TERMS & CONDITIONS

These Booking Terms & Conditions form a contract between KH VENUES LTD trading as The Event Rooms and the person or organisation making the booking.

KH VENUES LTD provides venue hire only. Any add-ons, extras, bar services, drinks arrangements or additional event services are supplied separately by The Eventists and/or other third-party suppliers, unless otherwise agreed in writing.

By confirming a booking, the Client agrees to follow these Terms & Conditions. If a booking is made on behalf of an organisation, the person confirming the booking confirms that they have authority to agree to these Terms & Conditions on behalf of that organisation.

1. Booking and Payment

A booking is only confirmed once KH VENUES LTD has received the required initial payment and the Client has accepted these Terms & Conditions.

The person who confirms the booking will be treated as the Client and will be responsible for the booking, payments, guests, suppliers and compliance with these Terms & Conditions.

Unless otherwise agreed in writing, the required initial payment is 50% of the total Hire Fee. The remaining 50% of the Hire Fee is due no later than 14 days before the event date.

Payment plans may be available for the full amount, subject to agreement by KH VENUES LTD. Clients should contact KH VENUES LTD for more information before confirming their booking. Any payment plan agreed must be confirmed in writing.

KH VENUES LTD provides venue hire only. Any add-ons, extras or additional event services, including but not limited to catering, welcome drinks, drinks tokens, staffing, equipment, sound system, lighting, decor, entertainment, event coordination, supplier arrangements or other event services, are supplied separately by The Eventists and/or other third-party suppliers, unless otherwise agreed in writing.

Any agreed add-ons, extras or additional services must be paid in full no later than 7 days before the event date, unless otherwise agreed in writing. These costs are separate from the Hire Fee and may be subject to separate terms and conditions.

If the Client fails to pay any amount due by the required payment date, KH VENUES LTD reserves the right to cancel the booking. Any amounts already paid may be retained by KH VENUES LTD in accordance with these Terms & Conditions.

KH VENUES LTD reserves the right to update prices, hire arrangements, services, packages or booking details before a booking is confirmed.

2. Client Responsibilities

The Client is responsible for the conduct and safety of their guests, suppliers, contractors and any other people attending the event.

The Client is responsible for any equipment, decorations, furniture, stock or other items brought into the premises by the Client, their guests, suppliers or contractors.

Any equipment, decorations, rubbish, stock or personal items brought into the premises must be removed at the end of the event, unless otherwise agreed in writing by KH VENUES LTD.

The Client is responsible for appointing, paying, managing and supervising any suppliers or contractors they bring into the venue.

The Client must ensure that any suppliers or contractors comply with venue rules, health and safety requirements, fire safety requirements, licensing conditions and staff instructions.

The Client must obtain any licences, permissions, approvals or insurance required for their event and must provide copies to KH VENUES LTD no later than 14 days before the event date if requested.

No posters, signs, flags, banners, boards, advertisements or displays may be placed inside or outside the premises without prior written permission from KH VENUES LTD.

The Client must take good care of the premises and must not cause damage to the venue, fixtures, fittings, furniture, equipment, toilets, walls, floors, doors, windows, lighting, bar areas or any other property.

If damage is caused by the Client, their guests, suppliers or contractors, the Client will be responsible for the cost of repair, replacement, cleaning or making good. KH VENUES LTD may decide whether repair or replacement is required and may appoint its own tradespeople or suppliers. Any invoice for damage, replacement, repair or additional cleaning will be due for immediate payment.

The Client must ensure that the event does not cause nuisance, offence, disturbance, damage, disruption or inconvenience to staff, neighbours, other guests, other venue users or members of the public.

At the end of the hire period, the Client must ensure that all guests leave the premises promptly and that the hired area is handed back in a reasonable condition.

If the Client fails to clear the venue, remove items or vacate the premises on time, KH VENUES LTD may charge additional fees and recover any costs, losses or damages caused by the delay.

The Client must not allow the number of guests in the hired area to exceed the maximum capacity agreed for the booking.

The booking is personal to the Client and may not be transferred, assigned, sub-let or passed to another person or organisation without written permission from KH VENUES LTD.

3. Changes and Additional Charges

If KH VENUES LTD agrees to change the hire period, event timings, guest numbers, venue areas or any other booking details, KH VENUES LTD reserves the right to increase the Hire Fee or apply additional charges to reflect the change.

If more guests attend than agreed, KH VENUES LTD may charge an additional fee.

Any additional charges will be invoiced and will be payable immediately on receipt of the invoice. If additional charges arise on the day of the event, they may be payable immediately.

Any changes to add-ons, extras or additional event services supplied by The Eventists and/or other third-party suppliers may be subject to separate payment terms, availability and charges.

4. Cancellation under Standard Terms

All cancellations must be made in writing.

If the Client cancels all or part of the booking, the following cancellation charges will apply unless Flexi Terms have been selected at the time of booking and paid for within the required timeframe.

If the Client cancels within 7 days of placing the booking, no cancellation fee will be payable, unless the event date is within 14 days of the booking date.

If the Client cancels more than 112 days before the event date, 25% of the total Hire Fee will be payable.

If the Client cancels between 15 and 112 days before the event date, 50% of the total Hire Fee will be payable.

If the Client cancels between 0 and 14 days before the event date, 100% of the total Hire Fee will be payable.

If the event date is within 14 days of the booking date, the cancellation fee will be 100% of the total Hire Fee.

Any add-ons, extras, supplier costs, third-party costs, bespoke purchases or additional event services may be non-refundable and may be subject to separate cancellation terms.

4a. Postponements under Standard Terms

Postponements are not available under the Standard Terms.

If the Client wishes to postpone an event under the Standard Terms, this will be treated as a cancellation and the cancellation charges above will apply.

5. Flexi Terms Add-On

Clients may choose to add Flexi Terms to their booking for an additional fee equal to 10% of the total Hire Fee.

Flexi Terms must be requested and added at the time the booking is signed and the initial payment is made. If Flexi Terms are selected, KH VENUES LTD will send a payment link for the Flexi Terms fee.

The Flexi Terms fee must be paid within 4 days of placing the booking. If the Flexi Terms fee is not paid within 4 days of placing the booking, Flexi Terms will not be added to the booking and the booking will remain subject to the Standard Terms set out in Clause 4 above.

Where Flexi Terms have been selected and paid for within the required timeframe, the Client will benefit from the enhanced cancellation and postponement options set out below.

5a. Cancellation under Flexi Terms

If the Client cancels the booking more than 14 days before the event date, no cancellation fee will be payable in respect of the Hire Fee.

If the Client cancels the booking within 14 days of the event date, 25% of the total Hire Fee will remain payable.

The Flexi Terms fee is non-refundable once paid.

5b. Postponement under Flexi Terms

Clients who have purchased Flexi Terms may request one postponement of their event date without charge, provided the request is made in writing more than 14 days before the event date.

Any postponed date is subject to availability and must be agreed in writing by KH VENUES LTD.

The new event date must be confirmed within the timeframe specified by KH VENUES LTD.

If the Client postpones their event under Flexi Terms and later cancels the postponed booking, the booking will revert to the Standard Terms cancellation policy set out in Clause 4 above.

5c. What Flexi Terms Apply To

Flexi Terms apply to the Hire Fee only.

Flexi Terms do not apply to add-ons, extras or additional services, as these are supplied separately by The Eventists and/or third-party suppliers and may be subject to separate terms, payment requirements and cancellation terms.

Flexi Terms cannot be added retrospectively after the booking has been signed and paid.

Flexi Terms cannot be added after a cancellation or postponement request has been made.

KH VENUES LTD reserves the right to refuse to offer Flexi Terms on selected dates, peak dates, discounted bookings, bespoke packages or bookings made at short notice.

Except where expressly amended by the Flexi Terms, all other Standard Terms & Conditions continue to apply.

6. Minimum Spend Option

KH VENUES LTD may, at its discretion, offer a Minimum Spend Option for selected bookings.

Where a Minimum Spend Option is agreed in writing, the Client will pay the Hire Fee in the usual way. If the agreed bar spend is met during the event, the Hire Fee will be refunded after the event, subject to the written Minimum Spend agreement.

The agreed bar spend, what counts towards that spend, any upfront payments required and any refund arrangements will be confirmed in writing before the booking is agreed.

Bar spend relates to bar services supplied separately by The Eventists and/or other agreed suppliers, not venue hire supplied by KH VENUES LTD.

The Minimum Spend Option is not automatically available for all bookings, dates, event types or hire periods. Clients should contact KH VENUES LTD for more information.

Unless confirmed in writing by KH VENUES LTD, the standard Hire Fee and payment terms will apply.

7. Venue Hire, Add-Ons and Third-Party Services

KH VENUES LTD provides venue hire only.

Any add-ons, extras, bar services, drinks arrangements or additional event services are supplied separately by The Eventists and/or other third-party suppliers, unless otherwise agreed in writing.

This may include, but is not limited to, catering, drinks packages, welcome drinks, drinks tokens, staffing, sound system, lighting, decor, entertainment, event coordination, supplier arrangements, equipment or other event services.

Any add-ons or services supplied by The Eventists and/or other third-party suppliers may be subject to separate terms, payment requirements and cancellation terms.

KH VENUES LTD is not responsible for any loss, delay, cancellation, failure, damage, dispute or issue relating to services supplied by The Eventists or any third-party supplier, except where KH VENUES LTD is legally responsible.

The Client remains responsible for ensuring that any suppliers, contractors or service providers comply with venue rules, licensing requirements, health and safety requirements, fire safety requirements and staff instructions.

8. Drinks and Bar Arrangements

All drinks and bar arrangements must be agreed in writing before the event.

KH VENUES LTD provides venue hire only and does not operate the licensed bar.

Where bar services, drinks packages, welcome drinks, drinks tokens or related services are agreed, these are supplied separately by The Eventists and/or other agreed suppliers and may be subject to separate terms.

No outside drinks may be brought into the premises unless this has been agreed in writing by KH VENUES LTD before the event.

Where a bar is operating, any person who appears to be under 25 may be asked to provide valid photographic ID before being served alcohol.

KH VENUES LTD, The Eventists, management, door staff and security reserve the right to refuse service, refuse entry, remove guests, stop alcohol service, close the bar or end an event where they consider it necessary for safety, licensing, legal or operational reasons.

If the event runs until the end of licensed hours, the bar may be required to close 15 minutes before the end of the event. Music must stop no later than 15 minutes after the bar closes, and all guests must leave the premises no later than 30 minutes after the bar closes.

9. Bringing Your Own Drinks

Clients may be permitted to bring their own drinks, including alcohol, for events with fewer than 60 guests, provided this has been agreed in writing by KH VENUES LTD before the event.

Bringing your own drinks is not automatically included with a booking and must be agreed in advance.

Where the Client and/or guests are permitted to bring their own drinks, the Client must read, understand and agree to The Event Rooms Bringing Own Drinks Policy, which can be viewed here: www.theeventrooms.com/owndrinks

The Client accepts full responsibility for ensuring that alcohol is consumed safely, legally and responsibly throughout the event.

The Client agrees that no alcohol will be supplied to, served to or consumed by anyone under the age of 18.

Any guest who appears to be under 25 may be asked to provide valid photographic ID.

The Client must ensure that guests do not become excessively intoxicated, behave in a disorderly or unsafe manner, cause disturbance, cause damage or create a nuisance to the venue, staff, neighbours, other guests or members of the public.

KH VENUES LTD reserves the right to refuse entry, stop alcohol consumption, remove alcohol from the premises, confiscate alcohol, close the event early and/or eject any guest whose behaviour is considered unsafe, unlawful, aggressive, intoxicated, disruptive or in breach of venue rules.

Failure to comply with these conditions may result in additional charges, cancellation of the event without refund and/or refusal of future bookings.

10. Under-21s

Under-21s are welcome at The Event Rooms, but additional rules apply.

Where any guests under the age of 21 will attend the event, the Client must read, understand and agree to The Event Rooms Under 21s Policy, which can be viewed here: www.theeventrooms.com/under21s

The Client is responsible for ensuring that all children, young people and under-21 guests are supervised appropriately and behave safely and responsibly.

No alcohol may be supplied to, served to or consumed by anyone under the age of 18.

KH VENUES LTD may require additional security, responsible adults, ID checks, wristbands, supervision or event controls for events attended by under-21s.

KH VENUES LTD reserves the right to refuse entry, remove guests, restrict alcohol service, end an event early, refuse future bookings or cancel a booking where the Under 21s Policy is not followed or where KH VENUES LTD considers the arrangements to be unsuitable or unsafe.

11. Cancellation by KH VENUES LTD or Events Outside Our Control

KH VENUES LTD may cancel a booking if the Client fails to make payment on time, breaches these Terms & Conditions, provides false or misleading information, exceeds agreed capacity, fails to provide required documents or if KH VENUES LTD reasonably considers that the event may create a risk to safety, licensing compliance, staff, guests, the premises, neighbours or the reputation of the venue.

KH VENUES LTD will not be responsible for any failure or delay caused by events outside its reasonable control. This may include, but is not limited to, government action, changes in law, strikes, labour disputes, accidents, extreme weather, fire, flood, acts of God, national or local emergencies, war, terrorism, civil unrest, power failure, equipment failure, supplier failure or any event that causes the premises or a substantial part of the premises to close or become unavailable.

Where KH VENUES LTD is prevented from providing the venue due to circumstances outside its reasonable control, KH VENUES LTD’s liability will be limited to the amount already paid by the Client to KH VENUES LTD for the affected booking.

12. Limitation of Liability

KH VENUES LTD will not be responsible for loss, damage, injury, costs or expenses arising from the event except where caused by the negligence of KH VENUES LTD, its staff or its agents.

KH VENUES LTD will not be responsible for loss or damage to property brought into the premises by the Client, their guests, suppliers or contractors.

KH VENUES LTD will not be responsible for interruption, delay or cancellation caused by breakdown of machinery, failure of electricity, water leaks, fire, riot, government restrictions, acts of God, supplier failure or other circumstances outside its reasonable control.

KH VENUES LTD’s total liability under these Terms & Conditions will be limited to the total amount paid by the Client to KH VENUES LTD for the booking.

Nothing in these Terms & Conditions limits or excludes liability for death or personal injury caused by negligence where such liability cannot legally be limited or excluded.

The Client may be required to arrange their own public liability insurance for the event.

If there is a conflict between these Terms & Conditions and any Special Terms agreed in writing, the Special Terms will apply.

Any changes to these Terms & Conditions must be agreed in writing by KH VENUES LTD.

13. Emergency Evacuation and Safety

The Client must familiarise themselves with the Emergency Evacuation Plan before the event.

The Client agrees to assist with the safe evacuation of their guests in the event of a fire, emergency or evacuation.

KH VENUES LTD staff are trained in the Emergency Evacuation Plan and will provide assistance in an emergency.

The Client, guests, suppliers and contractors must comply with all fire safety instructions, emergency procedures, venue rules and staff instructions.

Fire exits, escape routes, stairways, corridors, alarms, extinguishers, emergency lighting and safety equipment must not be blocked, covered, moved, altered or interfered with at any time.

14. General

The Client must comply with all venue policies, licensing requirements, health and safety requirements, fire safety requirements and reasonable instructions given by KH VENUES LTD, The Eventists, staff, management, door staff or security.

KH VENUES LTD reserves the right to take any action reasonably necessary to protect guests, staff, the premises, neighbours or the reputation of the venue.

These Terms & Conditions apply to all bookings unless KH VENUES LTD agrees otherwise in writing.