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Terms & Conditions of Hire

Confirmation of Booking

1 A venue hire charge is payable for each room booked
2 This booking will remain provisional until the signed booking form is received together with the deposit.
3 The Students' union may cancel, without liability, a provisional booking at any time prior to the receipt of the deposit and bookings sheet, by sending you written notice of the cancellation
4 If any changes take place to your requirements you must notify us immediately and a new booking sheet will be issued for you signature if necessary.

Equipment

5 The Students' Union must receive a minimum of 10 working days' notice of requests for equipment and technical support, otherwise we cannot guarantee availability
6 Clients providing their own equipment should inform the Students' Union and not that the Students' Union cannot provide technical assistance with such items nor shall it accept responsibility for any malfunction. It is your responsibility to satisfy yourself as to the suitability of such equipment for the environment in which it is to be used. You are responsible for the security and insurance of such equipment, and obtaining all consents of licences and for it's prompt removal at the end of the event.
7 You shall indemnify the Students' Union against costs or damages incurred through the use of such equipment. The Students' Union reserves the right to refuse permission to use certain equipment.

Catering

8 All events held on the premises will be catered for by the Students' Union or their contracted caterer. In the case of a client wishing to use their own caterer then a disclaimer must be signed.
9 In the event of a client using their own caterer, no Students' Union equipment or facilities can be used.
10 The final number of guests to be catered for must be confirmed to the Students' Union 14 days before the event. This will be the minimum number for which you will be charged.
11 Subsequent to the confirmation of final numbers detailed in 10 above, the number of guests to be catered for may only be increased with the approval of the Students' Union.
12 Under no circumstances may food be brought into the building.
13 Under no circumstances may beverage be brought into the building unless corkage charges have been agreed.

Use of Premises

14 You shall comply with the Students' Union security requirements at all times and follow any specific security related instructions, which may be given by Students' Union staff at any time
15 You shall comply at all times with the Students' Union fire, emergency and Health & Safety regulations. Fire instructions, including fire escape routes, are displayed throughout the Students' Union premises. Fire exits and routes must not be obstructed.
16 Nothing may be fixed to walls, ceilings, floor and pillars of any room by nails, screws drawing pins, tape, without prior approval. Blu tack may be used, but again only with prior approval.
17 You shall not sub-license or share occupation of the venue
18 You shall not hold press conferences or make television or radio recordings on our premises without the written approval from the General Manager of the Students' Union.
19 The use of the Students' Union premises does not carry any endorsement by the Students' Union and none shall be claimed or implied by you in any way what so ever
20 You shall not used the Students' Union logo in any way what so ever, except with prior written approval from the Students' Union
21 You shall have access to the venue between the access time and the finishing time stated on the booking form. The event must end and the room cleared no later that the finish time stated on the booking form.
22 Should your event continue after the finish time stated on the booking form you will be charged at the hourly rate.
23 It is your responsibility to ensure that the maximum notified capacity of the Venue (200) is not exceeded at any time.
24 Any accidents or damage occurring within the premises shall be reported immediately to the Duty Manager or Steward
25 The Students' Union strictly adheres to the Licensing Laws at all times and allows for a 20 minute 'Drinking Up Period' at the end of your event. Liquor License extensions and exceptions may be available by arrangement. You will be responsible for the orderly and safe conduct of you guests, for ensuring that nothing you or your guests interferes with any persons use or enjoyment of the Students' Union premises, causes a nuisance, is an infringement of or renders possible the forfeiture of our Liquor Licence or for music and dancing, or other permissions attaching the Students' Union premises.
26 You shall be responsible for ensuring that there is no illegal betting or gaming.
27 The Students' Union does not take bookings for 18th or under birthday parties, auctions or functions where a fee is payable to gain entry.

Charges

28 Venue hire, services and catering and all other charges are subject to periodical review and so may occasionally differ from charges quoted upon you initial enquiry.
29 The charges applicable to your event will be stated on the booking form and will be fixed and firm from date of receipt of the deposit and this booking form
30 Should you request that the Students' Union buys goods and services from a third party a handling charge will be incurred and a deposit may be required. If your booking is cancelled by either of us for any reason you shall be liable for the handling charge and any costs incurred, in addition to any Cancellation charges
31 You shall indemnify the Students' Union against all and any claims arising from the purchase of goods and services from a third party on your behalf.

Deposits and Payments

32 All payments must be made 14 days in advance of the event. The deposit paid does not form part of the venue hire fee / catering fee.
33 Should payment not be received by this time, the event will be deemed as cancelled and the deposit retained
34 Cheques should be made payable to 'SUUG' and crossed AC Payee

Cancellation

35 We reserve the right to cancel your booking with immediate effect and without liability if at the sole discretion of the Students' Union it appears:
    i. The Event is of a different nature to that confirmed by you
    ii. The event may be illegal
    iii. The event may bring bad publicity or disrepute upon the Students' Union or the University of Greenwich
    iv. It is possible that you may not be able to honour your obligations under the contract
    v. The number of attendees may exceed published capacity figures and it is not possible to reorganise the booking within another Students' Union Venue
    vi. You fail to pay any required deposit
    vii. You breach any of the conditions of these signed conditions of booking
36 In the event of cancellation under the circumstances described above, any deposit paid by you may, at the sole discretion of the Students' Union, be retained
37 The Students' Union may cancel your Booking with immediate effect and without liability in circumstances outside our reasonable control. These may include, although not exclusively, Acts of God, fire, refusal to grant or extend a license, strikes, lock-out or industrial action whether involving Students' Union employees or a third party or any act or omission by yourself, your agent or contractor or your or their employees or guests.
38 If the Students' Union cancels your booking in circumstances stated in 37, any deposit paid to the Students' Union will be refunded unless cancellation is related to acts or omissions by yourself, your agent or contractor, or your or their employees or guests.
39 If you wish to cancel your booking after confirmation you must call the Students' Union immediately to notify them of your intention. Any notification of cancellation must be confirmed in writing to the Students' Union. Cancellation will not be implemented by the society until such written confirmation is received. If you wish to cancel your booking after confirmation the Students' Union shall retain any deposit or deposits paid and a cancellation charge will be applied to any outstanding balance as detailed on the next page

PERIOD BEFORE EVENT THAT WRITTEN CONFIRMATION OF CANCELLATION RECEIVED BY THE STUDENTS' UNION CANCELLATION CHARGE AS % OF VENUE HIRE AND CONFIRMED CATERING CHARGE

In excess of 56 days Nil
28 - 56 days 25%
14 - 27 days 50%
8 - 13 days 75%
Less than 7 days excluding Bank Holidays 100%

Indemnity & Insurance

40 You shall indemnify the Students' Union against all loss and damage, including indirect or consequential loss or damage, howsoever arising from this booking
41 This shall include, but not be limited to, loss or damage to the Students' Union, University of Greenwich and The Greenwich Foundation's premises, fixtures, fittings, furnishings, equipment, stock and other contents howsoever arising including death or injury to any person
42 Whilst the Students' Union is happy to look after deliveries, garments and personal belongings of the organiser or persons attending events at the Students' Union premises, we shall not be liable whether in negligence or otherwise for any loss of or damage to such items occurring on the premises and you shall indemnify us against any claims arising from loss or damage
43 Complaints and claims - If you have a complaint prior to or during the event, you shall notify us immediately and we will do what we can to help. If any complaint arises out of the booking or our performance of the contract you shall notify us immediately and provide written details within seven days of the event. The Students' Union shall not be liable for any complaint or claim unless notified in writing within seven days of the event.
44 If two or more people are named on the booking sheet the liability is joint and several. This means that each person can be held fully responsible for all the responsibilities under this contract.
45 This agreement is subject the English Law

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