Terms and Conditions
1. Definitions
“The Venue” or “The Owner” means “TRR Venue LTD” (Company No. 14023471) – trading as ‘The Royal Regency’, at the property of 501 High Street North, London, E12 6TH. “Client” or “Hirer” refers to the person and/or organisation named in this agreement. If anyone is signing on behalf of an organisation; all liability will be with the person signing this agreement and the organisation jointly and separately. The Royal Regency is solely a brand name, and any formal correspondence is to be directed to ‘TRR Venue LTD’.
2. Payment Liability
By signing this agreement, and/or making any form of payment(s), you are legally accepting the full liability for the total amount of this agreement as set out in the Payment Advice document and agree to the full terms & conditions set within this document. If you fail to cancel the event according to the cancellation terms; the venue reserves the right to recover the full amount of the contract from the client named on this agreement without any dispute.
3. Non-Refundable Booking Fee & Security Deposit
The minimum non-refundable booking fee is 25% of the total invoice value or £2,000.00; whichever is greater. Any initial payment up to said amount will be considered as part of the booking fee. Any deposit paid by the client shall be deemed as confirmation that the client has read and accepted our terms and conditions in full. If the client does not pay the full minimum deposit within 4 weeks of the booking (unless otherwise agreed in writing), the venue reserves the right to cancel the booking for that date without any further notice; the venue may offer the client an alternative available date of the same value under discretion. All bookings are inclusive of documentation, consultation &; commission fees. In addition to the hire charge, a security deposit which is stated on the payment invoice is payable. This is to cover any unforeseeable situations, such as breakages, overtime on venue hire & failure to honour these terms and conditions. This will be refunded 48 hours after the event (less any repair/replacement / cleaning costs / other costs) only with a completed damage report and receipt given by the floor manager on the day. Any costs/damages are not limited to the security deposit amount and the client accepts liability for any said costs/damages in full.
4. Payment Terms
If initial payment is less than the minimum deposit, the balance of the minimum deposit must be paid within 4 weeks of booking to confirm the booking. The remaining balance is payable by instalments as agreed in the payment schedule. Full payment including the security deposit must be paid no later than 4 weeks before the event. If any payment is due within 28 days of the event; the venue may add a 30% late payment charge on the remaining balance. The venue will not order any products/services for the event until full payment is made and if the venue fails to provide any products/services due to late payment(s) from the client, the venue will not take any responsibility for any type of loss occurred by the client. The venue also reserves the right to terminate this contract due to late payments.
5. Areas of Hire
The ‘Ground Floor’ venue hire consists of the main hall, all toilets on ground floor, bar area, lounge & reception area, and the first-floor bride room. Kitchen use is only permitted if hired on the agreement. ‘Both Floors’ hire includes ‘Ground Floor’ and the first-floor balcony area. All other areas are strictly for staff only.
6. Cancellation or any variations of the agreement by the Hirer
A written notice must be given for any cancellation or date variations. Any cancellation/variation fees supersede the non-refundable booking fee. If the hirer cancels a booking or wants to make any variations to the booking (in terms of a date change); the venue reserves the right to impose cancellation/variation charges as follows;
i) 9 months or more prior to the booking date; £2,000.00 or 25% of the invoice, whichever is greater, will be payable by the client.
ii) Between 9-6 calendar months prior to the booking date; £2,000.00 or 30% of the invoice, whichever is greater, will be payable by the client.
iii) Between 6 – 3 calendar months prior to the booking date; 50% of the total invoice will be payable by the client.
iv) Between 3 months to 1 month prior to the commencement of the event; 80% of the total invoice will be payable by the client.
v) Less than 1 month prior to the booking date; 100% of the total invoice will be payable by the client.
7. Cancellation by the Venue
i) The venue reserves the right to cancel the booking forthwith and without any liability on its part in the event of the hirer failing to perform any of the obligations contained within these terms and conditions; full liability of payment for the booked date will still be payable by the client.
ii) If for any reason beyond the venue’s control, but not limited to; a strike, labour dispute, accident, act of war, act of God, fire, flood, government lockdown/restrictions or any other emergency condition – the venue is unable to perform its obligations in connection with the booking, such non-performance is excused by the hirer and the venue may postpone this booking without further liability of any nature for reimbursement of any sums paid by the hirer. If the hirer does not want to postpone their event in any of these situations stated, then the venue’s cancellation terms will apply. In no event, shall the venue be liable for consequential damages of any nature for any reason whatsoever.
iii) Prior or during the event, if at any time owner receives information from any credible source, written or verbal, regarding the event which might be a risk of public disorder, the venue has the right to cancel the event immediately without any liability.
iv) The venue will not tolerate or condone any discrimination/homophobic/racist/abusive sentiments/behaviour/lyrics at any time, and if an artist or individual is in breach whilst on stage or in the building, the event/show/performance will be terminated and the person(s) will be liable to be ejected from the building.
v) It is the hirers’ duty to make sure all the venue’s licensing objectives are met and any contradictions or risks of public disorder in any form will lead to immediate termination of the event; not doing so will leave the hirer liable to the full payment and cancellation fees of the event.
vi) The venue reserves the right to cancel the booking at any time, with no liability to the venue or re-imbursement due to the client if it believes or is proven that the hirer has provided false information (e.g. type of event, false/incorrect personal details etc.) to acquire the booking and its rates. The hirer is also in breach of this agreement if:
– i) The client fails to pay any sum of money payable to the venue as agreed on the payment schedule.
– ii) The type of event planned or on-going by the hirer is other than the description stated on the venue hire agreement.
8. Hours of use
Functions which continue beyond the agreed times of the venue hire agreement will incur additional hire charges; these charges equate to 30% extra of the agreed hourly rate of the venue hire (venue hire cost divided by number of hours for the booking), or £800.00 per hour whichever is greater, only if the venue management allows the event to continue. These are considered as the overtime venue hire charges. In addition, will be the overtime hourly rate (premium rate) of any staff on site or due to start work which may be delayed due to the event running overtime. If an event exceeds the contracted period of hire and the management think it may cause a conflict with a following event and, despite notice, does not end, then the venue reserves the right to enter the venue and end the event forthwith without any liability and the hirer is chargeable for the extra time used at the overtime venue hire charge rate stated above. The client will also be liable if the venue must reimburse any costs for a following booking due to the overuse of venue hire (lateness, overtime hire without prior notice, equipment left behind by client or any supplier etc.).
9. Damage to the property and items not permitted for use
i) The hirer shall take all liability and reasonable precautions to ensure that no damage occurs to the property of the venue or its staff. In the event of any damage occurring, the venue reserves the right to render the hirer liable for the replacement or repair of any or all property damaged.
ii). In the event of any member of staff of the venue being injured by the hirer, or by anyone attending the function of the hirer, the hirer is liable for any claims arising.
iii) The hirer shall ensure that nothing is fixed to the floors, walls, ceilings or any other interior or exterior of the buildings by means of nails, screws, drawing pins, blue tack, glue or any other means unless agreed in writing with the management team prior to the function.
iv) Any use of silly strings, or anything similar, will lead to the immediate loss of full security deposit. It is the client’s responsibility to confirm with the venue management of what is allowed prior to use and to get written confirmation.
v) Firework use is strictly prohibited outside the venue and its immediate surroundings. Any use of fireworks, or similar, will lead to the immediate loss of security deposit due to the noise nuisance it brings to our neighbours.
vi) No hazardous goods/products must be brought on to the property at any time unless there is a written confirmation from the venue. The venue will reserve the right to terminate the event with immediate effect.
10. Equipment
The venue does not accept any responsibility for hired equipment provided by, for or on behalf of the hirer prior to, during, or after the event. The hirer will be responsible for all equipment and services hired, regardless of if it was hired by themselves or by the venue. The venue will not accept responsibility for any items lost, mislaid, stolen or damaged on the premises by the hirer or any of their guests – all items/equipment must be under the hirer’s supervision at all times. It is the hirer’s responsibility to make sure all equipment used are PAT tested, not faulty and will not overload the power system. If the venue incurs any losses due to the use of faulty equipment by the client or their suppliers (not facilitated by the venue), the client will be liable to pay for all subsequent costs. Any equipment left behind after the event will bear a holding fee of £500 per day or may be disposed of – under no circumstances will the venue be liable for any losses incurred by doing so.
11. External Suppliers
For health and safety, fire risk and hygiene reasons – the hirer must inform the venue of all external suppliers they will be using; company information and service being provided, health and safety certificate, company liability insurance, employer’s liability insurances, food safety certificate etc. where applicable. Suppliers may be required to pay a security deposit. The venue reserves the right to deny services being provided by any company. The venue also has a blacklist of suppliers who have breached terms and conditions in the past and are no longer allowed to provide their services within the venue. If the list of external suppliers is not provided to the venue, then the venue reserves the right to deny access to any suppliers related to the hirer’s event.
12. Cleaning
The hirer must ensure to clear the floor and all tables of rubbish/drinks/waste of any sort; all rubbish must be disposed of in the designated bin. The venue must be cleared in the clean. If it is not cleaned as stated, a cleaning charge of £500.00 (or greater if over 500 guests) will be enforced and payable by the client. The client can also book cleaning services with the venue – this will only be for general cleaning such as – stacking the chairs, cleaning of any cutlery use & hoovering of the venue. Any excessive mess (which cannot be vacuumed) will also have an additional premium charge starting from £500.00. The client will be responsible for ensuring all rubbish, drinks and food waste must be thrown in the designated bin area located to the side of the kitchen area.
13. Insurance of Property of Hirer and Hirer’s guests
The hirer acknowledges that any such objects, equipment, furniture, stock, or other property of theirs or their guests will remain under the control/care and liability of the hirer and/or their guests – not the venue. The hirer is also responsible for its guests and their safety with the hirer being liable for any claims arising by their guests or attendees. The client must also insure the property is kept in the same condition the hire began with – the venue excludes liability for any losses. The client must reimburse any costs towards replacing/amending any property of the venue which has been damaged due to their event.
14. Conduct
The hirer must ensure that the function is conducted in an orderly fashion without causing a nuisance to any staff, other guests, the local neighbourhood, or any members of the public. The hirer will also make sure they are in full compliance with the directives and requirements of the venue management and with all applicable law ordinances and regulations of the land. Any children under 16 must not be allowed to run around for health & safety reasons and must always be under parental supervision – the venue reserves the right to ask guests to keep their children under supervision and eject anyone not following these terms.
If any situation arises inside the premises or in the 0.5 mile vicinity of our venue and if we reasonably feel threatened or fear a danger of public disorder in any shape or form; the police will be called. We try not to call the police without a severe need; however, if the police do need to be called at any time due to a situation regarding the event – the event may be terminated immediately and the client will lose the security deposit, with no refund or liability to the venue, as this is a direct risk to our licencing. Under no circumstances should the hirer or promoter get heavily intoxicated to the point they are not able to control themselves or their guests – the venue reserves the right to cancel the event immediately with no further liability.
15. Noise & Nuisance
The client must make sure no sound is leaking outside the building. Anyone linked to this event, including guests and suppliers, must not make any noises which can disturb our neighbours on their arrival or exit. This includes the use of fireworks, revving of car engines and excessive shouting. The client will always remain responsible and liable for all their guests and attendees. If the venue receives any complaints from the local residents or council, or fines from the council/law enforcement; the client, not limited to, will forfeit their security deposit and be liable for any costs incurred by the venue relating to this.
16. Right to Exclude or Eject Persons
The venue reserves the right to exclude or eject, as it thinks reasonable, any persons from the premises of the venue, whom it shall consider objectionable (including the hirer and any guests/suppliers/attendees). The venue will take no liability arising from this.
17. Other Paid Activities
Any paid activity, including the sale of the entry tickets, within the venue must be given in writing beforehand via e-mail to the venue prior to the event. The venue reserves the right to permit its approved suppliers only, any unauthorised suppliers may not be allowed/or may be charged at a rate set by the venue or rejected if not mentioned when booking. Please see section 11 ‘External Suppliers’ for more details.
18. Door Supervisors
For safety and security; any events which seems of potential risk, the venue will employ SIA registered security guards which will be payable by the client. Weddings serving alcohol require a minimum of 1 SIA security guard per 100 guests and will be payable by the client. The amount of Security Guards required for all other type of events with the use of alcohol will be determined and pre-agreed by the venue.
19. Unexpected Guests
If there are more guests than expected (greater than what is written in the agreement), we will not arrange extra tables or chairs on the day of the event. If your guests exceed 5% of the booked number of guests, the venue may charge for the extra guests at a rate of the venue hire divided by booked number of guests. The venue reserves the right to stop entry of any extra guests at any time which may cause risks to health and safety.
20. Consultation Fees
All venue viewings, in-office appointments, e-mails, messages, and phone calls are considered as consultations. Consultation fees fore viewings and in-office appointments are billed at £350 per hour with a minimum fee of £350 per consultation session. Communication via e-mails, messages & phone calls are billed at £100 per single communication. All bookings are inclusive of consultation fees and these costs will only be deducted from any money paid in the event of a cancellation.
21. Government Lockdown or Restrictions
This term only applies in the case of a government lockdown or restriction which directly affects the venue’s ability to continue with the booking. All confirmed bookings will have a non-refundable fee – to cover the admin/consultation & commission fees – of £2,000 or 25%, whichever is greater; all other cancellation fees will be invalid – only in the event of a government lockdown/restriction. Bookings may be changed to another date (like-for-like) if affected by a government lockdown/restriction only. If the client wants to cancel, only if the event date is during the state of lockdown or restriction to which the venue cannot continue with the booking, then all monies minus the non-refundable fees will be refunded. If any expense has been made towards the event by the venue (only if lockdown/restriction is within a week prior to the event), then those expenses will also be deducted on top of the non-refundable fee. If the client wishes to cancel without any national lockdown or restriction in place, before any national lockdown or restriction is confirmed or for any other reasons (i.e., personal, uncertainty or family emergencies etc.), then the usual cancellation terms and conditions apply.
General
I/we understand and agree to be bound by these terms and conditions with the venue. Any breach of these terms and conditions will result in the immediate loss, but not limited to, of the hirer’s security deposit. If any dispute arises between the two parties, the venue shall determine the outcome of the dispute and the said outcome will be deemed final and binding by all parties involved in the agreement.
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