|

Conditions of Hire
[ printable version ]
1. Interpretation
“The Hirer” means the
organisation or individual booking Painters' Hall. The Hirer is contractually
bound by the clauses contained in the Painters' Hall Conditions of Hire. “The
Owner” means The Worshipful Company of Painter-Stainers.
The “Event Manager” means Kudos Hospitality Ltd.
2. Booking Procedure
2.1 Provisional reservations will be held
for a maximum of two weeks (10 working days) from the initial contact and then
automatically cancelled without further communication from the Event Manager or
the Owner.
2.2 A
contract between The Hirer and Event Manager or the Owner will be formed on
acceptance by parties of these terms and conditions which should be signed by
an authorised signatory and returned to the Event Manager together with a
deposit of 100% of the room hire within 7 days of the invoice date.
The deposit is non-refundable.
2.3 Bookings
will be considered 'provisional' until a written confirmation has been received
by the Owner or Event Manager. If no
signed terms and conditions and deposit are received the booking will be
released
2.4 The
remainder of the venue hire should be paid no later than 28 days prior to the
event.
2.5 If
payment is not received in accordance with the above, or does not clear for any
reason the booking will be immediately cancelled. Final invoices not paid
within the 7 days of invoice date will incur interest at 8% over the Royal Bank
of Scotland base rate per annum.
3. Bookings made within 6 weeks of the event
3.1 Reservations will be held for up to 5
working days only. Upon confirmation an invoice for 100% of the Hall Hire
charge or full cost will be issued together with this contract and must be
returned completed with full payment within 7 days of the invoice date. If
payment is not received or payment does not clear for any reason the Event
Manager or Owner reserves the right to cancel the booking. Outstanding invoices
not paid within the 7 days of invoice date will incur interest at 8% over the
Royal Bank of Scotland base rate per annum.
4. Catering Conditions
4.1 Please
note our prices are prepared on the basis of specific numbers. In the event of
the final numbers falling below the guaranteed number, we reserve the right to
increase the quoted price. Any variation to the services that is requested by
the hirer must be notified in writing to the Event Manager not less than seven
days prior to the function. The Event Manager will endeavour to comply with any
requests for variations, subject always agreeing with the hirer any alteration
to the quotation that may become necessary. For the avoidance of doubt the
Event Manager shall not be obliged to make any such variations.
4.2 Bar and Wine prices are correct at the date of printing but such items are subject
to alteration without notice.
4.3 Approximate number of guests must be supplied at least 10 working days prior to the
function and a guaranteed number of guests is required
at least 5 clear working days before the function.
5. Catering Rates and Payments
5.1 A catering deposit representing 50% of
the estimated minimum catering invoice must be paid at least 7 days prior to
the event taking place. The remaining
50% and any additional cost will be invoiced after the event and must be paid
within 7 days of the invoice date. All
payments within these schedules must be cleared funds.
5.2 Prices quoted do not include agency commission unless stated otherwise.
5.3 The Event Manager or the Owner
reserves the right to demand payment from The Hirer prior to the event of up to
100% of the total costs. If the amount
is not received by the date specified by the Event Manager or the Owner, The
Event Manager or the Owner then reserves the right to cancel the contract and
refuse usage to The Hirer.
5.4 Should the event continue beyond the contract time Event Manager or the Owner shall
charge The Hirer for each additional hour at the published rates.
5.5 Payment by credit card will incur a 4% interest charge on the total of the invoice.
5.6 Payment is due within 7 days of the date of invoice.
If any sum payable by the client is outstanding on the due date,
interest will be payable on the due amount at the rate of 8%
above the Royal Bank of Scotland’s base rate
for the time from due date until payment.
5.7 Individuals and Companies outside the UK
will not be granted credit under any circumstances and the full amount of your
event will be payable 28 days prior to your event.
5.8 All
prices quoted are exclusive of VAT at the prevailing rate unless otherwise
stated.
5.9 Credit
arrangements for companies only subject to suitable references. If you wish to
be billed on credit, please fill in our Credit Application Form.
5.10 Payments
should be made to The Accounts Department, Kudos Hospitality Ltd, 236 London Road, Romford, RM7 9EL.
6. Cancellation
6.1 By the Hirer
In the event that the
Hirer for whatever reason cancels a confirmed booking a cancellation charge of
100% of the hire fee and 50% of estimated minimum catering spend shall be made.
Once the Owner or the Event Manager are in receipt of confirmation,
cancellation charges are effective immediately. If the
cancellation is within 1 month of the event the full hire fee and catering
revenue is payable. Outstanding invoices not paid within the 7 days of
invoice date will incur interest at 8% over the Royal Bank of Scotland base rate per annum.
6.2 By
the Owner or the Event Manager
The Owner or the
Event Manager shall not be liable for any loss due to any breakdown of
machinery, failure of supply of electricity, leakage of water, fire, strike,
Government restriction, act of God, act of terrorism, or any circumstance
beyond the control of the Owner or Event Manager which may cause the hiring to
be interrupted or cancelled. If the hiring is cancelled for any of the above
reasons the Owner or Event Manager shall give to the Hirer the maximum
practicable notice and shall refund the hire charge but shall not otherwise be liable to the Hirer.
7. Equipment brought into the premises
7.1 The Owner and Event Manager must
approve all contractors engaged by the Hirer in advance. The contractors are
responsible for evidencing documentation appertaining to applicable legislation
including copies of risk assessment documentation appertaining to the event.
The contractors are required by law to supply staff trained and are fit for the
purpose, for which they are employed.
7.2 Permission must be obtained from
the Owner or Event Manager for the construction of display units, audiovisual
equipment, etc. Restrictions relate to weight of individual items, dimensions
and proposed position with regard to the safeguarding of Hall Treasures and
Fittings.
7.3 The Owner or the Event Manager
decline any responsibility for goods, equipment, personal effects left at
Painters' Hall after any function. Such items may be left at the Hirer's risk
only by arrangement with the Owner or Event Manager.
7.4 All
AV and Lighting equipment must be hired via our preferred supplier, Metro
Broadcasting. Please contact the Event
Manager for details.
8. Music and Entertainment
Music, Entertainment
and Dancing are allowed at the discretion of the Event Manager and Owner.
9. Use of Premises
The Hirer agrees and
undertakes as follows:
9.1 Not to use the premises other than
for the purpose of the function specified in the hire agreement.
9.2 To pay Value
Added Tax at the appropriate rate chargeable on the hiring charge and on any
other supply of services or goods under the hire agreement.
9.3 To ensure that
good order of staff and guests is kept whilst on the premises and at time of
exit and to ensure that no activity is carried out that shall cause nuisance or
annoyance.
9.4. To take all reasonable care of the
premises and property therein and to make good all damage and loss or theft
caused to the premises and any property therein.
9.5. To ensure that property brought
onto the premises during the period of hire and all debris is removed from the
premises on expiration of the period of hire so that the premises are vacated
and left in a clean and orderly state. Any damage to the premises will be
repaired by the Event Manager or Owner and charged to the Hirer thereafter. In
the event of the Hirer failing to comply with the obligations under this sub
clause the Event Manager or Owner shall be entitled to perform the same and
also to put any such goods and chattels into store and costs connected
therewith will be charged to the Hirer.
9.6. Not to permit any activity which
may render an increased premium payable for insurance of the premises or any
part thereof or to carry out any activity which may void any
such policy of insurance.
9.7. To indemnify the Owner or Event
Manager against all costs, expenses, actions, claims, demands and liability
arising from any non-compliance with the terms and obligations of this
Agreement or from any non-compliance with any regulation or direction that the
Owner or Event Managers may from time to time give the Hirer pursuant to this
Agreement.
9.8. Provide all contractors names,
addresses and telephone numbers at the time of the confirmation of the booking
and shall indemnify the Owner and Event Manager against any loss, damage, claim
or expense in respect of all sub-contractors engaged by the Hirer to carry out
work solely in connection with the said event.
10. Catering
10.1 Kudos Hospitality
have the sole right to cater at Painter's Hall and they
alone are allowed to bring food and drink onto the premises.
10.2 For all non catering events either a
charge of £15.00 + vat per person or a 50% surcharge of the hall hire
which ever is the greater value is applicable.
10.3 All negotiations on catering
matters should be conducted directly with the Event Manager (Tel: 020 7329
8484).
10.4 The Owner disclaims responsibility
for all matters connected with catering at Painters' Hall.
10.5 At the Event Manager's discretion,
a specialist caterer may be allowed into the premises but shall remain under
the control of the Event Manager.
11. Smoking
As of the 1st
July 2007 it is against the law to smoke in an enclosed public place therefore
no smoking will be permitted on the premises of Painters’ Hall.
12. Hall Equipment
A public Address
System is available for use in the Livery Hall at no extra charge.
A Broadwood grand
piano, in the Livery Hall, is available for use free of charge by arrangement
with the Owner. No other grand pianos may be brought onto the premises.
13. Limitation of Liability
If the Event Manager or
the Owner are in breach of its obligations hereunder for any reasons or
terminates this contract The Event Manager’s or the Owner’s only liability is
to return the hire charge, if appropriate and the Event Manager or the Owner
shall not be liable to The Hirer for any loss suffered by the client and in
particular, The Event Manager or the Owner shall not be liable for any
consequential loss or damage occasioned by the cancellation of the event.
14. Joint and Several
Where the expression
‘The Hirer’ includes more than one party, every agreement on the part of The
Hirer shall be deemed to be a joint and several agreement
with all parties.
15. Right of Entry and Security
15.1 The Event
Manager or the Owner reserve the right of entry for itself and for contractors
and agents to enter the premises at all times.
15.2 The Event
Manager or the Owner may for security
purposes stop and search any person entering the building and shall be entitled
to refuse entry to any person or animal which they consider to be a risk to
safety.
15.3 In order to comply with fire
regulations, the maximum number of people permitted in each room is as stated
in the Operational Conditions and these Guidelines and may not be exceeded
16. Public Order, Health & Safety
The Hirer, the Event
Manager and the Owner acknowledge their respective responsibilities under the
Health & Safety at Work Act 1974 and in particular:
16.1 The
Hirer shall be responsible for the preservation of public order during the
event.
16.2 A
representative of The Hirer must be present and available throughout the event
to ensure it runs smoothly.
16.3 The
Hirer shall observe the ‘The Event Manager or the Owners Health & Safety
Rules’ in accordance with the above Act.
16.4 The
Hirer shall ensure that satisfactory risk assessments and method statements are
provided by their contractors before a Permit to work is issued by the Event
Manager or the Owner
16.5 The
Hirer shall observe and comply with any additional regulations as Event Manager
or the Owner may make in relation to the premises
17. Conduct
17.1 The
Hirer shall take all reasonable care of the premises and its property and meet
the cost of all damage and loss to the premises and its property arising from
the event.
17.2 The
Hirer shall remove immediately after the event all equipment and items brought
onto the premises and clear all rubbish and debris which The Hirer has
accumulated during the event. The Hirer
shall restore any part of the premises which it may have altered.
17.3 The
Hirer shall inform The Event Manager or the Owner with
written details of all equipment that the Hirer wishes to bring onto the
premises. The Hirer shall not bring onto
the premises any equipment that Event Manager or the
Owner has not authorised.
18. Contractors and Agents
18.1 All
Terms and Conditions shall apply to The Hirer’s agents, contractors and
visitors.
18.2 All
quotations of charges made by the Event Manager or the Owner which are passed
on must not be altered or amended in any way without the consent of the Event
Manager or the Owner. Any commission or management fee must be presented
separately from The Event Manager or the Owner quotation
19. Indemnity
The Hirer shall
indemnify the Event Manager or the Owner against any losses, damages, claims,
and expenses incurred in respect of the following, to the extent not caused as
a direct result of the negligence or the Event Manager or the Owner or their
employees:
19.1 Death or personal injury
19.2 Damage to the venue or any part of it
19.3 Damage to, loss or theft of any property.
20. Insurance
It is the Hirer's
responsibility to ensure that adequate insurance cover is in place in respect
of the Hirer's legal Liability for loss of or damage to the buildings of
Painters' Hall and its contents.
20.1 The
Hirer shall further indemnify the Event Manager or the Owner against all loss,
expenses or damage to third party property and in respect of death or injury to
any person in conjunction with The Hirer’s or its contractor’s use of the
premises. The Hirer shall indemnify the
Event Manager or the Owner against all claims which may be made against them in
respect of such matter except injury, loss or damage resulting from the
negligence of Event Manager or the Owner.
20.2 The
Hirer shall effect to maintain public liability insurance in respect of the
matters so indemnified to a minimum cover of £10,000,000
20.3 The
Hirer must not do or allow to be done anything which may render payable an
increased premium under policies of insurance effected by The Event Manager or
the Owner in respect of the premises or which may render void any such policies
21. Default
The Event Manager or
the Owner may at its discretion terminate this contract in the following
circumstances;
21.1 Where any sum
under this contract or any other contract has not been paid in full on the due
date for payment
21.2 Where
The Hirer has committed a material breach of this contract
or any other contract between The Hirer and Event Manager or the Owner.
21.3 Where the Hirer
is a limited company and makes a proposal for a voluntary arrangement within
Part 1 of The Insolvency Act 1986.
21.4 Where
The Hirer is not a limited company and commits an act of
bankruptcy
22. Complaints
Any complaint must be
received by The Event Manager in writing no later than 9.00am THREE
working days following the event.
This contract shall
be governed by and construed in accordance with the laws of England and shall be subject to the
jurisdiction of the English Courts.
24. Force Majeure
The Event Manager or the Owner should not be liable for any loss due to any
circumstances which include, but not exclusively, breakdown of machinery,
failure of supply of electricity or other utilities, leakage of water, fire,
flood, explosion, strike or labour dispute, external road or building works,
Government restrictions, Force Majeure, act of terrorism or any circumstance
outside the control of The Event Manager or the Owner which may cause the event
to be interrupted or cancelled.
© Copyright 2008, The Worshipful Company of Painter-Stainers. All rights reserved.
Designed by NetConnex.
|