Terms and conditions of Meeting Room Hire at Space House Business Centre
Space House Business Centre meeting rooms are available for hire by commercial organisations. There are conditions of use which these Standard Terms and Conditions set out.
All bookings made by persons in respect of rooms at Space House Business Centre are accepted by Icewell Ltd. upon the following Terms and Conditions, which shall form the contract between Icewell Ltd. and the Hirer.
Definitions
1. In these terms and conditions:
i) “SHBC” means Space House Business Centre
ii) “Room” refers to one of the Meeting Rooms available to be booked through the online booking system.
iii) “Management” means the Management Team of SHBC
iv) “Hirer” means any person, persons or representative of the organisation named in a room booking invoiced by SHBC
Use of Rooms
2. Use of the Room is by permission of SHBC Management who reserve the right to refuse any booking or admission at their discretion
3. Access to the meeting room is to be confirmed with SHBC management ahead of the day of booking (Space House Business Park, Abbey Road) and returned to SHBC management at the time as per agreed. Please note the SHBC operates 24/7 however meeting rooms are available between 9-5pm Monday – Sunday. If the rooms are required outside of these hours, confirmation with SHBC management is required before booking.
Cancellation by the SHBC
4. SHBC reserves the right to cancel the booking forthwith and without any liability on its part in the event of the Hirer failing to perform any of the obligations contained within these terms and conditions
5. If for any reason beyond its control including, but not limited to strike, labour dispute, accident, act of war, act of God, fire, flood or other emergency condition, SHBC is unable to perform its obligations in connection with any booking, such non- performance is excused and SHBC may terminate this contract without further liability of any nature, upon re-imbursement of any sums paid by the Hirer. In no event, shall the SHBC be liable for consequential damages of any nature for any reason whatsoever.
Cancellation by the Hirer
6. The Hirer may cancel a Room hire booking by giving notice in writing. In the event that the Hirer cancels a Room hire booking, SHBC reserves the right to impose cancellation charges as follows:
i) 7 days or more prior to the commencement of the meeting, no charges will be made.
ii) A 50% cancellation fee will be charged if less than 7 days’ notice is given for the cancellation of a meeting.
iii) If a meeting is cancelled within 24hrs then 100% of the room hire will be charged.
7. The Hirer is in breach of this contract if:
i) He/She fails to pay to SHBC any sum of money payable to SHBC on the due date
ii) Room usage by the Hirer other than in accordance with the specified terms of this contract
Catering
8. SHBC permits the Hirer to bring their own refreshments on site on condition that
i) Any hot water and crockery are requested at the time details of the booking are confirmed with SHBC management
ii) The Hirer pays the standard hire charge for provision of hot water and crockery
ii) The Hirer leaves the room tidy and puts all rubbish in the bin(s) provided
Hours of use
9. The hire charges quoted relate to the times of the hire duration declared at the time of booking. Room usage which continues beyond these times will incur additional hire charges. If hours beyond the duration at the time of booking are required, please confirm with SHBC before booking.
Other Points
10. SHBC operates a no-smoking policy throughout its property.
11. Permission is required for all photographs, filming and video-recording within the SHBC Premises.
12. The Hirer shall not sub-let the hired rooms
13. An additional discretionary fee of £50 will be charged to the hirer if the room is not left in the same state as at the commencement of hire period or is deemed, by the SHBC management team, to be in an unfit state for the next booking
Damage to SHBC property and items not permitted in Rooms
14. The Hirer shall take all reasonable precautions to ensure that no damage occurs to the property of SHBC or its employees. Furniture and equipment provided should be used only for the purpose for which it was designed. In the event of any damage occurring, SHBC reserves the right to render the Hirer liable for the replacement or repair of any or all property damaged.
15. The Hirer shall ensure that nothing is fixed to the floors, walls, ceilings or any other interior or exterior of the buildings by means of nails, screws, drawing pins, blue tack, glue or any other means unless agreed in writing with the Management team prior to the hire period.
Equipment
16. SHBC accepts no responsibility for any hired equipment or meeting room equipment provided by, for, or on behalf of the Hirer, left unattended prior to, during, or after the function
17. Equipment hired from SHBC
i) Equipment is subject to availability and comes on a first come first serve basis. If specific equipment is required, confirm with SHBC before processing booking.
ii) Must be arranged with the SHBC Management team prior to the meeting
iii) Must be returned to the SHBC Company Office directly after use or left in a pre-agreed area
iv) Any faults must be reported before leaving SHBC premises
v) The Hirer will be responsible if equipment is not returned and penalty charges will be incurred
18. SHBC cannot accept responsibility for any items lost or mislaid on the premises
19. All items stored are at the Hirer’s risk
20. Any items not collected within 24 hours of the end of the meeting will be disposed of unless prior arrangements have been made. Items stored outside these times may incur additional charges
Insurance of property of Hirer and Hirers guests
21. The Hirer acknowledges that any such objects, equipment, furniture, stock, or other property of any sort will remain under the control and care of the Hirer and/ or guests and the Hirer is responsible for insuring such property and accordingly the SHBC excludes liability for losses.
Conduct
22. The Hirer shall ensure that the event for which the Room is used is conducted in an orderly fashion without causing a nuisance and in full compliance with the directives and requirements of Management and with all applicable laws ordinances and regulations.
Right to Exclude or Eject Persons
23. SHBC reserves the right, as it considers reasonable, to exclude or eject, any persons from the Room or the premises of the SHBC whom it shall consider objectionable (including any engaged by the Hirer) and the Hirer will be liable for any liability arising thereby save where the Hirer establishes negligence or bad faith by SHBC.
Data Protection Act
24. The details of the Hirer or, where different, the Client will be held by SHBC on its computer database for use by its accounts department for maintaining proper records. It will not be passed onto any third parties.
Invoicing
25. Booking via the website requires payment to be made at the time of booking. Bookings via the SHBC management team requires payment for meeting room hire and catering orders must be made by BACs within 14 days of the date of the invoice issued for these services.
Car parking
26. Though SHBC offers car parking, this is on a first come first basis policy with our tenants. It is not possible to guarantee car parking therefore it is advised that this is conveyed with attendees so alternative options (free street parking) are considered ahead of the date of booking, in case they are needed.
Covid-19
27. Room entry is prohibited to anyone with Covid-19 symptoms or anyone sharing a household with someone with Covid-19 symptoms.
28. Maximum recommended numbers have been significantly altered to allow adequate social distancing. It is the hirers responsibility to make sure the numbers for their own meeting are responsible and legal.
29. It is the hirers responsibility to make sure they are using the room to both government guidelines and their own company guidelines.
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