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Terms and Conditions of Hire
"Hammersmith Club" means the registered address of Hammersmith Club, Rutland Grove, Hammersmith, London, W6 9DJ.
"Conditions" Means the standard terms and conditions set out in this
document.
Accommodation
Rates of hire for Hammersmith Club are as
outlined or negotiated with The Events Manager.
Bookings
Please note that
bookings must be confirmed in writing. A signed and returned contract of
services letter supplied by us will constitute as written acceptance and
a formal acceptance of these terms and conditions.
Bookings should
not be taken as confirmed unless the client has supplied written
confirmation to Hammersmith Club.
Provisional Bookings should be
confirmed or rejected within fourteen working days of the initial provisional
booking being made. No Guarantee will be made that unconfirmed provisional
bookings will be kept for the client.
Periods Of
Booking
All periods can be negotiated. The scales of hire charges relate to the following
guideline session's:
Full Day Session 09.00 - 23.00 or Midnight Hours.
(Clients may gain
access to the building in advance of 09.00 by special arrangement and such
early openings may be subject to charge.)
Part Day Session
Mornings
09.00 - 13.00 Hours
Afternoon 14.00 - 17.00 Hours
Evenings 18.00 -
23.00 or Midnight Hours
Clients shall ensure that all persons associated with
their event vacate Hammersmith Club by the end of the hire period. Clients who
over run their booking periods without prior arrangement will
automatically be subject to room hire charge at the hourly rate on a "pro
rata" basis.
Weekend and late night openings are subject to
special rates, prices on request.
Payment And Room Hire
Charges
A deposit of 25% is required upon written confirmation of
your event.
Full payment less deposit is required 14 days before the event.
All accounts not paid within 30 days will be liable for a
25% per month surcharge until paid.
Charges for hire are updated
to be effective from January 1st each year. Bookings are charged at the
rate prevailing on the date for which the booking has been made, and not
the date upon which the booking was taken.
Cancellation
Charges
Cancellation charges are levied as follows:
25% of the
hire rate if the booking is cancelled within 124 working days prior to
the date of the event.
50% of the room hire rate if the booking is
cancelled within 93 working days prior to the date of the event.
75%
of the room hire rate if the booking is cancelled within 45 working days
prior to the date of the event.
100% of the room hire rate if the
booking is cancelled within 14 working days or less prior to the date of
the event.
Hammersmith Club cannot be held responsible for failure to
complete the contract owing to exceptional weather conditions, or any
other circumstances beyond the control of Hammersmith Club.
Insurance
The Client will be responsible and will
indemnify Hammersmith Club for all accidents, injuries, and losses and for the
cost of repair for any damage done to any part of the property or the
contents of the building which may occur from any cause whatsoever
(including wilful or deliberate damage) in connection with their use of
the premises and for any claims made against the owner by any third party
as a result of the acts of the client or the clients guests. The client
must carry insurance to cover these risks along with adequate public
liabilities insurance. Copies of the clients insurance policies to be made
available to Hammersmith Club on request. The Club carries statutory public
liabilities insurance.
Catering Services
Clients can
make use of Hammersmith Club preferred caterers or use their own. If the
client will be supplying the food / drink they must make Hammersmith
Club aware in advance. If the client, or clients guests choose to
consume their own food or drinks on the premises, Hammersmith Club are
not liable for any misfortune that may occur.
Alcohol may only be bought into Hammersmith Club with prior permission
and is subject to a Corkage fee. Alcohol may not be sold in the building
under any circumstances. Corkage fee can be discussed with Events
Manager.
Final numbers of guests must be notified to the Society
14 working days in advance of the function. However in many cases we are able to cater for
slight changes in numbers up to 48 hours before the function, providing
we have written confirmation of these numbers and we have authorised the
changes.
Requests for special diets & vegetarian meals must be
made, at the latest, by the time of confirming final numbers. Such meals
will be produced at no extra charge.
Our caterers prices will be reviewed in time for
the new Season starting in January of each year.
General
Clients are responsible for the orderly and safe
conduct of the function and for ensuring that the employees,
contractors, agents and guests do not interfere with any other persons
use and enjoyment of the facilities.
Clients are responsible for
ensuring that all electrical and ancillary equipment that they bring on
to the premises meet current statutory safety standards.
The
Society requests that clients observe areas which are designated as non
food or drinking, non smoking areas.
Please do not attach
anything to any walls.
The client must advise Hammersmith Club at the time of making a booking
as to the exact nature of their booking, and if they plan to engage in
any activity which may involve loud music or excessive noise.
The hirer shall not sub-let any part of the Club.
Hammersmith Club
Layout
The arrangement of tables, chairs and displays will be
discussed with the client, and every effort will be made to recognise
their requirements. Unless a particular setting is specified, the space
will be prepared in the usual way for functions of a similar kind. It
may not be possible to reset the room or make major changes at short
notice.
Contacts
Clients will be asked to notify the Hammersmith
Club staff member responsible for hire of the client staff member with
whom all arrangements should be made, and whom all correspondence should
be addressed.
The client staff member or some other person
nominated by the client should be available at least for commencement of
the event for which the booking has been made so that any details that
may need to be resolved can be attended to.
Equipment & Materials Belonging To The Client
Hammersmith Club cannot be held responsible for any equipment or
materials which are brought onto the premises by the client, and
additionally reserves the right to refuse to accept onto the premises
any chemicals of a toxic or combustible nature.
Rubbish
Clients are responsible for the clearance of their own rubbish and other
waste materials from the building at the end of their event.
Sale Of Goods
Clients are not permitted to offer goods of any
description for sale on the society's premises, although it is
recognised that in many instances the meetings and conferences have an
element of commercial trading and this is of course acceptable.
Fire
In the event of a fire the fire alarm (continuous
ringing of the bells) will be activate. Hammersmith Club staff will
assist in the evacuation of the building escorting guests to the
assembly point.
The event organiser must make them self familiar with all fire escapes
prior to the start of their event.
Smoking policy
Hammersmith Club operates a non-smoking policy in its building. You may
however, use the Urban Garden for smoking purposes.
I
understand that this form outlines the terms and conditions of hire for
this venue and that we 'the hirer' are now subject to these terms &
conditions.
Please sign and return
Signature
Today's Date
Name of your Event
Date Of Your Event
Please post your signed replies to, Hammersmith Club, Rutland
Grove, Hammersmith, London, W6 9DJ
Our booking will not constitute a firm booking until this form has been
received by Hammersmith Club.
