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Venue Hire Terms and Conditions

These Terms and Conditions apply to the hire of rooms in 1-2 Soho Street, London, W1D 3GN from UK College of English, a division of UK College of Business and Computing’ (The Company), registered in England and Wales, registration number is 04294645, by customers (The Customer) who are hiring the Venue in the course of and for the purposes of a Business.

1. Booking and Hire Term

1.1  A legally binding agreement for a Booking shall only come into existence when the Customer agrees to these terms and conditions.

1.2  The Hire Term applies to each individual day the room is used by the Customer who agrees to these terms and conditions.

1.3  The Hire Term ends when the Customer notifies UK College of English via email, they wish to stop hiring the rooms or at a specified future date agreed between the parties.

1.4  Rooms must be booked individually and daily. All bookings must be done via the online booking calendar.

2. Payment

 2.1  All payments required to be made by the Hirer shall be made by credit card or debit card via the booking calendar.

2.2  If the Customer fails to pay, the room shall not be deemed booked, and the Customer will not be granted access to the room/s.

3. Cancellation and Termination

3.1  If the Customer cancels or terminate the Booking more than 15 days ahead of the booking date, the Company shall refund all sums paid.

3.2  If the Customer cancels or terminates the Booking less than 15 days ahead of the booking date, the Company shall retain all sums paid, and any outstanding Hire Fees shall become immediately payable. No refund shall be issued.

3.3 If the Company cancel the Booking at any time prior to the start of the Hire Term, the Company shall refund all sums paid.

3.4 Where a refund is due it shall be paid via bank transfer within 30 business days of the event triggering such refund.

3.5 Upon the termination of the Hire Agreement for any reason:

3.5.1 any sum owing by either Party to the other under any of the provisions of the Hire Agreement shall become immediately due and payable.

3.5.2 termination shall not affect or prejudice any right to damages or other remedy which the terminating Party may have in respect of the event giving rise to the termination or any other right to damages or other remedy which any Party may have in respect of any breach of the Hire Agreement which existed at or before the date of termination.

4. Room Opening Hours

4.1 Rooms can be accessed from 8.30 am.  A different access time must be arranged prior to booking.

4.2 All events on weekdays must end by 18.00. The Customer and all associated parties must have vacated the building in their entirety by 18:30, for which the Customer is responsible for ensuring takes place.

4.3 If any guests of the Customer remain in the building after the end time stated on the booking form, UK College of English reserves the right to charge an additional cost, based on the standard room hire rate.

5. Utilities

5.1 Unless otherwise stated in the Booking Details in the Hire Agreement the use of all utilities including gas, electricity and water shall be included in the Hire Fees. No additional charges shall be levied.

5.2 If, in the Company’s judgement, the Customer is likely to use an abnormally high amount of gas, electricity or water during the Hire Term it shall have the option of metering the Customer’s use of the relevant utilities and charging a separate fee therefor. The Customer shall be informed of any such decision.

6. Use of the Venue

6.1 The Customer will be subject to the full cost of mending any damage or excessive wear and tear to UK College of English Soho Street.

6.2 The Customer may not, at any time, have in the venue any substances that are noxious, corrosive, toxic, explosive or hazardous.

6.3 The Customer may not, at any time, allow live animals into the Venue without the prior written permission of the Company, such permission to be sought at least 30 days prior to the start of the Hire Term. However, guide dogs for the blind or hearing dogs for the deaf shall be permitted at all times and no such prior written permission is required for them.

6.4 The Customer may not at any time use candles or other lighted flames inside the Venue without the prior written permission of the Company.

6.5 Under no circumstances may posters be fixed to walls or doors using Sellotape or Blu-Tack Adhesives. Failing to meet this condition will result in an automatic additional charge of £100.00 plus VAT.

6.6 The Customer will be subject to pay the full cost of any extra cleaning required. If the event involves catering of any sort, there will be an automatic additional charge.

6.7 Smoking and alcohol consumption is prohibited in and immediately outside the UK College of English building.

6.8 Noise must be always kept to a reasonable level. The Customer must ensure that no noise escapes the Venue.

6.9 Under no circumstances may the Customer sublet the venue.

7. Liability, Indemnity and Scope of Obligations

7.1 The Company will not be liable to the Customer for any damage to or loss of property of the Customer or any of the Customer’s invitees, employees or contractors which occurs at the Venue during the Hire Term.

7.2 The Customer shall be fully responsible for the negligent or other acts or omissions of the Hired Personnel at the Venue during the Hire Term (or the relevant part thereof) and shall fully indemnify the Company in respect of all claims howsoever arising for any damage to or loss of property or personal injury sustained by the Customer or any of its invitees at the Venue attributable to any such acts or omissions.

7.3 The Customer shall be liable for and indemnify UK College of English against any claims in respect of death, injury, loss, or damage where any such claim is caused by or arises by reasons of the act, omissions or claim is caused by or arises by reasons of the act, omissions or neglect of the Customer, Agents, Contractors or Clients.

7.4 The Company shall not be liable in contract or tort (including negligence) by reason of either any breach by the Company of any express term of the Hire Agreement, or the Company’s breach of any implied warranty, condition or other term, or any negligent or innocent misrepresentation, or any negligence or other duty at common law, for an interruption to business; loss of income, revenue, business; loss of business opportunity; loss of profit or contracts; loss of anticipated savings; wasted expenditure; or any indirect, special or consequential loss, damage, costs, expenses or other claims; arising from any act or omission by the Company or any of its agents or employees or any other person or entity in connection with the performance of its obligations arising under the Hire Agreement or with hire or use of the Venue or use of the Catering Service or the Hired Personnel by the Customer under the Hire Agreement.

8. Health and Safety

8.1 Any and all electrical equipment to be used by the Customer during the Event must have been fully PAT Tested no longer than 2 years prior to the commencement of the Event. All such equipment must bear the appropriate labels and be accompanied by the appropriate certificates as proof of such testing and compliance.

8.2 The Company shall have the right to inspect electrical equipment at any time during the Hire Term, and shall have the right to remove, or request the removal of, any equipment.

8.3 The Company shall make the Customer aware, and the Customer shall ensure that it is aware of all fire exits and fire equipment prior to the start of the Hire Term. The Customer shall ensure that all fire exits, and access thereto remain completely unobstructed during the Hire Term, that all signs for fire exits and equipment remain as prominent and visible as they are when the Venue is unoccupied, and that fire equipment is not moved from its present location unless being used for its intended purpose.

9. Data Processing

9.1 All personal data to be processed by the Company on behalf of the Customer, subject to the Hire Agreement, shall be processed in accordance with the terms of a Data Processing Agreement into which the Parties shall enter before any personal data is processed.

10. Force Majeure

10.1 The Company shall not be liable for any failure or delay in performing its obligations under the Hire Agreement where such failure or delay results from any cause that is beyond its reasonable control (“Force Majeure”). Such causes include, but are not limited to: power failure, internet service provider failure, industrial action, civil unrest, fire, flood, storms, earthquakes, acts of terrorism, pandemic, epidemic, acts of war, governmental action or any other similar or dissimilar event that is beyond the control of the Company.

10.2 The Company shall advise the Customer in writing as soon as possible if and when any such Force Majeure event occurs and at the same time provide an estimate to the Customer of how long the event is likely to continue and its likely impact on the performance of the Company’s obligations.

11. General

11.1 No failure or delay by either Party in exercising any of its rights under these terms and conditions shall be deemed to be a waiver of that right, and no waiver by either Party of a breach of any provision of the Hire Agreement shall be deemed to be a waiver of any subsequent breach of the same or any other provision.

11.2 Nothing in these terms and conditions shall constitute or be deemed to constitute a partnership, joint venture, agency or other fiduciary relationship between the Parties other than the contractual relationship expressly provided for in the Hire Agreement.

11.3 Nothing in these terms and conditions is intended to confer rights on any third parties and accordingly the Contracts (Rights of Third Parties) Act 1999 shall not apply to the Hire Agreement.

11.4 The terms and conditions are governed by, and construed in accordance with, the laws of England and Wales.

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