Definitions
In these conditions the 'Hirer' is the organisation or person specified on the Booking Form. 'The Centre' is The Harry Hems Centre.
1. Bookings
All bookings must be on the official Harry Hems Centre booking form which should be completed signed and returned to The Harry Hems Centre.
A non-refundable deposit of £50.00 is required to secure your booking and should be received by The Centre within 2 weeks of receiving this agreement. Failure to do so may result in your booking being cancelled. For Room Only functions payment must be received in full before the date of the event, otherwise entry may be refused. For Room Only events all refreshment and equipment used will be invoiced after the event. A booking is deemed secure once a completed & signed booking form and deposit cheque has been received by The Centre. If The Harry Hems Centre accepts the booking it will then send a confirmation letter/email. At this point the booking is firm and both Hirer and The Centre are contractually committed. Prior to that time the booking is not firm. Consequently the Hirer should not make any announcement regarding use of the premises until that time. Email & telephone bookings are provisional only. After 2 weeks they will deleted without further notice unless another enquiry is received. If this form and deposit are not received within 2 weeks of the date of issue, it will be assumed that the dates can be offered to other interested parties Room hire charges are subject to change and VAT at the prevailing rate.
2. Purpose for Bookings
The general nature of the purpose of the activity to be engaged in must be disclosed to The Harry Hems Centre management.
3. Security
Access to The Centre is via the main entrance to Hems Court within the Hems Business Centre. The Harry Hems Centre is immediately inside that entrance so delegates have free access to the room. Nevertheless for functions during normal working hours, the hirers should provide The Centre with a list of names of people attending the meeting, at the latest the day before the event. The Hirer should make themselves known on arrival to The Harry Hems Centre Representative who can be found in Reception on the First Floor if not present in the centre. The Hirer is encouraged to arrive in advance of delegates so that arrivals can be verified. The Harry Hems Centre staff can also be contacted by the telephone in the room if required.
4. Cancellation by Hirer
All cancellations must be confirmed in writing. Should the Hirer cancel the event subsequent to completing the booking form, the deposit will be retained by The Centre. Please ensure that you have adequate insurance to cover a cancellation. If the Hirer cancels a confirmed booking at any time prior to the function The Centre will make every effort to re-hire the room on the Hirers behalf. If The Centre is unable to re hire the room the following scale of cancellation charges will apply.
- 12 weeks prior to event – Loss of deposit
- Between 6 and 12 weeks – 40% of the value of lost business
- Between 4 and 6 weeks – 60% of the value of lost business
- Between 2 and 4 weeks – 80% of the value of lost business
- Less than 2 weeks – 100% of the value of lost business
- Value of business lost will be calculated on the agreed minimum numbers of attendees when the day delegate rate is used or on the cost of room hire and catering ordered at the time of booking when the day delegate room is not used.
- If the room is re hired the cancellation charge will be limited to the difference between the confirmed booking and any new booking.
5. Cancellation by The Harry Hems Centre
If the premises or any part of them are closed due to circumstances beyond The Centres control it reserves the right to cancel the booking. The Centre also reserves the right to cancel a booking if: the Hirer becomes insolvent or enters into liquidation, bankruptcy or receivership: or the hirer is more than 28 days in arrears with any payment due to The Centre. In the case of cancellation due to the premises being closed, but for no other cause of cancellation by The Centre any monies paid will be refunded. Other than the repayment of monies paid following cancellation described above The Centre shall have no further liability to the Hirer. In particular The Centre shall not be liable or be required to pay compensation for any loss sustained or inconvenience caused as a result of or in any way arising out of the cancellation by it of a booking.
6. Catering
Catering, liquor and other services will be provided by The Centre’s approved caterers. Outside contractors are not permitted. No food or beverage of any kind may be brought to the premises by the Hirer or any of the persons attending the function without prior consent. Catering times are difficult to alter on the day and lunch times are fixed. However, should you wish to bring forward times of refreshments, please speak to The Harry Hems Centre representative as soon as possible.
7. Final Numbers
Any amendment to the number of delegates attending must be notified to The Centre in writing not less than 3 working days prior to the function. This will be used for catering and room set-up purposes. The amount payable will be calculated on the higher of the number of guests attending the day, the number stated on the accepted booking form or the number notified not less than three working days prior to the function.
8. Fire Regulations
Hems Court fire regulations will be observed by the Hirer at all times.
9. No Smoking Regulations
Smoking is prohibited at The Harry Hems Centre, in accordance with statute. We would be grateful if you could inform your delegates of this policy and ensure that they do not smoke in front of the entrance to The Centre, blocking the door.
10. Damage
The Hirer will be responsible for making good any damage or excessive wear and tear caused by clients, contractors or delegates. The Centre shall be entitled to make good such losses or damage and charge the Hirer.
11. General
The Hirer and any parties brought into The Centre are expected to behave in a responsible manner and with due regard to the regulations of The Centre (including those relating to statutory fire and safety requirements) and any reasonable instructions of The Centre and its officers. In addition they shall not carry out or permit any conduct which might invalidate The Centre's insurance policies. Any breach in respect of the Hirer's obligations may result in termination of the booking.
12. Obligations to The Centre
The Centre will use its best endeavours to supply the accommodation arrangements specified on the Booking Form. The Centre shall not be liable for any failure to provide the accommodation reserved when that failure is caused by any event beyond its reasonable control, although The Centre will use its best endeavours to provide alternative arrangements.
13. Correspondence
Any notice to the Hirer shall be given at the address on the Booking Form or any other address which the Hirer may notify The Centre for the purpose of this booking.
14. Equipment
No equipment may be delivered without prior agreement. No bolts, nails, tacks, screws bits or like objects are to be driven into any part of the premises nor is any adhesive to be attached to it.
15. Electrical Equipment
No lighting, heating, power or other electrical fittings or appliances are to be moved or in any other way interfered with. No additional lighting, heating or power or other electrical fitting or appliances are to be installed or used without prior consent of The Centre.
16. Noise
The Hirer shall not exceed any noise levels, which, in the opinion of The Centre, may disturb or disrupt the normal operations of The Centre and the neighbouring buildings. A noise control systems has been fitted to all fixed sound emitting equipment to prevent these disturbances. Any sound emitting equipment provided by the hirer must be powered by the noise limiting electric point only. If you exceed the maximum noise level allowed by the Planning Authority the power supply will automatically be cut off.
17. Copyright
The Hirer is responsible for ensuring that no copyright laws are broken during events held at the Centre.
18. Payment
Payment of outstanding balance must be made immediately on receipt of invoice after completion of facilities usage. If payment is not received within the timescale's quoted on the invoice, The Centre reserves the right to charge interest at 4% above the daily base rate levied by the Bank of England.
19. Liability
The Centre will not accept responsibility for loss or damage to any property belonging to the Hirer or any property brought or left upon The Centre's premises either by the Hirer or by its servants, agents, contractors or delegates The Hirer shall be liable for and indemnify The Centre against any claims of whatever nature including (but not limited to) claims in respect of death, injury, loss or damage where any such claim is caused by or arises by reasons of the act, omissions or neglects of The Hirer, its servants, agents, contractors or clients.
20. Insurance
The Hirer shall provide insurance covering the risks mentioned in 19 above
21. Jurisdiction and Proper Law
The contract constituted by the Booking Form and The Centre's confirmation thereof shall be subject to English law and shall be deemed to have been made in England. Please retain a copy of the completed form for your own records and please ensure you have read and signed the terms and conditions below.
