6. Appointment Booking Conditions.
6.1. Clients choosing to appoint Architecture North Ltd for their project must schedule the first project appointment. The cost of this appointment, along with any related expenses, will be outlined in Architecture North Ltd’s pre-approved company disbursements.
6.2. Charges for appointments, meetings, site visits, and related services will be invoiced according to our pre-approved company disbursements, which are agreed upon prior to formal appointment. These disbursements are determined based on:
6.2.1. Employee Job Titles: Fees vary depending on the role and expertise of the employee attending the meeting or site visit.
6.2.2. RIBA Work Stage: Fees are aligned with the current stage of the project as per the RIBA Plan of Work.
6.3. Additional or unplanned site visits or meetings outside the agreed project schedule will be charged in line with the pre-approved disbursements. These may arise due to unforeseen issues, project changes, or specific client requests.
6.4. All appointments and site visits must be scheduled in advance and are subject to availability.
6.5. Payment for appointments or site visits must be made in full before the scheduled date. Failure to make payment may result in the cancellation of services.
6.6. Clients must provide a minimum of 48 working hours’ notice for any changes or cancellations to scheduled appointments.
6.7. Changes, cancellations, or no-shows without sufficient notice may incur charges as detailed in the pre-approved company disbursements.
6.8. Payments made for appointments or incurred expenses are non-refundable.
6.9. By confirming a booking with Architecture North Ltd, the client agrees to these terms and conditions.
6.10. A grace period of 15 minutes from the agreed start time will be allowed for scheduled meetings to accommodate unforeseen delays. No additional charges will apply during this period.
6.11. Charges for time spent at meetings will commence after the 15-minute grace period if either party fails to arrive or if there is a delay in starting.
6.12. The anticipated duration of each meeting will be determined by the Architect based on the agenda and work stage requirements. Meetings will be booked to accommodate the planned discussions and tasks.
6.13. If a meeting exceeds the scheduled timeframe, a 15-minute grace period will be provided at no additional cost. Beyond this grace period, the Client will be billed for the extra time at the Architect’s standard hourly rate, rounded up to the nearest quarter-hour increment.
6.14. The Architect will notify the Client if a meeting is likely to overrun and seek confirmation to continue, allowing both parties the option to conclude or extend the meeting.
6.15. Both parties agree to prioritise efficient time management to ensure that key agenda items are addressed within the scheduled timeframe.
6.16. The Architect will respect the Client’s confidentiality requirements and independently determine whether specific project details are sensitive or proprietary. The Architect reserves the right to decide which project information may be publicised.
6.17. In the event of adverse weather conditions, such as heavy rain, snow, flooding, or other extreme events that may disrupt travel or site accessibility:
6.17.1. The Architect will notify the Client as soon as possible if delays or rescheduling are anticipated.
6.17.2. A grace period of up to 30 minutes will be allowed for delays caused by weather. Both parties are encouraged to communicate promptly about delays beyond this period.
6.17.3. If weather conditions prevent safe travel or site access, the meeting will be rescheduled at a mutually convenient time without incurring additional fees for either party.
6.17.4. Clients are requested to inform the Architect of any weather-related issues affecting site accessibility as soon as possible.
6.17.5. Both parties agree that safety takes precedence over meeting schedules during severe weather. The Architect reserves the right to delay or reschedule meetings if travel poses a safety risk.
6.18. Frequent or excessive delays beyond the grace period may prompt both parties to review and revise meeting protocols to minimise disruptions.
6.19. Full details on our disbursement fees can be accessed at: https://www.architecturenorth.co.uk/digital-contracts/disbursements.
6.20. These appointment terms and conditions are governed by, and construed in accordance with, the laws of England and Wales.