Booking terms and conditions
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Booking Terms and conditions
The Premises - means Braintree Town Hall, I-Construct and The Plaza.
If any provision of this agreement is invalid or unenforceable by a court of law, the remaining provisions of this agreement will remain enforceable. Any invalid or unenforceable part will be taken out.
No term of this agreement will be enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not a party to this agreement. This agreement is under English law the laws and the English courts.
Cancellation Policy
Cancellation 5 working days or more from date of event / conference – no charge
Cancellation less than 5 working days and up to 24 hours before the event – You will be charged 50% of the room hire charge and the full cost of any catering that has been ordered (does not apply to tea and coffee)
Cancellation 24 hours or less before the event – You will be charged for full room hire and full cost of any catering that has been ordered (does not apply to tea and coffee)
If you do not turn up for your booking within 2 hours of the start time, the venues team will cancel your booking and you will no longer have access to the room hired. Full charge applicable.
Use of Premises
You must not sub-hire or use the Premises for any unlawful purpose or in any unlawful way. You will not bring onto the Premises anything which may endanger or render invalid any insurance policies.
The consumption of alcohol is not allowed on the Premises without our prior written permission.
You have access to the room(s) booked only for the period specified on your booking form. Should you wish to get in earlier to set up, you must book for this time.
During the week we accept bookings by the half hour. During the weekends we only accept bookings by the hour.
Licences
You will be responsible for obtaining any licences and for completing any returns that may be required by:
- the Performing Rights Society
- Phonographic Performance Limited
- the Copyright Licensing Agency Limited
The same applies to all other similar bodies in connection with the hiring. You must inform us of your failure to do so.
Gaming, Betting and Lotteries
You will ensure that on or in relation to the Premises you will not breach the law relating to gaming, betting and lotteries.
Alterations and changes to the venue
You must not make any alterations to the Premises without our prior written consent.
This includes but is not limited to:
- hanging or attaching anything to any wall in the building
- interfering with any equipment, books or any other materials.
- interfering with the heating system
Food and Drink
If you require food for your booking it must be ordered through the venues team.
We do not permit the use of external caterers in any of our venues and an additional charge will be added to your booking for doing so.
It is your responsibility to inform the Venues Team of any allergies at least 5 days before your booking.
We use a hygiene approved rated caterer.
Our catering is not prepared in house and is delivered to us. Please understand that we do our very best to ensure food arrives on time, however in rare circumstances this can be out of our hands.
We cannot guarantee availability of catering until we know your requirements and have checked with our caterer.
Animals
No animals, except guide dogs are allowed into our conferencing spaces without prior written consent.
Nuisance
You will not allow anyone to do anything on the Premises which is or may become a nuisance to us or other hirers. This includes to the occupiers of adjoining or neighbouring premises.
You will be responsible for making sure any person causing a nuisance leaves the Premises. It is your responsibility to ensure that noise is kept to a minimum on arrival and departure.
Children
You must ensure that when hiring involves activities aimed at children, and/or the school are supporting the activity, there are appropriate child protection policies and procedures in place.
If you want to use the Premises for a purpose that involves a regulated activity as described by the Safeguarding of Vulnerable Groups Act 2006, you must provide evidence that the necessary D.B.S or any other appropriate checks have been carried out on all persons. We reserve the right to review child protection policies and procedures and to impose any additional requirement. If for any reason we are not satisfied then we reserve the right to cancel any hiring and there will be no liability to yourself. We will refund any of the Total Amount Due including any deposit paid.
Sale of Goods
You must not use the Premises for any auction sale, trade, business or manufacture without agreement from us. If the premises are being used for any illegal act or purpose, we reserve the right to cancel with immediate effect.
Any hiring where such use is taking or is intended to take place, we will not refund the Total Amount Due Paid (including any deposit paid).
Unfit for use
We may cancel any hiring if the premises are:
- unfit or become unavailable due to unforeseen circumstances
- needed for use as a Polling Station for a Parliamentary or Local Government election or by-election
We are only liable to refund the Total Amount Due (including any deposit paid) for the cancelled hiring.
Refusal of Booking
We may cancel any hiring if the hiring organisation’s principles are in breach of the Equality Act 2010. This is regardless of the stated reason for hiring the building.
In such event we will incur no liability to you other than the return of any of the Total Amount Due that you have paid.
End of Hire
You must ensure that the Premises are vacated at the time specified on the Room Hire Booking Form. In the event that you have not vacated the Premises by the time stated, at our discretion there will be an extra charge.
You will be responsible for leaving the Premises and surrounding area in a clean and tidy condition. Any contents temporarily removed from their usual positions should be put back. If this condition has not complied with, at our discretion there will be an extra change.
Payment and Online Booking
Online bookings will need payment at time of booking unless you have a previous account. Account holders will be invoiced for room hire and refreshments at the end of the month. All payments are to be made at Causeway House by cash or card.
Insurance
During the period of hiring, you will be responsible for all damages, losses, claims and costs arising out of the use of the Premises.
We do not accept liability for failure to meet any of our obligations where such failure is due to events beyond our reasonable control.
Health and Safety
There is a risk assessment available on request. You should acknowledge that you are familiar with the following:
- Fire alarm points
- Fire evacuation procedures, routes and assembly point
- Location of telephone(s)
- Location of first aid kit(s)
- Location of the accident reporting log
Under the Premises; fire evacuation plan you need to:
- Familiarise all participants with the position of a telephone, fire alarm points, fire evacuation routes, and fire assembly point.
- Ensure that all necessary arrangements have been made to evacuate all participants including wheelchair-bound participants from the building or to the fire refuge point.
- Follow the internal reporting procedures of the Premises which we will inform you of on the date of hire.
There is a maximum weight limit of 120kg for chairs used in the Premises.
Public Safety Compliance
You will follow all conditions and regulations made in respect of the Premises by the Fire Authority or Local Authority.
Electrical Appliance Safety
You will ensure that any electrical appliances brought to the Premises and used there will be safe, in good working order, and used in a safe manner. You will ensure that appliances follow current safety testing requirements.