Agreement for Venue Hire at Hason Raja Centre Terms & Conditions

“Agreement” means these terms and conditions and the Booking Confirmation.

“Applicable Laws” means all relevant laws, regulations, codes and industry standards relating to the Venue and Event.

“Booking” means the requested arrangement to hire the Venue and/or Services as set out in the Booking Request.

“Booking Confirmation” means the confirmation issued by Spitalfields Housing Association confirming acceptance of the Booking Request.

“Booking Request” means the request made by the Hirer to book the Venue and/or Services for the Event.

“Charges” means the charges for hiring the Venue and/or Services as set out in the Booking Confirmation.

“Damage Deposit” means the refundable bond payment from the Hirer for a proposed event as specified and outlined in the Agreement to cover costs for damages, breakages and additional cleaning.

“Deposit” means the non-refundable part payment made by the Hirer to secure the Booking, as set out in the Booking Confirmation.

“Designated Area” means the specific area(s) of the Venue hired by the Hirer as stated in the Booking Confirmation.

“Event” means the purpose for which the Hirer has hired the Venue, as stated in the Booking Confirmation.

“Events Duty Manager” means the appointed Spitalfields Housings Association staff present on-site at events. The responsibilities of the Events Duty Manager in no way absolve the Hirer from his obligations to Spitalfields Housings Association under any of these Terms & Conditions.

“Guest” means any person attending the Event.

“Hire Period” means the date(s) and time period for which the Venue is hired, as stated in the Booking Confirmation.

“Hirer” means the person, company or entity hiring the Venue.

“Maximum Attendance” means the maximum number of Guests permitted at the Event and in the Venue. Due to health and safety reasons, the absolute maximum number of 80 people is only permitted on the premises.

“Services” means any additional facilities or add-ons provided by Spitalfields Housing Association, such as kitchen, garden spaces, equipment hire, etc.

“Venue” means the Hason Raja Centre and its facilities.

This outlines the steps to book the venue, from making a request to paying deposits. It’s important to read this to know how to properly secure your booking and what makes a booking provisional versus confirmed.

2.1. All Bookings are provisional until the Hirer has paid the Deposits and the Agreement has been signed.

2.2. The person signing this Agreement shall be the Hirer who is over 18 years of age and is responsible for adhering to these Terms & Conditions.

2.3. The Hirer shall submit a Booking Request providing full details of the proposed Event, including estimated attendance numbers.

2.4. Spitalfields Housing Association will issue a Booking Confirmation setting out the details, Charges, Deposit and Damage Deposit required to confirm the Booking.

2.5. To secure the booking, the deposit and Damage Deposit must be paid within 14 days of the Booking Confirmation date.

2.6. If the Deposit or Damage Deposit is not paid, Spitalfields Housing Association reserves the right to release the provisional Booking.

This details how much you’ll pay, including deposits, and when payments are due. It also explains what happens if you pay late and how the refundable damage deposit works. This is vital for understanding your financial obligations and avoiding extra fees or cancellation.

3.1. The Charges, Deposit and Damage Deposit amounts will be set out in the Booking Confirmation.

3.2. Spitalfields Housing Association reserves the right to amend the amounts at any time with reasons provided. Should the Hirer not agree to the new amounts, the Hirer has the right to a full refund, including all Deposits.

3.3. The full Charges are payable no later than 14 days prior to the Hire Period start date.

3.4. Payments can be made online, via credit card or bank transfer. Bank transfers must cover any bank charges incurred.

3.5. Late payment of any amounts due may result in cancellation of the Booking and forfeiture of the Deposit.

3.6. Interest shall accrue on any of the Hirer’s arrears at 8% above the Bank of England’s base rate.

3.7. The Damage Deposit will be refunded within 14 days after the Hire Period, subject to deductions for any damages, cleaning charges or other amounts subject to terms and conditions of hire.

This covers how your guest numbers affect the charges and when you need to confirm the final headcount. It’s important to understand this to manage your costs and ensure you don’t exceed the maximum attendance for safety reasons as well.

4.1. Spitalfields Housing Association reserves the right to adjust the Charges based on updated Guest numbers provided by the Hirer.

4.2. If the final Guest count exceeds the originally stated number, additional Charges may apply for excess Guests, subject to not exceeding the Maximum Attendance.

4.3. The Hirer must provide final Guest numbers no later than 7 days prior to the Hire Period.

4.4. No reductions or refunds will be provided if the final Guest count is lower than the original stated numbers.

This explains what happens if you need to cancel your booking, including the charges you might incur and when you’ll receive refunds. It’s crucial for understanding the financial implications of cancelling.

5.1. Cancellations must be made in writing to Spitalfields Housing Association.
5.2. Cancellation charges will apply as follows:

• Over 30 days before the Hire period: Full refund including 25% Deposit
• 13-29 days before: 25% Deposit retained, other remaining charges refunded
• 7-12 days before: 50% of charges retained
• 3-6 days before: 75% of charges retained
• 48 hours or less before: 100% of charges retained

5.3. The Deposit is non-refundable if cancellation occurs 29 days or less prior to the Hire Period.

5.4. Spitalfields Housing Association will refund any amounts due including the Damage Deposit within 14 days of the cancellation notice.

This section describes that we, Spitalfields Housing Association (the venue), under some circumstances have a right to cancel your booking and your entitlement to a refund if we do.

6.1. Spitalfields Housing Association reserves the right to cancel the Booking at any time before the Hire Period by notifying the Hirer.

6.2. In the event of cancellation under 6.1, the Hirer will be refunded all amounts paid, including the Deposit, within 14 days.

This section lists all the responsibilities you have as the person hiring the venue. This includes following laws, getting permits, having insurance, managing your guests, and leaving the venue clean. It’s extremely important as it outlines everything you must do to avoid penalties, damages, or legal issues.

7.1. The Hirer shall:

• Comply with all Applicable Laws related to the use of the Venue and the Event.
• Obtain all required licenses, permits and consents for the Event.
  Maintain public liability insurance of at least £2 million and provide evidence upon request.
• Ensure all Event staff/representatives have appropriate accreditations and clearances for working with children/vulnerable persons.
• Not permit any activities that may constitute a breach of the law, public nuisance, damage to the Venue or bring the Venue into disrepute.
• Only use the Venue for the agreed Permitted Use and Event purpose described.
• Not make any alterations or attach any fixtures to the Venue without prior approval.
• Comply with all fire, safety and security policies and procedures of the Venue.
• Ensure good order and supervise all Guests at all times, including managing noise levels and guest numbers.
• Obtain prior approval for any third-party advertising or promotions related to the Event.
• Indemnify Spitalfields Housing Association against any claims or damages arising from the Hirer’s use of the Venue.

7.2. The times agreed in the Agreement for hiring the premises shall be strictly complied with, including set-up and wrap-up times.

7.3. The Hirer will comply with the capacities and any other requirements provided with these Conditions. Overcrowding is strictly prohibited, and it is the Hirer’s responsibility to ensure that numbers are not exceeded. The Hirer is responsible for all health and safety issues in connection with the event taking place on the Premises, including stewarding and security, and must comply with all relevant legislation and regulations in respect thereof.

7.4. The Hirer shall observe and perform all statutory provisions and fire safety regulations imposed by the Venue and indemnify Spitalfields Housing Association against damages or costs which they may incur in consequence of any breaches incurred by the Hirer.

7.5. Decorations can be attached using wall hooks or approved methods. External advertisements must require prior approval. Nothing may be permanently affixed to the floors, walls, ceilings, or columns without prior permission.

7.6. The Hirer shall ensure that the Premises are left clean and in good order upon conclusion of the hiring, including returning all furniture used to the storage space. If any issues are spotted, the Hirer will take and send a photographic record to Spitalfields Housing Association within 24 hours of the event. Any damage, breakages, or other maintenance issues must be notified immediately. Failure to do so may result in the loss of some or all of the deposit.

7.7. For larger parties over 30 guests, the Hirer shall make additional arrangements to bring along their own black bin bags, cleaning materials/towels and toilet paper in case the provided amounts at the Hason Raja Centre run low.

7.8. In the event that an agreed third-party caterer is providing services for the event, the Hirer is responsible for ensuring that the caterers clean and dry all surfaces, and take away the bin bags containing waste food with them on vacating the premises.

This covers how you can use the specific areas and services you’ve hired at the venue, and your responsibility to leave them undamaged. It’s important for ensuring you use the venue correctly and avoid charges for damage or extended use.

8.1. Spitalfields Housing Association shall provide the Designated Area(s) and Service(s) at the Venue as set out under these Terms and Conditions and Booking Confirmation.

8.2. The Hirer shall only use the Designated Area(s) and Service(s) of the Venue stated in the Booking Confirmation.

8.3. The kitchen and garden spaces are included in the Designated Area(s) if booked as an add-on.

8.4. The Venue, Designated Area(s) and Service(s) must be left in the same condition as found, undamaged and free of the Hirer’s items/waste.

8.5. The Hirer is responsible for any loss or damage caused by Guests or third parties involved with the Event.

8.6. Spitalfields Housing Association is not liable for any loss, damage or injury to the Hirer, Guests or their belongings.

8.7. The Venue must be vacated by the end of the Hire Period. Use beyond the stated timings will incur additional charges.

This lists all the activities that are strictly forbidden at the venue unless you have special permission, due to legal and safety reasons.

9.1. The following activities are strictly prohibited unless specifically approved in the Booking Confirmation:

• Alcohol sales
• Illegal or immoral activities
• Fireworks, pyrotechnics or smoke machines
• Displaying corporate branding or advertisements unless agreed
• Live animals on the premises
• Use of hazardous, noxious or explosive substances
• Affixing anything permanent to walls, floors or ceilings
• Garden or kitchen without additional area permit
• Gazebo or inflatable without a permit
• Cooker use in the kitchen without a permit

9.2. All event activities and guest congregation must remain within the Designated Area(s) of the Venue. Guests are prohibited from gathering or causing disturbance in areas immediately outside the main entrance or perimeter of the Hason Raja Centre to ensure minimal impact on local residents and maintain public order.

9.3. Smoking or vaping is strictly prohibited throughout the premises by law, including the garden.

9.4. Use of the garden is prohibited after 7.30 pm.

9.5. Any food or drinks sold by an unregistered third-party caterer without a food business registration or valid food hygiene certificate.

9.6. Use of tea bags or beverage powders directly inside the hot water dispenser is prohibited.

This section discusses insurance requirements for your event and who is responsible for damages or incidents. It’s very important for understanding your liability and ensuring you have the necessary coverage, especially if you have third-party suppliers.

10.1. The Hirer shall maintain appropriate and adequate insurance and compliance certificates for the Event. Evidence must be provided upon request.

10.2. The Hirer shall ensure the safe use of all electrical equipment brought onto the Venue premises, including verifying all such equipment are PAT tested and in good working order.

10.3. The Hirer shall inform Spitalfields Housing Association of any food sales taking place at the Event.

10.4. The Hirer shall validate any third-party food or beverage suppliers selling food at the Venue that they have a valid food business registration, hygiene certifications and other liability insurances. Evidence must be provided upon request.

10.5. In the event of approved cooker use in the kitchen, the Hirer shall ensure they are fully inducted by the onsite health and safety staff before assuming use of the cookers. The Hirer shall also be responsible for following any food, health and safety regulations, and Spitalfields Housing Association is not liable for any incidents arising out of misuse of the equipment.

10.6. The Hirer shall validate any inflatable equipment, which must comply with British Standard BS EN 14960 for inflatables and follow the HSE recommended usage guidelines including prohibited use in unsuitable weather conditions (e.g. strong winds): https://www.hse.gov.uk/entertainment/fairgrounds/inflatables.

10.7. The Hirer shall follow the correct use of gazebos or other similar temporary demountable structures. The structure must be one side open at least (side blinds don’t count) and be under a total height of 4m (at the pitch), 2.5m (at the eaves) and 2m from a boundary. They should be fixed to the ground securely but not permanently into concrete.

10.8. The Hirer indemnifies Spitalfields Housing Association against all claims, damages, losses or liabilities arising out of the Event or Hirer’s use of the Venue.

10.9. Spitalfields Housing Association’s liability is limited to matters directly within its control. No liability is accepted for:

• Loss/damage to Hirer
• Guest or third-party property brought onsite
• Indirect, consequential or economic losses
• Loss of profit, business revenue, anticipated savings, etc.
• Events outside Spitalfields Housing Association’s reasonable control
• Hirer’s or Guest’s misuse of electrical equipment, or the Hirer’s failure to comply with safety regulations, and any incidents occurring as a result.

This explains what happens if something major and unforeseen (like a natural disaster or war) prevents the event from happening. It’s important to know that in such cases, we may cancel and refund your money without further liability.

11.1. If the Venue is rendered unsuitable due to circumstances outside Spitalfields Housing Association’s control, the Venue may cancel the Booking and shall refund any amounts paid, without further liability. This includes but is not limited to:
a. acts of war
b. acts of God
c. weather or natural disasters
d. decrees of Government
e. change of law
f. riots or civil commotion etc

11.2. No responsibility will be accepted or compensation made in the event of loss or damage being suffered by the Hirer due to a temporary failure of the lighting or heating arrangements or any other cause whatsoever.

This Agreement represents the entire understanding between the parties and supersedes prior agreements related to this Event/Booking. Only written amendments signed by both parties may modify this Agreement, governed by the laws of England and Wales.

By clicking on the checkbox in your booking request, you agree to these terms.