All conferences, banquets and functions booked at The LOOP Centre by the client are subject to written acceptance by The LOOP Centre management and are made upon the following terms and conditions.
1. Numbers Attending
i The client will advise The LOOP Centre of the number of persons attending the function at least 10 days prior to the event. Final numbers of persons are required at least three full working days prior to the function. Catering and charging will be based on such numbers notwithstanding that the number of attendees may be less. If more than the guaranteed number attend the function the client will be charged according to the total number attending, but The LOOP Centre cannot be responsible to a number in excess of 10% above the guaranteed minimum number.
ii If any dispute arises as to the number of those who attend the function The LOOP Centre shall determine the number and such determination will be final and binding to the parties.
2. Information
The client shall provide on request by The LOOP Centre, all such information which is available in relation to the function as may be necessary to enable The LOOP Centre to make a fully informed assessment of its obligations to provide the services.
3. Amendments
The client agrees that The LOOP Centre may accept any verbal amendments to the arrangements given during the course of the function or its preparation, by the client, or by anyone acting or purporting to act on the clients behalf, and the client and the clients agree to pay for any additional service so provided.
4. Charges
i Account facilities will only be granted to companies which have established credit facilities in advance.
ii The client agrees to pay all The LOOP Centre charges on the due dates, failing which interest will be charged at a daily rate of 3% over The LOOP Centre bankers' base rate.
iii Any function for which advance payment is overdue by more than 7 days may be cancelled by The LOOP Centre and the cancellation fees detailed in clause 8 will become payable immediately.
iv If there are any queries on any part of an invoice, the client will pay the undisputed balance of the sum owing on the date due and the remainder on resolution of the query.
v The LOOP Centre reserves the right to withdraw credit facilities at any time without notice.
vi The company reserves the right up to 8 days before the function to request payment of a deposit at any time prior to the date of function the
amount of which shall be determined by the company. Should the client fail to pay such a deposit within 7 days of being requested to do so, The LOOP Centre may take the booking as being cancelled by the client.
vii Any complaint arising out of the function must be made in writing to the company within 7 days of the function. The company will not give consideration to such complaints unless received in such a manner and within such time limit and thereafter be entitled to claim full sum due from the customer in respect of the function.
viii We understand and will exercise our statutory right to claim interest and compensation for debt recovery costs under the late payment legislation, which currently stands at 8% per day, if we are not paid according to agreed terms
5. Advertising
If the general public are admitted to the function the client should not use The LOOP Centre's name(s) or trademark(s) without it's prior written permission and must show all tickets, posters and advertising material to The LOOP Centre for its approval in writing. (In all other circumstances, this information should be provided if so requested by The LOOP Centre).
6. Client's use of The LOOP Centre
i The client and persons attending The LOOP Centre shall
a - comply with all licensing, health and safety and other regulations relating to The LOOP Centre.
b - not carry out alterations to electrical or other works at The LOOP Centre, including amplification and lighting without The LOOP Centre's prior written consent.
c - not bring any dangerous or hazardous items into The LOOP Centre.
d - not act in any improper or disorderly manner, leave promptly at the appropriate time and comply with any reasonable requests made by The LOOP Centre's employees.
e - not bring or allow to be brought liquor from outside The LOOP Centre for consumption during a function at The LOOP Centre.
f - not consume any food or drink in The LOOP Centre not supplied by The LOOP Centre or its authorised caterers unless this has been agreed beforehand.
g - any person or item in breach of these conditions may be refused admission to or be removed from The LOOP Centre.
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7. Cancellation by The LOOP Centre
i The LOOP Centre may cancel the bookings under the following circumstances
a - if The LOOP Centre or any part of it is closed due to circumstances outside its control.
b - if the client becomes insolvent or enters into liquidation or receivership.
c - if the client is more than 14 days in arrears with any payments to The LOOP Centre.
d - to avoid a breach of these conditions.
e - if it might prejudice the reputation of or cause damage to The LOOP Centre.
ii If in such an event The LOOP Centre will refund any advance payments except the initial deposit made but will have no further liability to the client.
8. Cancellation by the Client
i If the client cancels a reservation(s) less than one month in advance The LOOP Centre reserves the right to claim the following sums, unless a booking is obtained for the same date(s) from a third party on no less favourable terms.
a - cancellation between 8 weeks and 6 weeks in advance - deposit forfeited.
b - cancellation between 6 weeks and 10 working days in advance - 50% of total estimated charges.
c - cancellation between 2 weeks and under 5 days in advance – 75% of total estimated charges.
d - cancellation less than three working days in advance - 100% of total estimated charges.
In all instances notification of cancellation must be made in writing and will be effective on the date received by The LOOP Centre.
9. Liability
i The LOOP Centre will be liable to the client and or persons attending the function for injury to persons or loss or damage to property only where and to the extent that it has been negligent but otherwise be under no liability to them whatsoever.
ii The client will be liable for any loss or damage to The LOOP Centre's property including walls, light fittings and equipment (including items hired for their use) or injury to any person including The LOOP Centre staff and shall indemnify The LOOP Centre against any loss of liability (other than The LOOP Centre's liability in (i) above rising from the function).iii The client is advised to consider arranging insurance for the function covering public liability and loss or damage to it's property and that of persons attending the function.
iv The full cost of repairing or replacing The LOOP Centre's property as a result of damage or breakage or removal of The LOOP Centre's property will be charged to the client, whether this was caused directly by the client or by a subcontractor working on the client's behalf.
v The owners and managers of The LOOP Centre shall not be liable for any claim for personal injuries (including death) to any person employed by the client, the hirer of the banqueting areas nor any loss or damage of any kind whatsoever which may attribute to any property belonging to the owners and managers of The LOOP Centre or third parties on, in or upon banqueting areas or which may rise out of or in consequence of any activities or operations whatsoever carried on by the client the hirer in and upon the banqueting area not for any claim, demands, proceedings, cost, charges and expenses whatsoever in respect thereof or in relation thereto excepting any claims which may arise as a result of the negligence of the owners and managers of The LOOP Centre or their representatives. It shall be the sole responsibility of the client to effect what insurance or insurances they think fit in respect of the employment of any performer, entertainer or otherwise and such equipment as required during the occupation of the banqueting areas.
10. General
i The LOOP Centre will take all responsible steps to fulfil the reservations to the best of its ability and in accordance with the details provided. However, it reserves the right to provide alternative services of at least an equivalent standard at no additional cost to the client and the client shall have no claim in respect of such alternative services.
ii This contract is non assignable by the client and shall be governed in all respects by English law.
iii The LOOP Centre reserves the right to pass on to the client any additional costs incurred by them for goods and services requested during the course of the function not specified on the booking form, or caused by the client not adhering to the agreed times for services.
iv Whilst the company has taken all reasonable steps that the information contained in its brochures, tariffs, leaflets and advertisements are accurate it reserves the right to alter, substitute or withdraw any service, facility or amenity without notice if necessary.
v No variation of these conditions shall be effective unless in writing and signed on behalf of The LOOP Centre and the client.
vi The level of noise, especially that produced by sound equipment, must be kept to a reasonable volume. The LOOP Centre's determination as to "reasonable volume" will be approved by the Local Authority.
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