Terms and conditions of booking

1.1

In consideration of the Hirer complying with its obligations under this Agreement, KEHF Limited ("KEHF") hereby grants to the Hirer a licence to enter upon and use the Venue during the Hire Period for the purposes only of the Event.

2.1

The Hirer's booking shall be treated as provisional until they return a signed copy of this Agreement, together with any agreed deposit ("the Deposit"), to KEHF. If this Agreement and the Deposit are not returned by the date specified in Part 1, KEHF may cancel the booking.

2.2

If another client wants to book the same date(s) before the Hirer's booking has been confirmed, the Hirer will be asked to confirm their booking and pay the Deposit within 48 hours. If the Deposit and signed Agreement are not received by KEHF within this period, KEHF may cancel the booking without any liability for any loss suffered by the proposed client.

3.1

If the Event includes the launch, promotion, and/or sale of publications, the Hirer must inform the Marketing Manager, Ann Shallcross on 020 7307 2423 or , as soon as possible and in all instances before returning this Agreement.

3.2

Before the Event (where relevant), the Hirer must obtain the written consent of KEHF to any admission arrangements or charges (whether by ticket or otherwise), proposed advertising or other publicity or promotional material for the Event and be responsible for the identification and notification to KEHF in writing in advance of the Event of any special factors or associated risks.

3.3

All press releases and other press material relating to the Event must not be published without the prior written approval of KEHF.

4.1

The balance of the Hire Fee must be paid to KEHF by the Hirer on or before the date specified in Part 1.

4.2

The Hirer shall, in addition to the Hire Fee, pay to KEHF such sums as it invoices the Hirer in respect of any other additional charges attributable to the Event (including, in particular, for rectification of any damage to the Venue or its contents). Such payments shall be made within 30 days of receipt of the invoice.

4.3

All payments are exclusive of Value Added Tax, which is payable in addition (where relevant) by the Hirer.

4.4

All sums not paid on time shall bear interest at the rate of 2% above the HSBC base rate on the amount due for each 28 day period (or part thereof), during which such amount remains unpaid.

5.1

The Hirer may cancel this Agreement by giving written notice to KEHF. Upon cancellation, the following cancellation charges shall apply:

Room hire

Cancellation up to one calendar month prior to the first day of the Event: Cancellation 14 to 7 working days prior to the first day of the Event:	25% of Rate 50% of Rate
Cancellation during the 7 working days prior to the first day of the Event:	100% of Rate
Catering services and extra services Cancellation less than four working days prior to first day of the Event:	100% of Rate
Daily Delegate Rates Cancellation up to one calendar month prior to the first day of the Event:	25% of the minimum delegate numbers at the agreed delegate Rate
Cancellation 14 to 7 days prior to the Event:	50% of the minimum delegate numbers at the agreed delegate Rate
Cancellation during the 7 days prior to the first day of the Event:	100% of the minimum numbers at the agreed delegate Rate

5.2

Catering arrangements and final numbers for daily delegate rates cannot be changed less than four working days prior to the first day of the Event. The Hirer will be charged for the catering services ordered or the agreed minimum daily delegate numbers when the number of Attendees reduces after this date.

6.1

KEHF reserves the right to cancel the booking at any time without recompense if the Hirer:
(i) fails to fulfil any of its obligations under this Agreement; or
(ii) ceases to trade or carry on business or is unable to pay its debts or becomes insolvent or goes into liquidation or receivership or administrative receivership or is wound up for any reason.

6.2

If numbers for a weekend booking reduce to less than 30 Attendees, KEHF has the right to cancel the booking. In these circumstances KEHF will refund the payments made to the Hirer.

6.3

KEHF reserves the right to substitute alternative accommodation of a similar standard at any time without prior notice and without recompense to the Hirer.

6.4

In the event of KEHF being unable to carry out its obligations under this Agreement, the liability of KEHF to the Hirer shall be limited to the repayment of the sums already paid by the Hirer to KEHF in respect of the Event.

6.5

KEHF will not accept liability for any damage to or loss or theft of the property of the Hirer (or of its employees, Attendees or any permitted contractors) however caused while on KEHF premises, unless as a direct result of proven negligence of KEHF. A cloakroom is provided but property is deposited at the owner's risk and without any obligation on the part of KEHF.

6.6

The staff of KEHF and the Venue may enter any part of the Venue at any time during the Hire Period and may interrupt or terminate the Event at any time if they believe that the Attendees or the Venue’s contents/structure are at any risk. In such circumstances, KEHF will not be responsible for any loss the Hirer, its employees, Attendees or any permitted contractors may suffer.

6.7

KEHF shall not be liable for any delay in performance or breach of this Agreement or termination of the licence granted to the Hirer due to any event beyond its control including (but not limited to) fire, flood, storm, strike, lockout, electrical failure, Act of God, explosion, war, terrorist activity and acts of governmental or parliamentary authority. KEHF shall give notice forthwith to the Hirer upon becoming aware of such an event.

7.1

The Hirer shall:

(i)	comply with this Agreement and ensure that their employees, Attendees and any permitted contractors comply (where relevant) with the terms and conditions of this Agreement, all the laws, regulations and other relevant rules of KEHF and all instructions of KEHF and Venue staff at all times;
(ii)	take every reasonable care to ensure the proper, orderly and careful use of the Venue;
(iii)	not allow their employees, Attendees or any permitted contractors to access areas of KEHF premises other than the Venue and permitted access routes notified to it by KEHF;
(iv)	take all possible steps to ensure that none of their employees, Attendees or any permitted contractors set up any structures except with the prior written approval of KEHF or affix any item to any part of the Venue other than with the prior permission of KEHF. (Hanging rails are provided and Post-it notes, flipchart paper and display panels can be provided on request.);
(v)	ensure that all internal and external exits, corridors and fire exit signs are kept clear and free from obstruction and draw the attention of its employees, Attendees and any permitted contractors to the KEHF fire procedures prior to the Event. KEHF shall have the right to move any person or remove anything obstructing the exits and corridors of its premises;
(vi)	ensure that employees, Attendees and any permitted contractors comply with the Health and Safety at Work etc. Act 1974 (as amended), all applicable laws and regulations and the KEHF and Venue safety requirements in operation at the time of the Event;
(vii)	procure that their employees, Attendees and any permitted contractors do not smoke in the Venue or any other part of the KEHF premises ;
(viii)	procure that employees, Attendees and any permitted contractors do not bring any food or drink into the Venue or take food out of the dedicated eating areas;
(ix)	obtain all catering services from KEHF and not enter any contract with suppliers of any other services without the prior written approval of KEHF (which shall not be unreasonably withheld). Breach of this obligation shall entitle KEHF to terminate this Agreement under Condition 6.1;
(x)	be responsible for the conduct and behaviour of its employees, Attendees and any permitted contractors. If KEHF considers that such person(s)’ conduct or behaviour is unacceptable, it may insist on the immediate departure of him/her/them;
(xi)	ensure that their employees, Attendees and any permitted contractors do not act or omit to act such as to affect or damage the reputation, image or standing of KEHF or the Venue;
(xii)	if requested by KEHF, ensure that the Hirer has a nominated representative present at the Venue throughout the Event;
(xiii)	not later than the end of the Hire Period: (a) remove from the Venue anything that has been brought into the Venue (other than things brought into the Venue by KEHF) for the purposes of or in connection with the Event; and (b) bring any damage to the attention of KEHF.

7.2

The Hirer indemnifies KEHF against any actions, claims, proceedings, demands, liabilities, losses, damages, costs and expenses (including professional expenses) suffered or incurred by KEHF directly or indirectly as a result of the Event or breach of the provisions of this Agreement. In particular, the Hirer is responsible for all KEFH equipment used on the day and will pay for any breakages, damage to or theft of KEHF equipment while it is in their care.

8.1

No amendment or variation of this Agreement shall be effective unless in writing and signed by the duly authorised representatives of each of the parties.

8.2

KEHF may assign or transfer this Agreement or any part of it to any person, firm or company without requiring the consent of the Hirer.

8.3

The Hirer may not assign, sub‑contract or transfer this Agreement or any of their rights or obligations without the prior written consent of KEHF.

8.4

In the event of KEHF granting its consent to the appointment of any suppliers under Condition 7.1 (x), the Hirer shall remain fully responsible for the acts and omissions of all such suppliers.

8.5

This Agreement supersedes all prior agreements, representations, arrangements and undertakings between the parties in relation to the hire of the Venue and constitutes the entire agreement between the parties relating to the Event, provided that nothing in this Condition 8.5 shall operate to exclude or limit liability for fraudulent misrepresentation.

8.6

No terms of this Agreement will be enforceable by any third party by virtue of the Contracts (Rights of Third Parties) Act 1999.

8.7

This Agreement shall be governed by and interpreted in accordance with English law.