CONFERENCE ROOMS TERMS OF SERVICE
- Definitions
1.1. Service – Provision of seminar and meeting rooms located in Ülemiste City for short-term use by the Client, along with various additional services and catering options.
1.2. Booking Platform – Web platform on the Ülemiste City website for booking seminar and meeting rooms.
1.3. Seminar Room – A larger room provided for short-term use under the Service, allowing the Client to choose the preferred layout of tables and chairs.
1.4. Meeting Room – A smaller room provided for short-term use under the Service, with a fixed layout of tables and chairs.
1.5. Client – The company or individual ordering the service.
1.6. Service Provider – Mainor Ülemiste AS.
- General Provisions
2.1. The Service can be ordered through the Booking Platform or via email.
2.2. The minimum duration for a booking is one hour.
2.3. To order the Service, the Client must specify the booking time, the desired room, the room layout (for seminar rooms), the estimated number of participants, and any additional services and catering required.
2.4. By ordering the Service (via the Booking Platform or email), the Client agrees to the terms of service.
2.5. The fee for room usage is based on the reserved time. If the actual usage exceeds the reserved time, the additional time will be added to the invoice or billed separately (for prepaid bookings).
2.6. The fee for room usage includes standard cleaning of the reserved seminar or meeting room. If special cleaning is required after the Client’s use, the Service Provider will invoice the Client separately.
- Client’s Rights and Obligations
3.1. The Client undertakes to provide all special requests related to the booking during the booking process.
3.2. If additional equipment is required, the Client must inform the Service Provider when making the booking. All available equipment and additional services for each room are listed on the Booking Platform.
3.3. The Client has the following options for cancelling a booking: 3.3.1.Canvellation of a Meeting Room Booking: If the Client informs the Service Provider of the intention to cancel the booking at least 2 business days before the start of the booking, by 2:00 PM, the cancellation is free of charge. If the Client informs the Service Provider of the intention to cancel the booking on the business day preceding the booking by 2:00 PM, the Client must pay 50% of the booking fee. If the Client informs the Service Provider of the intention to cancel the booking after 2:00 PM on the business day preceding the booking, or fails to show up, the Client must pay 100% of the booking fee.
3.3.2.Cancellation of a Seminar Room Booking: If the Client informs the Service Provider of the intention to cancel the booking at least 14 days before the start of the booking, the cancellation is free of charge. If the Client informs the Service Provider of the intention to cancel the booking at least 2 business days before the start of the booking by 2:00 PM, the Client must pay 50% of the booking fee. If the Client informs the Service Provider of the intention to cancel the booking after 2 business days before the start of the booking or fails to show up, the Client must pay 100% of the booking fee.
3.3.3.Cancellation of Catering or Paid Additional Services: If the Client informs the Service Provider of the intention to cancel ordered catering and/or paid additional services at least 1 business day before the start of the booking, the cancellation is free of charge. For later cancellations, the Client must pay 100% of the cost of the ordered catering and/or additional services.3.4. The Client has the right to start preparations for the event 30 minutes before the start of the booking and must vacate the room by the end of the booking.
3.5. Each seminar and meeting room has a maximum capacity. The Client undertakes to adhere to this limitation and not allow more people than permitted to attend the event.
3.6. The Client undertakes to treat the Service Provider’s property with care and to protect the seminar and/or meeting room, its contents (including furniture and equipment), the building, and the building’s premises from damage. The Client is responsible for the actions of all their employees and guests and must compensate the Service Provider for any damage caused to their property.
3.7. The Client undertakes to follow the instructions and directives given by the Service Provider’s employees while in the Service Provider’s premises.
3.8. The Client is responsible for obtaining all necessary permits, authorizations, etc., for organizing the event, and for any associated expenses.
3.9. The Client undertakes to pay for the Service received according to the invoices issued by the Service Provider.
3.10. The Client undertakes to submit any claims regarding the Service received from the Service Provider within 7 days of receiving the Service, by sending the claims via email to info@mainorulemiste.ee.
- Service Provider’s Rights and Obligations
4.1. The Service Provider undertakes to send the Client a booking confirmation by email after confirming the booking.
4.2. The Service Provider undertakes to prepare the room chosen by the Client with the desired layout and additional services by the start time of the booking.
4.3. The Service Provider has the right to remove any items left in the room at the end of the booking.
4.4. The Service Provider has the right to use subcontractors in providing the Service.
4.5. The liability of the Service Provider is limited to the total cost of the booking in all cases and does not cover direct or indirect damages caused to third parties.