TERMS AND CONDITIONS

1. DEFINITION
“The Company” means “The Belgrave Rooms”. “The Customer” means the individual, firm, company or organisations with whom the Company agrees to provide a function at the Company.

2. PAYMENTS
(i) Payment is due in advance, or the booking guaranteed by a valid credit card, unless an approved credit account has been established prior to your arrival.
(ii) The customer is liable for all charges incurred by the customer or its guests for services supplied.
(iii) At the discretion of the company, a deposit schedule may be offered to the customer. In the event of non-conformance to the pre agreed deposit schedule the company will be entitled to cancel the function without notice to the customer, at which time the client forfeits any deposit paid.
(iv) For approved credit accounts payment terms are thirty (30) days from the date of the invoice.
(v) In event of all or part of a function being cancelled, the company will be entitled to make a cancellation charge the value of which is solely at their discretions without liability, the company will endeavour to re-sell the facilities to reduce the cancellation charge.

3. DEPOSITS
(a) Deposits of the following percentages of the anticipated total cost to the Customer of the function as stated in this contract shall be paid by the Customer to the Company. Unless otherwise agreed, at the following times
(I) £200 on signature of the contract.
(II) 50% to be paid at least 90 days before the event.
(III) The remaining 30% at least 30days before the event.
(b) The deposit figures are based on anticipated total revenue.
(c) Should the customer wish to apply for credit, an application form is available on request. The Company reserves the right to research the customer’s credit status and reserves the right to decline credit facilities without reason.
(d) Credit facilities may be withdrawn at any time without cause or reason.
(e) Cheques are to be made payable to The Belgrave Rooms Ltd.

Please note that all deposits are non-refundable in the event of the cancellation of your booking.

4. NUMBERS IN ATTENDANCE
(a) The customer shall give details of the final numbers attending the function when requested by the company and, in any case, not less than three days before the event. The acceptance of any increase over the previously advised numbers will be at the company’s discretion. The company will levy additional charges at the agreed rate per customer for such increased numbers.
(b) In the event the numbers attending is less than advised at the time of booking, the company reserves the right in addition to our rights in respect of cancellation under paragraph ‘Cancellation’ (see below) to move the event from the room agreed at the time of booking to a room which is suitable for the numbers attending.

5. ALLOCATION OF FUNCTION ROOMS
The company reserves the right to re-allocate a function to a room other than that originally designated.

6. EXHIBITION AND DISPLAYS
The customer will not erect any exhibitions, stands, displays within or outside the Company’s premises nor make any alterations thereto without the company’s prior written consent. In certain instances, it will be necessary for the Company to gain written approval from the appropriate authority one month prior to the function. In such instances the Company shall require detailed plans of exhibitions, stands or displays to be erected at least one month prior to the function. The hirer’s contractors may not enter any area of the premises other than that approved for the use of the hirer by the Company. It is the responsibility of the hirer to ensure that all contractors receive a copy of these conditions and agree to abide by them. In the event of a failure by the contractors in this respect, the hirer will be responsible.

7. MATERIAL AND DECORATIONS
If the customer is supplying their own disco equipment, the use of smoke machines is prohibited. Showcase stands and other similar constructions must comply with the Fire Prevention Standards. Consequently, the Company must be supplied with complete details of all materials for approval, authorisation or special licence. Should they be refused, the Customer shall not deliver the affected items to the company. All materials and decorations must comply with the applicable Fire Prevention Standards:-
(i) Decorations: In accordance with the standards: in cloth, stretched on wood frame and treated with a fire retardant.
(ii) Cloth: Drapes, curtains and fabric decorations must be treated as in
(iii) Fabrics: Woven fabrics, canvas and muslin are particularly inflammable and must be frequently treated with a fire retardant.
(iv) Paper and flexible panels: May only be used as part of the decoration i exceptional circumstance.

8. FIRE EXITS ETC.
The Customer shall ensure that all persons attending the function shall use such entrances and exits as may be designated by the Company. The Customer will obtain from the Company and the Company will supply floor plans of the area or areas to be used for the function and the customer will acquaint the customers, staff and any sub-contractors with the same at the commencement of the function and in particular with those entrances and exits to be used in case of fire or other emergency and the fire alarm points which are shown on the floor plan. Company exits and gangways must be kept free from obstructions and fire exits must always be clearly visible.

9. SPECIAL EFFECTS
The use of Laser Beams, pyrotechnic effects, smoke etc. shall be examined on a case-to-case basis and no later than 28 days before the date of the event. Such instances where these items are used without permission, the Company reserve the right to fine the customer.

10. PUNCTUALITY
(a) Meeting rooms will be made available for the time shown on your contract and you will be expected to vacate by the end of that period. If requested the company will do its best to accommodate the customer with any extension but this may not always be possible. Where the company can accommodate the customer with an extension then additional reasonable charges may be made.
(b) If a meal is being provided by the company as part of the function the Customer shall ensure that those attending the function are ready to be served at the time agreed.
(c) The customer agrees to ensure that the meeting rooms reserved for the function shall be cleared of all materials and equipment brought there (other than by the Company) for the function within the time mutually agreed between the customer and the Company. In default, a further charge shall be paid by the customer to the company for the excess period.
11. FOOD AND BEVERAGES
The customer will ensure that no food or beverages of any kind are brought onto the company premises by the customer or any of the customer’s guests, invitees or any persons attending the function unless previously agreed in writing between the company and the customer.

12. DAMAGE TO COMPANY PROPERTY
(a) The customer shall take all reasonable precautions not to damage any company property.
(b) The customer shall ensure that nothing shall be affixed to the floors, walls, ceiling or columns of the company accommodation reserved by the customer for the function by nails, screws, drawing pins or other means or suspended from the roofs or ceilings thereof unless previously agreed in writing by the company.

13. DAMAGES
(a) The customer shall be informed as soon as possible after the conclusion of the event of any loss or damages to the company property.
(b) The customer shall be debited for the total cost of repairing or replacing company property that may have been damaged, broken, lost or stolen, even should the responsibility for this be attributed to someone the customer may have subcontracted.

14. NOISE
The level of the noise produced by the sound equipment shall be always kept within reasonable level. Contracting of persons and/or equipment for the playing of recorded music at dinner dances must be previously approved by the company.

15. RIGHT TO EXCLUDE OR EJECT PERSONS
The company reserves the right to exclude or eject, as it thinks fit and reasonable any persons from the function or the company premises who shall consider objectionable including any engaged by the customer to provide entertainment or perform any other duties at the function.

16. SUPPLY OF ADDITIONAL GOODS OR SERVICES
The customer agrees to pay the company charges for any goods and services that have been provided by the company at the request of the customer or any person purporting to act on behalf of the customer and having ostensible authority to do so.

17. FRUSTRATION OF THE CONTRACT
If the company is prevented or hindered from carrying out its obligations hereunder by circumstances beyond the reasonable control including government intervention, strikes, labour disputes, accidents, Acts of God, national or local disasters or war, then the company’s liability to the customer shall be no greater than the amount paid by the customer to the Company in respect of the function. If for reasons beyond the Company’s reasonable control the accommodation so reserved cannot be made available to the customer, the Company reserves the right to substitute similar or comparable accommodation for the function and such a substation shall be accepted by the customer as satisfactory performance by the Company of its obligation hereunder to provide the accommodation so reserved.

18. WASTE
No waste material such as packaging shall be left in the corridors or elsewhere on the Company premises and the customer must ensure that any such waste material is immediately removed from the Company premises.

19. EVENT CANCELLATION/REDUCTION IN NUMBERS/MINIMUM NUMBERS
(a) The Company reserves the right to cancel the booking or reservation for the function in the event of the customer failing to perform any of its obligations herein.
(b) Should the customer have to cancel, or reduce the numbers for the booking, a charge will be made calculated as a percentage of the total booking value, according to the scale highlighted below.
Cancellation/Notice Period Percentage
Before 4 months prior to the event No charge
4 months -28 days prior to the event 30%
27 – 14 days prior to the event 50%
13 – 8 days prior to the event 80%
7 days or less prior to the event 100%

(c) All cancellations /reductions in numbers should be confirmed in writing by the customer.
(d) Any costs incurred for a particular event that otherwise would not have been incurred, will be charged in the event of a cancellation unless the company is able to mitigate the cost (e.g. audio-visual equipment, staff booked for the function, food, printing, any floral decorations and any photographer(s) and any other entertainer(s) and toastmaster(s) etc. engaged)

20. LOGO
The Company’s logo may be used in publicity once a proof of the promotional material has been agreed with the company.

21. VAT
Prices quoted include VAT unless otherwise specified. This shall be at the rate prevailing when the contract was prepared and is subject to alteration should the rate changed.

22. CIVIL LIABILITY
The company will not be liable or responsible for any property brought onto the Company premises by the customer.

23. VARIATION
No oral representations or arrangements are recognised by the Company and the Conditions of this contract can be modified only by a supplementary written contract.