Book a Meeting Room

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To ensure your booking runs smoothly and safely, please review our updated terms and conditions below. These guidelines help us maintain a professional environment for all users. Booking & Financials • Registration: All hirers are required to complete a formal booking form in full prior to confirmation. • Purchase Orders: If your organisation requires a PO number for invoice processing, this must be provided at the time of booking to avoid administrative delays. • Equal Opportunities: VAI is committed to inclusivity; we only rent space to organizations that strictly comply with our Equal Opportunities Policy. Access & Timings • Standard Hours: Our office hours are 9:00 am – 5:00 pm. Please note that general access to the building is not permitted before 9:00 am. • Early Setup: If your event requires an earlier start for preparation or equipment testing, please contact the Resource Centre Team in advance to discuss arrangements. Health, Safety & Conduct • Fire Safety: All fire exits and walkways must always remain clear and unobstructed. • Liability: Users must take all necessary precautions to prevent accidents. Please note that VAI does not accept responsibility for any loss, theft, or damage to personal or organizational property incurred during the hire. • Room Condition: Rooms must be returned to their original layout. Please ensure all rubbish is placed in the bins provided. • Right of Termination: We reserve the right to cancel or terminate a booking immediately if health and safety risks are identified or if these rules are not observed. Catering & Refreshments • Complimentary Service: Unless you have ordered a full refreshment package, we provide complimentary jugs of water and cups for all bookings. • Disposable Supplies: We can provide paper cups, napkins, stirrers, plates, and cutlery upon request. Please note that these items incur an additional charge as outlined in our pricing schedule. • External Catering: If you are bringing in outside food, please coordinate with reception regarding waste disposal and hygiene standards. Cancellation & Amendment Policy: To ensure fair access for all users and cover administrative costs, we adhere to the following cancellation schedule: • Standard Notice: Cancellations must be made at least two week (14 days) prior to your scheduled booking date. • Late Cancellation Fees: If a cancellation is made with less than one week’s notice, a charge of 50% of the original booking fee will be incurred. • Last-Minute Cancellations: Cancellations made within 48 hours of the booking (or "no-shows") will be charged at 100% of the total hire cost, including any pre-ordered catering or equipment fees. • Amendments: If you need to reschedule your booking, please contact us as soon as possible. While we aim to be flexible, rescheduling within the one-week window may be treated as a cancellation and subject to the fees mentioned above. Note: All cancellation requests must be submitted in writing via email to our Resource Centre Team to ensure the date and time of the request are officially recorded.