1. Terms
1.1 These Terms will apply to any booking. These Terms should be read carefully and understood before making a Booking. In making a booking, the Hirer has agreed to accept these Terms.
1.2 U&C amend these Terms from time to time and it is the responsibility of the Hirer to check these Terms at the time of Booking to ensure that it understands the Terms which will apply at that time.
2. Definitions
The terms, words and phrases defined in this clause shall have the meanings set out below:
“AV” means Audio-visual
“Booking” means the Booking of the venue by the Hirer in accordance with these Terms.
“Booking Confirmation” means the receipt of all the details of the booking, and the issue of the invoice, by U&C to the hirer for the Venue Hire Fee in accordance with clause 3.4.
“Event” means the event which is subject of the Venue Hire Agreement.
“Guests” means all the persons attending an Event at the Venue.
“Hire Period” means the hours during which the venue will be available for use by the Hirer on the date of the Event.
“Hirer” means the person by, or on behalf of whom, the booking is made.
“Terms” means these terms and conditions.
“U&C” means Urban and Civic Alconbury Weald Limited, a company incorporated in England and Wales with company number 08983360 whose registered office is at 50 New Bond Street, London, United Kingdom WS1 1BJ.
“Venue” means the property and/or areas identified by U&C to the hirer within the Booking Confirmation for the purposes of the Event.
“Venue Hire Agreement” means the legally binding agreement between U&C and the Hirer under these Terms formed at the time of the Booking Confirmation being issued.
“Venue Hire Fee” means all fees are charged to the Hirer under the Venue Hire Agreement.
3. Booking Procedure
3.1 Bookings will only be accepted by U&C when made by one of the following methods:
3.1.1 U&C’s online booking system.
3.1.2 Email to member of U&C staff
3.1.3 By direct discussion with a member of U&C staff.
3.2. Bookings will only be classed as provisional and not binding on U&C until an invoice has been issued to the Hirer in accordance with clause 3.4
3.3 Any variation to a booking must be agreed and confirmed by both parties in writing.
3.4 Upon receipt of the booking, all details of the Hirer, Event dates and Venue details will be passed to our finance department who confirm the booking by the issue of the invoice to the Hirer for the Venue Hire Fee.
4. Venue Hire Fee payment terms.
4.1 For Events.
4.1.1 The venue Hire Fee will be payable within 7 days from the date of the invoice sent by U&C.
4.1.2 A PDF purchase order is required on all company bookings. This should confirm the value,booking date and time with the venue. Purchase orders should also state how the invoice should be addressed and where to email the invoice to Without a purchase order the booking is not secured. The purchase order is to be made out to: Urban&Civic (Alconbury) Ltd, The Club, Alconbury Enterprise Campus, Alconbury Weald, Huntingdon PE28 4XA.
4.1.3 Payments for bookings should be made to the following account: Barclays, Sort code: 12-01-03
Account number: 10249960
Quote the invoice number if provided.
4.2 Discounted prices maybe available to registered charities, "not for Profit" organisations and for multiple bookings but is it the responsibility of the Hirer to request any such discount.
4.3 Subject to clause 4.4, following Booking Confirmation, major variations to a booking (a change) including a change in the date of an event will incur a £10 administration fee.
4.4 U&C accepts no liability to the hirer or it's guests if it is unable to accommodate a requested change.
5. Cancellations
5.1 The following cancellations will be applied if the booking is cancelled by the hirer.
5.1.1 up to 7 days before the date of the event-No venue Hire Fee will be payable (100% of any venue hire fee paid will be refunded to the hirer).
5.1.2 7days -48hrs before the date of the event-50% of the venue hire fee will be payable (any amount paid in excess of this amount shall be refunded to the hirer.
5.1.3 48 hours or less before the date and time of the event-100% of the venue hire fee will be payable.
5.2 Notice of the cancellation must be made in writing and will become effective on the date receipted by U&C.
5.3 U&C reserves the right to cancel a booking if the holding event is prevented by circumstances beyond the control of U&C. In these circumstances, U&C will refund any monies paid in advance but in accordance with clause 11.2.2, accepts no further liability for any such cancellation.
6. Use of the Venue
6.1.1 use the venue other than for the purposes specified in the booking.
6.1.2 display any notices, flags, emblems or other decorations, posters, advertisements or placards in, on or outside the venue without the prior consent of U&C.
6.1.3 affix or drive into any part of the venue or its fixtures or fittings any bolts, nails, tacks, screws, bits, pins, Sellotape, adhesive fasteners, blue tac or other like articles.
6.1.4 remove any fixtures or fittings; or
6.1.5 use the venue for any activities which in U&C’s reasonable opinion are dangerous, offensive, noxious, illegal or immoral or which may become a nuisance to U&C, or other users of the Venue or which may bring U&C into disrepute.
6.2 The hirer shall and shall procure that guests shall:
6.2.1 not smoke at the Venue; and
6.2.2 observe all health and safety policies, notices and measure at the venue.
6.3 The number of guests attending the event should not exceed the number agreed in the booking.
7. Termination
7.1 U&C reserves the right to cancel or terminate wholly or in part any booking at any time for any reason including, but not limited to:
7.1.1 the hirer being more than 7 days in arrears in respect of payments due to U&C.
7.1.2 where the booking might, in the reasonable opinion of U&C, prejudice the reputation of the venue or U&C.
7.1.3 where the behaviour of the hirer or the guests (whereas individuals or as a group) isdeemed by U&C to be unacceptable. Partial termination could result in a number of guests being asked to leave the venue or,
7.1.4 where the activity of the hirer or the guests (whether as individuals or as a group) breaches Fire/Health and Safety or any legislation in any way or is deemed unsafe for U&C staff or public. 7.2 Any termination in accordance with this clause 7 shall be without prejudice to any right of action of U&C in respect of non- payment or any breach of these terms by the hirer.
8. Event Equipment
8.1 the hirers shall not bring any equipment into the venue without prior consent of U&C and where such consent is given the hirer shall be responsible for ensuring any such equipment has the necessary fire safety certificates (e.g., a valid portable appliance test certificate) and does not damage any part of the venue.
8.2 immediately following the event unless otherwise agreed with U&C the hirer shall remove form the venue any equipment, goods or effect brought into the venue by the hirer, it’s agents, guests or any sub-contractors and U&C shall bear no responsibility for any equipment, goods or effects left on the venue.
8.3 the hirer shall leave the venue in a clean and orderly state.
8.4 the hirer shall be held responsible for any damages to, or loss of furniture, equipment or crockery. The hirer shall pay to U&C on demand the amount required to make good or remedy any such damage.
8.5 U&C shall not be responsible for the organisation or hiring any equipment or facilities required for an event.
8.6 U&C does provide various AV equipment at its venues which, subject to clause 8.1 can be linked to equipment provided by the hirer.
8.7 if the hirer is not familiar with using U&C’S AV equipment, the hirer with prior arrangement receives a 15 min trial at a convenient time prior to the event. (Telephone 01480 413141)
8.8 the hirer agrees to use any U&C equipment in a safe manner and return it in good working order. The hirer will be liable for any damage caused to U&C equipment unless it is acting on specific instructions received from U&C or its staff.
9. Health and Safety
9.1 the hirer
9.1.1 shall ensure that all fire exits, and extinguishers are kept clear and visible at all times.
9.1.2 shall be responsible for all Health and Safety matter relating to an event and must be present at the event to deal with any Health and Safety matters that may arise.
9.1.3 may delegate it responsibility under clause 9.1.2 to another person who must be in attendance for the event and whose name must be advised to U&C at the time of booking.
9.1.4 is responsible for ensuring that vehicles using the venues carparks are driven in a safe manner and are parked in such a way so as not to obstruct access by emergency vehicles.
9.1.5 is responsible for holding and providing U&C on request a list of all attendees in case of emergency evacuation; and
9.1.6 is responsible for ensuring that people attending the event are aware of the fire evacuation procedures including the location of the fire exits.
10. Liability, Indemnity and Insurance
10.1 the hirer shall be liable for, and shall indemnify U&C against any damage, theft and loss caused to the venue and its contents by the hirer, it’s employees, officers, agents and any sub-contractors, the guests and any other person on the premises by reason of the purposes of the event howsoever caused. The hirer’s responsibility does not extend to, nor does the indemnity cover, employees of U&C or any contractors appointed at U&C to assist at the event.
10.2 to the fullest extent permitted by law, U&C shall not be liable for:
10.2.1 any loss or damage to property of the hirer or the guests; or Terms and Conditions 2024 GO
10.2.2 any inconvenience or loss caused to any party as a result of cancellation or termination under clauses 5 or 7.
10.3 U&C does not exclude or limit its liability for death or personal injury due to its negligence.
11. Insurance
11.1 the hirer shall obtain appropriate insurance cover to cover the indemnity provided in clause
10.1.1 Such insurance should also cover the risk of personal injury or death to the hirer, guests, employees, officers, agents and any third parties involved in; or present at, the event.
11.2 For larger events, the hirer is advised to seek additional insurance to cover all aspects of their event.
11.3 For smaller events the hirer is advised to check the personal property insurance as the cover required may already be covered under their policy.
12. Opening and Closing of the Venue
12.1 the venue will be opened and closed by either by a member of U&C staff or it’s security providers.
12.2 the hirer will ensure all guests:
12.2.1 are aware of the hire period and that they will not be able to enter the venue before the agreed hire period.
12.2.2 arrive and leave the venue quietly and that no disturbance is caused to local residents as the result of the arrival or departure of guests from the event at any time; and
12.2.3 leave the venue no later than 15 mins after the scheduled end of the event and in any before the end of the hire period.
13.
In the unfortunate event that the hirer is unhappy with its booking for any reason, would like to enquire about venue bookings or has any questions about these terms please contact U&C by telephoning Gillian O'Sullivan 01480 413141 or email gillian.osullivan@urbanandcivic.com or alconbury.weald@urbanandcivic.com