Hinchingbrooke House & Performing Arts Centre Terms and Conditions
(Oct 2011 revised Apr 2016)

Weddings, Performance, Conference and Banqueting Agreement


1. Definitions:
“The Client” – means any person, company, organisation or entity wishing to book the services of Hinchingbrooke House & Performing Arts Centre.
“Event” – Conference, Banquet, Wedding, Performance, Exhibition or any other social or commercial booking.
“The Premises” – any suite, room or area operated by Hinchingbrooke House & Performing Arts Centre.
“The Venue” – Hinchingbrooke House & Performing Arts Centre.

2. Confirmations of Booking:
All bookings are ‘provisional only’ until such as these Terms & Conditions are signed and returned to The Venue where upon these Terms and Conditions shall become binding.

3. Deposits:
For Hinchingbrooke House - a non‐refundable deposit of 50% of the expected venue hire is required within 14 days of the time of booking. The remaining non‐refundable deposit of 50% of the venue hire must be paid 6 months prior to the wedding date.
For Hinchingbrooke Performing Arts Centre - a non‐refundable deposit of the tariff basic fee is required to confirm the booking.

4. Ticketing for public performance: 
The venue employs Ticketsource as it’s agent for supplying on-line tickets for shows and events held in its various centres.  A box office/enquiry line is available (chargeable as per the tariff) for those clients unable to use on-line services.  A client fee of 10% will be added to the ticket price at the time of booking.

5. Cancellations:
All cancellations must be made in writing to the Letting Dept., Hinchingbrooke House & Performing Arts, Brampton Road, Huntingdon, Cambs, PE29 3BN. In the event of cancellation the following charges shall be payable. We will endeavour to re‐sell any released space and will take this into consideration when charging cancellation costs.
For Hinchingbrooke House - after signing of agreement -  loss of deposit and estimated cost schedule: 12 months to 6 months prior to the function  ‐ 50% of the total venue hire;  6 months to 3 months prior to the function  ‐ 100% of the total venue hire; 3 months to 28 days prior to the function  ‐  100% of the total venue hire plus 50% of the estimated associated costs; Up to 28 days prior to the function  ‐  100% of the total venue hire plus 100% of the estimated associated costs.
For Hinchingbrooke Performing Arts Centre - loss of deposit (see section 3 Deposits).

6. Payment:
All invoices must be settled within 14 days of date of invoice. The Venue reserves the right to charge interest at 4% above base rate on any payments outstanding after the due date. VAT at the prevailing rate is included across the tariffs.

7. Amendments to Numbers:
The client shall confirm to Hinchingbrooke House & Performing Arts Centre, the number of people attending the function 14 days prior. This figure may be increased subject to The Venue’s  agreement up to 48 hours prior to the function.

8. Corkage:
The Client may not bring food or drink onto the premises unless the prior written consent of The Venue has been obtained and for which a charge shall be made.

9. Liability:
The Venue accepts no responsibility for any property brought on to the Premises by or on behalf of the client, its servants, agents or guests. The Venue’s insurance cannot cover such items.

10. Damage:
The Client shall be responsible for any damages caused to the Premises arising from the holding of the function and shall pay to The Venue upon demand the amount required to make good any such damage or replace such items as are lost or stolen. It is a necessity to take out your own insurance policy to cover Third Party Public Liability to the sum of £5,000,000. This provides cover in respect of legal liability arising from accidental injury to third parties or accidental loss of or damage to third party property.
It is the hirer’s responsibility to ensure the overall behaviour of their guests and ensure they observe all legal requirements and requests from the staff and management of The Venue. Additional cleaning, repairs or renewals will be charged if deemed above the normal costs incurred by the venue.

11. Force Majeure:
The venue, due to any unexpected and disruptive circumstances may not be able to undertake its contractual obligation.

12. Health & Safety:
a. It is the responsibility of the hirer to observe the The Venue’s Health and Safety Policy.
b. Comply with all applicable notices and signs.
c. Immediately evacuate the premises by the nearest Fire Exit on the sounding of a continuous Fire Alarm.
d. Hinchingbrooke maintains a No Smoking policy, and therefore there must be no smoking in any of Hinchingbrooke buildings or premises, with the exception of designated areas. Lit candles and naked flames are also prohibited.
e. The Hirer accepts that any property or equipment which is brought onto the Premises by the Hirer is at the risk of the Hirer and must conform to any current requirements of legislation regarding its serviceability, control and use. If the Hirer or an agent of the Hirer intends to bring in their own/hired equipment please contact the Hospitality Office for details of electrical safety policy.
f. Fireproof all scenery and props etc., to be used in any performances, in accordance with instructions issued by the County Fire Officer.
g. Comply with all the provisions of the Copyright Act 1956 or any Act amending the same. Please see link for further information http://www.legislation.gov.uk/ukpga/1956/74/contents/enacted  Immediately after any performance or function at which music has been performed or songs sung, complete, sign and return to the Performing Rights Society (PRS) a PRS form obtainable from the said Society.  Please visit www.prsformusic.com for further information.
h. Indemnify Hinchingbrooke, Governors and its staff against all intellectual property, actions, proceedings, costs, claims or demands whatsoever arising from intellectual property theft, performance of copyright and works on Hinchingbrooke premises or failure of the Hirer to complete and return the PRS Form.
i. Inform the Front of House Manager/Duty Officer immediately of any accident/incident.
j. Vacate the premises by the time stated on the Booking Form and leave the premises and equipment as found.

I have read, understand and agree to the above Terms & Conditions:

Signed:   ………………………………………………………………………

Please Print:  …………………………………………………………………..                                               Event Date:          /       /

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