1.   DEFINITION

      "The Client" refers to the person or organisation making the booking and "the Venue" refers to Ashover Parish Hall Events Centre.

2. CONTRACT

      When the booking is confirmed by the client in writing, a contract is deemed to exist.

3. CONFIRMATION

      A provisional booking will be held for 7 days or until another party shows interest in the date/s booked. The Client will then be contacted to advise confirmation or cancellation of booking.  A provisional booking puts neither party under any obligation to confirm the function.

4. CHARGES & PAYMENT

      (a) Private bookings.  A deposit of 10% (which is non-refundable) must be paid on confirmation.  The balance of the total anticipated charges must be paid prior to the event.  Any outstanding balance will be payable prior to departure.

      (b) Where a client requires charges to be invoiced for payment, the client must submit an Account Application Form at least 10 working days prior to the event.  Agreement of Account Facilities will be at the Venue's discretion and will be applicable to each individual event. 

Payment is due for credit accounts 14 days following the date of invoice, after which an interest charge of 2% per month or part month will apply.

      (c)  The venue reserves the right to request a deposit at the time of confirmation, and full or partial pre-payment even if Account facilities are offered.

      (d)  Prices quoted are subject to variation up to 3 months prior to the function, after which they may vary due to Chancellor's Budget, value added tax, excise duty, currency variation, or other reasons that are outside the management's control.

5. AMENDMENTS BY THE CLIENT

      (a) Reductions in the duration or contracted value of the booking shall be subject to the Venue's cancellation policy.

      (b)  No charges will be made for any reductions in the numbers of less than 5% from those stated in the contract, providing they are received in writing at least 14 working days prior to arrival.

      (c) The Client will adhere to the timetable agreed with the Venue and completely vacate the premises at the agreed time.  Banquets, where the meal commences over 30 minutes after the agreed time, will be liable for additional charges for staffing costs at the discretion of the Venue.

      (e)  Should a reduction in numbers of 5% or more be made at any time prior to the event, the Venue will first endeavour to re-sell any facilities and services released, to a similar value.  In the event that the released facilities and services cannot be resold, then any reductions of 5% or more shall be subject to the Venues Cancellation Policy.

6. CANCELLATION BY THE CLIENT

      (a) Any cancellation or postponement must be confirmed in writing. If we cannot resell the space or secure the same rates, the cancellation fees will be based on the noted schedule below:

      The terms are:

      121 or more days notice - 10% of contracted gross             revenue

      91 to 120 days notice - 25% of contracted gross revenue

      61 to 90 days notice - 50% of contracted gross revenue

      31 to 60 days notice - 75% of contracted gross revenue

      Less than 30 days notice - 90% of contracted gross            revenue

      Within 15 working days of arrival - 100% of contracted      gross revenue.

The above is based on all pre-booked services booked by the client and includes but is not limited to rooms, meals, breakfast, drinks and meeting space.

      (b) A schedule of maximum anticipated gross revenue chargeable, as cancellation will be issued at the time of cancellation.  An invoice of cancellation charges will be raised

      (c) After the event date, adjusted for revenues recovered through re-selling.

7. ARRIVAL/DEPARTURE

The agreed schedule will be adhered to and any change may be subject to additional charges by the Venue.

8. FOOD AND BEVERAGES

      The Client will ensure that no food or beverage of any kind is brought onto the Venue premises, except wedding cakes, or with the Venue's written agreement

9. AMENDMENTS OR CANCELLATIONS BY THE VENUE

      (a)  Should the Venue for any reason beyond its control, need to make any amendments to your booking, we reserve the right to offer any alternative choice of facilities

      (b) Should the Client make significant change to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities/function room offered by the venue.

      (c) The Venue may cancel the booking due to any of the following:

If the booking might, in the opinion of the Venue, prejudice the reputation of the Venue. If the client is more than 30 days in arrears of previous payments.

If the Venue becomes aware of any alteration in the client's financial situation.

      (d) The Venue will not be liable for any failure to provide or delay in providing facilities, service, food and beverages as a result of events or matters outside its control.

10.    HEALTH & SAFETY

      The Client agrees to take "reasonable" precautions to ensure that no damage occurs or injury to any person.  He is responsible for the actions of his guests and contractors for the damage or injury caused.  Where third party suppliers are involved, evidence of health & safety policies, insurance documents and a full risk assessment will be required.

11.    ORDERLY CONDUCT

      The Client will conduct the event in an orderly fashion, ensure that no nuisance is caused, comply with any request of the Venue management and abide by all applicable rules and regulations.

12.    DAMAGE

      The Client agrees to take reasonable precautions not to damage nor injure the Venue property, nor staff and is responsible for the actions of his guests and contractors for any such damage.

13.    ADDITIONAL GOODS AND SERVICES

      The Client agrees to pay the Venue charges for any extra goods or services provided at the request of himself or any person purporting to have the requisite.

14.    EXHIBITIONS AND DISPLAYS

      No stands or displays or signs may be erected on the premises, without prior written agreement.

15.    EQUIPMENT

      a)  The Client must obtain the Venue's written agreement to the use of all materials brought onto the premises by him or a third party.  Equipment must comply with all current regulations.  The Client will be liable for any damage or injury, which arises out of the use of his equipment.

      b)  The Client agrees to pay the Venue charges for all electricity used additional to normal heating and lighting arrangements, telex, computer and fax lines.

      c)   The Venue cannot accept responsibility for the Client's equipment.

      d)  No incendiary or explosive device may be activated under any circumstances within the Venue or its grounds. 

      e) Pyrotechnic/laser effects are not permitted at this venue.

16.     CUSTOMER PROPERTY

      The client acknowledges that any such objects, equipment, furniture, stock or other property of any sort brought onto the premises will remain under the control and care of the client and that the client is in the best position to insure the property and accordingly it is reasonable for the Venue to exclude liability for such property to the extent excluded hereby.

17.    ADVERTISING

      Any publicity for functions at the Venue must be agreed by the management and should be of a standard to reflect the quality of the establishment.

18.    FORCE MAJEURE

      If the Venue is prevented or hindered from carrying out its obligations hereunder by circumstances beyond its reasonable control including (without prejudice to the generality the foregoing) government intervention, strikes, labour disputes, accidents, Acts of God, national or local disasters or war, then the Venue's liability to the Client shall be no greater than the amount paid by the Client to the Venue in respect of the function.  If for any reasons beyond the Venue's reasonable control the accommodation reserved cannot be made available to the Client the Venue reserves the right to substitute similar or comparable accommodation for the function and such a substitution shall be accepted by the Client as satisfactory performance by the Venue of its obligations hereunder to provide the accommodation so reserved.

19.    AGREEMENT NON ASSIGNABLE

      The benefits under this contract are personal to the Client and shall not be assignable or transferred by the Client.

20.    AGREEMENT GOVERNED BY ENGLISH LAW

      English Law shall govern this contract in all respects.

21.    SERVICE OF NOTICES

      Any notice of invoice hereunder shall be duly served on either party if delivered to their address as last notified in writing to the other party hereunder.

22.    VARIATIONS

      No oral representatives or agreements are recognised by the Venue and by the conditions of this contract can be modified only by a supplementary written contract.

23.    HEAD NOTES

      Any head notes shall not form part of these conditions.

Accepted and Agreed to:

 

By: ………………………………………………….………

 

For and on behalf of: ……………………………………

 

Dated: ………………………………………………………