Meeting rooms terms and conditions of hire

The below terms and conditions relate to the meeting rooms at Wyre Forest House, Finepoint Way, Kidderminster DY117WF.

Booking criteria

• All bookings must be made in writing/email and a booking form completed.  Verbal bookings will only be classed as provisional until a completed booking form is received and any variation to a booking must be agreed and confirmed by both parties in writing/email.
• Provisional bookings will only be held for a period two weeks.  If not confirmed by the provision of a completed booking form at the end of this period, the room may be released.
• Booking details will be passed to our Finance Department who will invoice the Hirer directly.  Invoices will include room hire and any refreshments provided.
• The person completing the booking form, shall, for the purposes of these terms and conditions, be deemed to be the Hirer.
• No transfer of bookings or sub-bookings will be allowed.
• The facilities may only be used for the purposes and period stated on the application form, unless the Hirer has obtained the prior written consent of the Council to amend the booking times.
• The Hirer shall allow any authorised officer of the Council access to the room at all reasonable times as may be required.
• No advertising material shall be exhibited without first being submitted to and approved by the Council.
• All correspondence, posters and other publicity should refer to the venue as follows: Wyre Forest House, Meeting Room (Name), Finepoint Way, Kidderminster, DY11 7WF.
• Flyposting is illegal. Anyone found distributing advertising posters and leaflets illegally will have their booking terminated immediately and all fees paid shall be retained.  

Charges and cancellations

• The Hirer shall be liable for any additional hire charge if the event or function overruns the pre-arranged period of hire. The room will be opened and closed by a member of the Facilities Team.  Please ensure your guests are aware of the hire period and that they will not be able to enter before or leave later than the agreed hire period.
• Major variations to the booking, such as a date change, will attract a £10.00 administration fee, which will be included in the final invoice.
• The Council reserves the right to refuse any bookings without explanation and to cancel any booking upon reasonable grounds.  In the event that the Council cancels a booking, it will do so in writing and shall either refund all fees already paid, or offer an alternative date. The Council shall not be liable for any loss sustained by the Hirer as a result of any such cancellation.
• Cancellations by the Hirer should be notified to the Council in writing or by email. Once the written confirmation is received the Council will acknowledge by return. If you do not receive written acknowledgement of your cancellation, please contact us again.
• The Council shall retain the full fee (room hire and refreshments) if cancellations are made within 5 working days of the hire date. Otherwise, no charge will be made for cancellations made in excess of 5 working days from the hire date.

Meeting room capacity and layouts

• The number admitted to the meeting room hired must not exceed the maximum capacity. The numbers indicated are with no social distancing restrictions. The Hirer shall be responsible for ensuring that the limitations agreed with the Council are observed.
• The Hirer will be responsible for carrying out their own event risk assessment.
• The use of audio-visual equipment where applicable are included within the hire costs. 

Catering

• The on-site café is now closed.
• Cold drinking water is available from the water dispenser in the reception area.
• Hot / Cold water jugs can be provided in the meeting room upon request.
• Supplies for hot beverages can be provided at a charge of £1 per head. (please note the drinks station will be set up outside the room for the Council Chamber)
• Hirers can make their own catering arrangements with external catering providers.  The Council will not have any involvement in these arrangements; order requirements, delivery and payment will need to be made directly with the chosen service provider and the Council will not be held responsible for any shortfall  in service or delivery made by the catering provider.
• The hirer will be responsible for arranging provision of plates, cutlery and drinking containers as required directly with the catering provider and ensure all waste/rubbish relating to the provision of refreshments is bagged in the bin bag provided and ready to be removed at the end of the booking.
• Alcohol is not permitted at any time.

Damage/abuse of premises or equipment, including audio visual equipment

• The Hirer shall be liable on demand for any damage to the premises of the fixtures, fittings, furniture and any equipment or articles provided within the facility and caused by the Hirer’s use of the premises.
• The cost of restoring the premises, the fixtures, fittings, furniture and any equipment or articles provided within the centre to their original condition shall be assessed by the Council whose decision is final.
• No screws or nails shall be driven into walls, floors or ceilings of the premises, fixtures, and fittings.
• The Hirer shall leave the premises in a clean and tidy manner.  In the event of damage payment for costs of repair or replacement will be incurred by the Hirer.

Injury to persons or damage to personal property

• The Council, and its Officers or agents, will not be held responsible for any damage or loss of goods, property, equipment, or for personal injury (except in the case of negligence by the Council) on the Council's premises or land, howsoever caused.
• The Hirer shall indemnify the Council, its Officers or agents against any claims, which may be made in respect thereof.
• Any accident must be reported to the Council as soon as possible after its occurrence, but in any event, prior to departing from the building.

Decoration and fixings

• No decorations, flags, emblems, posters or any other loose articles may be fixed to walls, floors, ceilings, fixtures or fittings without the written consent of the Council.

Removal of equipment

• The Hirer and/or contractors or others engaged by the Hirer to supply decorations, fittings or other facilities will be required to remove and clear away all articles belonging to them by the end of the hire period.  All reasonable instructions given on behalf of the Council by its authorised officers shall be observed.

Audio visual, lighting and other electrical equipment

• No additions or alterations to the lighting, speakers, microphones or other electrical arrangements may be made without the written consent of the Council.
• Pyrotechnics of any sort must not be used without the written consent of the Council. 
• No electrical apparatus may be brought on to the premises without the written consent of the Council who must be satisfied that the equipment has been checked for safety.

Housekeeping and Health and Safety

• In accordance with current legislation, no smoking is allowed in any part of the building or on Wyre Forest House Site, this includes the use of vaporisers (e-cigarettes).
• The Hirer shall ensure that there is no interference whatsoever during the period of hire with fire extinguishers or any other fire fighting equipment except in the case of an emergency.
• The Hirer must not interfere with fire doors and doors fitted with automatic closures.  The Hirer shall keep every corridor, passage and exit of the premises clear of obstruction and ready for use in an emergency.
• The Hirer will be notified of all Health & Safety and Housekeeping procedures on the day of the event. The Hirer must ensure that these guidelines are adhered to.
• The Hirer will be the responsible person for all Health and Safety matters relating to their event and must be present at the event to deal with any Health and Safety matters that may occur.  This responsibility may be delegated to another person who must attend the event.  The name of the responsible person must be provided to reception on the day of the event.
• The Hirer is responsible for ensuring that people attending an event are aware of the fire evacuation procedure, including the location of fire exits.
• The Hirer is responsible for holding a list of all attendees in case of emergency evacuation.
• Any portable electrical equipment must have a valid Portable Appliance Test Certificate.
• The Hirer is responsible for the conduct and behaviour of all people attending their event.  The Council reserves the right to terminate the event, without any refund of costs, if the conduct and behaviour is deemed to be unacceptable.

Insurance

• The Hirer may be required to provide evidence of appropriate public liability insurance (5 million pounds)
• The Hirer shall not do, or permit to be done, anything which, in the opinion of the Council, is not covered by its policy or policies of insurance in relation to the use of the premises or which will cause any increased or extra premium to be payable, without the written consent of the Council.  Fees may be increased and additional conditions imposed if required by the Council's insurers in respect of additional risks.

Car park

• All vehicles and property are left in the car park entirely at the owner's risk and the Council will not accept responsibility for any loss or damage however caused, except where arising from the Council's negligence.
• The Hirer is responsible for ensuring that vehicles using the visitor car park are driven in a safe manner and parked in such a way so as not to obstruct access by emergency vehicles.
• The Hirer shall ensure that all vehicles are parked so that no exit or carriageway is obstructed. 

Broadcasting

• The Hirer shall not grant sound or television broadcasting or filming rights without the prior written consent of the Council.  If such consent is given, the Council reserves the right to be party to any negotiations as to the terms and conditions of any agreement to share any income and publicity derived there from.

Photographs

• No camera or other photographic equipment may be brought on to the premises for commercial purposes without the Council's prior written consent.

Compliance with conditions

• In the event of the refusal to comply with these conditions or any reasonable instructions given by the Council and its authorised officers, the Hirer and any persons attending the functions may be excluded from the premises.  The Hirer will remain liable in respect of the hire charges as herein contained.

Complaints

• Any complaint connected with the hire of the premises should be made to the Council within seven days of the function.
• The Council reserves the right to amend or vary these conditions or impose additional conditions without notice.

Additional charges

• Where the Hirer is liable to pay additional charges under these terms and conditions the Council shall provide the Hirer with an invoice and the Hirer shall pay the amount in full within 14 days of receipt of invoice.

Disclaimer

• The Council has taken every effort to ensure the accuracy of all information provided.  The Council does not accept any liability for any errors or omissions and reserves the right to amend any information at any time.