Painters' Hall - Conditions of Hire

Conditions of Hire

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 Owners” means Stainers Estates Limited. The “Event Manager” means Crown Society Special Event Caterers.

2 Hall Bookings Confirmation & Payment

Reservations to be made through the Owners or Event Manager's office.

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 Owners.

2.2 Bookings will be considered 'provisional' until a written confirmation has been received by the Owners or Event Manager.

2.3 Upon confirmation of booking, a deposit invoice will be issued for 50% of the Hall Hire charge or full cost. This contract must be completed and returned along with the deposit payment within 7 days of the date of the deposit invoice. The deposit is non-refundable.

2.4 An invoice for the final 50% of the Hall Hire charge or full cost dated 6 weeks prior to the event, will be sent following receipt of the deposit and must be paid within 7 days of the invoice date.

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

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 Cancellation

4.1 By the Hirer

In the event that the Hirer for whatever reason cancels a confirmed booking a cancellation charge of 50% of the hire fee shall be made. Once the Owners or Event Managers is in the receipt of the said confirmation, cancellation charges are effective immediately. If the cancellation is within 1 month of the event the full hire fee 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.

4.2 By the Owner or Event Manager

The Owner or 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.

5 Use of Premises

The Hirer agrees and undertakes as follows:

5.1 Not to use the premises other than for the purpose of the function specified in the hire agreement.

5.2 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.

5.3 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.

5.4 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.

5.5 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 Owners 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 Owners 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.

5.6 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.

5.7 To indemnify the Owners 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 Owners or Event Managers may from time to time give the Hirer pursuant to this Agreement.

5.8 Provide all contractors names, addresses and telephone numbers at the time of the confirmation of the booking and shall indemnify the Owners 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.

6 Equipment brought into the premises

6.1 The Owners and Event Managers 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.

6.2 Permission must be obtained from the Owners or Event Managers 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 Treasurers and Fittings.

6.3 The Owners or Event Manager may 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 Owners or Event Managers.

7 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. The Hirer shall indemnify the Owners or Event Managers against any consequential losses suffered arising out of the activities of the Hirer. The Hirer shall be responsible for all property brought onto the premises and the property of their guests.

8 Music and Entertainment

Music, Entertainment and Dancing are allowed at the discretion of the Event Managers and Owners.

9 Catering

9.1 Crown Society Special Event Caterers have the sole right to cater at Painter's Hall and they alone are allowed to bring food and drink onto the premises. This includes sandwiches, mineral water or tea/coffee.

9.2 All negotiations on catering matters should be conducted directly with the Event Manager (Tel: 020 7329 8484).

9.3 The Owners and Event Managers disclaim responsibility for all matters connected with catering at Painters' Hall.

9.4 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.

10 Smoking

Smoking is currently permitted in the function rooms at Painter' Hall 'No Smoking' notices can be displayed if a written request is made to the Event Managers by the Hirer.

11 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 or Event Managers. No other grand pianos may be brought onto the premises.

12 Unacceptable Conduct

The Owners and Event Managers reserve the right to:

Refuse entry to any persons conducting themselves in an unseemly manner.

Close any function at which the Hirer either contravenes the above conditions, departs from the previously agreed programme or permits guests to conduct themselves in an unseemly manner.

13 Cancellation/Interruption of Services due to Unforeseen Circumstances (Force Majeure)

The Owner or Event Manager shall use their reasonable endeavours to provide facilities referred to in this Agreement, but they shall not be liable for any loss or damage or inconvenience whatsoever occasioned by any interruption in or failure to provide any such services or facilities due to causes beyond their control.