The 3 Robert Street Conference Centre

Home > Conference Centre > Conditions of Hire

Conditions of Hire

The conditions of hire apply to all events held at CIPFA’s premises at No.3 Robert Street, London WC2N 6RL

Written confirmation must be received within one week of a provisional booking being made; otherwise CIPFA reserves the right to release the room.
Session times must be adhered to; extensions may be possible and will be charged at a rate of £50.00 per half hour. A full day session is from 9.00am until 5.00pm and a half day session is from 9.00am until 1.00pm or from 1.30pm until 5.30pm. If a booking is made for any other time than what is stated as a full day or a half day booking it will be charged as a full day room hire. The room hire charge only includes the provision of pads, pens and one serving of bottled water at the start of the meeting.
All equipment required for meetings will be supplied by CIPFA; under no circumstances will clients be allowed to bring their own.
If the client does not give 2 full working days written notice of any changes to the numbers for which catering (food, tea & coffee) is required, catering will be charged for the numbers originally booked.
Payment must be made to CIPFA within 30 days of the date of the invoice for services provided.
Activities held at No.3 Robert Street, London should normally be confined to meetings, lectures or functions. Other uses may be approved by CIPFA prior to the reservation taking place.
All activities and material prepared for connection therewith must maintain the highest professional standards in keeping with CIPFA’s status as a professional body.
Clients are expected to meet all statutory provisions especially with regard to Health and Safety.
The hire of the Conference Centre rooms does not give the hirer the right to assume, claim or imply CIPFA sponsorship.
Fire instructions including fire escape routes are displayed around the building. Fire exits and routes must not be obstructed.
Any accident occurring at No.3 Robert Street, London must be reported immediately to Reception or the Security Guard on duty.
The agreement with CIPFA cannot be assigned or sub-let.
The maximum capacity of each room must not be exceeded. If this should happen, people may be refused admission or required to leave.
CIPFA may, without incurring liability, refuse to accept a booking and, up to a period of not less than one week of the hire date without giving any reason cancel a booking or re-organise a booking, either at No.3 Robert Street, London or elsewhere.
CIPFA will not be responsible for any direct, indirect or consequential loss arising from cancellation or alteration of any booking.
The client will indemnify CIPFA against all claims whatsoever which relate directly or indirectly to the booking whether or not the damage shall be latent and only discovered after the period of hire. CIPFA may require the hirer to insure against this risk.
CIPFA retains the right of access to all rooms on hire, but has no right to interfere with the proceedings if they are in accordance with the Agreement.
Rooms shall be returned to their original state by the hirer unless CIPFA, in its absolute discretion, consents to other arrangements.
The hirer is responsible for ensuring that all electrical appliances are switched off, and that all windows are closed at the end of the meeting.
Items for meetings may be delivered with the prior permission of the Conference Centre Manager, to whom all items should be clearly marked.
No baggage may be left with the receptionists or in the reception area.
CIPFA reserves the right to inspect any bags or baggage in the interest of Health & Safety/Security.
CIPFA will not be held responsible for items left in the committee rooms.
Room layout must not be changed during the day unless with permission of the Conference Centre.
CIPFA operates a “Dress down Day” policy on Fridays.
No.3 Robert Street is a non-smoking building.
We would suggest that for bookings of more than 30 delegates an additional room, for which there will be a room hire charge, is hired for tea and coffee, lunch.
It is the responsibility of the client to inform CIPFA if a disabled person is attending an event at Robert Street, either at the time of making the booking, when confirming final arrangements the week before the date of the meeting, or on the day of the event. This is very important so that the necessary arrangements can be made in the event of an emergency. Please remember the term disabled applies to anyone who may require assistance when evacuating the building.
Cancellation charges

If the hirer cancels arrangements made with CIPFA, No.3 Robert Street, London the following cancellation charges will be made:-

less than 1 month notice - 50% of room hire charge

less than 2 weeks notice - 75% of room hire charge

less than 48 hours/2 working days notice - 100% room hire charge and 100% catering charge

Written confirmation must be received when cancelling an event. Please note that discounts to room hire charges do not apply when a cancellation fee is being applied.