Hall Hire Terms and Conditions

Terms And Conditions For The Hire Of Stationers’ Hall

1 Definitions

In these Terms and Conditions, unless the context otherwise requires, the following expressions shall have the following meanings:

‘Hire Agreement’ The Application to hire Stationers’ Hall.

‘Client’ An individual, partnership, organisation or corporation hiring the Hall.‘Hall’ The Livery Hall, Court Room, Stock Room, Ante Room and Reception and access to these areas of Stationers’ Hall.

‘Hall Manager’ The Hall Manager employed by The Stationers’ Company.

‘Commercial Manager’ The Commercial Manager employed by The Stationers’ Company.

‘The Stationers’ Company’ The Worshipful Company of Stationers And Newspaper Makers of Stationers’ Hall, Ave Maria Lane, London, EC4M 7DD.

‘Function’ The event for which the Hall is hired.

2 Booking Procedure

No booking will be deemed confirmed until The Stationers’ Company has received:

2.1 A completed and signed Hire Agreement from the Client and

2.2 A non-refundable deposit of £1,000

3 Hire Period

3.1 The times of the function are set out in the Hire Agreement. Dancing and bar service must finish ½ hour prior to the end of the hire period.

3.1 Organisers will be allowed on the Hall premises for setting up and striking outside the hire period only by PRIOR ARRANGEMENT with the Hall Manager.

4 Changes To The Times Of The Function

Any changes to the times of the function must be requested BEFORE a booking is accepted. Extensions to hire times incur additional charges. No variation in times will be permitted once a function has started.

5 Purpose Of The Function

The Hall may only be used for the purpose specified in the Hire Agreement and the client will observe all regulations applicable to such use.

6 Numbers Attending

The maximum numbers of persons permitted are set out below.

	Reception	Lunch/Dinner	Theatre Style
Stock Room	100	46	60
Hall	400	205	266
Court Room	200	80	120

7 Caterer

7.1 Only the in-house caterer or a caterer from the designated list may be used. The selected caterer must be informed separately of the numbers attending.

7.2 The Client will be asked to pay the caterer for a meal for each member of staff on duty (known as ‘Outmess’). The type of this meal and the cost should be discussed between the Client and the caterer.

8 Cancellations

If a confirmed booking is cancelled by the Client, FOR WHATEVER REASON, then in addition to the non refundable deposit, the client will be charged a percentage of the hall hire charge as shown below. The percentage will be calculated on the hall hire charge less the non refundable deposit. Cancellations will only be accepted if confirmed either by letter or by e-mail to The Stationers’ Company.

To Date of Function	Weddings	Other Functions
Within 6 months	50%	-
Within 4 months	50%	-
Within 2 months	100%	50%
Within 1 month	100%	100%

9 Payment Terms of The Stationers’ Company Invoices

9.1 U.K. Clients will be invoiced for Hall Hire and any other expenses incurred (flowers, toastmaster etc.) immediately after the function. Payment is due ON RECEIPT OF THE INVOICE(S). No statement will be issued and cheques should be made payable to ‘The Stationers’ Company’.

9.2 The Stationers’ Company reserves the right to receive full payment of the Hall Hire charge before the Hall Hire Agreement is confirmed.

9.3 Overseas Clients are required to pay Hall Hire in full prior 5 days prior to the start of the function.

10 Client’s Point Of Contact

The Client must appoint a named organiser as a point of contact for the Hall Manager. The named organiser must remain in the Hall throughout the function to liaise with the Hall Manager in monitoring the function and to accomplish an orderly departure of guests.

11 Alcohol Consumption and Bar Facilities

11.1 Alcoholic drinks may be served for a maximum of three hours during evening receptions and an additional ‘drinking up’ period of 15 minutes will be allowed. Extensions to these time limits will not be permitted.

11.3 The Stationers’ Company does not provide cash bar facilities but the selected caterer may be prepared to offer this facility with the prior approval of the Commercial Manager.

12 Client’s Equipment

12.1 No equipment is to be delivered to the Hall without the PRIOR AGREEMENT of The Stationers’ Company. The Stationers’ Company reserves the right to refuse the delivery of equipment if it is considered dangerous or harmful to the building and contents or to its employees, agents or guests.

12.2 Only easily assembled sets may be brought in and must be freestanding i.e. not touching the fabric or contents of the Hall.

12.3 At all times the safety of all personnel in the Hall is paramount. Other people working in the Hall (i.e. caterers, Hall staff etc.) must not be hindered in any way during the setting up and striking down of equipment.

12.4 Restrictions on the placement of equipment.

12.4.1 The Livery Hall

South End (Minstrels’ Gallery)Nothing may be positioned nearer than 2 metres to the Fire Exit doors.Staging may not be wider than 7 metres and a space of at least 1.5 metres must be left at both sides of the staging.North End (Caxton Window)Staging may not be wider than 6 metres.A space of at least 1 metre must be left on the Stock Room side of the Hall and at least 3 metres on the kitchen service side.

12.4.2 The Court Room

If a stage, display or screen is to be positioned in the archway it must not be more than 4 metres wide and a space of at least 1 metre must be left on the fire exit side.Sets more than 4 metres wide (up to a maximum of 6 metres) must be positioned at least 1 metre in front of or behind the archway. A clear access must be left to the fire exit.

12.4.3 The Stock Room

A clear, direct passageway of at least 1 metre wide must be left between the doors leading into and out of the Stock Room.

16.3.1 Removal of Equipment

At the end of a function, the Client shall remove all equipment and effects brought to the Hall. The Stationers’ Company cannot accept any responsibility for equipment or other effects left at the Hall before or after a function.

13 Flowers

Clients are advised to use a florist from The Stationers’ Company recommended list but may make other arrangements. The Hall Manager must be informed prior to the day of the function of the florist selected and the delivery and access requirements.

14 Client’s Responsibility

The Client will be held responsible and liable and must indemnify The Stationers’ Company in respect of any damage, theft and loss caused to the Hall and its contents by the Client, its employees, its contactors or by any other person on the premises by reason of the purposes of the function howsoever and by whomsoever caused. The Client’s responsibility does not extend to employees of The Stationers’ Company or to contractors appointed by The Stationers’ Company to assist at the function.

15 Stationers’ Company Exclusion Of Liability

The Stationers’ Company shall not be responsible for any loss or damage to any property arising out of the Hall Hire or for any loss, damage or injury which may be incurred by or be done by or happen to any person or persons coming to the Hall during the hiring arising from any cause whatsoever or for any loss due to breakdown of machinery, power failure, water leakage, fire, government restriction or act of God which may cause the Hall to be temporarily closed or the hiring to be interrupted or cancelled.

16 Right Of Entry & Good Order

16.1 The right of entry to all parts of the Hall is reserved at all times to The Stationers’ Company and its officials and employees and any other persons authorised by it.

16.2 The Client shall be responsible that good order is kept in the Hall and The Stationers’ Company reserves the right to terminate any function not properly conducted.

16.3 The assessment of the conduct of a function rests with the Hall Manager and he has full authority to act on behalf of The Stationers’ Company.

17 Fire Regulations

All fire regulations relating to the Hall must be observed and no fire exits shall be blocked or fire appliances removed or tampered with. Instructions (for the use of fire extinguishers) are displayed in the Hall and functions are manned by employees of The Stationers’ Company. Clients must take instruction from the Hall Manager if the fire alarm sounds.

18 Disability Access and Facilities.

18.1 The Hall is a listed building and there are restrictions on modifications to its fabric. It is the responsibility of the client to inform us, prior to the function, of any person with access or egress requirements. The following facilities are available:

18.1.1      Portable ramp from the courtyard to the Livery Hall
18.1.2      A wheelchair accessible toilet next to the Livery Hall
18.1.3      Portable ramp from the Livery Hall to the Stock Room
18.1.4     There are no special facilities for access to the Court Room from the Livery Hall. If disabled guests wish to access the Court Room then it is at the discretion of the Client’s organiser and not the responsibility of The Stationers’ Company or its employees.Assistance, if requested with one day’s prior notice, will be provided by Hall staff for access/egress to/from the Hall.

19 Staff Gratuities

These are entirely at the Client’s discretion.

20 Notices

Any notice, demand or request by The Stationers’ Company to or upon the Client may be sent by ordinary prepaid post to the Client at the Client’s address given in the Hire Agreement and shall be deemed to be made or served at the time when the letter containing the same would be delivered in the ordinary course of post.

THESE TERMS AND CONDITIONS CANNOT BE MODIFIED IN ANY MANNER WITHOUT THE PRIOR APPROVAL OF THE STATIONERS’ COMPANY.