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 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 1^st 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.