Conditions of Hire - Clothworkers

Conditions of Hire

• Commercial hire: The hire rate for the Hall is £3,500.  Access is from 07.00 until 18.00 hours. If earlier/later access is required, an additional charge may be made. For an evening function, access is from 18.00 until 23.00 hours. If the function finishes after 23.30 hours, an additional charge of £500 will be levied but the event must finish at 01.00 hours promptly, by which time all guests and suppliers must have vacated the premises. Please note that the Hall hire is VAT exempt. Please contact the Hall directly to enquire about special rates for Livery companies and registered charities. 
   
• Payment: Any booking is provisional until the Company receives a signed copy of the Contract for Hire agreement, accepting the stated terms and conditions, and the required deposit. The deposit invoice for 25 per cent of the Hall Hire charge will be issued under separate cover to the Contract for Hire agreement. The deposit invoice must be paid within 14 days of receipt by the Hirer. The deposit is non-refundable.
  Full payment of the balance of the Hall Hire charge will be required no later than one month prior to the date of the event. An invoice will be issued eight weeks prior to the date of the event and a cheque should be made payable to Ramteazle Limited, or BACS payment made to Bank of Scotland, 38 Threadneedle Street, London EC2P 2EH (Account Number: 06064571, Sort Code: 12-01-03).   Any bookings that are made within six weeks of the event date will be required to pay 100% of the Hall hire fee at the time of returning the confirmation contract. If payment is not received or payment does not clear for any reason, the Company reserves the right to cancel the booking.
   
• Cancellation policy: In the event that the Hirer for whatever reason cancels a confirmed booking before the balance is due, the Hirer will forfeit its 25 per cent deposit. If the cancellation is within one month of the event, and the full payment of the balance has been received, then the hirer shall forfeit 100 per cent of the hire charge.   Neither Party shall be liable for its failure to perform any of its obligations hereunder during any period in which such event is delayed by act of God, fire, war, earthquake, embargo, riots, strikes, governmental acts or any other unforeseen cause outside the reasonable control of such Party. If the hiring is cancelled for any of the above reasons the Company shall give to the Hirer the maximum practicable notice and shall refund the hire charge but shall not otherwise be liable to the Hirer. 
   
• Insurance requirements: The Company has in place with Norwich Union certain insurance policies in view of the risk of loss or damage to the Hall. The main policies are material damage, public liability and employer's liability. The Company's public liability cover excludes claims arising out of the business of any entity who hires the Hall. No cover is provided for the employees of the Hirer under the Company's employers' liability policy.   The Company's insurance provides no cover for visitors effects. Any property which belongs to, or which may be under the custody or control of, anyone who hires or visits the Hall, is brought to the Hall entirely at the Hirer’s own risk. The Company cannot accept liability for any such property, whether or not it is placed under the care or control of the Company, its employees, servants or agents.   Any liability arising out of the Hirer’s business is at the sole risk of the Hirer and adequate public liability insurance must be arranged or be in place, which should in addition indemnify the Company. By entering into this contract the Hirer confirms that they either have, or will have, the necessary public liability insurance in place. The Company may ask to see a copy of the public liability insurance certificate.   The Hirer will be bound by the terms and conditions of the Company’s insurance policies. 
   
• Liabilities: The Hirer undertakes to ensure orderly conduct by all attendees at their event. The Hirer will indemnify the Company against all costs and expenses arising out of or consequent upon a breach of these terms and conditions. The Hirer will notify the Company at the time of confirming the booking, those events and/or attendees of a high risk nature that may require additional security. Any goods and items remaining on the premises are left at their owners’ risk.
  If the Hirer appoints any contractors for the purposes of the event, then the Hirer will be fully responsible and have to make good for any damage caused to the Hall by those subcontractors. The Hirer should make known to the Company the names of subcontractors that are being used, and provide names of all personnel who will be entering the Hall, no later than 48 hours prior to the event, as a matter of security.
   
• Retained caterers: The Hirer will be required to employ the Company's retained caterers, Party Ingredients Limited, with whom they should make their own arrangements (Telephone: 020 7627 3800).
   
• General conditions: The Hirer should note that smoking is not permitted in the Hall and that no amplified music is allowed without special consent.  In the event that the Company’s resident Grand piano (Bluthner) is required, the Hirer will be responsible for any ancillary services required such as piano tuning or moving the piano onto concert staging, and will be responsible for ensuring that the piano and the Hall are left in the state in which they were found.
  
  If you are issuing invitation cards for this event, it would be helpful if you could have printed “For security reasons please bring this card with you”. Please make arrangements for a representative of your organisation to be available in the Entrance Hall to identify guests and resolve queries should guests arrive without an invitation card.