The Design Review Panel Booking Terms & Conditions
Welcome to The Design Review Panel Booking Terms and Conditions page. Here, you'll find detailed information about our booking process, payment terms, cancellation policy, and other important guidelines to ensure a smooth and informed experience with our services.
Definitions: -
Customer relates to the person or organisation making a booking.
The Design Review Panel is a trading name of Design Review Ltd. Other trading names / trading styles of 'Design Review Ltd' include the following:
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The Midlands Design Review Panel
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The Northern Design Review Panel
Booking and Payment: -
All Design Review Panel booking requests must be paid for at least 14 days in advance of the requested session date.
Client Status; the individual or organisation that submits the booking request (the “Client”) shall be deemed to be the Design Review Panel’s client/customer for the purposes of these Terms & Conditions, irrespective of the party that ultimately remits or reimburses the session fee. All contractual rights, responsibilities and liabilities under these Terms & Conditions rest with the Client.
A booking request is considered as a confirmed booking only upon receipt of cleared funds payment by The Design Review Panel. Payment methods accepted include online bank transfer and credit card. We do not accept cheque payments.
All payments are non-refundable and non-postponable; if a session is cancelled, the full fee will still be incurred.
For in-person sessions the person making the booking will be responsible for the cost and logistics of providing an appropriate meeting venue within a reasonable travel distance of the site.
The person or organisation making the booking will also be responsible for the cost and logistics of arranging refreshments including tea, coffee, water and sandwiches and fruit, to include both vegetarian and non-vegetarian options (or another appropriate lunch) for all those in attendance.
Session Scheduling & Provision of Advance Information: -
The Design Review Panel reserves the right to alter the date of a session, providing a minimum of 7 days’ notice to the booking party.
Any changes to the session date will be communicated promptly.
Any information to be shared with Panel members in advance of a session must be done so no later than 7 days before the scheduled session date.
All advance information to be shared with volunteer Panel members must be uploaded through The Design Review Panel website using the online form found at the following link: https://www.designreviewpanel.co.uk/upload-files.
Any information received later than 7 days in advance of a confirmed session may not be viewed by the volunteer Panel members and information received later than 48 hours in advance of a session will not be forwarded to volunteer Panel members.
The uploading of information to The Design Review Panel website (https://www.designreviewpanel.co.uk) does not constitute any contract with The Design Review Panel (aka Design Review Ltd) for the provision of any services by The Design Review Panel or any of its representatives, either real or implied.
By uploading information to The Design Review Panel website you confirm that you own the intellectual copyright to the work, or have permission from the owner, to publicly distribute the information.
It is agreed that all information, documentation and contact details uploaded to The Design Review Panel website may be shared by The Design Review Panel with the Panel chairs, volunteer Panel members, local authorities and any other third parties.
Once a planning application to which any uploaded information is in the public domain it is agreed The Design Review Panel may use and re-publish (both digitally and in hard copy) any uploaded information both digital and hard copy for marketing, training and research.
Online Design Review Panel Sessions:-
Online design review panel sessions will be held online using ZOOM (https://zoom.us/) to facilitate this, and there will be no ‘in person’ meeting or site visit.
All participants will need to have access to a Zoom account to be able to take part in an online session.
All participants will need to have access to an internet enabled device, a webcam and microphone available so as to be able to take part in an online session. Cameras must be switched on and the participants face visible during a session.
The Zoom session will be recorded by The Design Review Panel; unless by separate agreement The Design Review Panel will not share the recording with meeting attendees, other than the session Chairperson. Please note that Zoom may collect data in accordance with their own T&C’s.
360 Virtual site visits are carried out using high resolution 360 virtual photography. For this The Design Review Panel will arrange for someone to visit site in advance of the online review session and produce a 360 degree virtual photographic tour.
To enable the production of the 360 virtual tour the customer must provide, at the time of making the booking request, an OS location plan and pdf site plan indicating their preferred route and any key views to be included. Please note The Design Review Panel may also include additional views beyond that indicated by the customer.
The customer must provide appropriate site access to The Design Review Panel and its photographer no later than 10 days in advance of the requested design review panel session to which it relates.
Failure to provide an OS location plan, site plan and access to the site in a timely manner will result in the associated design review panel session being postponed until a date convenient to The Design Review Panel and The Design Review Panel will not be responsible for any loss incurred as a result of this delay.
The Design Review Panel will host the 360 virtual tour online for a period of 12 months, and the customer will be able to access this over the internet using most web browsers. If after the 12 months the customer would like the hosting of the virtual tour to continue the charge for this will be £900.00 for an additional 12 months.
All information and photographs used in the creation of the virtual site tour will remain the property of The Design Review Panel and this will not be shared, other than through access to the online virtual tour as above. The Design Review Panel will not provide offline digital copies or hard copies of any photographs or other digital file relating the virtual tour.
Feedback and Documentation:-
The Design Review Panel will aim to provide a written feedback document 14 working days following a design review panel session.
For a remote desktop review The Design Review Panel will aim to provide a written feedback document 14 working days following receipt of cleared funds payment and the information for review.
Feedback documents will be issued as locked PDFs to the person or organisation who made the booking.
Discussions and comments made during a design review panel session do not constitute the Panel's feedback; the written feedback document provided after a session has taken place constitutes the feedback of The Design Review Panel.
It is agreed that feedback documents will not be altered or added to after they have been issued by The Design Review Panel, other than at the sole discretion of the Panel administrator and only in exceptional circumstances to correct typos or other such factual errors that may have a bearing upon the intent of the feedback.
Nature of Feedback & Limitation of Liability:-
Any feedback that is provided is opinion and suggestion only, given by volunteers, and it in no way constitutes professional advice.
Neither The Design Review Panel nor its members accept any liability whatsoever from the Local Authority, applicant, or any third party related to the design review panel process or the feedback/opinions given.
Although the applicant, design team and Local Authority may have regard to the suggestions of The Design Review Panel there is no obligation to be bound by its comments, opinions or suggestions.
The Design Review Panel is not qualified to comment on matters of pollution or contamination of land.
The Design Review Panel will not be liable for any losses incurred related to pollution or contamination issues.
The Design Review Panel is not liable for any loss, real or implied, if the feedback document is issued later than 14 working days.
Neither The Design Review Panel nor any of its employees or any of the volunteer Panel members or other representatives will be liable for loss or damage arising out of or in connection with the design review panel process or use of its website (www.designreviewpanel.co.uk) or any of its online social media accounts. This limitation of liability applies to all damages of any kind, including direct, indirect or consequential damages, loss of data, income or profit and claims of any third parties.
Photography and Filming Consent:-
Photographs, films and recordings taken during virtual photographic site tours and design review panel sessions may be used for publicising The Design Review Panel, research, marketing, training and any future associated public events.
By attending a session, participants consent to being photographed, filmed, and recorded, and for the use of such media by The Design Review Panel for marketing, training, resale and academic research purposes.
Notwithstanding the above, The Design Review Panel will only share recordings, films or photographs with any third parties (including individuals that have been filmed, photographed or recorded) at its sole discretion.
Confidentiality:-
The Design Review Panel will keep reports confidential to the parties who booked the Design Review Panel session other than where a planning application has been made and reports may then be treated as public documents.
Data Protection and Privacy:-
Personal details provided will be handled in accordance with our GDPR obligations.
For information on our data handling practices, please refer to our Privacy Policy at https://www.designreviewpanel.co.uk/privacy-policy.
By making a booking request with The Design Review Panel, you confirm that you have fully read and agree to The Design Review Panel 'Terms of Use', 'Privacy Policy', & 'Booking Terms & Conditions', & confirm that you are either acting for yourself or have the authority to act on behalf of my company or organisation.
Volunteer Panel Members:-
Whilst we aim to provide the number of volunteer Panel members as indicated on the website/booking system for each session type; as all Panel members are volunteers The Design Review Panel does not guarantee a minimum number of Panel members for any given session. If for whatever reason a Panel member is unable to attend a session it is agreed the session will still proceed in their absence and this will not constitute a reason for a reduction in fee or refund.
In the interest of being demonstrably independent and impartial, The Design Review Panel does not reveal the identity of volunteers Panel members in advance of a session; all Panel members will be required to introduce themselves at the start of a session and email confirmation regarding the identity of Panel members can be provided by the Panel administrator after a session has taken place, upon request.
Whilst The Design Review Panel will make every effort to provide a consistency of Panel members for multiple sessions, The Design Review Panel does not guarantee the same Panel members (or Panel Chairperson) for a follow-up review.
No comments verbal or written given by any single volunteer Panel member (including the session Chair) or any employee of design review Ltd represents the Panels feedback – it is the written Feedback Document issued after a session that constitutes the Panel’s feedback.
Health and Safety:-
Health and safety during site visit is the responsibility of the person making the booking and therefore it is their responsibility to make the Panel administrator aware of any potential risks or dangers that may be encountered during the site visit, no later than 72 hours in advance.
It is for the design team and applicant to decide if they feel any risk assessments are required and if so, provide these to the Panel administrator no later than 72 hours in advance of a site visit.
The person making the booking should advise the Panel administrator, no later than 72 hours in advance of a site visit if they consider there is a requirement for the Panel to wear any Personal Protection Equipment (PPE). Other than footwear it is the responsibility of the person making the booking to ensure that any PPE equipment is made available to Panel members at the start of the site visit.
It is the responsibility of the person making the booking to invite all parties that they wish to take part in the session, including any local authority representative(s) they would like to invite.
Intellectual Property Rights of Feedback and Documentation:-
All intellectual property rights in the feedback and documentation provided by The Design Review Panel, including but not limited to reports, drawings, data, and materials, shall remain the property of The Design Review Panel. The client is granted a non-exclusive, non-transferable license to use such materials solely for the project related to the services rendered. The client agrees not to use the materials for any other purpose without obtaining prior written consent from The Design Review Panel.
Dispute Resolution:-
In the event of any dispute arising out of or in connection with these terms and conditions, including any question regarding its existence, validity, or termination, the parties shall first seek settlement of that dispute by mediation in accordance with The Chartered Institute of Arbitrators (CIArb) Rules, which Rules are deemed to be incorporated by reference into this clause. If the dispute is not settled by mediation within 30 days of the commencement of the mediation, or such further period as the parties shall agree in writing, the dispute shall be referred to and finally resolved by arbitration under the The Chartered Institute of Arbitrators (CIArb) Rules, which Rules are deemed to be incorporated by reference into this clause. The language of the arbitration shall be English.
Amendments to Terms and Conditions:-
The Design Review Panel reserves the right to amend these terms and conditions at any time. Any such amendments will be effective immediately upon posting to the Panel’s website or notification to the client. The client’s continued use of the services following the posting of revised terms and conditions constitutes their acceptance of the changes.
Force Majeure:-
Neither party shall be liable to the other for any delay or non-performance of its obligations under this agreement arising from any cause beyond its control including, without limitation, any of the following: act of God, governmental act, war, fire, flood, explosion, or civil commotion. For the avoidance of doubt, nothing in this clause shall excuse the client from any payment obligations under this agreement.
Confidentiality of Sessions:-
All information discussed during the design review panel sessions, including but not limited to, project details, feedback, and recommendations, shall be considered confidential and shall not be disclosed to any third party without the express written consent of both parties, except as required by law or where such information is already in the public domain.
Cancellation Policy by The Design Review Panel:-
The Design Review Panel reserves the right to cancel any booking for a session at its sole discretion. In the event of cancellation by The Design Review Panel, the client will be offered a full refund or the option to reschedule the session at a mutually agreed-upon time, subject to availability.
Limitation of Services:-
The services provided by The Design Review Panel are limited to design review and feedback as explicitly described in the service offering. Any additional services not specified in the original agreement will be subject to separate agreements and fees.
Client Responsibilities:-
The client is responsible for ensuring that all information provided to The Design Review Panel is accurate, complete, and lawful. The client agrees to indemnify The Design Review Panel against all liabilities, costs, expenses, damages, and losses (including any direct, indirect, or consequential losses, loss of profit, loss of reputation, and all interest, penalties, and legal and other reasonable professional costs and expenses) suffered or incurred by The Design Review Panel arising out of or in connection with the client’s breach of this clause.
Indemnification: -
The client agrees to indemnify, defend, and hold harmless The Design Review Panel and its officers, directors, employees, agents, affiliates, successors, and assigns from and against any and all losses, damages, liabilities, deficiencies, claims, actions, judgments, settlements, interest, awards, penalties, fines, costs, or expenses of whatever kind, including reasonable attorneys' fees, arising from or relating to the client's use or misuse of the services or breach of these terms and conditions.
Termination of Services:-
Either party may terminate this agreement with immediate effect by giving written notice to the other party if the other party commits a material breach of any term of this agreement and (if such a breach is remediable) fails to remedy that breach within a period of 30 days after being notified in writing to do so.
Accessibility and Inclusivity:-
The Design Review Panel is committed to ensuring that its services are accessible and inclusive. The Panel will make reasonable adjustments to accommodate participants with disabilities and ensure that sessions are conducted in a manner that respects diversity and promotes inclusivity.
Independent Design Review Panel Assessments (Building for a Healthy Life):-
In addition to design review panel sessions, The Design Review Panel carries out Independent Design Review Panel Assessments of schemes that have completed a Building for a Healthy Life self-assessment using the online tool at bhlassessments.co.uk, which is operated by BHL Assessments Ltd.
Definitions:
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Independent Design Review Panel Assessment means a desk-based review by The Design Review Panel of a completed Building for a Healthy Life self-assessment, together with the supporting material submitted with it, considered against the twelve considerations of the Building for a Healthy Life framework and concluding in the Panel's own Design Review Panel Certificate.
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Premium Independent Design Review Panel Assessment means the desk-based review extended with a site visit (where applicable) and a Panel discussion with the customer's design team, with verbal and written feedback provided in addition to the Design Review Panel Certificate.
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Expedited feedback means the issue of the Panel's certificate 7 working days after the latest of confirmation of the booking, receipt of cleared payment and receipt of everything the Panel needs. It is available for either assessment, subject to Panel availability.
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Design Review Panel Certificate means the certificate issued by The Design Review Panel recording the Panel's own conclusions against each of the twelve considerations.
How these assessments are booked, and with whom the customer contracts:
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Independent Design Review Panel Assessments are booked and paid for online from a finalised self-assessment at bhlassessments.co.uk. The customer's agreement is with BHL Assessments Ltd under its Terms of Sale, and BHL Assessments Ltd commissions The Design Review Panel to carry out the assessment. The customer deals with BHL Assessments Ltd throughout.
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The Design Review Panel and BHL Assessments Ltd are connected companies under common ownership. An Independent Design Review Panel Assessment is carried out by the Panel's own reviewers; its findings are reached independently and are not contingent on any self-assessment outcome or on the fee paid.
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This section describes the service as The Design Review Panel carries it out, so that these terms and the BHL Assessments Ltd Terms of Sale say the same thing. If they ever differ, the customer's contract with BHL Assessments Ltd governs.
Scope of service:
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The scope of an Independent Design Review Panel Assessment is strictly limited to consideration of the scheme against the twelve considerations of the Building for a Healthy Life framework. The Design Review Panel will not consider, comment on, or provide feedback on any matter outside that framework.
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The customer must have finalised a Building for a Healthy Life self-assessment and must provide the supporting information needed to show the reasoning behind the outcome recorded against each of the twelve considerations.
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The Panel may agree with the self-assessment. It may not. Where the Panel reaches a different conclusion against any consideration, the Panel's conclusion is what its certificate records. A Panel conclusion the customer did not want is not a fault in the service and is not a ground for a refund.
Confirmation, cancellation and refunds:
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Every booking is confirmed within 3 working days, before any reviewer is approached. Before confirming, the scheme is checked to be one the Panel can properly review: its scale and complexity, any conflict of interest, Panel availability, and any expedited turnaround requested.
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If the scheme cannot be taken, the booking is declined, the customer is told plainly why, and the payment is cancelled before collection or refunded in full. No administration fee is charged.
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A customer may cancel at any time before confirmation at no charge.
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A customer who cancels after confirmation but before The Design Review Panel has been commissioned is refunded in full less an administration fee of £250 plus VAT.
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Once The Design Review Panel has been commissioned, the fee is non-refundable and the booking cannot be postponed: volunteer reviewers have been convened and time has been committed to the scheme. The customer is told when the Panel is commissioned.
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Where expedited feedback has been accepted and the certificate is issued later than 7 working days after the latest of confirmation of the booking, receipt of cleared payment and receipt of everything the Panel needs, the expedited fee is refunded in full. The underlying assessment fee is unaffected and the assessment continues.
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Nothing in this section reduces the statutory rights of a customer who is a consumer, which are set out in the BHL Assessments Ltd Terms of Sale.
Turnaround:
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The Design Review Panel aims to issue its certificate 14 working days after the latest of: confirmation of the booking, receipt of cleared payment, and receipt of everything the Panel needs to carry out the assessment. For a Premium assessment, the certificate is issued 14 working days after the Panel session. Expedited feedback is issued 7 working days after the same trigger.
Fees:
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Fees for Independent Design Review Panel Assessments, Premium assessments, expedited feedback and revised-scheme assessments are those published at bhlassessments.co.uk at the time of booking. All fees are subject to VAT.
Documentation:
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Following an Independent Design Review Panel Assessment, The Design Review Panel issues a Design Review Panel Certificate. A Premium assessment also receives a written feedback report.
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Intellectual property in a Design Review Panel Certificate and any written feedback belongs to Design Review Ltd. The customer is granted a licence to use it in connection with the scheme it relates to, including in a planning application, and for no other purpose.
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A Design Review Panel Certificate is not altered after issue, other than as set out under "Feedback and Documentation" above.
Independence:
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Reviewers are unpaid volunteer built environment professionals, selected by The Design Review Panel in its usual way. They declare any conflict of interest, adhere to their own professional codes of conduct and the Nolan Principles of Public Life, and are bound by the Panel's Code of Conduct.
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In the interest of being demonstrably independent and impartial, the Panel does not reveal the identity of reviewers in advance. Confirmation of who took part is available afterwards on request.
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The owner of both companies takes no part in reviews arising from the bhlassessments.co.uk tool, and the Panel's fee does not depend on what the Panel finds.
What a Design Review Panel Certificate is, and is not:
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A Design Review Panel Certificate records the independent opinion of The Design Review Panel on the scheme's performance against the Building for a Healthy Life framework.
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It is not official Building for a Healthy Life certification, accreditation, commendation or validation, and it is not issued, approved or endorsed by the framework's authors, by Design for Homes, by the Design Network or by Homes England.
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It does not guarantee planning permission or any other approval. Panel feedback is opinion and suggestion given by volunteers and does not constitute professional advice. There is no obligation on the customer, the design team or any local planning authority to follow it.
The sections above headed "Nature of Feedback & Limitation of Liability", "Intellectual Property Rights of Feedback and Documentation", "Confidentiality" and "Dispute Resolution" apply to Independent Design Review Panel Assessments as they apply to design review panel sessions.
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Last Updated 18th September 2026