VenueTerms - Meetingsbooker Blog

1. All RFP bookings made through Meetingsbooker.com will be charged at commission percentages agreed on the proposal submission form and according to the booker’s final invoice, unless otherwise agreed directly in writing with Meetingsbooker team.

2. Commission will be based on the total payment made for the booking(s) to the venue; including but not exclusively meeting room hire, food and beverage, AV, all accommodation associated with booker regardless of whether it is on the main booker accounts or attendees individual invoice.

3. The venue / hotel agrees to send Meetingsbooker.com the final invoice issued to the client for purpose of commission invoice generation and payment

4. Where accommodation is not being added to the bookers master account the venue agrees to assign a booking code for clear visibility & reference by Meetingsbooker.com.

5. Where room blocks have being assigned, Meetingsbooker.com will contact the venue to request details of uptake and allocation.

6. The venue agrees to send the room list 10 days prior to the event. Any delay in this needs needs to be communicated to Meetingsbooker.com

7. Commission is payable on every booking that is made through the Meetingsbooker.com website, when a venue / hotel is contacted by a Meetingsbooker.com team member or when a venue has been suggested by a Meetingsbooker team member.

8. In the event of a cancelled booking, the commission fee will be subject to a refund according to the amount refunded back to the client.

9. If a venue has applied termination charges to the client for cancellation, the agreed commission rate of is honoured for this amount.

10. If a venue moves the meeting / event to a sister property or to another venue within the same venue group these T&C’s will automatically transfer.

11. It is the venue’s reponsibilty to inform Meetingbooker.com if an event is being moved.

12. A venue agrees not to disclose commission details or rates with booker.

13. The venue agrees to liaise with Meetingsbooker.com on all stages of the booking process.

14. It is the venues responsibility to inform Meetingsbooker.com if an event / meeting is cancelled or rescheduled.

15. Invoices must be paid within 30 days of the receipt of invoice by bank transfer or direct debit to the Meetingsbooker.com nominated bank account.

16. If a venue advises that the client had contacted the venue prior to enquiring through the venue finder service but has already engaged with Meetingsbooker.com and submitted proposals, this is considered a formal submission of proposal and all commission’s apply.

17. Meetingsbooker.com reserve the right to request proof of prior contact, including but not limited to email, letter, fax etc.

18. In the event of a query or dispute with an invoice you must notify us of your query or the nature of your dispute within 5 days of the receipt of the commission invoice.

19. Failure to notify within this time will mean that you are deemed to have accepted the invoice in full and the full amount is due and payable.

20. In the case of valid queries or disputes, you must pay us the undisputed amount by the due date. You are not entitled to offset any sum owing by you under this agreement against any sum that we may owe you. Contact accounts@meetingsbooker.com for any invoice queries.

21. Any invoices that are not paid within 30 days of their due date can result in the venue’s account being suspended.

22. We reserve the right to charge an administration fee of 10% for any late payment notices which we send to your venue / hotel in the event of your late payment.

23. If there are significant delays in commission payment, meetingsbooker.com may instruct a debt collection agency or law firm to collect our payment (including any interest and/or late payment charges) on our behalf. In such circumstances you will be liable to pay an additional sum to us which will not exceed the reasonable costs that we may have to pay the debt collection agency or law firm, who will add the sum to your outstanding debt on our behalf.

24. Confidentiality

Each Party (“Receiving Party”) acknowledges that in the course of performing its duties under this Agreement, it may obtain Confidential Information from the other Party (“Disclosing Party”).

During the Term and thereafter, the Receiving Party shall treat all Confidential Information as secret, confidential, and proprietary, and shall not disclose or use the same without the prior written consent of the Disclosing Party, other than to the Receiving Party’s employees and contractors on a need to know basis for the purpose of performing its obligations under this Agreement, or as required by law. The Receiving Party shall implement such procedures as it considers reasonably necessary to prevent the intentional or negligent disclosure to any third party of any Confidential Information. Notwithstanding the foregoing, nothing in this Agreement shall prevent the disclosure by the Receiving Party or its employees of information that: (a) prior to its disclosure to the Receiving Party, was of general public knowledge; (b) becomes, subsequent to its disclosure to the Receiving Party, a matter of general public knowledge other than as a consequence of a breach by the Receiving Party of any obligation under this Agreement; (c) is made public by the Disclosing Party; or (d) is received in good faith from a third party having the right to disclose it, who, to the Receiving Party’s knowledge, did not obtain such information from the Disclosing Party and who imposes no obligation of secrecy on the Receiving Party with respect to such information.

No announcements or press releases concerning the subject matter of this Agreement shall be made by either Party without the prior written consent of the other Party, such consent not to be unreasonably withheld or delayed.

25. Data Protection

Both Parties will comply with their obligations under the GDPR.

Meetingsbooker shall have the right to access all User data furnished by Users pursuant to this Agreement and shall be entitled to use such User data in accordance with Meetingsbooker’s terms and conditions and privacy policies which apply to dealings between Meetingsbooker and its users generally.

Each Party shall take all reasonable steps to ensure that any Personal Data (as defined in the GDPR) disclosed to it in connection with this Agreement is protected against misuse and loss and from unauthorized access, modification or disclosure.

Each Party shall indemnify and keep indemnified and defend at its own expense the other Party against all costs, claims, damages or expenses incurred by the other Party or for which the other Party may become liable due to any failure by the first Party or its employees or agents to comply with the GDPR.