Terms and conditions of hire
Definitions
Below are the definitions of the words used in these Terms and Conditions:
Event:
Conferences, lectures, meetings, presentations, receptions and seminars, held in the Vine Venue's rooms, the date of which has been agreed between you and the Vine Venue.
Event Attendees:
Any person who will be attending your event including staff, guests, speakers and suppliers; or anyone else operating on your behalf.
Facilities:
Any property including rooms and equipment belonging to the Vine Venue.
TVV:
Lemonade Productions Limited trading as The Vine Venue.
Services:
Includes audio visual equipment hire and support, catering and other business services.
We; us; our
Lemonade Productions Limited trading as The Vine Venue.
You; your:
The person, organisation or company who will be hiring and using TVV conference centre facilities and services.
Thank you for choosing the Vine Venue for your event
. It is important that you understand clearly, when you make a booking
with the Vine Venue, who is responsible for what. This document sets
out clearly which responsibilities lie where. The following are the
terms of the Booking Contract ("the Contract") between you and TVV
1. Who is this contract between?
The contract is between you and us. You
accept responsibility for paying all charges, including any extra
charges, arising under the contract. The contract is subject to and
construed and interpreted in accordance with the laws of Scotland and
any relevant regulations of the Vine Venue. You may not transfer your
rights or responsibilities under the contract to any other person or
organisation.
2. Making a Booking and Booking Deposit
a) All bookings made with us are granted
strictly for the purposes agreed (see clause 13) and will be accepted
only on that basis, and following receipt of the Contract signed by
you. You may also be asked for a non-refundable
deposit of 50% of the total invoice
amount applied in the Contract. No booking will be confirmed until we
have received a signed Contract and, if requested by TVV, the
non-refundable deposit.
b) Once you have confirmed to us you wish
to make a booking, and the specific arrangements for your event, we
will set the details out in the Contract and will send it to you for
signature, together with an invoice for the deposit (if this applies).
We will provisionally hold the facilities and services you have
requested from the date the Contract is issued, and will inform you of
the date on which the provisional booking will lapse. No provisional
booking will be held for more than 28 working days. If we hold a
provisional booking and you have not yet returned the contract, we will
contact you if another client wants to book out the same rooms, and
will give you 24 hours to respond before letting it to another client.
c) You will sign the Contract and return
it (and the deposit payment if it applies) to us by post, fax or email.
If we do not receive the Contract by the provisional booking deadline
we have set, we will release the provisional booking held. Should this
happen, you will not be charged for the provisional booking.
d) On receipt of the Contract and deposit
(if it applies) we will confirm, by email, your booking and receipt of
any non-refundable deposit you have paid.
e) By signing the Contract you will have
agreed to pay all the charges for facilities and services set out in
the Contract, unless these are changed or cancelled under the terms of
clauses 4 or 5 below. In which case you will pay the charges set out in
the relevant clause(s).
3. Final Invoice
After the event, we will send a final
invoice to you for the balance of all final charges for the facilities
and services set out in the Contract. You will pay in sterling, to the
address shown on the invoice, within 21 days of the date of the
invoice. If you do not pay the invoice in full and on time, a reminder
that may include a 10% non payment surcharge will be issued. After that
time, we reserve the right to withdraw any discount that may have been
granted. We may also charge you interest at 2% over the base rate for
borrowing then applied by the Clydesdale Bank on all outstanding sums
and any other relevant costs incurred by us as a result of your default.
4. Altering the Contract
a) We will accept alterations to the
Contract up to 7 working days before your event. Please note that you
will, if we require it, still have to pay for any cancelled items in
accordance with the terms of clause 5. After that time we will supply
what is agreed in the Contract and charge accordingly. We shall have no
liability to you for any inconvenience or loss this may cause you.
b) If you do alter the Contract, we will
issue a revised Contract, which you will sign and return to us. The
revised contract will only take effect when received by us and if it is
received by us no later than 7 working days before your event. The
revised contract will include details of all previous and new
facilities and services agreed, and any cancelled.
c) There may be circumstances which
require us to alter the facilities or services allocated to you. We
will do this only if the alternatives we offer are suitable for your
purposes as you explained them to us when you made the booking. There
will be no extra charge to you if we alter your facilities or services.
5. Cancellation
a) If you decide to cancel or postpone
your booking, or alter facilities and services you have agreed to pay
for in the Contract, you will be liable to pay charges for any
facilities or services that we cannot re-sell despite using reasonable
efforts. You will pay in full for any facilities or services in the
Contract that you do not cancel, whether or not you use them. The level
of charge to be applied will depend on the amount of notice you give
us, calculated from the following table:
Written notice received by us (letter of
email) % of
contracted revenue to be charged (Original)
More than 57 calendar days before the
first day of the event No charge
over and above any non-refundable deposit paid
29 to 56 calendar days (inclusive) before the first day of the event 50%
8 to 28 calendar days (inclusive) before the first day of the event 75%
Up to 7 calendar days before the first day of the event 100%
b) The cancellation charges referred to
above represent a reasonable pre-estimate of the net loss that will be
incurred by TVV, based on previous experience, including but not
limited to lost time, costs and expenses due to cancellation.
c) We will tell you the final cancellation
charges once we know whether or not we have been able to re-sell the
facilities or services cancelled.
d) We reserve the right to cancel the
Contract for reasons that are beyond our control. If this happens we
will use all reasonable efforts to offer you an alternative. We cannot
accept responsibility if we cannot provide facilities or services
because of any cause which is beyond our control.
e) We reserve the right to cancel the
Contract without liability to you if you are in arrears of previous
payments or TVV becomes aware of any significant change in your
circumstances that would adversely affect the reputation of TVV should
your Event proceed.
6. Opening and Closing Times
a) TVV is normally open Monday – Friday
from 08.30 until 17.30, although it may be possible for us to stay open
later. If your event requires the building to be open before 08.30,
additional costs will apply. The building does not remain open after
22.00.
b) TVV does not normally open during the weekend. However, if we agree to do so, additional charges may apply.
c) All events in the building will start
and end at the time agreed in the Contract, and all your event
attendees will have vacated the building no later than 30 minutes
following the end of the event. We will charge you for any facilities
or services used out-with the times agreed in the Contract.
d) For the avoidance of doubt, if you
require time to set up your room, you must ensure that you book the
Facilities from sufficiently early to allow you to complete this set up
prior to your Event Attendees arriving. If you require to set up the
night before an Event, then this would constitute an additional booking.
7. Food and drink
Only food and drink supplied by TVV as part of the Services may be consumed on the premises.
8. Animals and pets
No animals or pets of any kind, except guide/hearing dogs, are allowed on our premises.
9. Behaviour of Event Attendees
You will make sure that your event
attendees behave in such a way that they do not cause a nuisance or
unreasonable disruption to TVV, our employees, or to anyone else using
or visiting TVV. Should any of your event attendees refuse to, or
appear unwilling to alter any aspect of behaviour that is unacceptable
to us, we reserve the right to terminate the stay of the person(s)
involved or all you event attendees.
10. Liability
a) You agree to pay any loss or liability
of any kind to us or any other person caused by you or any of your
event attendees and to indemnify TVV in full against all injury
(including death) to any persons or loss of or damage to any property
which may arise out of any negligence, act of omission by you or your
event attendees.
b) We advise that you obtain insurance
and are fully insured against all losses or liabilities. We cannot
accept responsibility for loss of or damage to property or vehicles
belonging to you or any of your event attendees, however caused.
11. Services provided by other parties
a) Sub-letting all or part of the venue associated with your booking is not permitted without express permission of TVV
b) TVV cannot accept any liability for any costs connected with services you arrange directly with other providers.
c) If you ask us to arrange services to
be provided by any other person or organisation, any resulting contract
is between you and the person or organisation providing the service,
unless we specifically agree otherwise. We will treat the person or
organisation providing the service as your event attendee.
12. Health & Safety
We comply with statutory requirements
governing, licensing, health and safety and entertainment. You are
therefore responsible for ensuring that all your event attendees comply
with all laws and byelaws relating to these requirements, and with our
Health and Safety policy and procedures. If you fail to comply with
these Health & Safety obligations, it may result in the termination
of the Contract.
13. Event Purpose
We restrict the type of event that can
be held on our premises to events that are consistent with the objects
of our Landlord. It is essential that you inform us of the nature and
purpose of the event at the time of booking.
14. Prices and Discounts
a) Prices quoted for your event are
subject to change, and all charges are based on the prices which
apply when the facilities or services are requested.
b) The signed booking form constitutes
the sole, complete and binding agreement between the parties regarding
the booking and supsercedes all prior communications between the
parties. No amendment or modification of this agreement shall be
binding upon the parties unless made in writing and executed by an
authorised representative of each party
15. Complaint Procedure
If you have
a complaint against the facilities or services provided by TVV during
the event, or about any of the arrangements relating to the event you
should contact the Conference Centre Manager
