“The Venue” Means “The Venue 501 Ltd” (Trading as The Royal Regency),501 High Street North, London, E12 6TH. “Client” or “Hirer” refers to the person signing this agreement for him/her or on behalf of someone else, if anyone signing on behalf of a Company, all liability of the payment and other responsibility will be as jointly and severally.
2. Hire Cost
By signing this agreement, you are legally accepting the full liability for the total amount of this agreement, and if you fail to cancel according to the terms below, the venue reserve the right to recover the full amount from the client named on this agreement as mentioned above.
Minimum Non-Refundable Deposit is 40% of the Total invoice value or £2000.00 whichever is greater, any deposit Paid by the Client shall be deemed as accepting our terms and conditions fully. If the Client does not pay a full minimum deposit within 4 weeks of the booking (or as agreed in writing) the Venue reserves the right to cancel the booking for that date without any further notice, and offer client an alternative available date of same value before or after the required date. In addition to the hire charge, damage deposit which is stated on payment invoice is payable, and will be refunded 48 hours after the function(less any repair / replacement /cleaning costs) only with the report and receipt given by the floor manager on the event day.
4. Payment Term.
If initial Payment is less than Minimum deposit, the balance of minimum deposit must be paid within one week of booking, and all remaining balance is payable by instalment within agreed period, and finish 30 days before the event. If any payment is due within 30 days of the event, the venue may add 20% late payment charge on the total payable Due, and may not order the goods needed for the events and because of that if venue fails to provide the services venue will not take any responsibility, or may terminate this contract and recover the money by legal procedure including all legal costs from the Hirer.
5. Application of Term
The Hirer must ensure that the terms of its order are complete and accurate.
6. Cancellation or any variations of the Agreement by the Hirer.
The Hirer may cancel an Agreement by giving notice in writing which will incur charges. In the event that the Hirer cancels a booking (regardless of when) or wants to make any variations, the Venue reserves the right to impose cancellation/variation charges as follows:(Minimum cancellation / variations fees £2,000.00; with additional costs which may have been expensed for the purpose of the event which is being cancelled/varied). If the event is cancelled:
i) 18 Months prior to the commencement of the event, a minimum cancellation/admin fees of £2000.00 will be payable by the client.
ii) Between 12-9 calendar months prior to the commencement of the event, the Minimum Deposit £2000.00, plus 30% of the total invoice will be payable by the client.
iii) Between 9 – 6 calendar months prior to the commencement of the event, the Minimum deposit will be non-refundable, plus 50% of the total invoice will be payable by the client.
iv) Between 60 – 30 days prior to the commencement of the event, the deposit will be non-refundable, plus 80% of the total invoice will be paid by the client.
v) Less than 30 days prior to the commencement of the event, the deposit will be non-refundable, plus 100% of the total invoice will be paid by the client.
vi) In addition to cancellation fees charged to the venue in respect of sub-contracted Items booked, e.g. Dance Floor, Waiters, equipment’s/furniture hire, musicians etc., made on behalf of a Hirer in connection with the function, will be payable in full by the Hirer.
The Hirer is in breach of this contract if:
i) If (S)he fails to pay the Venue any sum of money payable to the Venue on the payment due date or as agreed Payment schedule.
ii) The function is presented or conducted by the Hirer other than the description of the event when booked.
7. Cancellation by the Owner
i) The Owner 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.
ii). If for any reason beyond its control, but not limited to strike, labour dispute, accident, act of war, act of God, fire, flood or other emergency condition, the Owner is unable to perform its obligations in connection with any booking, such non- performance is excused and The Owner may postpone this contract without further liability of any nature for re-imbursement 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 cancellations terms apply. In no event, shall The Owner 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 risk of public disorder, the Owner has the right to cancel the event without any liability.
iv) The Owner 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) could be ejected from the premises.
v) It is the Hirers’ duty to make sure all the Venue’s licensing objectives (including terms and conditions) 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.
8.Hours of use
Functions which continue beyond the agreed times will incur Additional hire charges which needs to agree with management and may equate to 30% extra of the agreed hour rate of total event, or £800.00 per hour whichever is greater, only if management allows the event to continue. If an event exceeds the contracted period of hire and management think it may causes a conflict with a following event and despite notice, does not end, then the Owner reserves the right to enter the room and end the event forthwith and the hirer is chargeable for the extra time used at a rate of 30% of the total payable of that event per hour or any part of that hour plus any damages for next event it may have caused.
9. Damage to the Property and items not permitted
i) The Hirer shall take all reasonable precautions to ensure that no damage occurs to the property of the venue or its employees. 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 shall be 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.
The Owner accepts no responsibility for any hired equipment or conference equipment provided by, for or on behalf of the Hirer prior to, during, or after the Event. The Venue cannot accept responsibility for any items lost, mislaid stolen or damaged on the premises. 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 equipment by the Client (not facilitated by the Venue), the client will be liable and pay for all subsequent costs.
11. External Suppliers
For Health and safety, Fire Risk and Hygiene reasons – only companies from the venues list of suppliers (or upon discretion) maybe allowed to provide the Services. If agreed prior to the booking, any new company must provide all necessary documents and get written approval by the venue prior to booking, they must also pay a £500 refundable deposit and agree to the venue’s term and conditions. The Hirer must inform the Venue of all external suppliers they will be using – company information, health and safety certificate, company liability insurance, employers liability insurances etc.
The hirer must ensure to clear the tables and leave the venue as found prior to hire, stack and move the chairs to the side, take the rubbish and store in the bin outside as instructed by the duty manager, and clear the floor. The venue must be cleared in the clean state the hire started with. If it is not cleaned as stated, the cleaning charge of minimum £400.00 will be enforced. This can be ignored if the Client is paying for cleaning services with their booking which must be listed.
13. Insurance of Property of Hirer and Hirers guests.
The Hirer acknowledges that any such objects, equipment, furniture, stock, or other property of any sort will remain under the control and care of the Hirer and/ or guests and the Hirer is responsible for insuring such property and accordingly the Venue excludes liability for losses. The client must reimburse any costs towards replacing/amending any such property of the Venue which has been damaged under their hire period.
The Hirer shall ensure that the function is conducted in an orderly fashion without causing a nuisance and in full compliance with the directives and requirements of the Venue’ Management and with all applicable laws ordinances and regulations of the land, any children under14 must not be allowed to run around for health & safety reasons and must always be under parental supervision, if any situation arises in or surrounding our venue and if we reasonably feel threaten or danger of public disorder in any shape or form we will call Police, we try not to call police without a real need, if Police need to call client will lose the entire deposit as this may affect our licence. (hirer or promoter should not get drunk and if they are not able to control their guest we may close the event)
15. Noise & Nuisance.
Client must make sure no sound is audible from outside of the building, and no one linked to this event must not make any noises which can disturb our neighbours, if we get any complain or fine from council client will lose the deposit.
16. Right to Exclude or Eject Persons
i) The Venue reserves the right to exclude or eject, as it thinks reasonable, any persons from the function, the Room or the premises of the Venue whom it shall consider objectionable (including any person engaged by the Hirer to provide duties or entertainment) and the Hirer will be liable for any liability arising thereby save where the Hirer establishes negligence or bad faith by the Venue.
17. Other Paid Activities.
Any paid activity other than sale of the entry tickets, within the Venue must have mentioned before and written agreement must be obtained prior to the event. The Venue reserve the right to permit its approved photographer to set the studio, any unauthorised photographer may not be allowed/or may be charged at a rate set by the Venue.
18. Door Supervisors.
For safety and security any events which seems risky, we will employ SIA registered security. Events serving alcohol, a minimum of 2 SIA security will be required depending on the type/size of event which will be payable by the Client.
19. Unexpected (emergency) Guests
If guest is more than what you expected, we will not arrange extra tables for them at the event start time; however, caterer will re-set tables for them after first seating, if your guests exceed 5% of the booked number of guests, caterer will charge you for all the tables which has been re-set and served. All tables are re-set and served for 10 guests regardless of how many guests are actually sat at the table. The client, or someone acting on their behalf, must instruct how many tables to re-set unless written permission is given food may not serve for remaining guests. caterer may charge up to20% more per head than the booking price for inconvenience and extra workload for emergency arrangement. Guest, Venue management reserve the right to stop entry of any extra guest might cause risk to its smooth running of the event.
20. Any Items other than Food Items if Hire or purchased Direct from Venue or its Associates it is usually only to use here at the Venue unless other ways mention specifically.
Any photographer charging clients for printed images shall pay a £150 Charge.
The venue representative can terminate an event if in its sole opinion health and safety or any of the above rules are not adhered by. All payment are non-refundable and cancellation policy fees still applies.
The Venue will allow a further 48 hours only from time of booking to get clarification on any of the conditions or if the Hirer disagrees with any of the above.
The venue representative can terminate an event if in its sole opinion health and safety or any public safety issues or any of the above rules are not adhered by anyone involved.