Standard terms and conditions of hire

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 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 at 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 associated with the traditions and rules of the premises.

7.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.

8.The Company reserves the right to change the point of entry and departure from the City Road entrance.

9.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.

10.The Hirer must nominate in writing, no later than 7 working days prior to 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.

11.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.

12.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.

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

14.The Hirer may not attach anything to the walls, fixtures or fittings without express written permission from the Company.

15.It is the responsibility of the Hirer to provide first aid cover for the attendees at the Event.

16.Due to the residential nature of the area the Company has agreed a noise protocol with Islington Council in order to minimise 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.

17. The Hirer must, on request, 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 attendee on security grounds.

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

19.The contract states the maximum capacity for the area hired, subject to final room layout, however the actual number of attendees permitted to attend the Event will be the final numbers given 3 working days prior to the Event. The Company reserve the right to refuse entry to any additional guests. Where the Hirer wishes to bring in guests who are not attending the main event written permission must be obtained from the Company and a guest list provided no later than 3 working days prior to the Event. In all cases the Company reserves the right to refuse entry to any attendee who is dressed inappropriately or who is deemed to be behaving in an unacceptable manner.

20.The Hirer is to ensure that the Designated premises are vacated by the time agreed and detailed on the events sheet which will be issued no later than 7 working days prior to the Event. Where applicable, bars must close no later than 30 minutes before the end time of the Event and any music or other entertainment must finish no later than 15 minutes before the end time of the Event. The Hirer should ensure that the Designated 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 Designated premises are not vacated within this time. Additional catering staff charges will also apply.

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

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

23.The Hirer must undertake to engage only the Company’s accredited suppliers to work at the Designated 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.

24.Where the Hirer is granted permission to use non-accredited suppliers it is the responsibility of the Hirer to ensure that the Company is provided with all necessary insurance, risk assessments and method statements at least three weeks prior to the Event. The Hirer will be responsible for ensuring that the Company is promptly reimbursed for any damage caused to the premises, fixtures or fittings through the actions of any non accredited suppliers it engages.

25. Where the Hirer engages a non accredited supplier who 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.

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

27.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.

28.The Hirer must ensure a minimum of £5 million public liability cover is in place for the Event. The Hirer must provide the Company with a copy of the certificate on request.

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

30.The Hirer may not use the Company’s logo or images without written permission.

31. The Hirer must make all reasonable endeavours to ensure that attendees at an event smoke only in the designated areas.

32. In exceptional circumstances the premises and/ or grounds may be required for military purposes and an Event may have to be cancelled or curtailed. The Hirer 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.
 
Events on the grounds

33. The Company reserves the right to cancel any Event on the grounds should severe weather affect or have affected the condition of the grounds. In such circumstances the ruling of the Company’s Chief Executive, or his designated representative, is final. For the avoidance of doubt the Hirer is advised to obtain appropriate insurance for such an event as both the hire fee and all pre-ordered catering remain payable in full.

34. 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.

35. If 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.

36. Any damage caused to either Company or visitor’s property or that of neighbouring premises through the actions of an attendee will be charged to the Hirer. This includes but is not limited to broken window panes.

37. Vehicles are not permitted on the grass at any time without the express permission of the Company.

38.Agreement must be obtained in writing from the Company for any activities which the Hirer wishes to undertake on the grounds. Permission will be refused for any activities which are considered likely to damage the cricket pitch.

39.Where the use of generators has been agreed, the grass must be protected from the generator at all times. Generators may not be refilled on the grass under any circumstances.

40.Unless the grounds has been hired for a cricket match the Hirer must use their best endeavours to ensure that attendees do not go on the cricket square.

41.Any food and drink must be provided by the Designated caterer unless express written permission has been given by the Company for an alternative supplier.

42. Payment terms

Full, cleared pre-payment is required prior to all events. The Hirer agrees to pay the Company, via its Designated caterer Kudos Catering (UK) Ltd, the following deposit and fees.

42a. 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 package where applicable.
Six months prior to the Event:
A further 25% of the agreed hire charge or package.
Three months prior to the Event:
The remaining 50% of the agreed hire charge or package together with a catering deposit of £20 + VAT per person plus drinks deposit based on estimated number of attendees.
One month prior to the Event:
All remaining anticipated catering charges and any ancillary charges such as audio visual, flowers etc.

42b. For events confirmed less than six months but more than three months prior to the Event date:
On confirmation of the booking:
A deposit of 50% of the agreed hire charge or package
Three months prior to the Event:
The remaining 50% of the agreed hire charge or package together with a catering deposit of £20 + VAT per person plus drinks deposit based on estimated number of attendees.
One month prior to the Event
All remaining anticipated catering charges and any ancillary charges such as audio visual, flowers etc.

42c For events confirmed less than three months but more than one month prior the Event date:
On confirmation of booking
100% of the agreed hire charge or package together with a catering deposit of £20 + VAT per person plus drinks deposit based on estimated number of attendees.
One month prior to the Event:
All remaining anticipated catering charges and any ancillary charges such as audio visual, flowers etc.

42d For events confirmed less than one month prior to the Event date:
On confirmation of the booking:
100% of the agreed hire charge or package together with all anticipated catering charges and any ancillary charges such as audio visual, flowers etc
 
Payment can be made by BACS transfer, CHAPS or cheque. Cheques should be made payable to Kudos Catering (UK) 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. Credit card payments attract a surcharge of 4%.
 
Confirmed chargeable catering numbers are required in writing by 12pm three working days prior to the Event. Should the Hirer seek to increase the number of attendees within 3 days of the event the Company and its designated caterer will do their best to accommodate this although no guarantees will be made. Where the Hirer has selected a package which includes drinks attendees will be counted into the Event and the confirmed numbers cannot be exceeded without the consent of both the Company’s designated representative and the Hirer’s named representative. Should the additional attendees be permitted entry the Hirer accepts that they will be invoiced at the full package rate for the increase.
 
43. Cancellation

If the Hirer cancels the event:

210 days or more prior to the event:
The confirming deposit will be repaid in full.

Less than 210 but more than 183 days prior to the event:
The cancellation charge will be equal to 25% of the venue hire or package

Between 183 and 61 days prior to the event:
The cancellation charge will be equal to 50% of the venue hire or package

Between 60 days and 32 days prior to the event:
The cancellation charge will be equal to 100% of the venue hire or package plus £20 + VAT per person catering deposit based on anticipated numbers

Between 31 days and 8 days prior to the event
The cancellation charge will be equal to 100 % of the venue hire (or package) plus 75% of the total anticipated catering charges.

7 days or less prior to the event:
The cancellation charge will be 100% of the venue hire (or package) together with 100% of the anticipated catering charges.