Meeting Room Hire Terms of Booking
These terms apply to all meeting room bookings with Nettl of Exeter and are in addition to our standard terms and conditions, available at www.nettl.com/uk/terms. By paying for and confirming a booking, you accept these terms.
Making a booking
Provisional bookings can be made by telephone, email or our online booking form. Provisional bookings operate on a first-come, first-served basis and are not secured until payment is received in full. If another client books the same room for the same time and pays in full before you, your provisional booking will be released. All bookings remain provisional until paid in full.
Confirmation
A booking is confirmed once we have received full payment. Making full payment for a booking confirms that these terms of booking have been accepted.
Payment
Full payment is required up front to secure all bookings. We do not offer account or credit terms. If a provisional booking is not paid in full, we reserve the right to re-book it to another client who can make full payment.
Changing a booking date
Once a booking is confirmed, any change of date is treated as a cancellation and rebooking, and the cancellation charges below may apply according to the notice period given. Whilst we will always try to accommodate a change of date, the availability of rooms, equipment and other requirements cannot be guaranteed.
Cancellation by the client
Cancellations must be confirmed in writing (email is accepted). The notice period runs from the date we receive your written cancellation. The following charges apply:
| Notice given before booking date | Cancellation charge |
| 10 or more working days | No charge, full refund |
| Fewer than 10, but 5 or more, working days | 50% of the total booking fee |
| Fewer than 5 working days | 100% of the total booking fee |
Where we are able to re-let the room for the same date and time on the same or better terms, we will waive or refund the cancellation charge accordingly. Any refund due will be made to your original payment method and may take up to 10 working days to clear.
Cancellation by Nettl of Exeter
Should we need to amend or cancel your booking, you may choose to move to a new date free of charge, or receive a full refund if a new date is not acceptable. We will notify you in writing as soon as possible. We are not liable for any cancellation or interruption caused by circumstances beyond our reasonable control.
Booking times and early arrivals
Meeting rooms are let between the hours of 09:00 and 17:00. The building opens at 08:30, with staff on site around 10 minutes before this time. Please do not enter while staff are still opening up the building; if you arrive early, please wait until the building is open. The building closes shortly after 17:00, so please vacate the room by your booked finish time, as it may be in use after your session. Earlier starts or later finishes may be accommodated by prior arrangement; if you have a specific requirement, please ask in advance, as an additional charge may apply to cover staffing outside our standard hours.
Catering and refreshments
Your booking includes use of our coffee machine, a selection of teas, hot chocolate and chilled water. Chilled drinks from the fridge are for staff only and are not included in your booking. You are welcome to arrange your own catering for delivery on the day, or we can recommend a local supplier on request. Please let us know in advance if catering is being delivered so we can accept it on your behalf.
Your responsibilities during the booking
- You are responsible for your party at all times during the hire period.
- In the event of a fire alarm, evacuate via the nearest exit, follow instructions from Nettl staff, and carry out a roll call and headcount for your group at the assembly point.
- Please treat our premises as you would your own home and leave the room tidy at the end of your booking.
- Any damage during the hire period must be reported to a member of staff immediately.
Damage and cleanliness
You must indemnify Nettl of Exeter against any damage caused to the rooms or venue (including contents, furnishings, fittings and any equipment on hire) by you, your guests, employees or agents. Additional cleaning or repair costs arising from your booking will be charged accordingly.
Equipment, technology and WiFi
Our rooms include free WiFi (typically 150–200 Mbps), suitable for most uses, although we cannot guarantee stability for mission-critical tasks. Each room has a TV screen with HDMI connection; please bring any adapters your device may need, as we cannot guarantee our leads will work with every device. All HDMI leads must remain in the room at the end of your booking. Missing cables are charged to the hirer at £40 +VAT each.
Insurance and liability
Nettl of Exeter is fully insured, but we accept no responsibility for any activities organised by those hiring the facilities. Hirers must ensure appropriate Public Liability insurance is in place to cover any claim that might arise from their activities or any equipment they use during the event.
Music licensing
We hold a PRS licence covering background music in our showroom area. If you intend to play recorded music during your meeting, you are responsible for checking whether you require your own licence. Licensing information is available at www.prsformusic.com.
Smoking and vaping
Nettl of Exeter operates a strict no-smoking policy throughout the building. Smoking inside the premises is against the law. Smoking and vaping are permitted only in the designated area at the rear of the building.
Accessibility and parking
Most areas of our building are accessible, with ground-level access for wheelchairs via the side entrance and an accessible unisex WC on the ground floor. Please tell us in advance of any accessibility requirements so we can assist on the day. Free parking is available for approximately 40 cars, including overflow parking at the rear, with priority given to disabled guests. Please arrange parking before your event, as we cannot guarantee availability when all rooms are booked at the same time.
General
These terms are governed by the law of England and Wales. Where any provision of these terms differs from our standard terms and conditions, these meeting room terms take precedence in respect of room bookings.
Terms last updated: June 2026