ZCB Facility Booking - Construction Industry Council

Construction Industry CouncilZCB Facility Booking(Booking Procedures)The CIC SecretariatDecember 2012Version 1.0

- Details of items to be sold, presented or circulated at the event- Details of any items, privileges, coupons, benefits or attractions ofwhatever nature that the attendants may expect to receive at or for attendingthe event- Layout Plans(j)The CIC reserves the right to approve the event details and proposals beforeconfirming a booking, such approval to be given or refused at the CIC'sabsolute discretion.1.2 Confirmation of Booking(a)(b)(c)(d)(e)(f)(g)Applicants will be notified by email within 10 working days after the CIC hasreceived the completed application including all supporting documents and/orinformation required.The CIC may by its email notification offer to the successful applicant theFacility applied for or other comparable facility on the specific terms set out inits email offer and on terms and conditions set out in the ZCB FacilityBrochure, including:- Booking Form- General Terms and Conditions- Terms and Conditions for Organisers- Terms and Conditions for CaterersThe CIC may in its email notification impose such other requirements as it inits absolute discretion considers reasonable as a condition for offering thebooking to the applicant and to specify the amount of any deposits payable forthe booking ("Deposit").Successful applicants are required to pay 20% of the rental charges and the fullamount of all Deposit as determined by the CIC upon confirmation of thebooking. Payment can be made by cash deposit, cashier order or a crossedcheque payable to “Construction Industry Council” or by direct bankremittance with the delivery to the CIC of the relevant bank receipt orconfirmation of payment.Where payment is made by cheque, a booking purported to be confirmed shallnevertheless be subject to clearance of the cheque(s) tendered.Once a booking is confirmed in writing by the CIC, it will be binding on theapplicant (hereafter called the "Organiser"). Payments made are not refundableor transferable unless specifically provided in the terms and conditions.Full payment of the reserved Facility and ancillary equipment and other relatedcosts must be settled 14 days prior to the event. Otherwise, the reservedFacility will be automatically released without prior notice and any Depositmade will be forfeited.ZCB Facility Booking (v.1.0) Page 3 of 5

(h)Nothing in connection with the grant of a licence to use any Facility in the ZCBpursuant to these booking procedures shall create a partnership, joint venture,tenancy or otherwise constitute a relationship of landlord and tenant betweenthe CIC and the Organiser.1.3 Deposit(a)(b)(c)The Organiser shall pay the Deposit for each event to be paid by the Organisernot less than 14 working days prior to the event to secure the Organiser's dueobservance of the terms and conditions herein, and the Organiser's duesettlement of all additional charges and payment that might be chargeable to it.The amount of the Deposit determined by the CIC will not in any way limit theextent of the Organiser's liability or the CIC's claim arising from the use orrental of the Facility.The amount of the Deposit will be assessed by the CIC at its sole discretiontaking into account the nature of the event, the potential risks or additionalresources required for security, maintaining order and/or protection againstproperty damage caused or required by the event.The CIC will refund the Deposit within 7 working days after the conclusion ofthe event or after deducting any loss and damage expenses that it has sufferedor incurred as a result of or in connection with the Organiser's event or itsbooking of a Facility, whichever is the later.1.4 Rental Charges(a)(b)(c)(d)The rental charges set out in this brochure are subject to the CIC's periodicreview and are only to be confirmed upon confirmation of the booking.The rental charges cover the CIC’s standard provision of air-conditioning,lighting, power supply, water, wi-fi and pre-installed meeting room equipment.Additional charges will be payable for events running beyond the hours set outin the Booking Confirmation, and are only allowed upon prior arrangementbeing made.Additional charges may also be payable for cleaning or security services as theCIC shall in its absolute discretion deem necessary.1.5 Cancellation and Changes(a)Subject to the payment of a cancellation fee, a confirmed booking may only becancelled by notice in writing signed by the Organiser and delivered to the CICat the ZCB office.ZCB Facility Booking (v.1.0) Page 4 of 5

(b)A cancellation fee will be payable if the Organiser cancels the booking, theamount of which will depend on the period of notice in writing given by theOrganiser prior to the event date (not counting the date of notice or the eventdate), as follows:Facility Notice Period Cancellation FeeMulti-Purpose Hall & 14 clear days 20% of rental chargesMeeting Room13 clear days or less 100% of rental chargesIndoor & OutdoorExhibition Areas28 clear days 20% of rental charges27 clear days or less 100% of rental charges(c)(d)In case the CIC has to cancel a confirmed booking due to reasons beyond itscontrol, the Organiser will be fully refunded of all payments made, but withoutcompensation of whatever nature or interests.The CIC reserves the right to replace the Organiser’s confirmed booking with asimilar or alternative Facility at any time prior to the commencement of theevent.ZCB Facility Booking (v.1.0) Page 5 of 5