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Events terms and conditions

Bookings

• Bookings do not automatically guarantee you a place. Your booking is confirmed when we have notified you by email. Once a booking is confirmed these terms and conditions will come into effect.
• Bookings are allocated on a first-come, first-served basis with priority given to direct recruiters. Recruitment intermediaries will be added to a waiting list and advised at a later stage if there are any spaces available.
• Any person submitting a booking form or request on behalf of other companies must have the necessary authority to do so.
• Once booked the company does not have the authority to offers its place at the event to any other organisation or individual.
• In the event that a recruitment intermediary is acting on behalf of a company, proof must be presented in writing that permission has been granted by the company.
• The company is liable for the full charges listed on the booking form.
• The university reserves the right to change the venue to an alternative, which is in the reasonable opinion of the university of equal suitability
• We reserve the right to refuse booking at our discretion.
• We reserve the right to amend or cancel the event at any time.
• We are unable to host or advertise events that can be classed as discriminatory. 

Cancellations

• All cancellations must be notified to us by email. Please refer to the event booking forms with further information on cancellation charges (see below example).

  • Less than two weeks: 100% of the event fee.
  • Two weeks to four weeks: 75% of the event fee.
  • Four weeks to six weeks: 50% of the event fee.
• If the company fails to attend the event without cancelling its booking, the company will be charged in full.

Invoicing and charges

• Please see below the invoicing timescales for careers fair bookings. Once an invoice has been raised, this must be settled within 30 days.

  • Fair bookings that will take place before 1 August will be invoiced upon booking confirmation.
  • Fair bookings that will take place after 1 August will be invoiced after this date.
• Please see below the invoicing timescales for bespoke event bookings. Once an invoice has been raised, this must be settled within 30 days.
  
  • Bespoke event bookings that will take place before 1 August will be invoiced upon booking confirmation.
  • Bespoke event bookings that will take place after 1 August will be invoiced after this date.
• Invoices for presentations will be issued after the event has taken place to allow for any additional charges occurred and must be settled within 30 days.
• Catering must be finalised no later than seven days before the event and cannot be altered after this time. The full amount will be added to your invoice.
• Invoices for fairs will be issued after the event has taken place. These must be settled within 30 days.
• All charges are liable to VAT at the current government rate.
• The company accepts full responsibility for paying all charges set out on the booking form and any extra charges or interest payments which may arise.

On the day

• We are unable to guarantee student numbers on the day.
• We are unable to take any responsibility for any lost or damaged goods.
• We are unable to make any alterations to the room booking, the room layout and any requirements on the day of the event.
• Any damage to the room or their content incurred as a result of the acts on the part of you, your company’s representative or subcontractor may result in a charge to remedy such damage.

General information

• Our recruitment fair will have stand size restrictions. Please refer to the specific event booking form with further information on these restrictions. If you fail to adhere to these sizes, you might be subject to a penalty charge.
• Please refer to the specific event information sheet or booking form in relation to conditions regarding additional requests for lunches and power on the day.
• All companies who are attending a recruitment fair are expected to be promoting their job opportunities or upcoming recruitment campaigns. We advise that the vacancies are uploaded before the event takes place to maximise engagement. Please note that all vacancies must comply with our vacancy advertising policy.
• If you are taking pictures or uploading content to online platforms, please make sure you have the right permissions before doing so.
• The University of Nottingham is private property and you must be granted permission to be on campus.
• If you would like the Careers and Employability Service to advertise an event that is off campus, you must have public liability insurance and health and safe regulations in place.
• If you are collecting student person information, please make sure that the information is used in accordance with the General Data Protection Regulation 2018.
• The university shall not be liable to the company for any loss, damage or expense incurred by the company due to circumstances outside the control of the university.

Policy

• The university reserves the right to cancel any booking for the events when circumstances are beyond the university’s control including without limitation: fire, flood, earthquake, elements of nature or Acts of God, act of war, terrorism, riots, student protests, pandemic, malicious damage, civil disorder, rebellions or revolutions, strikes, lockouts, court orders, police orders or third party failure and accepts no liability for any inconvenience or loss caused to the company.
• The university may also cancel the event with no liability if the event might in the university's reasonable opinion prejudice the reputation or business of the university.
• Any complaint or dispute must be made in writing by the client within seven working days of the event taking place.
• Each party warrants the other that all personal data (as defined in the Data Protection Act 2018) handled by either party is strictly in accordance with the General Data Protect Regulation.

• We do not allow companies to bring their own security onto campus.

• There is the potential that protests may take place at our careers fairs. We work closely with the security teams to manage this and endeavour to ensure that any disruption we experience is minor and peaceful.