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Woodlands Conference Centre — Terms & Conditions

Please refer to our Terms and Conditions below, if you have any questions please contact us.

General Bookings

All bookings are provisional until confirmed by the venue following receipt by the venue of a booking form and non refundable deposit. Upon which time the booking will be confirmed in writing

All bookings must be made by an eligible organiser within the company and must be signed for on behalf of the company stating their position.

The customer assumes responsibility for any damage caused by them or any of his/her guests within the area of the conference centre.

Affixing signs, displays and posters to the wall is not allowed. Please contact the conference manager if you require any additional help with this.


Should you have to cancel your booking a charge may be made equivalent to any loss suffered by the conference centre. Cancellation charges will be calculated as a percentage of the total booking value accoring to the following notice period given.

25% of the total booking if cancelled 12-16 weeks prior to the event
50% of the total booking if cancelled 6-12 weeks prior to the event
75% of the total booking if cancelled 1-6 weeks prior to the event
90% of the total booking if cancelled less than 1 week prior to the event

All cancellations must be confirmed in writing.

Numbers to be Charged

Provisional numbers will be asked for at the time of booking. Please note that Woodlands Conference Centre reserves the right to set a minimum number ot be charged for the event.

Please ensure that we have the final numbers of delegates no later than 7 days before the event date as this will be the number you are charged for.

Reduction in the Number of Delegates

we will not charge for reduction in numbers attending if we receive this in writing within 7 working days of the event and do not result in a number less than any agreed minimum numbers.

Any cancellations after the final numbers are agreed will be charged at 90% of the agreed individual rate e.g. Refreshment package or lunch.

Deposits and Payments

A deposit will be required to confirm your booking. We will require a deposit of 50% of the room hire charge. This will need to be paid before yoru event can be officially booked.

If no deposit is received within 10 days of the booking form being sent then we reserve the right to release the room without further notice to your event organiser.

Unless credit facilities have been agreed, payment in full must be made one week prior to the date of the event. Any extra charges should be paid on departure on the day.

If you require a credit facility then please contact the main office for a credit application form.

All payments must be made in sterling and accompanied by the invoice number or details of the booking.

Payments can be made by cash, cheque or card. Cheques should be made payable to Ponderosa RTC.

All accounts should be paid within 30 days of the date of the invoice.

In all cases the non payment of room hire then the Centre will take the appropriate action to recover moneys owed.

Why You Should Use Us:

  • Free on-site CCTV monitored car parking
  • Free on-site Security Guards for your safety
  • Free use of flipcharts, paper and pens
  • Free use of breakout rooms on your floor
  • Dedicated on-site conference manager able to deal with all your requests
  • Free use of broadband internet
  • Free use of 52" top of the range flatscreen visual equipment for PC presentation
  • Fax and copying service available
  • Telephone service available
  • In house typing service available
Now Open! And Accepting Bookings. Woodlands Conference Centre — Conference Venue West Yorkshire

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