Venue Hire

Terms & Conditions

TERMS AND CONDITIONS GOVERNING THE USE OF GROCERS' HALL DATED SEPTEMBER 2014

WITHIN THESE TERMS AND CONDITIONS, GROCERS' COMPANY IS REFERRED TO AS 'THE COMPANY', THE GROCERS’ HALL (TO INCLUDE ALL ROOMS AND PARTS HIRED TO THE CLIENT INCLUDING ANY OUTSIDE SPACE) IS REFERRED TO AS ‘THE HALL’ AND THE HALL USER IS REFERRED TO AS 'THE CLIENT'.

‘BUSINESS DAY’ MEANS A DAY OTHER THAN A SATURDAY OR SUNDAY OR PUBLIC BANK HOLIDAY WHEN BANKS IN LONDON ARE OPEN FOR BUSINESS.

1.0 HALL RESERVATIONS

All applications an d reservations will be made through the Banqueting and Events Manager (‘ BEM ’), telephone 020 7606 3113.

Each application will be approved formally by the Company's Court of Wardens.

1.1 PROVISIONAL RESERVATIONS

Provisional reservations will be held for a maximum of one week from the initial contact and will be automatically cancelled should written confirmation not be received within this period. All reservations will be considered 'provisional' until the Company is in receipt of a signed Client Confirmation of Hall Reservation Form (‘ Confirmation Form ’) and deposit from the Client (see paragraph 1.2 below).

1.2 CONFIRMED RESERVATIONS

Following the making of a reservation either in person or by telephone, the Company will give or send to the Client a hire pack enclosing: a Confirmation Form together with a hire rate card listing the hire rates of the Rooms , sample menus priced per head and a wine list together with prices (the ‘ Hire Rate Card ’); and these Terms and Conditions.

The Confirmation Form will be completed as far as possible by the Company and will detail the dates and times of hire, the Rooms to be hired, the estimated number of people attending the function and, in the event audio equipment is to be used, whether this is to be hired through the Company or provided by the Client.

The Client is required to check the details of the booking form and complete and sign the Confirmation Form. The Client is required to return the Confirmation Form, together with a deposit of 50% of the total Hal l hire fee, to the BEM.

The contract for the hire of the Hall and the provision of catering services will not be formed until the Company & the Client have both signed the Confirmation Form and it has been received by the BEM together with the deposit.

The Company is under no obligation to accommodate any changes requested to the terms of hire detailed in the Confirmation Form and shall not be liable in any way to the Client for its failure to comply with any such request.

By signing the Confirmation Form the Client accepts and agrees to abide by these Terms and Conditions governing the use of the Hall. Particular attention is drawn to:
a) the Client’s liability under the Terms and Conditions as set out in paragraph 13.0 below and its need to take out adequate insurance cover as detailed in paragraph 13.0e below;
b) the Company’s Alcohol policy as detailed in paragraph 3.0 below.

1.3 CANCELLATIONS

If a confirmed booking is cancelled by the Client FOR WHATEVER REASON the following charges apply: -

a) 60 Business Days or more before the function – the deposit will be refunded in full .
b) 60 - 40 Business Days before the date of the function – the Company shall be entitled to retain the deposit.
c) 40 - 20 Business Days before the date of the function – the Company shall be entitled to retain the deposit and charge the Client the remaining 50% of the hire fee.
d) 20 Business Days or less before the date of the function – the Company shall be entitled to retain the deposit and charge the Client the remaining 50% of the hire fee plus 50% of the catering fee (if any) and any other additional costs (including cancellation costs) incurred by the Company in relation to the function.

If a function is postponed this will be treated as a cancellation unless the new date is within 25 Business Days o f the original date and confirmation of the postponement is made at least 60 Business Days prior to the original date.

2.0 HALL HIRE, FOOD AND WINE CHARGES AND PAYMENT THEREOF

Hall hire charges and food and wine charges are formally reviewed on 1st September annually. However, the Company reserves the right to change its prices at anytime. All prices listed in the Hire Rate Card are exclusive of VAT unless other wise stated. The Client will be charged at the rates appearing in the H ire Rate Card on the date the event is held .

A supplemental charge, as detailed in the Hire Rate Card, will be charged if no food is prepared from the Company’s listed menu by the Company’s kitchen staff. Sandwiches, continental breakfasts, teas & coffees do not constitute the preparation of food.

Menu prices in the Hire Rate Card are quoted per head and based on catering for a minimum number of people as detailed in the Hire Rate Card. Should catering numbers fall below the stated minimum, the Company (at i t s sole discretion) has the right to charge the Client the price for the stated minimum number of people.

The Client will be invoiced by the Company immediately after the function. The invoice will be broken down as follows: Cost of Hall hire (less the deposit paid), food, wine, miscellaneous (including audio visual equipment, flowers, menu cards, etc. (if applicable)). VAT will be added at the prevailing rate. No further breakdown will be given.

Settlement of the Company's account is to be made within 14 days of the date of invoice by BACS payment to Bank of Scotland (account details are available from the BEM), or by cheque, made payable to ‘The Grocers’ Company’. Al l cheques must be in £ Sterling.

The Client must vacate the Hall by 4pm after a luncheon, by 9pm after an evening reception and by 11pm after dinner. After these times a surcharge may become payable at the sole discretion of the Company.

The Company reserves the right to charge interest on any overdue amount. Interest will be charged at 4% above the Bank of England base rate from time to time on any overdue amount calculated on a daily basis and payable for each day that any amount remains outstanding until payment is made in full.

No cash transactions will take place on the Ha ll premises (without the prior written consent of the BEM) and all charges made to those attending must be inclusive and pre - paid.

3.0 ALCOHOL

The Company will not sell or serve Alcohol to any individual under the age of 21 without the prior approval of the BEM. It is the responsibility of the Client to inform the BEM, prior to the function, of any individual attending the Hall who is under 21 years of age. On arrival, the Client must make known to the BEM , or in their absence the House Steward, any individual who is under the age of 21.

4.0 PRINCIPAL CONTACTS

The Client will appoint one individual with overall responsibility for liaising with the Company (the ‘ Function Organiser ’). Applications and reservations are to be made through the BEM. Following formal acceptance of the Client's reservation in accordance with paragraph 1.2 above, the BEM will be the Client’s main point of contact responsible for liasing and agreeing all arrangements covering catering, wines, staff, flowers, audio - visual equipment and other extras, including the smooth running of the function.

Any complaints regarding the Company’s service shall be directed to the BEM via the Function Organiser within 48 hours of the function.

5.0 NUMBERS ATTENDING FUNCTION

The Company's determination as to maximum numbers in each room of the Hall or the Hall as a whole, must be followed. Numbers attending any function should be confirmed to the BEM at least 3 Business Days before the function. This number must not exceed the number stated in the Confirmation Form unless previously agreed with the BEM. The Client will be charged for the number of people confirmed as attending at this time and no deduction will be made in the event that less people attend. In the event the Company agrees to more people attending than confirmed, it may, at is sole discretion, charge a supplemental fee over and above the agreed price per head for each additional person.

6.0 ENTERTAINMENT

The Company, at all times, must operate within the parameters set out in the Hall’s Premises Licence therefore, any form of entertainment, including music, film and opera, must be agreed and approved by the BEM prior to confirming the reservation. All regulated entertainment supplied by the Company or direct by the Client will a t all times be performed at the Company’s sole discretion.

7.0 AUDIO - VISUAL EQUIPMENT

The Company has limited audio - visual equipment available for the Client’s hire. Should alternative equipment be required, this can be hired in.

The Livery Hall and Piper Room are both installed with sound, data and lighting circuits. Clients are required to use the installed cabling and rigging points. The use of lighting stands and 'goalpost' trussing is prohibited. Sound, lighting and data equipment should be placed backstage or on the Livery Hall balcony. Alternatively, it can be placed in the wall cupboard located at the rear of the Piper Room.

Any organisation hired directly by the Client to install audio visual equipment must follow the Company’s ‘A/V Circuits Guide’ which can be obtained from the BEM. It is the Client’s responsibility to ensure that any individuals installing equipment on its behalf have the necessary qualifications and experience for carrying out the work. It is also the responsibility of t he Client to ensure that such individuals or organisation provide the BEM with a copy of their insurance cover, method statement for carrying out the work and relevant risk assessment to cover the installation, operation and de - rigging of all equipment.

T he Company must be in receipt of this information prior to installation. All organisations using the Hall’s ceiling rigging points must refer to the Company’s Test Certificates (displayed in the Livery Hall) relating to the eye bolts, shackles, safety steels and lifting equipment and must not exceed the stated maximum loading capacities. All organisations using their own shackles, safety steels and lifting equipment must obtain permission from the Company’s authorised personnel, and show a copy of their current test certificate prior to installation. The Company reserves the right to refuse installation of equipment if these documents are either not supplied to the Company; or not to the satisfaction of the Company; or not conformed with or if the equipment, in the opinion of the Company, is considered dangerous or harmful to the Hall, contents or people therein.

Delivery and collection of equipment is to be arranged with the BEM.

8.0 FLOWERS

The Client may use the Company's recommended florist or on e of their own choice. Delivery and collection must be arranged through the BEM. Where the Client uses the Company’s recommend ed florist, the Company shall pay the florist direct for the flowers and bill the Client for this.

9.0 CAR PARKING

Limited car parking in the Courtyard is permitted by special arrangement through the BEM.

10.0 SMOKING

The Hall is a no smoking venue.

11.0 MENU CARDS AND WINE LISTS, SEATING PLANS AND PLACE CARDS

These should be supplied by the Client to the BEM 24 hours prior to the function.

The Company can provide these for the Client at extra cost. Examples can be obtained from the BEM. Relevant data must be with the BEM at least 7 Business Days prior to the function. Failure to comply with this timescale may incur a surcharge or the Company not being in a position to complete by the due time.

12.0 SECURITY

To comply with fire and security regulations, the Client must supply the BEM with a guest list (highlighting any VIP or disabled guests plus, car users and their car registration number) prior to commencement of the function.

The Client is responsible for registering guests on arrival and for carrying out a role call in the case of an emergency. The Client is responsible for the arrangement of any additional security required for VIP guests.

No cameras are allowed in the Hall without prior approval from the BEM.

13.0 LIABILITY AND INSURANCE

(a) The Client shall be liable for and shall indemnify the Company on a pound for pound basis against all actions, proceedings, cl aims, damages, charges, costs and expenses whatsoever brought or made against the Company, its employees and/or agents in respect of the death or personal injury to any person in the course of the hire of the Hall by the Client (to include periods before, during and after the function where a person’s presence at the Hall relates to the function) unless such death or personal injury is caused by the negligence of the Company, its employees or agents.

(b) The Client shall be liable for and shall indemnify the Company on a pound for pound basis against any damage to the Hall, its fixtures and fittings and/or the Company’s property (including that of its employees and agents and any items hired for the Client’s use) arising in any way from the use of the Hall and/ or the Company’s property by the Client, or any person permitted on the Hall premises by reason of the Client’s hire of the Hall (including but not limited to its guests, employees, agents and contractors) save where such damage is caused by the negligence of the Company, its employees or agents.

(c) The Client shall be liable for and shall indemnify the Company on a pound for pound basis against all actions, proceedings, claims, damages, charges, costs and expenses whatsoever brought or made against the Company, its employees and/or agents in respect of any damage to, theft or loss of the Client’s property or the property of any person permitted on the Hall premises by reason of the Client’s hire of the Hall (including but not limited to its guests, employees , agents and contractors) save where caused by the negligence of the Company, its employees and/or agents.

(d) Any liability of the Company arising as a result of the negligence of the Company, its employees and/or agents pursuant to paragraphs (b) and (C) above shall be limited to the sum paid by the Client to the Company for the hire of the Hall (excluding any amounts payable for food and wine). For the avoidance of doubt the Company’s liability for the death or personal injury of any person pursuant to paragraph (a) above shall not be limited.

(e) The Client is responsible for taking out adequate insurance to cover its liabilities set out in this paragraph 13.0 and if required shall produce evidence of such cover to the Company’s satisfaction.

14.0 CANCELLATION RIGHTS

The Company may at any time cancel a reservation and shall not be liable for any failure to perform its obligations to the Client in whole or in part as a result of any of the following circumstances:
a) fire at or near the Hall;
b) flood at or near the Hall;
c) civil unrest, dispute, strike or commotion;
d) Act of God;
e) bomb alerts or any other acts of terrorism;
f) legal action against the Company, not resulting from its negligence preventing the supply of services; or
g) if fo r any other reason the Hall or any part of it is closed due to circumstances outside the Company’s control.

In the event of cancellation for any of the above reasons the Company will refund any deposit and any other advance payments made by the Client but shall have no further liability to the Client of any kind.

15.0 USE OF HALL AND RIGHTS OF REFUSAL

The Client shall and shall procure that any person attending the Hall on its instruction or at its invitation including but not limited to guests, associates, employees and contractors:
a) comply with all licensing, health and safety and other laws and regulations relating to the use of the Hall;
b) do not bring any dangerous or hazardous items into the Hall and remove any such items promptly if requested to do so by a member of the Company’s staff;
c) do not consume any food or drink in the Hall which has not been supplied by the Company without the Company’s prior written consent;
d) do not act in an improper or disorderly manner;
e) comply with any reasonable request from the Company’s staff.

The Company furthermore reserves the right at its sole discretion to:
a) refuse entry to any persons conducting themselves in an unseemly or disorderly manner;
b) refuse entry or terminate any function whereby the Client either contravenes the conditions set out in (a) to (e) above of this paragraph, departs from the previously agreed programme for the function or conducts themselves at the Hall in a manner unacceptable to the Company.

The right to refuse entry to any person or persons is at the Company’s sole discretion.

16.0 GENERAL

These Terms and Conditions shall be governed by and construed in accordance with English law and the Client and the Company irrevocably submit to the exclusive jurisdiction of the English courts in respect of any dispute arising out of or in respect of these Terms and Condition.