• Taken by phone and confirmed by MRC website confirmation form
• All relevant fields to be completed, at your request we can send a quote by return
• Changes must be given by phone and confirmed by e-mail/post
• Final numbers must be received at least 5 working days before event, if numbers are greatly reduced (more than a 20% change) then 10 working days noticed is required if lunches are involved.
• Numbers confirmed at 3pm the WORKING ( Monday –Friday) day before will be charged
• Increases can be accommodated on morning of meeting before 10am
• Where provisional bookings are made confirmation must be made as soon as possible.
• If somebody else wishes to book a date that has been provisionally booked we will phone you to ask if you still require the date, if you are unavailable there is a possibility you could lose the date
• On confirming a provisional booking where more than one date has been reserved please confirm dates needed on confirmation form and e-mail dates not needed
• At least 5 working days before your event please let us know any changes to room layout and any equipment and stationary needs that haven’t been notified so far, plus any powerpoint presentations that you wish us to install on a laptop for use on the day

• 10 CLEAR WORKING ( Monday –Friday) days notice is required to cancel bookings without charge
• Between 5 & 10 CLEAR WORKING days 100% of room charge. Please note clear days do not include the day of cancellation or day of event
• 5 CLEAR WORKING days or less, full charge for room, equipment, lunches and refreshments. Numbers as confirmed
• Morning of meeting, full charge for room, equipment, lunches and refreshments. Numbers as confirmed
• Short notice bookings, booked less than 14 days, cancellation charges at our discretion
• Please note clear days do not include the day of cancellation or day of event
• Updated January 2023

All our food is freshly prepared each morning, which means we can be flexible if you have extra delegates arrive on the day

All special dietary requirements are prepared on an individual basis for the delegate. We ask that they call at reception on arrival and our Kitchen Manager will make sure they have a lunch they like as well as meeting their needs

We also have individual menus, so people can order their own lunches when they are not provided within the booking. We respectfully ask that only food bought at MRC is consumed on the premises. We now have to recycle and pay for all our waste disposal, the cost of this and cleaning up after food we include within our catering prices. The only exception to this is in the case of a dietary need which the individual feels they would rather provide for themselves

Our opening times are 8.30am to 5pm Monday to Friday, other times on request. If you wish trainers or delegates to arrive before 8.30am you must let us know in advance otherwise they may not be able to gain access to the Centre. Likewise meetings that are planned to run on after 5pm. Staff are on the premises most evenings after 5pm so meetings that run a little over time can usually be accommodated, please check on day

There is a standard £25 an hour (or part of) charge for meetings starting before 9am or finishing after 5pm. Please note minimum charges for evening & weekend bookings

An invoice will be e-mailed. Payment is due by return no statement will be issued

All the above relates to bookings taken by MRC Wales Ltd for The Media Resource Centre. These terms and conditions can vary and are subject to change as we deem necessary without notice

GDPR

For compliance with GDPR we only hold data on the information given to us for bookings and we only use this information to provide this service and for tax purposes. We do not use this data for marketing or any other purpose, we do not allow this information to be passed to anybody else.

• Final numbers of all attendees must be given to reception before any meeting starts
• The trainer, chairman or organiser must ensure everybody leaves the premises at the end of the day and let reception know that everybody has left
• The smoke alarms make a high pitched sound, plus you may hear staff shouting fire
• There are fire exits at each end of the corridor, in Room 3 and through Room 1
• There are fire extinguishers by each fire exit and in the corridors
• If the fire alarm is raised please exit the premises immediately and quickly assemble by the back wall of the car park
• Check that all your colleagues are accounted for, if there is anyone missing please inform a member of staff, DO NOT re-enter the building
• Please stay together until staff have accounted for everybody that should have been in the building and given the all clear to return to your room
• All rooms are monitored by camera for your security and to provide an efficient service

• Toilets are at the reception end of the corridor, 1 disabled, 2 female and 2 male
• If these toilets are all in use there are more at the top of the corridor on the other side of reception
• Water is provided in all rooms on arrival and topped up at lunch time, if you need a top up at any time during the day please ask at reception
• Tea and coffee is available throughout the day in the refreshment area and can be taken when required, as per your booking
• Drinks can be taken into all rooms except when being used for computer training
• Lunch will either be served in your room or as directed by staff, please check with reception on arrival

The Centre is a No Smoking environment therefore could smokers please use the designated smoking area at the end of the paved seating on the left, we ask that cigarettes, packets and chewing gum are placed in bins provided. Please do not smoke at any of the outside tables

We request that pets are not bought to meetings or left in cars, the only exception being guide, hearing or assistant dogs. The car park gets a lot of sun and there is no shade, nor is there anywhere to exercise animals. The field adjacent is a children’s play area and under no circumstances should dogs be taken on to the field

Photocopying and e-mails can be arranged in reception and can be paid for on day or added to invoice. If help is needed with any equipment please ask in reception

• Final numbers of all attendees must be given to reception before any meeting starts
• The trainer, chairman or organiser must ensure everybody leaves the premises at the end of the day and let reception know that everybody has left
• The smoke alarms make a high pitched sound, plus you may hear staff shouting fire
• There are fire exits in reception/conservatory, half way down the corridor, in Room 9 and Room 10
• There are fire extinguishers in the corridors
• If the fire alarm is raised please exit the premises immediately and quickly assemble by the back wall of the car park
• Check that all your colleagues are accounted for, if there is anyone missing please inform a member of staff, DO NOT re-enter the building
• Please stay together until staff have accounted for everybody that should have been in the building and given the all clear to return to your room
• All rooms are monitored by camera for your security and to provide an efficient service

• Toilets are at the end of the corridor, 1 disabled and 3 unisex. A bigger disabled toilet plus male and female toilets are available via the corridor on the other side of reception
• Water is provided in all rooms on arrival and topped up at lunch time, if you need a top up at any time during the day please ask at reception
• Tea and coffee is available throughout the day in the refreshment area and can be taken when required, as per your booking
• Drinks can be taken into all rooms except when being used for computer training
• Lunch will either be served in your room or as directed by staff, please check with reception on arrival

The Centre is a No Smoking environment therefore could smokers please use the designated smoking area at the end of the paved seating on the left, we ask that cigarettes, packets and chewing gum are placed in bins provided. Please do not smoke at any of the outside tables

We request that pets are not bought to meetings or left in cars, the only exception being guide, hearing or assistant dogs. The car park gets a lot of sun and there is no shade, nor is there anywhere to exercise animals. The field adjacent is a children’s play area and under no circumstances should dogs be taken on to the field

Photocopying and e-mails can be arranged in reception and can be paid for on day or added to invoice. If help is needed with any equipment please ask at reception