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Terms and Conditions for room hire and additional services

 

Definitions:

‘The Company’ means The Armourers Hall Company whose registered office is Armourers Hall, 81 Coleman Street, London, EC2R 5BJ

‘The Venue’ shall be the Armourers Hall at 81 Coleman Street London EC2R 5BJ

‘The Client’ means the Company, Institution, Organisation or Individual on whose behalf this legally binding Contract is made.

‘Charges’ means the amounts payable by the Client for the hire of a room or rooms, consumables and Audio Visual/Media services as set out in the Agreement between the Client and the Armourers Hall Company.

‘The Event’ means the function, conference or special occasion, the date of which has been agreed by the parties and at which The Armourers Hall Company is engaged to provide the Services

‘The Caterer’ is any caterer who is contracted by The Client to provide catering services at the Venue.

‘Consumables’ means the food, drink, wines and spirits supplied at the Event.

‘Hire Period’ means the period of time to hire room or rooms as agreed between The Armourers Hall Company and the Client.

‘Package’ means the combined services supplied by The Armourers Hall Company to the Client.

 

 

1) ROOM HIRE

a) Any rooms or areas of The Armourers Hall made available to the Client are by agreement with The Company and are subject to payment by the Client of the separate Room Hire Charge or Package

b) Applications for venue hire will be accepted only if the nature of the function is considered appropriate by The Company. The Company reserves the right to refuse a booking.

c) The Client will ensure that the Event will not be conducted and that its guests will not behave in a way which will or may constitute a breach of the law or cause a nuisance or be an infringement of any licence held by The Company.

d) The Company reserves the right to exclude or eject any persons from the Event, whom it reasonably considers to be objectionable (including any person engaged by the Client to provide entertainment or perform any other duties at the Event). The Client will be liable for any liability arising thereby and shall indemnify The Company accordingly save where the Client establishes negligence or bad faith by The Company.

e) At the end of the Hire Period the Client shall remove from the venue anything which the Client has brought into the venue for the purposes of or in connection with the Event and shall ensure that all rooms used are undamaged.

f) If, in the opinion of The Company, the Client has failed to comply with clause 1 e above, the Company may, in place of the Client but at the Client’s expense, do all that is necessary to comply with that clause.

g) Items can be sent in 48 hours prior to the event by negotiation with the Hall Manager. All left over items need to be packed up and collected within 48 hours after the event. The Company reserves the right to charge £50 (+VAT) per day for storage for items left over 48 hours within the building. The Company reserves the right to dispose accordingly of any items left over after 48 hours and charge £300 (+VAT) for the disposal.

h) The Company holds a liquor licence which is valid until 24:00 hours (22:00 hours on Sundays). If an entertainment or occasional licence is required, at least 6 weeks’ prior written notice will be required and an appropriate charge will be made. The Company reserves the right as its absolute discretion to decline applying for an entertainment or occasional licence.

i) The Company reserves the right to turn down or cancel the entertainment, if, in the opinion of the Company, the Event is too loud and/or causing disturbance to other users of the Venue.

j) The Company reserves the right to withdraw the use of The Company event spaces if, in the opinion of The Company, the Client has misrepresented the purpose of the booking. The Client may not sub-let or further offer for hire any accommodation.

 

2) ATTENDEES

a) At the time of booking the Client shall provide details of the number of persons attending the Event. The maximum number of guests is 125

b) The Client agrees to commence the Event promptly at the time agreed with The Company and to procure that those persons present at the Event vacate the room designated for it at the time stated on the booking form.

c) The Company reserves the right to charge additional fees where evening events overrun. If an event overruns past 23.00 hours, The Company will charge an additional amount per hour or part thereof plus taxi fares for staff.

d) The Client shall ensure that those attending the Event are ready to be served their food at the time agreed and that meals are completed within any pre-agreed time period.

e) The Client agrees to reimburse all expenses incurred by The Company resulting from the Client’s breach of its obligations hereunder including (without limitation) any additional payments to staff.

 

3) CHARGES

a) All charges for the Services will be the charges quoted by The Company at the time of booking (subject to any adjustment in accordance with these Terms and Conditions).

b) All charges are subject to Value Added Tax at the current rate.

c) All payments are required in pounds Sterling.

d) The Company reserves the right to require a deposit payable at the time of booking such deposit being equal to 50% of the estimated total of the room hire charge payable to The Company (the “deposit”). The deposit is non-refundable.

e) The Company reserves the right to make additional charges for Events commencing before or running on beyond the times stated on the invoice.

f) Clients shall pay the balance of any charges over and above the amounts due pursuant to clause 3(a) above within 30 days of the invoice date. The Company reserves the right to charge interest on overdue accounts above 30 days at a rate of 4% per annum above the base rate of Bank of England for the time being.

 

4) CONSUMABLES

It is the Client’s responsibility to notify The Company of its authorised representative(s) for the Event and to ensure that all orders of Consumables are signed for by the authorised representative of the Client. Where the Client fails to notify The Company of its authorised representative(s) or orders are placed by persons other than a Client’s authorised representative, the figures recorded by the Company shall be conclusive and the Client shall be bound to pay the charges for the Services. The Company will not accept any adjustments to the price unless this procedure is followed.

5) AUDIO VISUAL/ MEDIA SERVICES

a) The Company reserves the right to surcharge for amendments to requirements made within three working days of the commencement of the hire period.

b) Any equipment hired to the Client will be operated during the Event by staff employed by The Company, except as provided in paragraph 5(c).

c) With the written approval of The Company, equipment hired for use in the venue may be operated during the Event by the Client or his/her authorised agent.

d) The Client agrees to make good any damage or loss to equipment which is operated by the Client or his/her authorised agent.

e) The Company agrees to use reasonable endeavours to find a suitable replacement for any equipment hired to the Client which is found to be defective.

f) Clients are not permitted to bring any electrical equipment into the building unless it bears a valid Portable Appliance Test Certificate.

g) The Company reserves the right to substitute alternative equipment and/or services where original equipment and/or services are unobtainable or are not able to be used.

h) Additional equipment and/or services requested immediately prior to, or during an Event must be signed for by the Client or authorised signatory on an additional request form, on which the estimated additional prices will be clearly shown.

i) The Company will not accept responsibility for disruption and inconvenience to, or the ruination of an Event and/or presentation where sub-standard materials and/or poor quality video playback material, have been presented to a Company employee for projection. 

j) The Client agrees that The Company will not be responsible for failure to notify speakers or presenters of the minimum acceptable standards, or failure to gain their precise requirements, or for the unforeseen requirements of late arriving speakers and/or slide/video users.

k) The Client agrees that any person employed or authorised by him/her to deal with any equipment or service in relation to the Event shall comply with any direction or instruction given to him/her in relation to the use of any equipment by the staff employed by the Venue.

l) The Client agrees to make good any damage or loss to equipment which is operated in accordance with paragraph (5l) by the Client’s production company.

m) The Company agrees to use reasonable endeavours to provide the equipment and perform the services specified in relation to the Event. The Company does not however accept any liability for any failure to provide equipment or perform services where that failure is beyond the reasonable control of The Company.

n) The Company does not accept any liability for any loss or damage which arises directly or indirectly out of the use of the equipment or the performance, unless such loss arises from the negligence of The Company staff. The Client agrees to indemnify The Company against any claim for any such loss or damage.

o) Hired equipment remains at all times the property of The Company. The Client shall not sell, or offer for sale, assign, mortgage or pledge the equipment or any part or parts thereof and the Client will keep the equipment in their own possession for their own use and will not allow any lien or other encumbrance to be created in respect of the same.

p) The Client shall be responsible for any software and hardware provided by them for use in Events and The Company will be responsible for any software and hardware provided by them for use in Events.

 

6) CANCELLATION BY THE COMPANY

The Company may cancel the provision of the Services to an Event and forthwith terminate this Agreement and the rights granted to the Client if: -

a) The Armourers’ Hall or part of The Armourers’ Hall has to be closed for reasons beyond The Company’s control; or

b) The Client is already in arrears with any payment due to The Company and/or

c) The Client is in breach of any of these Terms and Conditions and/or The Company’s Terms and Conditions of Hire (if any) and fails to rectify such breach within 7 days of written request so to do by The Company; or

d) The Client becomes insolvent or enters liquidation or receivership or is subject to any similar process or is unable to pay its debts within the meaning of Section 123 of the Insolvency Act 1986 or any statutory modification or re-enactment thereof; or

e) The Client (being an individual) is adjudicated bankrupt or dies.

 

7. CANCELLATION BY THE CLIENT

a) A confirmed booking shall only be deemed to be cancelled when The Company receives written notification of the cancellation from the Client.

b) Where a Client cancels the booking, in addition to loss of the Deposit, the Client shall pay to The Company the following charges in respect of the booking (credit being given for the amount of the Deposit paid): -

Notice of cancellation received -

Less than 30 days prior to Function - 100% of the pre-booked total

Between 30-90 days prior to Function - 75% of the pre-booked total

Between 91-180 days prior to Function - 50% of the pre-booked total

Between 181 and 270 days prior to Function - 25% of the pre-booked total

 

8. LIABILITY

a) The Company shall not be liable to the Client because of any delay in performing or any failure to perform any of The Company’s obligations in relation to the Services if such delay or failure is due to any cause beyond The Company’s reasonable control including (without limitation)

Government intervention, strikes, acts of God, national or local disasters or war or any event causing the whole or part of The Armourers’ Hall to be closed to the public. In such circumstances the charges payable by the Client may be subject to abatement by a fair and reasonable apportionment.

b) The Company does not accept liability for loss or damage to any object, equipment, furniture, stock or other property of any sort brought onto the premises by the Client or their guests or hired by The Company on the Client’s behalf howsoever such loss or damage may occur unless as a direct result of The Company’s negligence. All such property will remain under the care and control of the Client and is entirely at the Client’s own risk.

c) The Company shall have no liability to the Client for any consequential loss to the Client arising out of or about the provision of the Services pursuant to the contract formed by these Terms and Conditions and the total liability of The Company for any other loss of the Client shall not exceed the price payable by the Client for the Services.

d) The Client shall be liable for any loss, damage, personal injury or death arising out of or in connection with the Event, except to the extent that such loss, damage etc. is caused by the negligence of The Company, its servants or agents and the Client indemnifies The Company against any claim brought against The Company in relation to any such matters.

e) The Client shall be liable for any loss or damage caused to the Venue and the property, furnishings, paintings or objects in the Venue by any act or omission of the Client, its sub-contractors or guests of the Client, and shall pay to The Company on demand the amount required to remedy any such damage.

 

9. HEALTH AND SAFETY

a) The Client must take instructions from The Hall Manager (or the nominated deputy for the occasion) and, while functions are in progress. The Company staff on duty will assume full control and responsibility for evacuation in the event that any security matter including bomb, fire or the behaviour of those attending warrants such action.

b) The Client must comply with all the Venue’s Health and Safety regulations. The Client shall notify The Company immediately on becoming aware of any accident or injury occurring at the Venue. Where an event requires the provision of special services, e.g. additional electrical services, the Client shall comply with any additional safety requirements imposed by The Company. Blocking of access routes will not be permitted while delivering, setting up or breaking down for events.

c) All electrical equipment brought into the Venue must have a current Portable Appliance Test (PAT) Certificate. This must be presented to the Hall Manager on the day of the event. In the absence of a Certificate, the Client shall be obliged to use the equipment on site, should it be available, and will be charged accordingly. The Company accepts no responsibility for any disruption to an event should equipment not be available.

d) The Client shall not use or allow to be used any gas-supplied heaters, helium balloons, naked flames or anything similar in any part of the Venue.

 

10. INSURANCE

a) The caterer shall take out before the Event and maintain during the Hire Period public liability insurance in respect of its liabilities under these Terms and Conditions for an amount of cover not less than ten million pounds’ sterling.

b) The caterer shall, at the request of The Company, produce before the Event a certificate of such insurance for inspection by The Company.

c) The caterer shall not do anything which will or might vitiate in whole or in part any insurance effected in respect of the Venue from time to time.

 

11. GENERAL

a) The Client shall not use the “The Armourers’ Hall” logo in any of its advertising or publicity for the Event without the prior written approval of The Company. The Client will ensure that advertising and publicity material for the Event does not imply that the Event is endorsed or organised by The Company without the prior written approval of The Company.

b) No variation to these Terms and Conditions shall be effective unless agreed in writing and signed on behalf of The Company and the Client.

c) Any notices to be given under these Terms and Conditions must be given in writing and delivered personally or sent by pre-paid recorded delivery or registered post or by facsimile or scanned and sent by email to the addresses of the parties stated on the front page of these Terms and Conditions.

d) These Terms and Conditions shall prevail over any Conditions offered by the Client.

e) The Client may not assign, transfer or sub-contract its rights and/or obligations under these Terms and Conditions without the prior written consent of The Company.

f) If the expression the Client includes more than one person those persons shall be jointly and severally liable under these Terms and Conditions.

g) These Terms and Conditions shall be governed and construed in accordance with English Law and each party agrees to submit to the non-exclusive jurisdiction of the English Courts as regards any claim or matter arising.

h) Armourers’ Hall is a non-smoking venue and e-cigarettes must not be used within the Venue. This policy will be strictly enforced.

i) No alterations may be made to the appearance of the hired space without the prior agreement of the Hall Manager. Affixing to walls/surfaces is not permitted. The Hall Manager reserves the right to remove any unauthorised items and charge at cost for any damage incurred.

j) All deliveries must be pre-arranged within the agreed hire period. Company name and to be delivered items must be provided to the Hall Manager at least 24 hours in advance of the Event.

k) The Client acknowledges that no relationship of landlord and tenant is created between the Client and The Company by this Agreement and that The Company retains control possession and management of the Venue and the Client has no right to exclude The Company from the Venue.

l) The Client agrees and undertakes:  to indemnify The Company and keep The Company indemnified against all losses, claims, demands, actions, proceedings, damages, costs, expenses or other liability in any way arising from:

(a) this Agreement;

(b) any breach of the Client's undertakings; and/or

(c) the exercise of any rights given to the Client