Royal Armouries Museum, War Gallery

Cancellation policy

2.1 Where an Event Contract includes an element of room hire, and/or RAI has contracted to supply an outsourced service such as a band or DJ (this list being by no means exhaustive and shall extend to cover any item, service or material that RAI is thereby contracted to pay for), these elements of the Event Contract are subject to a 100% cancellation charge if the Client cancels the event or any part of the event. 2.2 Where cancellation is deemed to have been effected by the Client under clauses 1.5, 1.6, 3.1, 4.1, 4.2, 8 and/or 9, the Client shall in addition to the deposit(s) already paid, pay RAI a cancellation fee based on the total price payable for the event as it stands at the time of cancellation under the Event Contract plus any additional items requested since the original Event Contract (making the “Total Charge”). The following list presents the sliding scale of cancellation fees payable, based on a percentage of the Total Charge and the date of cancellation in relation to the contracted date of the Event: 2.2.1 100% less than 21 working days prior to the event. 2.2.2 90% between 21 and 42 working days (inclusive) prior to the event. 2.2.3 75% between 43 and 63 working days (inclusive) prior to the event. 2.2.4 60% between 64 and 126 working days (inclusive) prior to the event 2.2.5 30% in excess of 127 working days prior to the event. 2.3 Cancellation of a confirmed event must be made either by letter, fax or email to RAI. Date and time of receipt will determine the cancellation charge. 2.4 In addition to the total charge RAI also reserves the right at all times to claim any and all losses (to include loss of revenue from catering, bar spends and parking) caused by any cancellation and this should be noted particularly in regard to those events which have been designated as 'exhibitions' or ‘banquets’ where the revenue loss to RAI may greatly exceed the price for the event as it stands per the Event Contract at the date of cancellation. 2.5 If cancellation charges arise by way of a cancellation, RAI will at all times seek to mitigate its losses. Any amount mitigated will be refunded to the Client, but only after the Client has settled all cancellation sums in full in cleared funds. 3. CANCELLATION BY RAI 3.1 RAI reserves the right to cancel the booking if any of the following situations arise (this list is by no means exhaustive): 3.1.1 the Client becomes insolvent or subject to bankruptcy proceedings, receivership or administrative receivership. 3.1.2 the Client is in arrears or threatens to be in arrears with any payment at any time prior to the event. 3.1.3 the booking would damage the Museum’s, New Dock’s or RAI’s reputation, such decision to be at the sole discretion of RAI. 3.1.4 the Client is in breach of Health & Safety legislation in any aspect of its event. 3.1.5 the Client distributes any unacceptable or unapproved promotional materials, in whatever medium they are presented. In which case, the Client will be deemed to have cancelled the booking. 3.2 Notwithstanding the situation where RAI cancels the contract and it is deemed to have been cancelled by the Client under sections 1.5, 1.6, 3.1, 4.1, 4.2, 8 or 9, RAI also reserves the right to cancel an event for any reason on giving 7 days written notice to the Client in which case all monies paid to RAI by the Client will be refunded forthwith and RAI shall have no further obligation to the Client whatsoever and vice versa.