Terms And Conditions



Venue Sourcing Limited’s Terms and Conditions

1. Application of conditions

1.1 By providing Venue Sourcing Limited with an enquiry for a venue, the client shall be deemed to have accepted the terms and conditions of this contract. 

1.2 The client may only use the venue finding service to make legitimate enquiries.

2. Booking confirmation to client and venue or service provider

2.1 Venue Sourcing Limited will provide the clients with an agreed number of suggested venues.

2.2 Upon instructions from the client as to the chosen venue, Venue Sourcing Limited will confirm the booking confirmation with the venue on behalf of the client.

2.3 On receipt of the booking confirmation, the venue will issue their own contract including their own terms and conditions to the client, which the client agrees to be bound by.

2.4 The client accepts that the booking confirmation made by Venue Sourcing Limited on their behalf with a venue is strictly between the client and the venue.

2.5 All rates quoted to the client are correct at time of confirmation therefore Venue Sourcing cannot be held liable for any increase in venue rates before the date of arrival.

3. Disclosure

3.1 The client undertakes to provide Venue Sourcing Limited with full disclosure of all material circumstances and of everything known to it regarding its instructions to Venue Sourcing Limited.

4. Cancellation/Insurance

4.1 The client agrees to notify both the venue and Venue Sourcing Limited immediately in writing of any cancellation and/or postponement to the booking confirmation.

4.2 The client accepts that any reduction in the services required from the booking confirmation will alter the pricing structure, and accepts that it will be 100% liable for any cancellation charges or minimum spend requirement. The client should take note of the terms and conditions of the venue in relation to cancellations and the likely penalty charges applicable, if applicable.

4.3 Venue Sourcing Limited does not accept any responsibility for any loss, damage or liability suffered by the client, the venue or by any third party with whom the client has contracted or is otherwise obligated to as a result of a cancellation, part cancellation, and postponement, in the whole or in part of the contract with the venue or service provider.

4.4 Insurance cover will not be provided or put into force, so the client is advised to make appropriate insurance arrangements, including cancellation insurance for the event.

5. Payment

5.1 Unless otherwise agreed, the client shall make payment directly to the venue or service provider in accordance with their payment terms.

6. Currency

6.1 Rates quoted outside of the UK are liable to fluctuation prior to the date of arrival.

7. Liability

7.1 The client undertakes to accept all legitimate charges made by the venue or service provider for the booking confirmation.

7.2 The client accepts that Venue Sourcing Limited will not be held liable for the failure of the client to honour the booking confirmation wholly, or in part, or for the failure of the venue to honour the booking confirmation wholly or in part, or for the quality of service provided by the venue.

​7.3 Where the client selects their own supplier for the provision of any additional services required in conjunction with an event booked through Venue Sourcing Limited, (e.g. audio visual, entertainment etc) it is the clients’ responsibility to carry out ‘due diligence’ on these individuals or organisations. Venue Sourcing Limited accepts no ​responsibility for any acts, losses or omissions of such suppliers.

7.4 In the event of any breach of the booking confirmation by the client with the venue, Venue Sourcing Limited reserves the right to invoice the client for the full amount of commission which would have been payable by the venue.

7.5 Venue Sourcing Limited shall not be liable for any loss, liability, damage, injury, costs, claims, demands or expenses suffered or incurred by the client, its staff, agents or customers arising from the use by the client of a suggested venue and/or a venue or a service provider, from a booking confirmation, the provision of services or arising from a referral of a third party by Venue Sourcing Limited to the client for any reason whatsoever.

7.6 The client is exclusively responsible for ensuring the suggested venue is suitable and for ensuring that all legal requirements in relation to the use of a suggested venue and/or a venue or service supplier, including, but not limited to health and safety, are complied with.

7.7 The client shall indemnify Venue Sourcing Limited and keep Venue Sourcing Limited indemnified both during the continuance of the contract and after its termination, during any booking confirmation and throughout the provision of any services, against all losses, injury, damage, claims, demands or expenses howsoever arising that Venue Sourcing Limited suffers or incurs as a result of the contract, a booking confirmation or the provision of services.

7.8 The client shall indemnify Venue Sourcing Limited against all liabilities incurred by Venue Sourcing Limited as a result of a breach by the client of any law from time to time in force.

8. Complaints

8.1 The client must inform Venue Sourcing Limited and the venue of any complaints in writing within 7 days of the circumstances giving rise to the complaint.

8.2 Venue Sourcing Limited will use their reasonable endeavours to satisfactorily resolve the complaint, and reserve the right to reject any complaint.

8.3 Venue Sourcing Limited will not be liable for any failure to supply or any unsatisfactory or inadequate supply of services by the venue as a result (either directly or indirectly) of the client’s failure to provide Venue Sourcing Limited with correct and complete instructions.

8.4 In addition clause 8.3 will apply even if the venue fails to deliver in any situation, even if it is nothing to do with the client failing to provide adequate information to Venue Sourcing Limited.

9. Force Majeure

9.1 Venue Sourcing Limited shall have no liability to the client under this contract if it is prevented from or delayed in providing its services by acts, events, omissions or accidents beyond its reasonable control, including strikes, lock-outs or other industrial disputes, failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or default of the venue or service provider.

10. Severance

10.1 If any provision of this contract is found by any court or administrative body of competent jurisdiction to be invalid, unenforceable or illegal, the other provisions will remain in force.

10.2 If any invalid, unenforceable or illegal provision would be valid, enforceable or legal if some part of it were deleted, that provision will apply with whatever modification is necessary to make it valid, enforceable and legal.

11. Governing law and jurisdiction

11.1 The contract and any dispute or claim arising out of or in connection with it or its subject matter, shall be governed by, and construed in accordance with, the law of England and Wales.

11.2 The parties irrevocably agree that the Courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of it or in connection with the contract or its subject matter.


​‘Client’ means the person(s) or organisation on whose behalf the venue is being sourced and booked.

‘Venue or Service Provider’ means the person(s) or organisations responsible for as owner, manager, agent or otherwise and providing the venue facilities and services being booked.

‘Commission’ means the sum of money received by Venue Sourcing Limited from the venue or service provider for the booking confirmation.

‘Booking Confirmation’ means a contract negotiated by Venue Sourcing Limited on behalf of the client between the client and the venue or service provider.

‘Contract’ means these terms and conditions and the letter/ electronic communication or other document(s) from Venue Sourcing Limited to the client containing details of the booking and/or attached to these terms and conditions.

‘Services’ means hotel accommodation, training, meeting and conference rooms, venue facilities, travel, audio visual entertainment etc provided by the venue or service provider to the client.