Session times
Meeting rooms are for hire as stated below.
| Half day - morning session |
09:00-13:00 |
| Half day - afternoon session |
14:00-17:50 |
| Full day |
09:00-17:50 |
| Evening |
18:00-22:00 |
| Dining facilities |
hourly rate |
These times can be extended by prior arrangement. If the meeting overruns and this has not been previously agreed, there will be a charge for each hour or part of an hour, payable at the full hourly rate.
Booking
Following a meeting room enquiry and subsequent provisional booking, a confirmation form will be faxed or emailed to the customer on the same day or one day after the initial contact. The room will be held for seven days. A member of the conference administration team will contact the customer if the form has not been returned after seven days. If the form is not then returned or the booking no longer required, the room(s) will be released. Once the form has been received the cancellation policy outlined below will take effect.
Cancellation
The hirer must notify the EEF as soon as a cancellation is required. A cancellation by telephone must be confirmed in writing by the hirer. The cancellation fees that are payable are set out below:
|
Cancellation Period |
Cancellation Charges |
| After returning the signed booking form |
Half the cost of the total room hire charge |
| Within 14 days of the event |
Full cost of the room hire, half the cost of the catering booked |
| Within 7 days of the event |
Full cost of the room hire and catering booked |
| Short notice room bookings (booked with 3 weeks of the event date) |
Rooms will be held for three days before the confirmation form must be returned. Once received, the above charges will take effect. |
Catering
Minimum charge of £11.60 per person on all bookings of 30 guests or more. EEF, Broadway House, does not allow food or drink to be brought in from external sources. A full list of menu options is available on request.
Final Numbers
A reduction in numbers must be notified 2 days in advance or the hirer will be charged for the numbers booked
Facilities and equipment
The room hire charge includes mints, place mats, paper and pencil. Some audiovisuals such as data projection and a flip chart are also included in the room hire charge but must be requested. Additional equipment may also be available on request. Equipment may be brought in with the prior permission of the EEF Facilities Manager and at the client's own risk.
Disabled Access and Facilities
Disabled facilities are provided to the third floor, ground floor and lower ground floor conference rooms. The third floor Council Chamber and lower ground floor Westminster Suite each have an audio induction loop for the hard of hearing. EEF regrets that there is currently no wheelchair access to the Whittle conference room.
Health and Safety and Fire Precautions
Delegates and staff of the hirer are required to comply with all health and safety and general instructions issued. Evacuation instructions are sent with every booking form and should be passed to the organiser prior to the event. Fire instructions and fire escape routes are displayed in all rooms and should be referred to at the start of each event. Furniture, displays or any equipment must not obstruct fire escape routes.
No Smoking
Please note that Broadway House has a no smoking policy in operation with which all delegates and staff of the hirer are required to comply.
Security
All delegates and staff of the hirer must sign the visitor's book at reception and wear visitors badge at all times when in Broadway House. Registration, name badges in place of visitors badges, and delegate packs can be handled by EEF Reception staff and this should be agreed in advance with the Venue Manager or Events Manager. The hirer should provide EEF Reception with a full delegate list for each event.
Damage/Insurance
The hirer will be liable for all and any damage caused to any rooms booked, furniture, equipment or ancillary terms caused by the acts or omissions of their delegates or staff.
Room allocation
EEF will, to its best endeavours, adhere to the allocated rooms but reserve the right to alter the rooms at short notice if unavoidable. The hirer shall still be obliged to pay the appropriate hire fees. EEF reserves the right to cancel the facilities hired due to circumstances beyond its control and does not accept any liability for loss resulting from any such cancellation. The hirer is advised to effect appropriate insurance.