Terms and conditions

Terms and conditions


1.             Definitions

1.1           ‘Company’ refers to Firoka (Oxford United Stadium) Limited T/A The Quadrangle

1.2           “Client” refers the person/s, firm/association/company wanting to use the various facilities offered by the Company.

2.             Variations to the Price and Venue

All quotations are valid for 30 days from the date of the quotation.

All prices quoted or listed by the Company are subject to change until firmed up with the Client signing the Agreement and agreeing to be bound by these Terms & Conditions. All prices quoted are exclusive of Value Added Tax and any other applicable taxes. All prices will subject to VAT and applicable Taxes and VAT and other Taxes will be charged at the prevailing rate. All Beverage prices are quoted at the prevailing Excise rates and in the event the Excise rates are changed before the service date, then the prices quoted will stand increased by the change in the Excise rate.

The Company reserves the right to vary the menu and wines/spirits specified in the Agreement or other correspondence with the Client in the event of unavailability of any item.

Full details of the Client’s function/event/conference including choice of menu and rooming list must be received by the Company at least 7 days prior to the date of the event. In the event that this does not happen the Company will make appropriate arrangements on the Clients behalf. No menu changes will be accepted by the Company if requested within 7 days before the date of the function

The Company reserves the right to change the Venue of a booking. The Company will inform the Client and ensure that the new venue has comparable facilities. The Company will put up necessary signs to re-direct Client’s guests to the new venue.

3.             Confirmation of Booking

3.1.          All bookings / reservations will be regarded as provisional until confirmed by the Client signing and returning the Agreement set out overleaf.  At this point the Client agrees to all the Terms and Conditions.

3.2           If the duly signed Agreement is not received in accordance with Condition 3.1 within 14 days from the date of the initial booking / reservation, then the Company reserves the right to cancel/delete the booking/reservation without informing the Client.

If the Company requires a deposit to be paid with the signed Agreement then the booking/reservation will stand confirmed only after receipt by the Company of the signed Agreement and the Deposit amount in cleared funds.

3.3           If the Agreement stipulates that in addition to the deposit referred in clause 3.3 above, the Client has to pay further amounts to the Company then the Client is obligated to adhere to the dates and make the additional payments on the due dates. If the additional payments are not received on the due dates then the Company may cancel/delete the booking/reservation. The Company will inform the Client accordingly.

4.             Cancellation Charges Or Change In Numbers

All cancellations must be communicated to the Company in writing. 

4.1           In the event of a confirmed reservation being cancelled by the Client, the Company will charge the Client a Cancellation Charge which will be calculated as follows:

a)     If cancelled before 3 months from the date of the function/event – NIL

b)     If cancelled between 30 days and 3 months from the date of the function/event – 40%

c)     If cancelled between 15 days and 30days from the date of the function/event – 75%

c)     If cancelled less than 15 days from the date of the function/event – 100%

4.2           The percentage calculations will be based upon the total potential invoice for the entire function/event for the numbers as stated in the Agreement and will include Room hire, Food & Beverage and charges for any Equipment ordered for the function/event.

The Company will have the right to cancel a booking 7 days before the function date if the Football/Rugby League/Union or any associated organisation informs the Company of a fixture scheduled to be played at the Kassam Stadium on the date of the function. The Company will use all reasonable endeavours to assist the Client in re-scheduling their event or to re-locate.

(b) change in Numbers

4.3           The Client must inform the Company in writing, as soon as possible, if the number of guest is likely to exceed the original booking numbers.

The Company will use its best endeavours to provide the service for the increased numbers but will not be held responsible for any failure to do so.

4.4           The minimum numbers cannot be changed and will be the minimum invoiced amount. If the number of guests is likely to be less than the original number agreed then the Client should immediately inform the Company in writing and following rules shall apply:

4.5           a) Reduction in original guest numbers will not be accepted if the change is informed less than 7 days from the date of the function/event

4.6           b) 10% reduction in original guest number will be accepted if informed at least 15 days before the date of the function.

4.7           c) 20% reduction in guest numbers will be accepted if informed 30 days before the date of the function

If the reduction is in excess of 20% then the reduction will be limited to 20% of the original numbers. In such an event the Company reserves the right to change the venue of the function/event or in its discretion, to deem it as a cancellation

5.             Deposits and Charges

Deposit & Credit Facility

5.1           A deposit of 75% will be required upon receipt of the pro forma invoice; this should be accompanied by the signed contract. A further pro forma will be sent for the balance 30 days prior to the event and should be payable upon receipt. If the booking is within 1 month a full pro forma will be forwarded and payable upon receipt.

5.2           If these payments are not received on the due dates the Company may deem the function to be cancelled and the cancellation policy will apply. The Company may extend credit facilities to Clients if the Credit Application (available on request from the Company) duly completed by the authorized personnel of the Client is approved by the Company at least 15 days before the function. The Company may refuse credit without assigning any reasons. If the Credit application is accepted then the Client will be required to pay 50% deposit at least 15 days before the date of the function. The Company will invoice the Client for the balance and this amount will be due for payment immediately on receipt of the invoice. The Company follows a very strict policy on credit and if payments are not received within 15 days from the date of the invoice then the Company will initiate legal proceedings for the recovery and will recover interest (at 3% over base rate) and legal costs from the Client.


5.2           The Company will charge the Client for the actual numbers for all the goods and services provided or for numbers as agreed in the duly signed Agreement whichever is greater.

5.3           An authorized representative (details previously informed by the Client to the Company) will be required to sign off the numbers and the detail of services provided at the end of each function. The authorized representative must be available at the end of the function to sign off the function sheet. This will be conclusive evidence of the numbers and service provided.

5.4           The Client will pay for all charges incurred by the Client’s employees/guests/agents incurred by them whilst attending the function/event organized by the Client.

6. Clients use of Company Premises

The Client agrees to be bound by all reasonable instructions and Rules & Regulations of the Company in relation to the function/event.

The Client agrees to indemnify the Company against any claims arising from any act by anyone using, attending or connected with the function/event. Should the Company be involved in any expense legal or otherwise in connection with the function/event the Client will reimburse the Company for any amount so incurred.

6.1           The Client will be liable for the cost of repairs carried out as a result of any damages caused to any part of the Company’s premises or equipment by the negligence or wilful act or default of any person/s connected with the function held by the Client. In case the damage to Company’s’ property is such that it would lead to the Company not being able to honour its commitments to a third party  the Company will recover from the Client such consequential loss of revenue and any costs associated with cancelling/rescheduling subsequent events.  

6.2           The Client undertakes that it will ensure that all its employees, agents, licensees, customers or others connected with the function will comply with all the rules and regulations of the Company and in particular Fire & Safety, Health & Hygiene and other relevant laws of UK.

6.3           The Company reserves the right not to admit any employee/agent/invitee/connected person of the Client to any function being held at the Company’s if the Company believe that it would be detrimental to its business or property. The Company’s decision will be final.

The function/event will finish at the agreed time and no extensions will be allowed unless agreed to by the Company. Any extension may ` incur additional charges which the Client will have to pay.

7.             Licensing

A bar license extension can be applied for on the Client’s behalf and will be charged for extra. Should the function be in a marquee and the Client requires a bar, an additional Occasional license will be required for an additional charge.  The Company cannot guarantee that the Courts will grant the Client’s license application.

8.             Force Majeure

The Company shall incur no liability to the Client if performance of this Agreement is prevented or hindered by any case whatsoever beyond the Company’s control and in particular but without prejudice to the generality of the foregoing by Act of God, war, riot, civil commotion’s, Government controls restrictions or prohibitions or any other Government act or omissions whether local or national, fire, flood, subsidence, sabotage, accident, strike, or lock out and shall not be liable for any loss or damage resulting there from suffered by the Client.