Definitions

For the purposes of this document:

• Trigonos refers to Trigonos Trading Ltd, the service provider.

• Organisers refers the person/s or organisation booking services with Trigonos.

• Participants refers the attendees of the Organiser’s booking.

• Booking Form refers to the online Trigonos Venue Booking Form accessible via a private link provided to Organisers by Trigonos after a booking enquiry has been received.

• Unconfirmed Booking refers to a booking where Organisers have completed the Booking Form but not yet paid the first instalment.

• Precarious Bookings refers to a booking where Organisers have completed the Booking Form, but their first instalment is more than 1 month overdue.

• Confirmed Booking refers to a booking where Organisers have completed the Booking Form and paid the first instalment.

• Accommodation refers to bookable residential accommodation buildings at Trigonos which include Plas Baladeulyn, Eryr, Dol Wennol and Dol Gwydion.

• Meeting Rooms refers to bookable meeting rooms at Trigonos which include Modron, Arianrhod, Goewin and Ceridwen.

• Catering refers to bookable catering options, which includes any or all of the following meals: breakfast, morning snack, packed lunch, lunch, afternoon snack and dinner.

Booking Confirmation

A booking is considered a Confirmed Booking and therefore secure once the Organiser has completed a Booking Form, accepted these the Terms and Conditions and paid the first instalment. Until then a booking remains an Unconfirmed Booking.

Payment Process

Trigonos requires Organisers to pay in four separate instalments over a 12-month period, these are:

First Instalment

• 25% of the total Accommodation and Event Room costs.

• Due within 1 month of booking, or 12 months before the arrival date.

• Grace period for refund within the 1st month of booking.

• ⁠Non-refundable after grace period.

Second Instalment

• 25% of the total Accommodation and Event Room costs.

• Due 6 months before the arrival date. 

• Non-refundable after due date.

Third Instalment

• 50% of the total Accommodation and Event Room costs.

• Due 3 months before the arrival date. 

• Non-refundable after due date.

Fourth Instalment

• 100% of the total Catering costs.

• Due 1 month before arrival date.

• Non-refundable after due date.

Late Payments

• Payments are considered late if not received by the due date and may incur additional charges or lead cancellation by Trigonos.

• If payments are over 1 month late, the booking becomes precarious. Trigonos will attempt to contact the Organiser, but if payment is not received within 14 days, the booking may be cancelled.

Payment Terms

Organisers must pay Trigonos at the specific times. Organisers must not make any payments if Trigonos has not requested payment.

Payment Methods

Organisers should make any payments to Trigonos by bank transfer following the details on the invoice. Organisers must quote the invoice number in the payment reference, failure to do so could risk the payment not being recognised.

Organisers can also make payment on request via the following methods:

Emailed Payment Link

• Payments can be made by credit or debit card via a secure online payment link sent to the Organisers by email.

Telephone Payment

• Payments can be made by credit or debit card via telephone.

Booking Amendments

All amendments must be communicated in writing to Trigonos as soon as possible and acknowledged by the Trigonos team. An administrative fee of £25 may be incurred.  

Accommodation and/or Meeting Rooms Cancellations

In the event of any changes made by the Organiser that results in the cancellation of any Accommodation and/or Meeting Rooms, the following conditions will apply:

Within 1 month of Booking Date.

• Grace period - 100% of the Accommodation or Event Room cost refunded to Organiser.

Between 12 month and 6 months before arrival date.

• 25% of the Accommodation or Event Room cost retained by Trigonos.

• The remaining 75% refunded to the Organiser.

 Between 6 months and 3 months before arrival date

• 50% of the Accommodation or Event Room cost retained by Trigonos.

• The remaining 50% refunded to the Organiser.

 Between 3 months to 1 month before arrival date.

• 100% of the Accommodation or Event Room cost retained by Trigonos.

 Within 1 months of arrival date.

• 100% of the Accommodation, Event Room cost retained by Trigonos.

Bookings Cancellations

Organisers can cancel a booking at any time, the cancellation charge will depend on when it is done:

Between 12 months and 6 months before arrival date

• Trigonos retains first instalment.

Between 6 months and 3 months before arrival date

• Trigonos retains first and second instalments.

 Between 3 months and 1 month before arrival date

• Trigonos retains first, second, and third instalments.

 Within 1 month of arrival date

• Trigonos retains first, second, third and fourth instalments.

Booking Transfers or Subletting

Organisers may not sublet or transfer their booking to another party without prior written consent from Trigonos. Any unapproved transfer will result in cancellation of the booking without refund.

 Adding Accommodation or Event Rooms

Additional accommodation or Meeting Room can be booked at any time, subject to availability.

Administrative Charges

Trigonos reserves the right to charge a £25 administrate charge for booking amendments, late payments or late pre-arrival details.

Event Insurance

Trigonos advises all Organisers take out event insurance to cover any eventualities that may lead to unexpected payments to Trigonos (e.g. in the event of a cancellation).

Non-Residential Participants

Non-residential participants should be present for the welcome session from Trigonos on arrival day. If this is not possible then Organisers will then take responsibility for hosting them and relating information provided in the session.

Catering

Trigonos is able to provide full board catering to Organisers and Participants.

Organisers must book Catering with Accommodation and Meeting Rooms.   

Trigonos does not offer self-catering except during periods specified by Trigonos.

Mealtimes

Trigonos serves all meals from the serving lobby and/or dining room at the following times:

08:00 – 09:00               Breakfast

11:00 – 11:30               Morning Break

13:00 – 14:00               Lunch  

16:00 – 16:30               Afternoon Break

19:00 – 20:00                Dinner

Adherence to these times ensures smooth coordination of catering services. Organisers must communicate any special requirements or changes to these times in advance.

Allergies, Food Intolerances, Diets and Disabilities

Organisers must ensure that Participants with allergies, food intolerances, diets, or disabilities complete the Trigonos online Participant Health Form. 

Rooms and Participant Allocation

The allocation of Participants to rooms with Accommodation is the responsibility of Organisers. 

The bedrooms vary in size and style and there is some flexibility in terms of adding an extra bed, where indicated.

Pre-Arrival Details

Organisers must complete the Pre-Arrival Details Form before 1 month of the arrival date.

Organisers must provide the following details on the form:

• Full names of all participants.

• Room allocations for all participants.

• Number of participants eating each meal.

• Activity schedule

• Setup instructions for all meeting rooms.

Failure to provide this information by the specified deadline may result in delays, administrative charges, or limited availability of services.

Arrival and Check-In Process

Organisers Arrival and Check-In

• Organisers may arrive and check-in at reception from 15:00 on the arrival day.

• Organisers will have access to Meeting Rooms from 15:00.

Participants Arrival and Check-In

• Participants may arrive and check-in at reception from 16:00 on the arrival day.

• Organisers must inform reception if any Participants will arrive later than 17:30 or not able to attend.

Welcome Session

Organisers must schedule a 15-minute Welcome Session between 16:30 and 18:30 on the arrival day. A Trigonos host will introduce the venue, outline health and safety information, and answer any questions.

Early Arrival and/or Check-In

Subject to availability and advanced written agreement with Trigonos. Additional charges may apply.

Check-Out and Departure Process

Accommodation Check-Out

• Accommodation must be vacated by 09:30 on the departure day.

• Luggage may be stored in Meeting Rooms or common areas until departure.

 Meeting Room Check-Out

Meeting Rooms must be vacated by 14:00 on the departure day.

Departure

Organisers and their Participants must depart by 15:00 on the departure day.

Late Check-Out and/or Departure

Subject to availability and advanced written agreement with Trigonos. Additional charges may apply.

Outdoor Fires

Organisers must inform Trigonos prior to arrival if they wish to have an outdoor fire. All outdoor fires must be located in the designated firepit. Firewood is available from Trigonos at an additional cost.

Photography and Media

Participants may take photographs for personal use. Professional photography or videography requires prior written approval from Trigonos.

Lost Keys

The Organiser is liable for any keys lost by them or their Participants. The Organiser will be charged £75 each lost key and must be paid within 7 days from departure.

Damages and Cleaning

The Organiser is responsible for any damages to the property caused by them or their participants. Repair or replacement costs will be invoiced to the Organiser. Additional cleaning fees may apply if the space is left in an unreasonable condition.

Liability

Trigonos is not liable for:

• Loss, theft, or damage to personal property brought onto the premises.

• Injury or illness sustained during the event unless caused by proven negligence.

• Any costs incurred due to unforeseen circumstances affecting the event, such as force majeure events.

Force Majeure

Trigonos is not liable for failure to fulfil obligations due to circumstances beyond its reasonable control, including but not limited to:

• Natural disasters.

• Government restrictions or pandemics.

• Utility outages.

In such cases, Trigonos will make every effort to reschedule or adapt services but cannot guarantee specific outcomes.

Third-Party Services

The Organiser is responsible for coordinating and ensuring the suitability of any third-party services, such as therapists, stallholders etc. Trigonos is not liable for any issues arising from third-party services engaged by the Organiser.

Pets

Trigonos maintains a strict no pets policy, and therefore does not allow Organisers or Participants to bring pets onsite, except for service dogs.

Other Bookings

If Trigonos is not booked for an exclusive use by Organisers, Trigonos may let Accommodation and Meeting Rooms not booked by Organisers to other visitors. Trigonos will always do our best to ensure that arrangements work well for all concerned. Where there are two bookings, Trigonos will introduce the Organisers on arrival and have a 3-way discussion to ensure that any concerns are able to be raised and any necessary adjustments agreed.