1. The Hirer must accurately disclose the purpose for which the premises are required at the time of booking. Any misrepresentation     will entitle the Company to cancel the event and in such circumstances the Company may retain any fees and charges made.

2.  Where the Hirer is arranging an event for a third party, this must be declared at the time of booking. The name and nature of the third party’s business must be disclosed and the agreement of the Company obtained. For the avoidance of doubt, the Hirer remains primarily responsible for the Hirer’s obligations and is not entitled to transfer them to a third party.

3. The Hirer must undertake on confirmation of booking, to notify the Company of any attendees or activity which may require an increased security presence.

4. The Hirer must undertake to ensure the orderly conduct of the attendees of the event. The Hirer must indemnify the Company against all costs and expenses arising out of or consequent upon a breach of this condition.

5. In the event of any damage to furniture, furnishings, fixtures, fittings, equipment or property on the premises, during or attributable to the period of use, the cost of rectification as reasonably assessed by the Company must be paid in full within fourteen days.                

6. The Hirer must ensure that the attendees maintain at all times the smart dress code association with the traditions and rules of the premises.

7. No notices, signboards or any other form of advertising may be erected without the prior consent of the Company.

8. The Hirer and attendees are required to conform to all applicable laws and regulations (including but not limited to the Health and Safety at Work Act 1974) The Hirer must also comply with the Company’s safety requirements in operation at the time of the event or with any instruction issued by the Company’s designated Health and Safety Officer. 

9. It is the responsibility of the Hirer to provide first aid cover for the attendees at the event.

10. Due to the residential nature of the area, the Company has agreed a noise protocol with Islington Council in order to minimize the impact of events on the premises on neighbouring properties. A copy of this noise protocol is available separately. The Hirer should ensure that the event complies with all applicable aspects of the noise protocol and that attendees are aware of their own responsibilities under the protocol. The Hirer will be expected to sign a copy of the noise protocol to confirm that the conditions have been read and understood. In the event of a serious breach of conditions of the protocol the Company will be entitled to terminate the event and in such circumstances, any deposit and fees paid will be forfeited.

11. The Hirer is to ensure that the premises are vacated by the time agreed and detailed on the booking form. Where applicable, bars must close 30 minutes before the end time of the event and any music or other entertainment must finish 15 minutes before the end time of the event. For evening events the Hirer should ensure that the premises are vacated within 20 minutes of the agreed end time of the event. An excess hire charge, equal to the additional hourly charge, will be made if the premises are not vacated within this time. Additional catering staff charges will also apply.

12. The Hirer must provide the Company with an alphabetical (by surname) list of attendees a minimum of 24 hours prior to the event (12 noon on Friday for an event the following Monday). The Company reserves the right to reasonably refuse access to any person or persons on security grounds.

13.  For events of more than 100 attendees, the Hirer must provide sufficient personnel to assist the Company’s security staff with the checking in of attendees.

14. The Hirer must ensure that all attendees use the designated routes to and from the area of the premises that have been hired and remain within the area hired throughout the Event.

15. The Hirer must undertake to take reasonable precautions to ensure that none of the attendees interfere or cause disturbance or nuisance to any other event or activity taking place on the premises.

16. The Hirer must nominate in advance of the event, an appropriate representative who must remain sober, on site and available at all times during the event to ensure that all attendees comply with any instructions issued by the Company or its designated representative.

17. The Hirer must take reasonable precautions to ensure that no one tampers or otherwise interferes with the premises, its contents or any of the services, for example gas, electrical or water supplies, unless the Hirer has given written consent.

18. The Hirer is only permitted to bring equipment into the venue for use at the event with the previous written consent of the Company. The Hirer must ensure that all such equipment is removed from the premises at the end of the event unless otherwise agreed with the Company. Any goods or equipment remaining on the premises are left at the owner’s risk.

19. The Hirer must at all times take reasonable care to ensure proper and careful use of the premises and must draw the attention of the Company to any aspect associated with the event which may constitute “special risk” of any kind to the premises  or other people using the premises. The Hirer must seek advice from the Company about such risks but full responsibility for such risks remains with the Hirer at all times.

20. The Hirer must undertake to engage only the Company’s accredited suppliers to work on the premises unless the Company’s previous written consent has been obtained. The Company is not party to the agreement between the Hirer and the accredited suppliers and makes no representations or warranties in regard of the accredited suppliers.

21. Where the Hirer uses the atmospheric lighting and/ or audio visual infrastructure in the Prince Consort Rooms, the systems must be returned to the Company is the exact state that they were handed over. Any reasonable costs incurred by the Company to rectify changes to or damage caused to the systems will be charged to the Hirer and must be paid within 14 days.

22. The Company does not accept any responsibility for the damage or loss of any items brought on to the premises by the Hirer or attendees.

23.  Where applicable, it is the responsibility of the Hirer to provide a responsible representative to remain with any press at all times.

24. The Hirer may not use the Company’s logo or images without written permission to do so.

25.  In exceptional circumstances the premises and/ or grounds may be required for military purposes and a booking may have to be cancelled or curtailed. The client will be required to relinquish use immediately and no claim for compensation will be entertained. All deposits will be refunded for the period in question.

26. The Hirer may not sell or permit the sale of tickets to, or accept any entry fee for the event from, members of the public without the Company’s prior consent.

27.  Where catering is not required over a lunchtime or dinner session, the Company reserve the right to place a 35% surcharge on the venue hire fee.

 

Events on the grounds

26. The Hirer must ensure that the attendees to events on the grounds are appropriately and correctly dressed at all times. For example, cricket whites are to be worn for cricket matches.

27. IIf the changing rooms have been designated for the use of an event, it is the responsibility of the Hirer to ensure that attendees comply with the conditions of use displayed in the changing rooms. The Company reserves the right to charge an additional cleaning fee if the changing rooms are not vacated in a reasonable state.

28. Any damage caused to either Company property or that of neighbouring premises through the actions of an attendee at the event will be charged to the Hirer.

29. The Company reserves the right to cancel any outside function in the event of severe weather conditions. The ruling of the Company’s Chief Executive in such circumstances is final. We advise that the Hirer obtains appropriate insurance for such an event.

 

Payment terms

30.        The Hirer agrees to pay the Company, via its designated representative, Chester Boyd Ltd, the following deposit and fees.

 

For events confirmed more than six months prior to the event date:

On confirmation of the booking:

A deposit of 25% of the agreed hire charge or 25% of a daily delegate, wedding or christmas package where applicable.

Six months prior to the event:

A second deposit of a further 25% of the agreed hire charge together with, where applicable, a £20 + Vat per person deposit for catering based on the estimated numbers at this time. In the case of a package rate a further 25% deposit is payable.

One month prior to the event:

The remaining 50% of the agreed hire charge together with the remaining anticipated catering charges and any ancillary charges such as silver, audio visual etc. In the case of a package rate the remaining 50% is payable based on estimated numbers.

 

For events confirmed less than six months but more than six weeks prior to the event date:

On confirmation of the booking:

A deposit of 50% of the agreed hire charge together with, where applicable, a £20 + Vat per person deposit for catering based on the estimated numbers at this time. In the case of a package rate such as a daily delegate rate, christmas or wedding package, 50% of the agreed package rate is payable.

One month prior the event:

The remaining 50% of the agreed hire charge together with the remaining anticipated catering charges and any ancillary charges such as silver, audio visual etc. In the case of a package rate the remaining 50% is payable based on estimated numbers.

 

For events confirmed less than six weeks prior the event date:

 

On confirmation of booking

100% of the agreed hire charge together with 100% of the anticipated catering charges and any ancillary charges such as silver, audio visual etc. In the event of a package rate 100% of the package is payable based on estimate numbers.

 

Cheques should be made payable to Chester Boyd Limited and sent to the Sales Office, The HAC, Armoury House, City Road, London, EC1Y 2BQ in sufficient time to clear by the due date.

 

Final chargeable catering numbers are required in writing 3 working days prior to the event. The final chargeable numbers will be for the confirmed numbers or number attending the event on the day, whichever is the higher.

 

Cancellation

 

If the Hirer cancels the event:

 

183 or more calendar days before the event:         80% of the confirming deposit will be refunded.

 

Less than 183 days but more than 91 calendar days before the event:        50% of the confirming deposit(s) will be refunded.

 

Less than 91 days but more than 31 days before the event: The confirming deposit(s) will be retained in full ie: 50% of the venue hire fee and £20 + Vat per person deposit on catering or 50% of the package rate.

 

Less than 31 days but more than 7 days before the event: The full payment of 100% of the venue hire and 50% of the anticipated catering costs is payable.                        

 

Less than 7 days before the event: The full payment of 100% of all anticipated costs is payable.