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Terms & Conditions

By submitting a booking form to Students’ Union UCL you are indicating that you have read, understood and agree to the following terms and conditions:

Booking & Payment

  1. Agencies booking stalls on behalf of a client are responsible for passing on all relevant information, including these Terms & Conditions, to the appropriate person and Students’ Union UCL will not be held responsible for the failure of an agency to supply the correct details.
  2. Failure to attend or supply your materials for distribution or make a cancellation less than 3 days before your booking will not be subject to a refund.
  3. Bookings not made or cancelled 3 or more day before requested date(s) will be subjected to a cancellation fee or full payment if the due amount is over £1500 + VAT
  4. Payment must be made prior to the date booked for activation of any of our services
  • All prices are subject to VAT at the current rate
  • BACS: BACS details are provided on your invoice.
  • Credit card (3% surcharge) or debit card: contact us on 0207 679 2513 or 0207 679 2527 to make payment
  • Cheque: Cheques should be made payable to “UCLU” clearly stating your invoice number on the reverse.
  • All companies must adhere to Students’ Union UCL ethical policies, which are outlined here.

All Printed and Digital Materials

  1. Promotional material must not display images that may be deemed offensive, or demeaning to women. In addition, Students’ Union UCL retains the right to veto the display or sale of any good it reasonably deems offensive and holds the sole right to determine such matters.     
  2. Any promotional materials related to your booking must be related directly to your business. 

On-Site Stalls

  1. Every stall comes with a 6’ table, which can be collected from reception on arrival at your location.
  2. If bringing your own stall structure, you are responsible for setting up and taking down the stall. Setting up time is 09:00–09:30 in order to minimise congestion during peak times. Stall structures must be taken away at the end of your booking. 
  3. Stallholders are expected to bring their booking confirmation form on the morning of their booking.
  4. Any goods to be distributed must be cleared with Students’ Union UCL Marketing Department before arrival – hot drinks and cakes may not be distributed, as this has a negative effect on our cafes.  However, anyone wishing to give away these products can do so via vouchers for the café – this must be arranged with Students’ Union UCL in advance of your booking date and will be paid via invoice. 
  5. The only available parking is at the parking meters outside 25 Gordon Street. Unauthorised vehicles left elsewhere may be clamped. (Please note that there are additional parking facilities on site, at nearby NCP car parks, which are within walking distance.)
  6. Delivery of items by a third party is permitted but it is essential that a member of your organisation must be on-site to accept deliveries. Students’ Union UCL will not sign for or be held responsible for third-party deliveries and will refuse to accept them on your organisation’s behalf, as this would constitute a security risk.
  7. Failure to meet the terms & conditions may result in immediate expulsion from campus without a refund for your booking.

Distribution of Flyers and Posters

  1. Flyering and postering are carried out by our team of student staff.  At no time may you flyer or distribute items in any part of UCL or Students’ Union UCL buildings.
  2. Bookings for flyering should be made with at least one week’s notice to allow time to arrange for staff to distribute your materials.
  3. All materials for distribution should arrive at Students’ Union UCL at least 3 days before your booking.  This will allow time for Students’ Union UCL to check the material for any changes that should be necessary.        
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