Terms & conditions

Conference/Meeting room rental terms & conditions


  1. You should note that prices are quoted exclusive of VAT at the prevailing rate.
  2. All prices quoted are per room, with additional costs (catering, travel, accommodation and additional equipment) indicated.
  3. Prices are subject to review. The prices charged will be those current on the date of the booking.



  1. Provisional bookings without deposit will only be held for a maximum of 48 hours.
  2. A deposit of 25% + VAT per room is payable upon booking to secure the room hire.
  3. Balances are due 4 days before the event date.



  1. Any cancellation must be in writing (including e-mail to [email protected]). This applies to all confirmed events.
  2. In the event of a cancellation the following scale of charges will apply:                                                Less than 48 hours in advance of the event = 100%  of the payment is due.                                      Less than 3 days in advance of the event  = 75% of the payment is due.                                                  3-6 days in advance of the event =  50% of the payment due.                                                              More than 6 days in advance of the event = deposit will be forfeited.



  1.   Additional delegates will be charged at the invoiced rate per head. It is regretted that numbers confirmed at this time must be paid for even if subsequently cancelled.
  2.   In order to cater for additional delegates, a minimum of 24 hours’ notice prior to the event is required.
  3.   Special dietary requirements should also be advised at this time. It may not be possible to cater for higher numbers at short notice, although every effort will be made.



  1.   Any damage caused by guests during an event will be the responsibility of the event organisers, and they will be liable for payment of any repairs.
  2.   Longer term (1+ month) occupancy of Rooms is subject to the Terms and Conditions relating to the Occupancy of Rooms.  Liability for any breach of the said Terms and Conditions will be borne jointly and severally by the occupant and the event organiser.
  3.   Menu items are offered subject to availability. Alternatives of the same quality will always be offered if a menu item is not available.
  4.   28 day payment accounts are available to regular clients on request and are granted subject to approval from Swan Corporate management.
  5.   Catering services do not include alcoholic drinks.
  6.   Bespoke menus will be individually priced.
  7.   Persons under the age of 18 are the sole responsibility of the event organiser. Swan Corporate Ltd, its employees, servants and agents accept no liability for their actions or behaviour or for any damage caused by such actions or behaviour. The event organiser hereby agrees to indemnify Swan Corporate Ltd, its employees, servants and agents against all liabilities, claims, costs and damages resulting from the actions of all persons including those under the age of 18 years.

Please advise us if you or any of your visitors have any special requirements or non-standard practices relating to your room hire or event (e.g. noise, special training events etc) as disruption to other tenants is prohibited.

 Occupancy Of Rooms

  1. Rooms may only be occupied for the period stated in the booking form.
  2. Charges for accommodation and catering must be paid to Swan Corporate Ltd when requested.
  3. Rooms must be vacated immediately after your session has ended.  Failure to vacate a room by the requested time will result in an additional charge of 50% of the room cost.
  4. On departure please remove all personal possessions.
  5. Rooms may not be shared with any unauthorised person.
  6. No toxic or dangerous materials are to be brought on to the premises.
  7. No animals or pets are to be brought in to the premises (except for guide dogs).
  8. Fire safety equipment or alarms must not be tampered with.
  9. Fire doors must be kept closed at all times.
  10. Clients must observe electrical safety at all times.
  11. Clients must not damage Swan Corporate property or premises in any way
  12. Noise must be kept to a reasonable level at all times and consideration shown to other occupants and neighbours.
  13. No items of furniture or other items belonging to Swan Corporate Ltd may be removed from your allocated area or moved to different rooms without written authority. If such items are removed offsite then Swan Corporate Ltd will take legal action for recovery and/or compensation.
  14. Misuse of equipment or damage caused to Swan Corporate property will be charged to the occupant and/or the event organiser.
  15. Occupants of rooms must comply at all times with Swan Corporate policies and regulations and notices, which may be posted from time to time. Violation of any policy regulation or notice may result in occupants being required to vacate the premises.
  16. Swan Corporate does not provide insurance cover for residents or their property and it accepts no liability for any loss or damage or consequential loss howsoever caused.
  17. Maximum room numbers must not be exceeded.
  18. Swan Corporate management reserve the right to refuse services & events.

Orders and acceptance

  1.  Each Order for Swan Corporate shall be governed by a separate agreement comprising:

i.     Your Order Form; and email acceptance/approval via an approved Swan Corporate member of staff

ii.     These Terms and Conditions.

2.   Your Order will only be valid if placed via our online ordering procedure (currently accessible at www.swancorporate.co.uk) or via telephone on 0330 3350201. By placing an Order, you agree to be bound by the Terms and Conditions.

3.   We shall accept Orders at our absolute discretion.



  1.  When you register and agree to our terms and conditions you warrant that you are over eighteen years of age.
  2.  You warrant that any information you provide to us about yourself upon registration or at any time will be true, accurate, current and complete and that you will ensure that this information is kept accurate and up to date at all times.



  1. This Agreement shall commence on the earlier of the Acceptance Date or the date on which we commence providing the Swan Corporate office rental to you and shall continue unless and until terminated by either of us in accordance with this Agreement.


Provisions of service

  1. For the term of and subject to the terms of this agreement, we reserve the right to sub-contract the provision of all or any part of the Swan Corporate services.


Availability of the website

  1. Due to the nature of the internet and the fact that your access to the Website involves features outside our control, we are not responsible for technical problems that you may experience with the Website. However, if you have any technical problems with the operation of the Website, you may contact customer services by telephone on 0330 3350201 or by email at [email protected] We do not guarantee that we will be able to assist or resolve any technical problems you may experience.


Fees and payment

  1. All Fees are subject to change from time to time. We will endeavour to notify you in advance of any change in the Fees applicable to your future order, but, in any event, you agree to check the Website on a regular basis and to be bound by any change in the Fees that may take place from time to time either as stated on the Website or as notified to you.

If, for whatever reason, you do not make payment in full of any Fees on the due date, we reserve the right:
(i) on notice in writing (including e-mail) to you to suspend provision of the Swan Corporate Services until such time as payment is made in full; and
(ii) to charge interest on all unpaid sums outstanding at the rate of 4% per annum above the base rate of Barclays Bank Plc (or its successors) in force at the due date and such interest will be applied cumulatively from such date until the date of actual payment.



  1.  You warrant that you will not use the Swan Corporate services for any unlawful, fraudulent or immoral or similar purposes or in connection with any business that is in breach of any applicable legislation (primary and subordinate), rules, regulations or orders of applicable authorities or in competition with the Services offered by us.
  2.  You will not during or after the term of this Agreement carry out any act or make any omission (whether in respect of use of the Address and/or any Number allocated to you under this Agreement or otherwise) that may damage the goodwill or reputation of the Address and/or the Number and/or our business or may bring the Address and/or the Number and/or our business into disrepute.



  1. You agree to indemnify and keep us indemnified against all actions, claims, proceedings, costs, damages and expenses (including, without limitation, legal fees) arising out of the breach of any of the warranties contained in these Clauses.



  1. We may immediately terminate our Agreement at any time by notice in writing to you if:
    1. we suspect that you are or may in the future use the Swan Corporate Services in breach of the warranties set out above;
    2. You are in material breach of any of your obligations under this Agreement which you have failed to remedy (if remediable) within 21 days of written notice requiring you to do so; or
    3. You are or become unable to pay your debts as they fall due or suspend or threaten to suspend payment of your debts, if a trustee, administrator or other receiver or encumbrance is appointed or takes any steps with a view to taking possession of all or any part of your assets, you are or become insolvent or convene or propose to convene a meeting of your creditors or any steps are taken concerning your insolvency or any similar steps are taken in respect of your bankruptcy or insolvency.
  2.   Termination shall be without prejudice to the accrued rights of the parties as at the date of termination.





  1. Each party shall keep confidential and not without the disclosing party’s prior written consent disclose to any third party any information of a confidential nature received from the disclosing party which relates to the business of that party whether or not such information is marked as confidential (“Confidential Information”).
  2. The obligations set forth shall survive the variation, renewal or termination of this Agreement but shall cease to apply to any information which has come into the public domain through no fault of the recipient, is lawfully received by the recipient from a third party free from any obligations of confidence, is independently developed by the recipient, or is required by law, court or governmental order to be disclosed.
  3. Save as may be expressly provided in this Agreement, we will treat all mail delivered to you at the Address and all information received from callers to any number allocated to you under this Agreement as Confidential Information and will hold the same subject to the obligations set out in this Clause.


Intellectual Property rights

  1. Nothing in this Agreement is intended to or shall be deemed to transfer any Intellectual Property Rights in the Address or the Number to you. Any goodwill that may arise by virtue of your use of the Address and/or the Number shall vest in us automatically upon creation.
    You may not use the name Swan Corporate, the domain names which resolve to the Website or the address for any purposes save as expressly permitted by this Agreement.
    Without prejudice, we reserve the right to refuse to provide Swan Corporate Services to any person with a company or trading name which, in our absolute discretion, we consider to be confusingly similar to any name or trade mark used by us from time to time.


Limitation of liability

  1. You acknowledge and agree that we may use third parties to provide any or all of the Swan Corporate Services. We will endeavour to maintain the availability of such Swan Corporate Services as may be provided by, or dependent on, third parties, however, you acknowledge and agree that we cannot guarantee the continued availability of such Services and that we have no liability to you in respect of Swan Corporate Services provided by third parties, including, without limitation, for any interruptions or delays in those Services.
  2. In no event will we be liable to you for any indirect, special or consequential loss or damage arising out of or resulting from the performance or breach of this Agreement.
    Save as provided in Clauses referencing our liability arising out of or in connection with this Agreement, whether in contract, tort or otherwise, shall in no circumstances exceed the total amount actually received by us under this Agreement.
    A party wishing to bring an action against the other party to this Agreement for breach of any of the terms it contains must do so within one month of the earliest of either:
    (i) the date of termination of this Agreement; or
    (ii) the date of discovery of the breach.
    Nothing in this Agreement shall be construed as limiting any party’s liability for fraud or for death or personal injury caused by its negligence or the negligence of its employees, agents or sub-contractors.


Data protection and privacy

  1. We do not use any form of cookies in attempting to track viewers of the Website.
  2. We reserve the right to disclose your data received from you if we are required to do so by any competent court or regulatory body, without notice to you. If we are required to disclose such data  we will attempt to notify you of such fact as soon as it is reasonably practical to do so.
  3. You agree that we may contact you to notify you of changes to, or information about, the Swan Corporate Services and any other services that we may offer from time to time. You also agree that, unless and until you notify us in writing of your objection, we may share data received from you with our group companies and companies with whom we have a business relationship who may contact you from time to time with information that they believe may be of interest to you.


Assignment and grant of third party rights

  1.  This Agreement is personal to you and may not be assigned or transferred in whole or in part without our prior consent in writing, which consent shall not be unreasonably withheld. It is agreed that it would be unreasonable to transfer this Agreement to any person, firm or company (or any third party) who is competing or might compete with our business.
  2. We may assign, licence or sub-contract such of our rights and obligations under this Agreement to such third party or third parties as we, in our absolute discretion, desire, without notice to you.



  1.  Any notice or communication under or in connection with this Agreement shall be in writing (and, unless such notice is in electronic form, shall be signed by the party by whom it is given).
  2.  The addresses for notice under this Clause shall be: Address: Swan Corporate, Swan House, The Park, Market Bosworth, Nuneaton, Warwickshire, CV13 0LJ. Email : [email protected] Attention: Legal Department



  1. Our relationship is that of independent contractors dealing at arm’s length, and nothing in this Agreement shall constitute either of us as partner, agent or representative of the other.


Invalidity and severability

  1. The invalidity or unenforceability of any Clause or part of a Clause shall not affect the validity or enforceability of the remaining Clauses or parts of that Clause. Any Clause or part of a Clause that is held by a court of competent jurisdiction to be invalid or unenforceable shall be deemed deleted from this Agreement and, without prejudice to the foregoing, on such deletion, the parties shall agree in writing such amendments to this Agreement as may be necessary for the continued validity and enforceability of the remaining Clauses.


Waiver of remedies

  1. The failure of either party to enforce at any time or for any period of time any Clause of this Agreement shall not adversely affect its right thereafter to require complete performance by the other party.



  1. Unless expressly stated otherwise in this Agreement, no amendment or variation to this Agreement as proposed by one party shall be valid unless in writing and unequivocally accepted in writing by the other.


Entire agreement

  1. The terms of this Agreement supersede all prior agreements, arrangements and undertakings between the parties and constitutes the entire agreement between the parties relating to the Swan Corporate Services that are the subject matter hereof.


Rights of third parties

  1. A person who is not a party to this Agreement shall have no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Agreement but this shall not affect any right or remedy of a third party which exists or is available apart from that Act.


Set off

  1. You shall not be entitled to set off any monies due or owing or claimed by you to be due by us to you against monies due or owing by you to us.


Force majeure

  1. We shall not be liable for any breach of these Terms and Conditions or any losses resulting therefrom caused by circumstances beyond our reasonable control, including but not limited to acts of God, fire, lightning, flood or extremely severe weather, explosion, war, disorder, industrial disputes (whether or not involving our employees) network failures, or acts of local or central Government or other competent authorities. There may be occasions where, due to an act of force majeure, our service levels may be affected. We reserve the right to alter the Swan Corporate Services until such time as we are able to resume normal performance. In the event that any act of force majeure prevents us from providing the Services for longer than 4 weeks this Agreement may be terminated with reasonable written notice by either party.


Governing Law and jurisdiction

  1. This Agreement shall be construed in accordance with English law and shall be subject to the exclusive jurisdiction of the English courts.

Contact Us

If you want to understand more about the Swan Corporate Business Space Solutions then please contact us on:

0330 335 0201
[email protected]
Make an enquiry here

Swan Corporate Ltd,
Ground Floor,
Swan House Business Centre, The Park,
Market Bosworth, Warwickshire,
CV13 0LJ