TERMS & CONDITIONS OF HIRE
All Hinchingbrooke School Facilities other than Sports
(hereafter known as Hinchingbrooke)

1. Confirmations
a. All Bookings must be made through the Hospitality Office, Hinchingbrooke House, Brampton Road, Huntingdon, Cambs, PE29 3BN. Telephone Number (01480)375678
b. A Booking will only be accepted, subject to availability, upon completion of a Booking Form and signed indemnity.
c. A Booking will be treated as provisional until a completed Booking Form and relevant deposit (if appropriate) is received by the Hospitality Office within 28 days of booking. After this period, provisional bookings may be cancelled without notice.
d. A minimum catering spend is applied for all wedding receptions. Details can be found in the Wedding Pack available from the Lettings Office.
e. Anticipated numbers for conference and banqueting events must be given to Hinchingbrooke Catering Manager at least 14 days prior to the function. At not less than 96 hours prior to the event, the customers shall provide the catering requirements and the final numbers attending. The amount payable by the Client will be calculated on this number or the numbers who actually attend, whichever is greater. If the Client’s booking is accepted by Hinchingbrooke on the basis that a minimum number of persons will attend the function, the amount payable by the Client shall be calculated on such minimum number or the number actually attending, whichever is greater.

2. Cancellation
a. In the event of cancellation, Hinchingbrooke will retain all deposits. Refunds, according to the scale below, may be made at the discretion of the Lettings Manager and only if Hinchingbrooke is able to re-let the cancelled date for a similar booking.

If a deposit has not been paid the client will be invoiced according to the above scale.

b. All cancellations/reduction in numbers should be confirmed in writing by the Client. Telephone cancellations must be confirmed in writing within 24 hours of the cancellation.
c. Any costs incurred for a particular event, that otherwise would not have been incurred, will be charged in the event of cancellation unless Hinchingbrooke is able to mitigate their loss. Hinchingbrooke will do everything possible to mitigate the loss within reason.
d. Certain functions can only be reserved on the basis of a minimum number of guests. Hinchingbrooke Hospitality Department will notify the client of such minimum numbers. If at any time the function falls below the notified numbers required Hinchingbrooke reserve the right to charge for not less than the full value of the function for the stated number of minimum guests.
e. Charges for cancellations/reduction in numbers will only be levied to the extent that Hinchingbrooke fails to mitigate its loss in this respect, having used reasonable endeavours to do so. It is possible to take out insurance cover for cancellation charges incurred with certain types of events. Upon request Hinchingbrooke can provide information for insurance cover and clients are strongly advised to make use of such insurance arrangements.

3. Deposits and Payment
a. Hinchingbrooke reserve the right to require payment of a deposit at any time prior to the holding of a function, the amount of which will be determined by Hinchingbrooke. Should the Client fail to pay such deposit within 28 days of request Hinchingbrooke may treat the booking as cancelled by the Client.
b. All cheques should be made payable to “CCC Hinchingbrooke School LMS A/C.”
c. All deposits are non-refundable (see 2a above)
d. In certain circumstances full payment may be required prior to the event(e.g. wedding receptions)
e. Where full payment is required prior to the event, the final amount as invoiced must be received within 14 days of request.
f.  In the event of non-compliance with terms and conditions, Hinchingbrooke reserve the right to instigate legal proceedings.

4. Invoicing
    All invoices are due for payment within 14 days of the date of the invoice. Any queries raised will not affect the immediate payment of the outstanding balance.

5. VAT
    All our catering prices are inclusive of VAT at the current rate. Please note that the current VAT rate at the date of your event will be reflected in the prices charged.

6. Interest
    Interest on overdue invoices shall accrue from the date when payment becomes due, from day to day, until the date of payment at a rate of 4% above Barclays Bank PLC’s base rate from time to time in force and shall accrue at such a rate after, as well as before any judgement.

7.  Damage
a.  Any damage which is caused to the Premises or the equipment or facilities which arises from the hiring of the Premises other than that arising from an act, omission or negligence of Hinchingbrooke or its staff, will be made good at the Hirer’s sole expense and the Hirer shall be deemed to have undertaken to pay the cost of such reparation by signingthe booking form.
b. If any additional expense is incurred, arising from the letting, or any extra cleaning becomes necessary as a consequence of the use of the premises, the hirer of Hinchingbrooke will be responsible for any such expense and charged accordingly.
c. The Hirer is responsible for the supervision of all persons attending the Premises for the purpose of the hiring whilst they are on the Premises or on any part of Hinchingbrooke site, and for preserving good order.
d. Hinchingbrooke cannot accept responsibility for any loss, damage, accident or injury arising during the Hirer’s use of the premises, or to any member of the Hirer’s party, equipment or possessions.
e. Hinchingbrooke cannot accept responsibility for any loss or damage to items left at Hinchingbrooke prior to, or after the Hirer’s use of the premises.

8.  It is the responsibility of the hirer to:-

• Observe Hinchingbrooke’s Health and Safety Policy.
• Comply with all applicable notices and signs.
• Immediately evacuate the premises by the nearest Fire Exit on the sounding of a continuous Fire Alarm.   
• Hinchingbrooke maintains a No Smoking policy, and therefore there should be no smoking in any of Hinchingbrooke buildings or premises, with the exception of designated areas.
• Ensure that no intoxicating liquor or food shall be sold, supplied or brought on the Premises or on any other part of Hinchingbrooke site except under licence held by the Catering Manager or other properly appointed representative of Hinchingbrooke. If it is agreed that liquor can be bought on site this arrangement will incur a charge.
• 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.
• Fireproof all scenery and props etc to be used in any performances, in accordance with instructions issued by the County Fire Officer.
• Comply with all the provisions of the Copyright Act 1956 or any Act amending the same. Please see link for further information www.opsi.gov.uk/acts/acts1956/pdf/ukpga_19560074_en.pdf  
• Immediately after any performance or function at which music has been performed or songs sung, complete, sign and return to the Performing Rights Society a Performing Rights Society Limited form obtainable from the said Society. Please visit www.prsformusic.com for further information.
• Indemnify Hinchingbrooke, Governors and its staff against all intellectual property, actions, proceedings, costs, claims or demands whatsoever arising from intellectual property, performance of copyright and works on School premises or failure of the Hirer to complete and return the Performing Rights Society Form.
• Inform the Front of House Manager/Duty Officer immediately of any accidents/incidents.
• Vacate the premises by the time stated on the Booking Form.
• Leave the premises and equipment as found.
• Seek approval and sanction of the Lettings Office, prior to any plans being made, for use of the House and Grounds, which is beyond normal usage.

9.  Hinchingbrooke reserves to itself, and to its representatives the right to:

• Enter the Premises during the period of the hire to ask any person to leave the Premises or the site of Hinchingbrooke, for any reason which is considered by Hinchingbrooke or its representatives, to be a risk to the health and safety of other persons upon the Premises or up on the site of Hinchingbrooke, or likely to cause damage to the Premises or property of Hinchingbrooke.
• Cancel any hiring without notice in the event of force majeure e.g. fire, flood etc. In the event of a hiring being so cancelled, any fee which has been paid will be refunded to the Hirer, but Hinchingbrooke shall not be held liable or require to pay compensation for any loss sustained as a result of or in any way arising out of the cancellation of the hiring.
• It is Hinchingbrooke’s aim to provide the Hirer with the service they have requested for their function(s) but in the unlikely event that Hinchingbrooke for any reason need to change any aspect of the function they reserve their right to do so at any time. Hinchingbrooke will notify the Client immediately this happens and will use their reasonable endeavours to provide alterations to an equal or higher standard.
  
  

10.  A First-Aid box is available for emergency use as detailed below:-

               Performing Arts Centre - Control Room, Bar and the Kitchen
               Hinchingbrooke House -  Kitchen
               Hirers are advised they should provide their own first aider and first aid equipment.
               Hinchingbrooke Hospital, where an accident and emergency unit is available, is situated within 100 metres of the entrance to Hinchingbrooke Lower School.

11.  Toilet facilities are available as signposted.

12. Catering can only be provided by Hinchingbrooke Catering Service and excellent references can be supplied. It is not permitted to bring your own catering onto our Premises. Please contact the Hospitality Service Manager on 01480 375677 or email ssm@hinchbk.cambs.sch.uk , if this is something you wish to discuss.

13.  Insurance 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. Please see Event Insurance Ltd details who offer competitive premiums. Other insurance advisers are Hiscox and Clarity Event Insurance. We will need to see a copy of your insurance policy at least 28 days before the booking takes place.