Venue hire | Terms and Conditions of Hire Agreement
All applications for hire of a conference room (hereinafter called „the Hired Premises“) in Modlen Garage Ltd must be by e-mail or in writing and forwarded on completion to the firstname.lastname@example.org or handed in the main reception.
- Hirer (disclosures)
The Hirer must be over 18 years of age and shall be the person who signs the application of hiring. The Hirer shall be responsible for the payment of the fees payable in respect of hiring and for the observance and performance in all respects of the conditions and stipulations herein contained and on the part of the hirer to be observed and preformed.
Ensure that the hirer, whether instructors or not hold a recent Enhanced Disclosure from the Criminal Records Bureau if they are involved in regularly caring for, training, supervising or being in sole charge of clients who are under the age of 18 or vulnerable adults under the terms of section 115 of the Police Act 1997.
If you will serve alcohol, Notification of Intent to Consume Alcohol form must be completed.
Copies of public liability insurance for each provider must be provided with signed hire agreement.
- Hired Premises
The Hired Premises consist of the hire of the contracted conference room and front lounge room for the time stipulated and encompasses a right of access to changing room/cloak room facilities/kitchen.
- Limitations on Hiring
Hiring is subject to the availability of the time of booking. The Modlen Garage Ltd reserves absolute discretion to accept or refuse a booking.
- Time Limits for Hiring
Hire periods must include time for the set up and set down of conference room and the front lounge room.
Hire fees are based on the current hire rates and each booking shall be quoted on an individual basis. Fees are exclusive of VAT. The Modlen Garage Ltd reserves the right to vary hire rates.
The following payment terms apply:
a)All bookings are required to be paid one week in advance of the hire date. The payment must be forwarded to the Reception in time for the booking to be recognised as confirmed. Failure to pay will invalidate a booking.
b) Customers who have a credit account are required to pay any outstanding invoices within 30 days of the last day of their current booking.
c)The Hirer may pay with, and in addition to, the fees appropriate to the hiring, such amount by way of a deposit (£50.00 / £100.00 + VAT) for damage as may be determined by the Modlen Garage Ltd. In the event of damage occurring during hiring, this deposit, or a requisite part thereof, will stay with the Modlen Garage Ltd and will cover the damage caused. Any balance not so applied will be returned to the Hirer. This requirement is at the discretion of the Modlen Garage Ltd.
d)Special arrangements may be made for payment of a block booking and will be considered individually.
- The Hirer’s Personnel etc.
For certain bookings the Hirer must submit to the Modlen Garage Ltd at least 48 hours prior to the commencement of the hiring period, the names of the Hirer’s personnel and the number of attendees/guests. The hirer cannot exceed the Modlen Garage Ltd’s stated capacity limits for the hire of the premises. The management reserves the right to cancel the booking where the numbers in attendance grossly exceed those notified, within the Health & Safety procedures.
The hirer shall, at the expiration of the period of hiring, leave the premises in a clean and orderly state. If the premises are not left in such a state, the Modlen Garage Ltd reserves the right to charge an additional sum, or to deduct such sums as are necessary from the deposit if applicable to have all such necessary cleaning carried out.
- Care of the premises
The Inventory Form will be included in booking confirmation documents. No nails, tacks, screws, etc. shall be driven into the walls, floors, ceilings, furniture or fittings. All equipment, tables, chairs must be carried, and must not be dragged across the floors. Equipment for use in the designated kitchen areas should not be brought into the confrence room until such covering is laid. Dirty shoes/boots should be removed before entering the studios. Low tack/masking tape may only be used to mark out floors, (please ask at Reception).
- Hirer’s Equipment
For all bookings the hirer must provide the Modlen Garage Ltd with a list of equipment to be used in the conference roonm and the relevant Portable Appliance Certificates (PAT), indicating proof of testing, at least 48 hours prior to the date of hiring. Hirers providing their own equipment should arrange their own separate insurance cover.
- Sound Systems
Sound systems form part of the facilities, but the Hirer must specify at the time of booking if they are requested so that special instructions can be given. No equipment may be moved from their positions.
- Car parking Facilities
Car parking facilities at the Modlen Garage Ltd are fully available to the Hirer and his guests disposition. During the day special arrangements can be made for any catering vehicles if applicable notice is given to the Modlen Garage Ltd 48 hours prior to the date of hiring. Vehicle registration must be given to the Modlen Garage Ltd 48 hours prior to the period.
- Supervision of the premises
The Hirer shall during the term of the Hire abide by the Health & Safety Rules.
a)Ensuring all doors giving access from the Hired Premises shall be kept unfastened and unobstructed and immediately available for exit while the Premises are in use and no obstruction shall be placed or allowed to remain in any corridor giving access to the Hired Premises.
b)For all bookings the Hirer shall provide such numbers and names of attendants and stewards as may in the opinion of the Modlen Garage Ltd be necessary to secure the observance and performance of the foregoing clause of this condition.
a)Under no circumstances will the Modlen Garage Ltd make good or accept responsibility or liability in respect of any hiring or be responsible for.
b)The efficient supervision of the hired premises including the effective control of children, the orderly and safe admission and departure of persons to and from the Hired Premises and the orderly and safe clearance of the Hired Premises in the case of emergency. Damage of theft or loss of any property, goods, articles or things whatsoever placed, deposited, brought into or left upon the premises either by the hirer for his use or purpose or by any other person, or left with or deposit with any employee of the Modlen Garage Ltd and the hirer must indemnify and hold the Modlen Garage Ltd and their servants and agents harmless in respect thereof. The Modlen Garage Ltd accept no liability whatsoever for any loss or damage howsoever caused to any vehicle parked in the car park.
c)The Modlen Garage Ltd shall not be liable for any loss due to any breakdown of machinery failure of the supply of electricity, leakage of water, fire, government restrictions or for any reason not which causes the premises to be temporarily closed or the hiring to be interrupted or cancelled.
d)The Hirer shall be liable for and shall indemnify the Modlen Garage Ltd in respect of any loss, damage or injury which may be injured by or be done or happen to the Hirer or any person or persons in his employ or any of the sub-contractors or by any other person or persons resorting to the Main building by reason of the use of the hired premises by the Hirer. The Hirer will also be liable for any injury whatsoever sustained by a third party on the Modlen Garage Ltd premises, which is caused by the Hirer, his agents, servants or guests.
- Permission to use Photograph and video
The Hirer hereby not / grants to Modlen Garage Ltd and KM Dance and Fitness Club non – exclusive worldwide rights to use photographs and videos for the promotional purpose.
The Modlen Garage Ltd may cancel any bookings if the hire contravenes any of the terms and conditions of hire herein stipulated.
- Notice of Cancellation
Hirers should cancel bookings as soon as possible by email or in writing. The Modlen Garage Ltd will apply cancellation charges according to the following periods of notice:
a)Where no prior notification is given, the full hire fee or deposit will be charged.
b)Where less than 48 hours’ notice is given, 10% of the full hire fee or deposit will be charged.
c) Where more than 48 hours’ notice is given, a full refund of the hire fee will be given (including deposit if applicable).