ROOM HIRE TERMS AND CONDITIONS

HEART permit the Occupant to use the Premises on the following conditions (always subject to the HEART terms):

Payment

1. The Occupant shall pay the HEART Centre for the use of the Premises, the sums invoiced. The Occupant shall not be entitled to withhold any sum, whether by set-off, counterclaim or otherwise.

One off event: a 10% deposit will be required to confirm a booking. For bookings where the total value exceeds £250 a 20% deposit will be required. This can be paid at reception, over the phone, or by BACS using your event date and ‘deposit’ in the reference field. Invoices are issued at the end of each calendar month for monies owed. Where money is received in advance a remittance will be sent in its stead to confirm receipt of payment.

All other room hire: invoices are issued at the end of each calendar month for monies owed. Where money is received in advance a remittance will be sent in its stead to confirm receipt of payment.

2. Payment should be made;

Via BACS using the details below:
The Co-operative Bank
Sort Code: 089299
Account: 65346547
Ref: your invoice number only

Failure to use your invoice number in the reference field will incur an additional £2 administration fee.

In exceptional circumstances, with written permission from a manager, via cash, cheque or card at reception.

3. Payment is due within 14 days of date invoice issued.

4. We reserve the right to add costs and interest to this debt under ‘Late Payment of Commercial Debts Regulations 2013’, and are legally entitled to do so.

  • You will receive a reminder email when your payment is due.
  • We will issue a ‘late notice of payment’ email at 2, 6 and 10 weeks past due date. Each notice will incur a £10.00 charge which will be added to the existing bill.
  • If you have not paid your outstanding debt within 3 months of receipt of invoice your account will be tagged as bad debt. All upcoming bookings and services will be cancelled, and no future bookings or services will be able to be made. These conditions will be removed on confirmation of receipt of full payment.
  • Any debt outstanding may be subject to a claim under the small claims court.
Cancellation and modification

5. Cancellation or modification of your room hire must be made in writing to [email protected]

6. Where modifying your events incurs cost or loss of income to HEART this will be treated as cancellation of event and booking a new event.

7. Cancellation and modification charges (this includes amendments to catering numbers);

  • More than 28 days notice – no charge
  • 2 – 28 days notice – 50% of total cost of booking (room hire, catering etc.)
  • 2 working days prior to the start of a booking (48hrs Monday – Friday 9am-5pm) – 100% of total cost of booking (room hire, catering etc.)
Permitted use of room

8. HEART’s values

All activities and events (whether public or private) must operate within HEART’s values. These can be found on our website – https://www.heartcentre.org.uk/

9. Set up and clear down

The Occupant shall be entitled to use the booked spaces only during the Permitted Hours and must allow for setting up and clearing away time in the booking.

Failure to vacate the space promptly will incur additional charges for the time used.

10. Hours of operation

HEART is open to the public Monday to Saturday 9am to 9pm. Where late opening has been agreed the building must be vacated by 11pm. Where a late license has been agreed and purchased the building must be vacated by 12am.

11. Licensing

If the Occupant wishes to provide public music, films, media, dancing or other public entertainment, the Occupant must first obtain any necessary licence(s) and provide copies of such to a HEART Manager upon request. Where applicable, the Occupant shall comply with Phonographic Performance LTD (PPL) / Performing Right Society (PRS) regulations if relevant. Please see www.pplprs.co.uk for further information.

12. Catering

HEART offers a range of catering options to meet your needs, for full details see our website – ABK. Only food and drink bought from HEART can be consumed on the premises. Access to the café kitchen is strictly prohibited.

13. Alcohol

No alcohol may be brought on to the premises for any reason. Any alcohol purchased at HEART must be consumed on the premises. HEART’s staff are trained to Check 25, failure to show valid ID on request will lead to refusal of service of alcohol.

14. Animals

Assistance animals are permitted across the site. Well behaved dogs on leads are permitted in the rear courtyard accessible round the side of the building. All other animals are not permitted on site.

15. Noise levels

In respect of other centre users and our neighbours noise levels must be contained to a reasonable level at all times and after 10.30pm shall not be audible in the neighbouring properties. The Occupant is requested to encourage participants/audience/performers to leave as promptly and quietly as possible at the end of the evening and to ensure that pack down of equipment is done in the same manner.

16. Leave as found

All spaces occupied or used by the Occupant, including common areas, toilets etc, must be left in a tidy and clean state, any rubbish being removed from the Premises at the end of the period of use. If this is not done the Centre may make additional charges to cover the cost of cleaning. No fixtures or decorations requiring nails, screws, pins, staples, adhesive tape or similar shall be allowed. Any use of blue or white tack on walls is also prohibited. No furniture may be introduced in to the Centre without the a Manager’s prior approval. If you wish to move any equipment or furniture, please check first with Duty Manager. Any setup of room or personal equipment whilst alone is at Occupant’s own risk.

17. Storage

Storage facilities at HEART are very limited. All property belonging to The Occupier shall be removed from the Premises by the Occupant immediately at the expiry of the permitted hours each day. No property is to be left on site without the written permission of a HEART manager.

18. Smoking and vaping

An outdoor smoking area is available next to the car park gates. Please use the ash tray provided. Smoking and vaping are not permitted in any other part of the Premises and the Occupant shall ensure that this policy is strictly adhered to at all times.

19. Parking

HEART has ample bike parking and good public transport links. There is limited car parking available to visitors on a first come-first served basis. There is no guarantee of Car Park availability. HEART reserves the right to refuse entry to the Car Park and to close the car park for events or maintenance. The disabled spaces in the car park are for the use of Blue Badge Holders only. Any person using a disabled bay without a Blue Badge may be barred from future use of the Car Park at the discretion of a HEART Manager.

20. Marketing

All marketing and promotional materials for activities and events at HEART must be in line with our vision and values. HEART reserves the right to withdraw advertising for any event. Manage your own ticket sales. We are not able to set up tickets for you through our provider, nor will we be able to take payment from your attendees through the reception desk or till. You are welcome to set up a ticket desk yourself. Create, provide your own marketing materials. Distribute these materials external of Heart. We do not take responsibility for this. Provide us with the correct event details for in house promotion. What to expect from us: We can place promotional materials on our noticeboard and in our leaflet holders in the building. If the correct details are provided by yourself (The event title, date, time, poster, event description) we can advertise your event in our monthly what’s on leaflet and email. For an extra £5. If the correct details are provided, we can advertise your event in our monthly what’s on leaflet and email. We can put your event on our website. Please provide a ticket link, description and a picture/poster for this. Print posters for you using our printer. We can print A3, A4, A5. Post on our socials.

Health & safety

21. Risk assessment

The Occupant shall undertake a risk assessment in advance of their event at the Premises. Your risk assessment shall be shared with HEART management on request. Centre users are permitted to view HEART’s relevant risk assessments.

22. Fire safety

All centre users must comply with HEART’s Fire Safety Policy at all times. The Occupant shall be responsible for ensuring knowledge of fire safety and evacuation rules.

  • Please familiarise yourself with details of closest fire exits, on display in each space.
  • Keep fire exits clear; The Occupant shall ensure that emergency exit routes are unlocked and not in any way obstructed at any time. When seating is used in the rooms the Occupant shall also be responsible for ensuring adequate gangways are maintained in order to facilitate a speedy evacuation in the event of an emergency.
  • Inform visitors of fire safety; The Occupant shall be responsible for informing all persons at their meeting of the location of fire escape routes and fire-fighting equipment
  • Stewards; when it is anticipated that more than sixty persons are likely to be present, for the appointment of stewards to take charge of an evacuation in the event of an emergency.

23. Emergency evacuation

The Occupant is responsible for keeping an accurate attendance record of all visitors in their booked space/s. This should be handed to the fire warden in event of emergency evacuation.

IF YOU DISCOVER A FIRE;

  • Leave by your nearest exit, raise alarm at call point next to exit door, report to the fire assembly point, call 999.

IF YOU SEE / HEAR THE ALARM AND ARE ABLE TO;

  • Leave by your nearest exit and report to the fire assembly point

PHASED EVACUATION – IF YOU ARE UNABLE TO LEAVE SAFELY;

  • Put as many fire doors between yourself and the fire as possible and call 999 to inform the Fire Service of your location
  • We have an Evac Chair in the stairwell on the second floor. This is for use by Emergency Services and Personal Assistants with relevant training only
  • PEEP – Disabled people who are regulars may wish to establish a Personal Emergency Evacuation Procedure

24. Open flames

No open fires, candles or open flames shall be used in the Premises or anywhere within the HEART Centre.

25. Electrical items

No unauthorised electrical equipment shall be used in the Premises or anywhere within the HEART Centre. Any electrical equipment which HEART permits (in advance and in writing) to be brought into the HEART Centre must either be under 12 months old (and accompanied by a receipt) or have a current PAT certificate (a copy of which must be provided to HEART upon request). HEART staff will have the right to inspect electrical equipment brought into the premises and to prohibit the use of any which they deem to be unsafe or not in good working order.

26. Working at heights

The Occupant shall not bring into HEART: ladders, working platforms or other access equipment. Any requirement for working at height, either as part of event or during setup/pack away must be discussed with a HEART manager in advance.

27. Health and safety

If the Occupant has any concerns over Health & Safety, they should raise this immediately with a member of staff.

28. Insurance

HEART’s public liability insurance cover HEART’s activities and public spaces. Room bookers must secure insurance for activities and events that take place on site. In the event that the Occupant or any attendee (authorised or otherwise) suffers any loss or injury while at the Premises during the Permitted Hours or otherwise in connection with the event being hosted by the Occupant at the Premises, the Occupant shall be liable for such loss/injury. Further, the Occupant must obtain adequate insurance cover for all aspects of their event and any activities undertaken at the Premises during the event (including without limitation public liability insurance and, if applicable, professional indemnity insurance and/or employers liability insurance).

29. Liability

Except as expressly set out in this Schedule (which incorporates the HEART Terms), all warranties, conditions and other terms implied by statute or common law or otherwise are, to the fullest extent permitted by law, excluded from the contract. HEART shall not be liable for any loss of profit; business; contract; goodwill; anticipated savings; use; or any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses. HEART’s total liability in contract, tort (including negligence or breach of statutory duty), misrepresentation or otherwise shall be limited to the total amount paid or payable by the Occupant in respect of its use of the Premises. Nothing excludes HEART’s liability for death or personal injury caused negligence or for fraud.

30. Necessary Documentation

The Occupier is liable for the safety and wellbeing of those who attend their activity/event. The Occupier warrants to HEART that they hold all current and valid permissions, certifications, qualifications and all other consents, licences, authorisations and approvals whether of a public or private nature which shall be required to allow them to run the activity/event. This would include, but is not limited to, DBS Checks, safeguarding procedures, certification validating their position (e.g., a teaching qualification etc). HEART accepts no responsibility or liability where injury or incident occurs due wholly or in part to:

  • the negligence of The Occupier, event organiser, group leader and/or those running the workshop, class or group; or
  • The Occupier, event organiser group leader and/or those running the workshop, class or group not having the Necessary Documentation.

31. Inspection

All meetings must be entirely open to inspection at any time and without notice by a HEART manager.

32. Disclosure and barring service (DBS)

The Occupant acknowledges that HEART is not required to run DBS checks on its staff or volunteers. The occupant should ensure adequate supervision is in place for events involving children or vulnerable adults.

33. Loss and damage

Please inform us immediately if any damage has been done to either the Premises or the Centre during your usage. If, in the opinion of a HEART Manager, the damage goes beyond that of normal wear and tear the Occupant will be asked to make good or cover the cost of repair or replacement.

The Occupant hereby indemnifies HEART in respect of any loss, cost or damage suffered or incurred by HEART in connection with the Occupant using the Premises.

34. Trademark

Any use of the name, trademark or intellectual property owned or controlled by HEART is prohibited without prior written consent.

35. Jurisdiction

The contract shall be governed by English law and the English courts shall have exclusive jurisdiction.

36. Third parties

No party who is not a party to the contract shall have any rights to enforce any term of the Contract, whether under the Contracts (Rights of Third Parties) Contract 1999 or otherwise.

37. Respecting HEART, it’s users and our community

HEART reserves the right to cancel any room booking where the purpose of that booking is deemed by HEART in its sole discretion to be a Prohibited Use.
Room bookers and event organisers shall not do or permit to be done on the premises anything which is;

  • Illegal. The Occupant shall be responsible whilst using the Premises for the preservation of order and shall take all practicable steps to ensure that nothing shall occur at the Premises, which might breach any law statute or by-law or any regulations in relation to the use of the Premises.
  • is or may become a nuisance to Centre users or any owner or occupier of neighboring property,
  • incompatible with the spirit and ethos of HEART (Prohibited Use).

38. Gambling

Unless otherwise agreed in writing in advance, no betting, gaming or gambling is permitted in the Premises or anywhere in the Heart Centre.

Cancellation by HEART

Were possible HEART will always endeavour to honour your booking. HEART reserves the right to cancel bookings and services. HEART will terminate future bookings and immediately halt any bookings in process;

  • which break or jeopardise any of the above terms and conditions
  • were there has been insufficient communication, agreement or evidence from The Occupier to assure HEART that the above terms and conditions will be adhered to
  • for essential, emergency repairs, maintenance and renewals
  • were a minimum of 28 days prior written notice is given
  • if we are unable to assure the health and safety of The Occupier and other centre users
  • if we cannot accommodate the event due to circumstances beyond our control