Some brief Ts & Cs
Hire and payment
The venue fee must be paid 14days before the event date. If you do not pay the fee we will reopen the date for hire and sadly cannot guarantee your booking.
Co-ordination
Whomever takes your booking is responsible for liaising with you in regards to all essence of your booking.
If we have agreed to provide catering services, you must work with our Coordinator to ensure that all dietary requirements or allergen information of any Delegates have been communicated to us accurately and in good time prior to the Event, within such timings as we may specify. If you have not done so, it will be your responsibility and not ours to ensure that any special dietary requirements are met. You must also ensure that you have obtained the express consent of each Delegate to the disclosure to us of their dietary requirements. We do not guarantee that we will be able to accommodate all dietary requirements.
Your Responsibilities
Your responsibilities will be to use the venue as we discussed and for no other purposes.
The number of Attendees at the Event shall not exceed the venue capacity and be in line with the booking agreed.
You shall at all times ensure the proper and careful use of the Venue and shall not allow any activity which may damage the Venue, Premises or any neighbouring site or which may be or become a nuisance, annoyance or disturbance to us or any neighbouring site.
Also you agree our staff are entitled to a dignified and supportive working environment. We insist that they are treated with dignity, respect and courtesy at all times, and reserve the right to immediately remove from the Venue any person who bullies or harasses our staff or who we otherwise determine has behaved unacceptably towards them. This also includes guests who are intoxicated or are suspected to be under the influence of any illegal substance.
The Venue, Access and Occupation
You may only occupy the Venue during the agreed Hire Period, which will include set up and break down time. Without limiting our other remedies, we may charge an overrun fee if you or any Attendees occupy the Venue beyond the Hire Period
No changes, additions or alterations in or to the Venue or Premises (interior or exterior) and/or the contents thereof may be made except as agreed in writing in advance by us, all of which shall be of a temporary nature only and strictly necessary for the purposes of the Event. You may not erect scaffolding or affix screws or nails to any building, structure or object at the Venue or the Premises without our prior written consent.
Publicity
Except as necessary for inviting and directing Attendees to the Event, you may not use the name of the Venue, Premises or The Mother Superior without our prior written consent.
You may not advertise the Event to the public by any means without our prior written approval.
Removal and Restoration
We accept no responsibility for any equipment, items or other articles brought to the Venue and/or Premises by you or any Attendee or left at the Venue and/or Premises following the conclusion of the Event. We may remove and dispose of anything left at the Venue and/or Premises after the Hire Period
Suppliers, Equipment, Catering and Entertainment
You may only bring equipment into the Premises for use at the Event with our prior written consent, and upon provision by you or the relevant supplier of a valid certificate showing that the equipment has been tested in accordance with applicable health and safety regulation
Food and drink may only be consumed in the designated areas within the Venue. Delegates may not bring any food or drink to the Venue or consume any food or drink at the Venue other than as provided by us or an Accredited Supplier approved by us, unless otherwise agreed in writing by us.
You may play live and pre-recorded music during the Event in accordance with our PRS and PPL licences. You must adhere to any maximum level of sound and time restrictions specified by us in playing music or in any other entertainment. We do not allow amplified bands.
Cancellation and Termination
Event organiser needs to contact us by phone to cancel the event. If the event is cancelled with less than one week to the event, we will not refund the venue fee as this covers staff wages. Otherwise 50% will be returned.
If the venue needs to cancel due to unforseen circumstances then we will refund 100% of the fee.