BRLSI Room Booking Form enquiry

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terms & conditions
TERMS AND CONDITIONS DEFINITIONS BRLSI: Bath Royal Literary and Scientific Institution owners of 16-18 Queen Square, Bath, BA1 2HN Hirer: The organisation, company or individual named on the Electronic Booking Form Venue: Rooms available for hire at the BRLSI at 16 – 18 Queen Square Bath BA1 9DG Hire Agreement: Hire of the rooms specified in the contract Administrators: Those authorised to enter into a Hire Agreement on behalf of the BRLSI 1.CHARGES 1.1. Charges for the hire of the BRLSI, equipment and any other goods and services to be provided by the BRLSI shall be in accordance with a scale of charges provided by the BRLSI from time to time 1.2.Payment 1.2.1. A deposit of 25% of the booking fee is due 7 days after the date of the invoice. THIS WILL CONFIRM THE BOOKING. 1.2.2. The balance must be paid no later than 7 days in advance of the event. Any extras requested after the dispatch of the invoice will be invoiced shortly after the event. 1.3. Cancellation Fees 1.3.1. the Deposit is non-refundable 1.3.2. less than one month but more than two weeks before the hire date, 50% of the full hire price will be payable 1.3.3. less than two weeks before the hire date the full hire price will be payable 2.EQUIPMENT HIRE 2.1.1. Hire of the Rooms includes use of a whiteboard, flip chart and pens, Overhead projector, TV/ video/ DVD player and simple PA provision if required. 2.1.2. Also included: Slide projector: it is the responsibility of the Hirer to inform the Administrators whether the slides are 'superslim' or 'standard' as this will determine which projector is provided and the BRLSI takes no responsibility for providing the incorrect projector and possible subsequent interruption to the Hirer's function if such information is not given at the time of booking 2.1.3. NOT included but available for hire: Data projector £10 per session as designated in clause 3.6 2.1.4. NOT included but available for hire: Laptop £10 per session as designated in clause 3.6 3.GENERAL 3.1. These terms and conditions shall be binding upon each person entering into a Hire Agreement (the Hirer) with the Bath Royal Literary and Scientific Institution (BRLSI) for the use of all or any of the rooms (Venue) that the BRLSI may have for hire at that time subject to any overriding provisions expressly agreed in the relevant Hire Agreement 3.2. The Administrators or a competent person appointed solely by the Administrators (Administrators) shall have full power and authority of the BRLSI to enter into a Hire Agreement with the Hirer and to give such consents or approvals as may be necessary pursuant to the Hire Agreement and to vary these terms and conditions. 3.3. Any person not authorized by the Administrators in 3.2. is specifically excluded from entering into a Hire Agreement and the Hirer must ensure that the person they are in contact with is an Administrator or authorized person thereof 3.4. A contract (Hire Agreement) shall be entered into by the Hirer, subject to these terms and conditions, when the Hirer has completed the electronic booking form or has asked the Administrators to complete the electronic booking form on their behalf, and an invoice has been sent to the Hirer and the Hirer has paid the deposit required as stated on the invoice. 3.5. These terms and conditions shall be in addition to such rights as the Hirer shall have at common law. 3.6. HIRE PERIODS: the rooms at the BRLSI are quoted on a half day or evening rate (session) morning: 9am – 12pm afternoon: 2 – 5pm evening: 7 – 10pm at the rate quoted on the website or by the Administrator at the time of booking. We reserve the right to increase the hire charges but undertake to honour all bookings at the charge quoted at the time of booking. 3.7. Outside Broadcast Facilities Whenever there is a requirement to record sound or image in the building the Hirer will be responsible for notifying the Administrators and the BRLSI reserves the right to levy a fee in addition to the standard hire fee 4.THE HIRER 4.1. The Venue shall be used only for the function shown in the booking form. 4.2. The Hirer shall use and shall only be permitted to use the Venue (or relevant part of it) on the dates and during the times specified on the booking form. 4.3. The Hirer may not assign the rights acquired under a Hire Agreement to any other person. 4.4. If the event involves children or the audience is mainly children the Hirer must ensure that all children are accompanied at all times and the Hirer has ensured that adequate risk assessment has been completed. 4.5. Hirers are responsible for providing First Aid cover for their event. Any accidents occurring during set up, during the event and during pack up must be reported to the House Manager and an accident report sheet filled in. 4.6. Hirers are responsible for ensuring that entrance to the Venue is not allowed to any drunk, or disorderly persons and those under the influence of drugs, and to evict any who become drunk and disorderly or who take drugs whilst in the Venue. 4.7. The Hirer shall inform the BRLSI of any change in the type of function that occurs or is envisaged after completion of the booking form and acknowledges that the BRLSI can refuse consent to such a change. 4.8. The Hirer shall be responsible for proper order within the Venue. In particular the Hirer shall be responsible for the provision of adequate stewarding cover for the event, shall liaise with the BRLSI to ensure that suitable procedures have been adopted. 4.9. The Hirer undertakes to comply with all applicable Health and Safety Rules and regulations. 4.10. Hirers will be required to work with the House Manager supplied by the BRLSI and will understand that the House Manager's decisions will be final in all matters relating to the use of the building and especially for Health and Safety matters. 4.11. The Hirer shall ensure that free and uninhibited access is allowed for any other Hirers/users of the Venue that coincide with its use. 4.12. The Hirer shall be responsible for the security of the Venue during the period of hire. The front door shall be secured at all times when it is not being staffed during the period of hire. At no time should the front door or any other external door or fire exit be left open or unlocked and unattended. 4.13. Emergency evacuation procedures shall be provided to the Hirer on arrival at the Venue. The Hirer shall be responsible to ensure that these procedures are followed at all times during the hire period. 4.14. All fire exits and passageways shall be kept free from obstruction at all times. During use of the Venue all gangways and doorways shall be kept clear and no one shall be permitted to stand or sit therein. 4.15. The number of persons attending an event in the building shall not exceed the number of seats agreed in advance with the BRLSI. Extra seats or standing shall only be permitted in areas designated in a prior arrangement with the BRLSI. 4.16. Smoking is not permitted anywhere within the BRLSI. 4.17. All catering in the BRLSI, both food and provision of alcohol, will be undertaken by caterers approved by the BRLSI and the BRLSI reserves the right to designate areas where food and drink may be consumed. It is the Hirer's responsibility to ensure that the caterer they employ has adequate insurance in place against food poisoning and any other catering risk. 4.18. The Hirer is responsible for obtaining all licenses and other permissions whatsoever required for any activity taking place in the Venue, other than those already covered by the BRLSI's Public Entertainment License (Premises License No. 06/01205/LAPRE dated 24 May 2006) 4.19. The Hirer must be able to demonstrate that it has adequate Public Liability Insurance to cover any claims arising directly from their activities or the use of any of their equipment brought into the Venue. 4.20. No broadcasting, recording or photography or filming of any kind whatsoever may take place in the Venue without the consent of the BRLSI. 4.21. The Hirer shall be responsible to the BRLSI for any damage caused by or arising out of its hiring of the Venue (or part of it) whether to the fabric of the building, internal finishes or fittings or to any property or furniture or other items owned by the BRLSI. The BRLSI may at its own option have such damage repaired or damaged items replaced or repaired and the Hirer shall reimburse the BRLSI for the cost thereof on demand. 4.22. No animals are allowed in the Venue except for guide dogs accompanying visually impaired people 4.23. No structure, sign or notice or the like shall be erected or displayed in or outside the Venue without the approval of the BRLSI. No petrol, oil, gas or other substance of an inflammable or explosive nature shall be allowed within the Venue or immediately next to it. 4.24. In the event that the Hirer sells any goods or services in the course of the event or holds any form of raffle or tombola the Hirer- shall be responsible for ensuring that all applicable laws and regulations are complied with and shall hold the BRLSI free from all liability in relation thereto. 4.25. Extra fittings, staging, scaffolding, curtaining, props or decorations shall only be erected or brought into any part of the Venue with the prior approval of the BRLSI. No prop, decoration, sign or other article may be stuck glued, sellotaped or in any other- way fixed to any part of the Venue or any furniture therein except with the prior approval of the BRLSI. 4.26. No alteration or addition to the existing lighting arrangements shall be carried out, nor additional power sockets installed. Extra lighting, public address systems, audiovisual equipment or similar equipment may be used only by prior arrangement with the BRLSI and with the oversight of BRLSI House Manager, or the BRLSI's- approved contractors, for which there may be an extra charge. 4.27. Any electrical equipment brought into the Venue, subject to approval in accordance with clause 4.25 above, must have been tested for safety and be labelled with the date of the last test. 4.28. All equipment, fittings, etc, erected or brought into the Venue by the Hirer shall be removed immediately upon completion of the hiring unless prior agreement is made with the BRLSI. In the event of the Hirer failing to clear the Venue to the satisfaction of the BRLSI this shall be done by the BRLSI at the sole expense of the Hirer. 4.29. The BRLSI shall not be liable for any loss or damage to property or goods used or exhibited in the Venue or left by the Hirer or persons attending the event. 4.30. The Hirer shall vacate the Venue at the end of the hire period as stated in the booking form. The Hirer shall be liable to the BRLSI for vacating the Venue after the times stated in the booking form at the BRLSI's current scale of charges. 4.31. Cancellation fees: see clause 1.3 5.THE BRLSI 5.1. The BRLSI at any time may refuse to the Hirer during a period covered by a Hire Agreement the right to use any part of the Venue hired. 5.2. If the BRLSI shall consider that any event, performance or activity that is taking place or that is likely to take place in the Venue is or is likely to be offensive, immoral or contrary to any law or regulation or specific charitable objectives of the BRLSI or is or is likely to be prejudicial to the BRLSI's rights as owners of the Rooms or to the BRLSI's own use or occupation of the Rooms, then the BRLSI may forthwith terminate the Hire Agreement. 5.3. In the event that the BRLSI refuse the right to use the Venue pursuant to clause 5.1 or terminate a Hire Agreement pursuant to clause 5.2 the BRLSI shall be under no obligation whatsoever to the Hirer- which shall make no claim whatsoever against the BRLSI in relation to the Hire Agreement except that where the BRLSI refuse the right to use the Venue pursuant to clause 5.1 and such refusal shall have been made necessary by or have resulted from the negligence of the BRLSI, the Hirer shall be entitled to claim from the BRLSI such sums as the Hirer shall have paid to the BRLSI in relation to the relevant event. 5.4. The BRLSI reserves the right to cancel any Hire Agreement without notice and without any liability legal or otherwise to the Hirer or any person affected by such a cancellation in the event of war, riot, state of emergency, civil commotion or where any member of the public is at risk or thought to be at risk, strike (whether official or not), failure of electricity or gas or any other service to the Venue, however caused, or for any other reason whatsoever outside the control of the BRLSI. 5.5. In the event that the BRLSI cancels a Hire Agreement pursuant to clause 5.4 the Hirer shall be entitled to claim from the BRLSI and the BRLSI shall pay to the Hirer such sums as the Hirer shall have paid to the BRLSI in relation to the relevant event.
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