Booking terms, conditions and guidance

The following information represents our standard terms and conditions and should be read by anyone planning to book meeting rooms or facilities.

Cancellation

(i) Any cancellation made within ten working days of a confirmed booking will be charged a cancellation fee of 50%. Within five working days a cancellation fee of 100%. All cancellation fees include the room and all equipment booked.

Seating Arrangements

(i) Furniture and seating will be arranged by agreement between the ‘hirer’ and the Management. Details of the ‘hirer’s’ seating proposals should be submitted to the Management as soon, as is practicable, and in any event not later than 30 days before the start of the hire period.

(ii) Once a layout has been agreed, no furniture should be moved without prior agreement from the Management.

(iii) The Management reserves the right to relocate any booking to an alternative room if necessary.

(iv) Should furniture be moved without prior arrangement, a fee for re-seating will be accordingly charged.

Maximum Capacity

(i) The ‘hirer’ shall not permit more than the maximum number of people notified to him/her by the Management to be in any room at any time.

(ii) If the ‘hirer’ wishes to vary the seating arrangements for a room, the Management may agree to vary the maximum permitted number of people for that room.

(iii) The Management shall have the right to require people in excess of the maximum permitted number to leave either the room or, at the Management’s sole discretion, the centre.

Films, Photographs, Videotapes

(i) No film, videotapes or photographs of the interior of the centre may be made or taken without the written permission of the management.

(ii) No later than 30 days before the beginning of the hire period, the ‘hirer’ shall inform CSSC London in writing of the title and content of any films or videotape that are to be shown in the centre.

(iii) CSSC London reserves the right to prohibit, at any time, whether before or after the hire period has started, the showing of any film or videotape or the display of any photograph in the centre.

Care of the Centre

(i) The ‘hirer’ shall use the Centre so that it is at all times maintained in a clean, tidy and safe condition.

(ii) The ‘hirer’ shall ensure that no person:

(a) fixes anything to the structure or contents of the Centre;

(b) marks, soils or damages the structure or contents of the Centre;

(c) paints or constructs (save by way of approved prefabricated components) any object or structure inside the centre;

(d) leaves anything in, or in any way obstructs an emergency exit or emergency stairwell, or obstructs any notice of an emergency exit.

Hazardous Substances

(i) The ‘hirer’ shall ensure that no hazardous substance, article or equipment is brought into the Centre in connection with the event.

(ii) If, in the opinion of the Management, the ‘hirer’ or any other person proposes to bring, or has brought into the Centre in connection with the Event any substance, article or item of equipment that might potentially be hazardous, the ‘hirer’ shall ensure that any requirements the Management may impose in relation to the transportation, storage, protection, use or other dealing with that substance, article or item of equipment are complied with.

(iii) In this condition, a substance, article or an item of equipment is “Hazardous” if, in the opinion of the Management, it may create a risk of fire, explosion or the release of noxious gases, or may soil or cause damage to the Centre or its contents, or may create any risk to the health and safety of occupants of the Centre.

Electrical Equipment and Installations

(i) The ‘hirer’ shall ensure that no electrical equipment is used in such a way as to damage or otherwise interfere with the electrical installations of the Centre.

(ii) The Management may, at its sole discretion, require that any electrical equipment shall not be used, and, if the Management thinks fit, may require such equipment to be removed from Centre.

(iii) All temporary electrical installations are to be provided by approved electrical contractors and comply with the requirements of the current edition of IEE “Regulations for Electrical Installations”.

Health & Safety

The ‘hirer’ and his servants or agents shall comply in all respects with the current Health & Safety at Work Act 1974 or regulations made there under and any legislation amending or consolidating the same.

Advertising

If the Management so requires, the ‘hirer’ shall submit to them a draft of any written material, or copy of any photograph, drawing or diagram, relating to the Event or the centre which the ‘hirer’ proposes to distribute or publish. The ‘hirer’ shall comply with such requirements relating to their form; content, publication or distribution as the Management may reasonably impose.

Cleaning of the Centre

(i) The ‘hirer’ shall not later than the end of the hire period:

(a) remove from the Centre anything which has been brought into the Centre ( other than things brought into the Centre by the Management) for the purposes of, or in connection with the event;

(b) ensure that the rooms are clean, undamaged and free from rubbish.

(ii) If, in the opinion of the Management, the ‘hirer’ has failed to comply with paragraph (I) of this condition, the Management may, in place of the ‘hirer’ but at the ‘hirer’s’ expense, do all that is necessary to comply with that paragraph.

Failure of ‘Hirer’ to Vacate after the Hire Period

If the ‘hirer’, or any servant, agent or contractor of his, fails to vacate the rooms by the end of the hire period or to remove from the Centre anything brought into the Centre for the purposes of, or in connection with an event, ‘hirer’ shall be liable to pay the Management on demand:

(a) Any costs incurred by the Management as a result in that failure; and

(b) the amount of any claim made against the Management by any other person delayed in, or prevented from, obtaining access to the rooms or the Centre for a subsequent event.

Storage

The management do not usually agree to offer storage facilities but if strictly necessary will afford a charge appropriate to the size and length of time.

Disposal of Articles left in Centre

(i) The Management shall have the right to remove and discard anything left in the Centre after the hire period has ended. If anything appears to the Management to be an article of value, we may, if we think fit, store such article. The Management accepts no liability for the safekeeping of such stored articles; they are stored at the ‘hirer’s’ sole risk.

Refreshments

The ‘hirer’ shall not, and shall ensure that persons in their party do not bring any food, liquor or other refreshments into the centre.

Compliance with Statutes

The ‘hirer’ shall ensure that all legislation relating to the use of the Centre and any duty to obtain any license or approval from any person or authority is complied with.

Security Procedures

(i) Notwithstanding any provision contained elsewhere in these conditions, the entry of any person or anything in to the Centre is conditional upon that person or thing complying with such security procedures as may at any time be in force.

(ii) Without prejudice to the generality of paragraph (i), the Management may require any person or thing to be searched, and may require any container or item of equipment to be opened for inspection.

Right to Eject

Notwithstanding any provision contained elsewhere in these conditions, the Management reserves the right in its sole discretion to:

(a) require any person, whether or not a security pass has been issued to that person to leave the Centre;

(b) refuse to permit anything to be brought into or to require anything to be removed from the premises.

Right of Entry

The Management reserves the right to enter any part of the rooms at anytime during a hire period.

Termination by CSSC London for Breach or Anticipated Breach

(i) If the ‘hirer’, agents or licensees or invites or any person using the Centre in connection with the hire agreement or the event breaches or fails to observe or perform any of the Conditions, or if the ‘hirer’ fails to secure their observance or performance or if it appears to the Management that:

(a) the ‘hirer’ intends to use the Centre for any purpose other than the event specified in Hire Agreement;

(b) the event may lead to a breach of the peace, or acts of violence may occur or damage may be caused to the centre or its contents;

(c) the nature of the event or of any item in its programme is such as to render it undesirable that it should take place in a building under the control of the Management then the Management may without prejudice to any accrued rights against the ‘ hirer’, forthwith and without notice terminate the Hire Agreement.

(ii) The ‘hirer’ shall immediately on such termination vacate the Centre and cause all persons and things, which it has caused to be in the Centre in connection with the event to leave or be removed.

(iii) The Management shall be entitled to retain all sums paid under the Hire Agreement, and the ‘hirer’ shall be liable to pay forthwith the balance of any charges payable under or in connection with the Hire Agreement and these Conditions. Any costs incurred by the Management, or for which the Management may become liable in connection with the event are payable by the ‘hirer’.

(iv) The ‘hirer’ shall have no claims against the Management for any loss or damage sustained nor for any liability incurred in consequence of such termination by the Management.

Hirer’s Liability

(i) The ‘hirer’ shall be liable for any loss, damage, personal injury or death arising out of or in connection with an event, except to the extent that such loss, damage etc is caused by the negligence of the Management.

(ii) The ‘hirer’ indemnifies the Management against any claim brought against the Management in relation to any of the matters referred to in paragraph (I)

Insurance

(i) The ‘hirer’ shall take out before the events and maintain during the hire period insurance in respect of his liabilities.

(a) with an insurer approved by the the Management, and

(b) of an amount not less than 2 million pounds sterling.

(ii) The ‘hirer’ shall, at the request of the Management, produce before the event a certificate for inspection by the Management.

Doors

Doors to the conference rooms must not be wedged open. These are all fitted with stand open fittings and must be closed after use to conform with Fire Regulations.

External Signs

As a general rule the Management does not allow external signs/displays. If a client has exclusive or near exclusive use of the building we may permit a sign above the canopy, subject to the Centre’s approval and at a daily hire charge obtainable from your Event Manager.

Food & Beverage

ZEST4FOOD provide exceptional catering facilities within the Management to suit all requirements. It is a contractual obligation that clients do not provide their own food and drink at the Centre. Clients are reminded that the final numbers of expected guests should be notified to the caterer no later than 10.00am, two working days prior to the event. If numbers do increase after this time, it cannot be guaranteed that the specified menu will be provided, and this may incur additional charges. A full set of Zest4Food terms and conditions are available on request and can be found on the website.

Notices

Notices must not be affixed to the fabric of the building without prior permission. Sticky fixers, Blutack or Sellotape must not be used on painted surfaces. Clients will be charged to repair damaged areas. Under no circumstances must cables, wires, etc be attached or affixed directly to the walls, ceilings and floors in the main conference rooms.

Office Machinery

Any faults, defects or damage to machinery hired from the Centre must be reported as soon as possible to reception.

Porters

Porters are employed by the Centre to move furniture and set up rooms as required. If you need assistance please book via reception.

Room Rental Period

Daily room hire is from 09.00 - 17.00 hours; if you need to set up or breakdown stage sets and exhibition stands additional time should be reserved when booking your event.

Rubbish

Clients are responsible for the clearance of their own rubbish and other waste materials from the building at the end of the event. In the event that this is undertaken by the Centre, a charge may be levied accordingly.

Security

A general security patrol will be provided by the Management, but they will not be responsible for exhibitors’ equipment/material if lost or damaged. The client is not permitted to provide its own uniformed Guard service. Clients are advised that the Centre does not accept responsibility for any lost property.

Smoking

Smoking is only permitted in the first floor Bar area which delegates are free to use.

Page updated 1 January, 2008

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