The Study Society - Room terms

Room Hire Terms & Conditions

A Room Hire Charge is payable for each room booked.
The Booking will remain provisional until a signed copy of these Conditions of Booking, and a deposit where required, are received. Written confirmation of receipt of the deposit will be sent to you. The Society may cancel, without liability, a provisional Booking at any time prior to receipt of the Conditions of Booking and any required deposit, by sending you written notice of cancellation. If any changes take place to your requirements you must notify us immediately.

Equipment

The Society must receive a minimum of 5 working days’ notice of requests for equipment and technical support, otherwise we cannot guarantee availability.
Clients providing their own equipment should inform the Society and note that the Society 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 shall be responsible for the security and insurance of any such equipment, for obtaining all consents of licenses and for its prompt removal at the end of the Event.
You shall indemnify the Society against any costs or damages incurred through the use of such equipment. The Society reserves the right to refuse permission to use certain equipment.

Catering

The final number of guests to be catered for must be confirmed to the Society by midday, three working days prior to the Event at the latest. This shall be the minimum number for which you will be charged.
Subsequent to the confirmation of final numbers detailed above, the number of guests to be catered for may only be increased with the approval of the Society.
When consumables are charged on a consumption basis, you may check the opening and closing stocks of consumables in the presence of a Society representative. If you do not wish to do so, the figures recorded by the Society shall be conclusive.
Under no circumstances may food be brought into the Top Studio.

Use of premises

You shall comply with the Society’s security requirements at all times and follow any specific security related instructions, which may be given by Society staff at any time.
You shall comply at all times with Society fire, emergency and Health and Safety regulations. Fire instructions including fire escape routes are displayed throughout the Society’s premises. Fire exits and routes must not be obstructed.
Nothing may be fixed to walls, ceilings, floor or pillars of any room by nails, screws, drawing pins, tape or other means without prior written approval.
If moving furniture, it must be lifted, not dragged, across the floor.
No stiletto heels or studded footwear is permitted on studio floors.
Colet House is a ‘No-Smoking’ zone, with the exception of the Garden and the Refectory.
Tickets for any function may not be sold at the door, but donations may be received.
The front door MUST be kept locked at all times. For functions when visitors are expected, there must be an appointed ‘doorman’ to let guests in.
You shall not sub-licence or share occupation of the room.
You shall not use any public area of the premises for registrations of guests, distribution or display of promotional material or for display of company signs or notices without prior written approval.
You shall not hold press conferences or make television or radio recordings on our premises without prior written approval from the Society.
The use of Society premises does not carry any endorsement by the Society and none shall be claimed or implied by you in any way whatsoever.
You shall not make use of the Society logo in any way whatsoever, except with the prior written approval of the Society.
You shall not show films, videos or perform plays without the prior written approval of the Society.
You shall have access to the room between the Access Time and the Finish Time stated on the Booking Sheet. The Event must end and the room be cleared no later than the Finish Time as stated in the Booking Sheet.
Should your Event continue after the Finish Time, the Society shall make every endeavour to accommodate your wishes. However should the Society request you to vacate the premises, for example, in the event of requiring the room for a subsequent Hirer, you shall immediately comply.
It is your responsibility to ensure the maximum notified capacity of each room is not exceeded at any time.
Any accidents or damage occurring within the premises shall be reported immediately to the Office staff or Caretaker.
Property should be clearly addressed with the name of your organisation, and room and host or organiser details. Any property causing an obstruction to a fire escape route may be removed from the premises without notice.
You shall be responsible for the orderly and safe conduct of the Event, for ensuring that nothing that you, your agent or contractors or you or their employees or guests does interferes with any other persons use or enjoyment of the Society’s premises, causes a nuisance, is an infringement of or renders possible the forfeiture of permissions attaching to the Society’s premises.
You shall be responsible for ensuring there is no illegal betting or gaming.

Charges

Room hire, business services, equipment, catering and all other Charges are subject to periodic review and so may occasionally differ from charges quoted upon your initial enquiry.
The Charges applicable to your Event will be stated in your Booking Sheet and will be fixed and firm from date of receipt by the Society of these signed Conditions of Booking. Any other Charges arising will be based on our price list current at the date of the Event.
Unless otherwise agreed in writing telephone calls, facsimile, photocopying and other business services are not included in the Room Hire Charge and will be itemised on your invoice separately.
All Charges are quoted exclusive of applicable Value Added Taxation (VAT), and are subject to variation in line with changes to taxation subsequent to the date of the Contract or price list.
Please note that VAT is applicable on room hire where any catering service is provided.
Should your Event continue after the Finish Time any additional room hire, business services, equipment hire and other Charges will be payable at the appropriate rate, pro rata, hourly or parts thereof.
Should you request the Society to buy 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.
You shall indemnify the Society against all and any claims arising from the purchase of goods or services from a third party on your behalf.

Deposits and payments

An advance payment may be required before your Booking is confirmed. This amount, and the date by which it is required, will be detailed in our Booking Sheet. At the sole discretion of the Society we may at any time require an advance payment of charges that are or may in our opinion become due. These may exceed the deposit Charges indicated in the Booking Sheet. All additional advance payments required shall be paid within 7 days of written notification by the Society.
Without prejudice to any other rights or remedies available to the Society under this Agreement, failure to pay any advance payments within 7 days of notification may, at the sole discretion of the Society, result in the cancellation of the Booking and Cancellation Charges may become due.
After the Event (or upon it being cancelled) we will invoice you for the amount due. You shall pay the amount due within 30 days of date of invoice.
Cheques shall be made payable to “The Study Society” and crossed “AC Payee”. Accounts not fully settled within 30 days are subject to a surcharge of 2% above Barclays Bank base rate.

Cancellation

We reserve the right to cancel your Booking with immediate effect and without liability if at the sole discretion of the Society it appears:

The Event is of a different nature to that confirmed by you.
The Event may be illegal.
The Event may bring bad publicity or disrepute upon the Society.
It is possible that you may not be able to honour your obligations under the Contract.
The number of attendees may exceed published capacity figures and it is not possible to reorganise the Booking within the Society’s premises.
You fail to pay any required deposit.
You breach any of the conditions of these signed Conditions of Booking.

In the event of cancellation under the circumstances described above, any deposit paid by you may, at the sole discretion of the Society, be retained.
The Society may cancel your Booking with immediate effect and without liability in circumstances outside our reasonable control. These may include, although not exclusively, Act of God, fire, refusal to grant or extend a licence, strikes, lock-out or industrial action whether involving Society employees or a third party or any act or omission by yourself, your agent or contractor or your or their employees or guests.

If the Society cancels your Booking in circumstances detailed above, any deposit paid to the Society will be refunded unless cancellation is related to acts or omissions by yourself, your agent or contractor, or your or their employees or guests.

If you wish to cancel your Booking after confirmation you must call the Society immediately to notify them of your intention. Any notification of cancellation must be confirmed in writing to the Society. Cancellation will not be implemented by the Society until such written confirmation is received. If you cancel your Booking after confirmation the Society shall retain any deposit or deposits paid and a Cancellation Charge shall be applied to any outstanding balance as detailed below.

Notice received in excess of 56 days: Nil
28 – 56 days prior notice: 25%
14 – 27 days prior notice: 50%
8 – 13 days prior notice: 75%
Less than 7 days notice excluding Bank Holidays: 100%

Indemnity and insurance

You shall indemnify the Society against all loss or damage, including indirect or consequential loss or damage, howsoever arising from this Booking.
This shall include, but not be limited to, loss or damage to the Society’s premises, fixtures, fittings, furnishings, equipment, stock and other contents howsoever arising, including death or injury to any person.
If requested by the Society, you shall effect and maintain Events, Public Liability or other insurance to a level notified by the Society which will indemnify you, your agents or contractors or your or their employees or guests against any claim, costs, and expenses incurred in respect of any injury to any person or loss or damage to property howsoever arising from this Event, and you shall, if so requested by the Society, provide certificates as evidence of such insurance cover.

While the Society is happy to look after deliveries, garments and personal belongings of the organiser or persons attending Events at Society premises, we shall not be liable whether in negligence or otherwise for any loss of or damage to such items occurring on the Society premises and you shall indemnify us against any claims arising from such loss or damage.
In no circumstances shall the Society be liable to you, in contract or in tort, including negligence or breach of statutory duty for:

Any increase in your costs or expenses.
Any loss of your profit, business, contracts or goodwill.
Any indirect or consequential damage of any nature whatsoever.

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 or claim 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 Society shall not be liable for any complaint or claim unless notified in writing within seven days of the Event.
If two or more persons are named on the Booking Sheet the liability of each is joint and several. This means that each person can be held fully responsible for all the responsibilities under this Contract.

The agreement is subject to English law