Venue Hire Terms & Conditions

1. These Terms

These Terms & Conditions apply to the venue hire of spaces at St Ethelburga’s Centre for Reconciliation and Peace, located at 78 Bishopsgate, London EC2N 4AG (the “Venue”).

These Terms & Conditions apply to consumers as well as businesses, to the extent that such terms are valid under applicable laws.
The Venue is owned by St Ethelburga’s Centre for Reconciliation and Peace, a company limited by guarantee and registered in England and Wales with Company No. 6408424 and registered office 78 Bishopsgate, London EC2N 4AG and registered charity number 1121983 (the “Charity”).
St Ethelburga’s Centre (Trading) Limited is a wholly owned subsidiary of the Charity and a company limited by guarantee registered in England and Wales with Company No. 10300521 and registered office at 78 Bishopsgate, London EC2N 4AG (the “Trading Company”).
By submitting a booking form in accordance with Section 2, Paragraph 1, you agree that the contract for your hire of space at the Venue will be with either the Charity or the Trading Company, as specified by us in your booking confirmation. References in these Terms & Conditions to the “Centre”, “we” or “us” shall refer to either the Charity or the Trading Company, as specified by us in your booking confirmation. You can contact us on +44 (0)20 8064 1635 or at venuehire@stethelburgas.org.
References in these Terms & Conditions to “3rd party platform”, “platform”, or “external site” shall refer to any online venue-hire website where our services are displayed.
References in these Terms & Conditions to “Booking Information Form”, “Booking Request Form”, or “Booking Form” refer to the form available at the link sent to the email address of the person who made the initial enquiry.
References in these Terms & Conditions to “you” or “your” refer to the Contracting Entity named in the Booking Information Form and/or the 3rd party platform.

2. Booking Confirmation and Payment Terms

Your booking is confirmed and added to the diary when:
- a. A completed Booking Information Form is returned to us; and
  b. We receive full payment for your booking.

You will receive a link to the online Booking Information Form and should complete this as accurately as possible. Changes may be requested via email or the 3rd party platform at any time and we will do our best to accommodate them.
Full payment means payment of the amount set out on your invoice or on the offer we send through a 3rd party platform.
Payment for items and changes not present on your initial Booking Information Form shall be made immediately upon receipt of an invoice from us or notification from a 3rd party platform.
If additional costs occur during your event (e.g. over-run of time or additional equipment needs), payment shall be made immediately upon receipt of an invoice from us or notification from a 3rd party platform.
Venue hire, equipment and all other charges are subject to periodic review and may occasionally differ from charges quoted upon your initial enquiry. Where hire charges have changed, we will discuss this with you before your booking is confirmed.

3. Cancellation Policy

Should you wish to cancel your confirmed booking, please advise the Centre immediately via email or the 3rd party platform. We cannot accept cancellations made by phone.
As long as a cancellation is made at least 48 hours before your booking start time, you may cancel your booking within 24 hours of confirmation without further obligation (the grace period).
If you request a booking within this 48-hour timeframe, or the cancellation is made more than 24 hours after your booking has been confirmed by us, then the following cancellation and refund policy applies:
a. Up to 60 calendar days prior to your booking start time, you will receive a full refund.
b. Within 60–30 calendar days prior to your booking start time, you will receive a 50% refund minus, if applicable, the service fee from the 3rd party platform where the original enquiry was submitted (this fee is outside our control).
c. Less than 30 calendar days prior to your booking, no refund will be made.
We reserve the right to terminate your booking without liability immediately upon notice to you if, in the sole discretion of the Centre:
a. Your event may bring bad publicity or disrepute upon the Charity or the Trading Company.
b. Your event may cause a breach of applicable laws.
c. Your event may lead to a breach of the Charity’s charitable objectives.
d. Your event is of a different nature than that set out in your Booking Information Form or amendments agreed with us in writing.
e. The expected number of people in your Group exceeds the maximum number stated in your Booking Information Form (or otherwise agreed with us in writing) and you do not rectify this within 10 days of notice and before the event date.
f. You breach any other of these Terms & Conditions and do not rectify this within 10 days of notice and before the event date.
In the event your booking is terminated under any of the circumstances set out above, cancellation charges detailed in Paragraph 3 may also be payable at the Centre’s sole discretion.
The Centre may terminate your booking without liability in circumstances outside our reasonable control, including but not limited to: Act of God, fire, refusal to grant or extend a licence, or industrial action involving Centre employees or third parties.

4. Room Hire / Use of Venue

Once a booking is confirmed, you will have access to the applicable space from the time and date specified in your Booking Information Form.
Please allow time for setting up and clearing up when completing your Booking Information Form. Your event must end and the room be cleared no later than the finish time stated on your booking form.
A member of staff will be available to show you around and assist where appropriate, but responsibility for setting up and clearing away lies with you. Safety guidelines for handling chairs and tables will be provided.
A booking crossing over the morning and afternoon slots will be considered a full-day booking. Partial use of a slot is not eligible for a discounted price.
If your weekday morning event overruns, we will use reasonable endeavours to accommodate you unless the space is required by another hirer. Afternoon, evening and weekend events cannot be extended without prior agreement.
Additional occupation time or caretaker time required to return the Venue to the condition described in Schedule 1 will incur charges at the rates listed above.
Any accident or injury occurring within the Venue must be reported immediately to the facilitating staff member and logged in the Venue Accident Book. Any damage must also be reported immediately.
The Venue is a Grade I listed building and all hirers must comply with the following:
- Nothing may be attached to floors, ceilings or walls unless specifically approved.
- Only “white tack” may be used.
- Any electrical equipment brought into the Venue must be PAT tested and approved in advance.
Your Group shall not wear shoes inside the Tent.
You are liable for the cost of repairing any damage caused by your Group to the Venue or its contents.
You must ensure attendance does not exceed the maximum approved number without prior written approval.
You shall not use any trade name, trademark, service mark, logo or symbol of the Charity or Trading Company without prior written approval.
You shall not sub-license or share occupation of the Venue without prior written approval.
No company signs, notices or promotional materials may be displayed without prior written approval. All materials must be removed immediately after the event.
Your use of the Venue does not imply endorsement by the Charity or Trading Company.
Smoking, vaping and e-cigarette use are prohibited in all indoor areas.
By hiring the Venue, you agree to leave it in accordance with the standards set out in Schedule 1.

5. Catering

Teas, coffees and biscuits can be provided by the Centre at a charge of £3 per person per round.
The Centre cannot provide catering (except teas and coffees). Your Group may bring pre-prepared food or arrange delivery services.
If using a third-party caterer for a sit-down event, you may be required to use our preferred supplier. No other caterer may be used without prior written consent.
Where food is served by you or a third party, public liability insurance must be obtained.
Waiting and bar staff must be booked through the Centre.
Food and drink are permitted in the Tent with care. Cleaning charges may apply for spillages.
The kitchen is generally only available when hiring the Nave. Availability for the Tent, Courtyard or Foyer cannot be guaranteed.
If serving alcohol, an 18+ policy will be enforced.

6. Equipment

The Centre can provide:
- Projector (Nave only)
- Sound equipment (Nave only)
- Microphones (Nave only)
- Flipcharts
Charges are set out in the Booking Information Form.
We reserve the right to reduce music volume to what we consider reasonable.
The use of Sound Systems other than the one available to hire is prohibited without prior consent.
Drinks must not be placed near speakers, as liquid damage may cut power to the Nave.
Printing, photocopying, telephone calls and other business services are not included but may be available by prior arrangement and charged separately.

7. Health and Safety

You shall comply at all times with the Centre’s fire, emergency and Health & Safety regulations. Fire escape routes are displayed throughout the Venue.
You shall comply with the Centre’s security requirements and follow all instructions provided by staff.

8. Indemnity and Insurance

You shall indemnify the Charity and Trading Company against all claims, demands, actions, costs, expenses, losses or damages arising from your or your Group’s actions or omissions relating to the Venue or event.
If requested, you shall obtain and maintain appropriate Event, Public Liability or other insurance cover and provide evidence upon request.
The Charity and Trading Company shall not be liable for:
a. Increase in costs or expenses
b. Loss of profit, business, contracts or goodwill
c. Indirect or consequential damage
Aggregate liability shall not exceed the total fees paid under these Terms & Conditions.
Nothing in these Terms excludes liability for fraud, death or personal injury caused by negligence, or any liability that cannot legally be excluded.

9. Complaints

Any complaint prior to or during the event must be notified immediately so we can assist.
Written complaints must be submitted within 7 days of the event.

10. Security

If two or more persons or organisations are named on the Booking Information Form, liability is joint and several.
You and your Group are responsible for your valuables at all times. The Centre accepts no responsibility for lost, stolen or damaged items.
We reserve the right to refuse entry to or remove any person who appears intoxicated or poses a threat to the Venue, its equipment, or others.

11. Wheelchair Access

Public areas are wheelchair accessible except for the kitchen.
Please advise us in advance of the number of wheelchair users expected so appropriate arrangements can be made.

12. Enforceability

Each paragraph of these Terms operates separately. If any provision is found unlawful or unenforceable, the remaining provisions remain in force.

13. Governing Law

These Terms & Conditions and any dispute or claim arising from them shall be governed by and construed in accordance with English law.

14. Jurisdiction

The parties irrevocably submit to the exclusive jurisdiction of the English courts.

15. Schedule 1: Venue Standards

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Nave

No chairs or folding tables left out after the event.
Manual handling training will be provided for stacking chairs and folding away tables.
The piano may only be played with permission and must not be moved.
The Cross of Nails may be moved to the niche on the right and replaced after the event.
The altar and lecterns may not be moved without permission.
The sculpture must not be moved.
Never move the two sets of speakers.

Aisle

Chairs should be neatly positioned around the circular table in a horseshoe arrangement.
Brush crumbs off seats.
Clear away tables, rubbish and crockery so that surfaces are clean and clear.

Kitchen

Keep surfaces clear except for appliances and washing-up rack.
Wash crockery and cutlery and put away when dry.
Leave counters clean and clear.
Following an event, load the dishwasher and ask staff to run the cycle.

Tent Courtyard, Garden Courtyard and Passage

Sweep up litter and cigarette butts and place them in bins.
No ice should be left in the garden.

16. Use of Logos, Photographs, Videos, and Organization Name

Use of Logos and Organization name

Use of St Ethelburgas Logos for promotional purposes is not allowed.

Filming, Recording and Media Use

The Hirer must notify St Ethelburga’s in advance of any filming, photography, audio recording, livestreaming, or other media production intended for public distribution, broadcast, publication, or commercial use.

Use of the venue does not imply endorsement, partnership, sponsorship, or affiliation with St Ethelburga’s Centre for Reconciliation and Peace.

The Hirer must not:

misrepresent the nature of its relationship with St Ethelburga’s;
state or imply endorsement by St Ethelburga’s where none exists;
or use St Ethelburga’s name, logo, branding, or reputation in a misleading manner.

St Ethelburga’s reserves the right to require correction or removal of materially false or misleading statements relating to the organisation, where such statements arise in connection with use of the venue.

Commercial filming, broadcast production, or media activity may require additional written permission and conditions.

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