the computers are available, this may have to be before 9am or after 5pm if they are in use, or on morning of meeting
Our opening times are 9am to 5pm. If you wish trainers or delegates to arrive before 9am you must let us know in advance otherwise they may not be able to gain access to the Centre. Likewise meetings that are planned to run on after 5pm
Staff are on the premises most evenings after 5pm so meetings that run a little over time can usually be accommodated, please check on day
There is a standard £20 an hour (or part of) charge for meetings starting before 9am or finishing after 5pm. Please note minimum charges for evening & weekend bookings
Catering
All our food is freshly prepared each morning, which means we can be flexible if you have extra delegates arrive on the day.
All special dietary requirements are prepared on an individual basis for the delegate. We ask that they call at reception on arrival and our Kitchen Manager will make sure they have a lunch they like as well as meeting their needs.
We also have individual menus so people can order their own lunches when they are not provided within the booking.
We respectively ask that only food bought at MRC is consumed on the premises. We now have to recycle and pay for all our waste disposal, the cost of this and cleaning up after food we include within our catering prices. The only exception to this is in the case of a dietary need which the individual feels they would rather provide themselves.
Payments
An invoice will be sent at the end of the week which the event takes place. Payment is due by return no statement will be issued.
All the above relates to bookings taken for MRC Wales Ltd, these terms and conditions can vary and are subject to change as we deem necessary without notice.
MRC Trainer and Chairman Notes
Rooms 1-7
January 2010
Fire & Safety Information
Final numbers of all attendees must be given to reception before any meeting starts.
The trainer, chairman or organiser must ensure everybody leaves the premises at the end of the day and let reception know that everybody has left.
The smoke alarms make a high pitched sound, plus you may hear staff shouting fire.
There are fire exits at each end of the corridor, in Room 3 and through Room 1.
There are fire extinguishers by each fire exit and in the corridors.
If the fire alarm is raised please exit the premises immediately and quickly assemble by the back wall of the car park next to garages. Check that all your colleges are accounted for, if there is anyone missing please inform a member of staff, DO NOT re-enter the building.
Please stay together until staff have accounted for everybody that should have been in the building and given the all clear to return to your room.
All rooms are monitored by camera for your security and to provide an efficient service.
House keeping
Toilets are at the reception end of the corridor, 1 disabled, 2 female and 2 male
If these toilets are all in use there are more at the top of the corridor on the other side of reception
Mineral water is provided in all rooms on arrival and topped up at lunch time, if you need a top up at any time during the day please ask in reception
Tea and coffee is available throughout the day in the refreshment area and can be taken when required, as per your booking. Drinks can be taken into all rooms except when being used for computer training.
Lunch will either be served in your room or as directed by staff, please check with reception on arrival.
Outside
The Centre is a No Smoking environment therefore could smokers please use the designated smoking area at the end of the paved area, we ask that cigarettes, packets and chewing gum are placed in bins provided. Please do not smoke at any of the outside tables.
We request that pets are not bought to meetings or left in cars, the only exception being guide or hearing dogs.
The car park gets a lot of sun and there is no shade, nor is there anywhere to exercise animals. The field adjacent is a children’s play area and under no circumstances should dogs be taken on to the field.
Office services and equipment
Photocopying, faxing and e-mails can be arranged in reception and can be paid for on day or added to invoice.
If help is needed with any equipment please ask in reception.
MRC Trainer and Chairman Notes
Rooms 8-10
January 2010
Fire & Safety Information
Final numbers of all attendees must be given to reception before any meeting starts.
The trainer, chairman or organiser must ensure everybody leaves the premises at the end of the day and let reception know that everybody has left.
The smoke alarms make a high pitched sound, plus you may hear staff shouting fire.
There are fire exits in reception/conservatory, half way down the corridor, in Room 9 and Room 10.
There are fire extinguishers in the corridors.
If the fire alarm is raised please exit the premises immediately and quickly assemble by the back wall of the car park next to garages. Check that all your colleges are accounted for, if there is anyone missing please inform a member of staff, DO NOT re-enter the building.
Please stay together until staff have accounted for everybody that should have been in the building and given the all clear to return to your room.
All rooms are monitored by camera for your security and to provide an efficient service.
House keeping
Toilets are at the end of the corridor, 1 disabled and 3 unisex. A bigger disabled toilet plus male and female toilets are available via the corridor on the other side of reception.
Mineral water is provided in all rooms on arrival and topped up at lunch time, if you need a top up at any time during the day please ask in reception
Tea and coffee is available throughout the day in the refreshment area and can be taken when required, as per your booking. Drinks can be taken into all rooms except when being used for computer training.
Lunch will either be served in your room or as directed by staff, please check with reception on arrival.
Outside
The Centre is a No Smoking environment therefore could smokers please use the designated smoking area at the end of the paved area, we ask that cigarettes, packets and chewing gum are placed in bins provided. Please do not smoke at any of the outside tables.
We request that pets are not bought to meetings or left in cars, the only exception being guide or hearing dogs.
The car park gets a lot of sun and there is no shade, nor is there anywhere to exercise animals. The field adjacent is a children’s play area and under no circumstances should dogs be taken on to the field.
Office services and equipment
Photocopying, faxing and e-mails can be arranged in reception and can be paid for on day or added to invoice.
If help is needed with any equipment please ask in reception.