The conditions of hire apply to all events/meetings held within IPF’s premises at 27 Queen Anne’s Gate, London SW1H 9BU.

1. Written confirmation must be received within one week of a provisional booking being made; otherwise IPF reserves the right to release the room.
2. 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, pencils and one serving of bottled water at the start of the meeting.
3. All equipment required for meetings will be supplied by IPF; under no circumstances will clients be allowed to bring their own.
4. 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.
5. Payment must be made to IPF within 30 days of the date of the invoice for services provided.
6. Activities held at 27 Queen Anne’s Gate, London should normally be confined to meetings, lectures or functions. Other uses may be approved by IPF prior to the reservation taking place.
7. All activities and material prepared for connection therewith must maintain the highest professional standards in keeping with IPF’s status as a professional body.
8. Clients are expected to meet all statutory provisions especially with regard to Health and Safety.
9. The hire of the Conference Centre rooms does not give the hirer the right to assume, claim or imply IPF sponsorship.
10. Fire instructions including fire escape routes are displayed around the building. Fire exits and routes must not be obstructed.
11. Any accident occurring at 27 Queen Anne’s Gate, London must be reported immediately to Assistant Conference Centre Manager.
12. The agreement with IPF cannot be assigned or sub-let.
13. The maximum capacity of each room must not be exceeded. If this should happen, people may be refused admission or required to leave.
14. IPF 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 27 Queen Anne’s Gate, London or elsewhere.
15. IPF will not be responsible for any direct, indirect or consequential loss arising from cancellation or alteration of any booking.
16. The client will indemnify IPF 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. IPF may require the hirer to insure against this risk.
17. IPF 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.
18. Rooms shall be returned to their original state by the hirer unless IPF, in its absolute discretion, consents to other arrangements.
19. 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.
20. Items for meetings may be delivered with the prior permission of the Assistant Conference Centre Manager, to whom all items should be clearly marked.
21. No baggage may be left with the receptionists or in the reception area.
22. IPF reserves the right to inspect any bags or baggage in the interest of Health & Safety/Security.
23. IPF will not be held responsible for items left in the committee rooms.
24. Room layout must not be changed during the day unless with permission of the Conference Centre.
25. 27 Queen Gate’s is a non-smoking building.
26. 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, coffeeandlunch.
27. It is the responsibility of the client to inform IPF if a disabled person is attending an event at 27 Queen Anne’s Gate, 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.

If the hirer cancels arrangements made with IPF, 27 Queen Anne’s Gate, London the following cancellation charges will be made:

• Less than one months notice 50% of room hire charge
• Less than two weeks notice 75% of room hire charge
• Less that 48 hours/two working days notice 100% room hire charge and 100% catering charge

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

The QAG Conference Centre is a division of IPF.