KingsGate terms and conditions of booking and venue hire

Definitions

‘KingsGate’ refers to KingsGate Trading Ltd a subsidiary of KingsGate Community Church. Registered office 2 Staplee Way, Parnwell, Peterborough, PE14YT. Customer number 6069915, VAT number 906 7555 06. ‘the client’ refers to the individual, company or organisation with whom KingsGate have an agreement to provide facilities, catering or services based upon a KingsGate quotation and any additional requirements or services subsequently requested and agreed. ‘organiser’ refers to the client or a designated third party employed by the client to organise the event on their behalf. ‘venue’ refers to a room (or space) or combination of rooms (or spaces) designated by KingsGate for external hire. ‘event’ refers to the function or use for which the venue is hired.

Terms of Booking

KingsGate facilities are let on the basis of agreed quoted rates and the terms & conditions of booking and venue hire described below.

Conditions of Acceptance of Booking

For provisional bookings, rooms will be held for 14 days or up to 14 days prior to the event, whichever is sooner. KingsGate will only consider a booking con-firmed when the booking confirmation agreement section of this document is signed by the client and is received by KingsGate. If the above timescales are not met it will be assumed by KingsGate that the dates can be offered to other interested parties.

KingsGate Quotation & Event Details

KingsGate quotations will be issued to the client or organiser following an event enquiry. KingsGate quotations will remain valid for 28 days. KingsGate quotations will detail agreed event dates, number of delegates, rooms booked, catering services, additional staff and equipment required. If any details of the event change then a revised quotation will be issued and agreed. Final numbers of delegates must be confirmed no later than five working days before the event. Standard KingsGate room hire rates include (unless otherwise agreed and confirmed in writing) room hire from 8.30am-5.30pm and standard set up. The KingsGate quotation will list in detail room hire, catering, and any additional staff & equipment.

Payment

Upon successful completion of event KingsGate will issue invoice for full and final amount, which should be paid in full within 14 days of invoice date. Any challenge or objection to any part of the invoice must be made in writing within five working days of receipt of invoice otherwise invoice should be paid in full. Any event booked within 7 days of required event date should be paid for in full no later than 48hrs prior to the event for confirmation.

Commission

KingsGate operate a commission policy. Commission will be paid to event management companies and third parties who introduce clients to KingsGate.

Cancellation Policy

All cancellations must be given in writing (by letter, fax or email). Cancellations made between 31 and 60 days will result in a 25% charge of the full booking*. Cancellations made between 15 and 30 days will result in a 50% charge of the full booking*. Cancellations made between within 14 days will result in a 100% charge of the full booking*. (*room hire, refreshments, food, equipment, technicians).

Running Time

Should an event exceed the hours stated and agreed in the event quotation there may be additional charges for every hour or part thereof. KingsGate generally have clearance teams organised for agreed event finish times to prepare for following events and the client will be liable for any costs incurred by KingsGate due to overrunning of agreed times.

Safety & Fire Regulations

All events are subject to compliance with current Health & Safety and Fire Safety Regulations and to the requirements of any other relevant authorities. Organisers are responsible for carrying out all necessary risk assessments prior to the event and issuing copies to KingsGate at least 30 days prior to the event for review. KingsGate requires notice in advance of any aspects of the event which may necessitate special safety or security arrangements. The organiser will be responsible for all consequential costs. Organisers should ensure provision of adequate First Aid personnel, All electrical appliances brought to site by the client should be tested in accordance with current electrical safety legislation, damage or injury caused by faulty appliances or equipment will be the sole responsibility of the client.

Entertainment & Alcohol Licenses

Any proposed entertainment is subject to the terms of the current or any Temporary Event Notices in place. Any entertainment provided by the client must comply with current noise regulations and requirements. The client should notify KingsGate of intention to make alcohol available for sale a minimum of 30 days prior to the event date to enable temporary license to be obtained. No alcohol will be served after 12 midnight under any circumstances. Persons under 18 will not be served or supplied with alcohol.

Loss and Damage

The client is responsible for taking all reasonable precautions to protect the venue, equipment, facilities or any other KingsGate property. Any costs incurred by KingsGate for repairs following accidental or negligent damage caused at the event will be chargeable to the client. This includes any necessary cleaning required over and above reasonable wear & tear. KingsGate will take all reasonable care to protect and maintain security for client property and staff but will not take responsibility for any damage or loss of client property or items before, during or after an event. The client must accept responsibility at all times. KingsGate management reserves the right to terminate any event where it is satisfied that continuation will jeopardise the safety and security of staff, delegates, property or the reputation of KingsGate.

Special Conditions

KingsGate is a no smoking venue, smoking is not permitted anywhere on site. KingsGate will provide designated external areas for smokers only if agreed in writing. The client is not permitted to use any part of KingsGate to carry out illegal activity. KingsGate management reserve the right to refuse admission or expel any person for illegal or inappropriate behaviour.
If KingsGate Conference Centre is rendered unable wholly, or in part, to fulfil its obligations due to Force Majeure, Acts of God, industrial dispute, government regulation or intervention, restrictions on travel, acts of terrorism, delivery, equipment or utilities failure or for any other reason beyond the control of KingsGate Conference Centre, in no event will KingsGate Conference Centre be liable for loss of profit or consequential damage from any of these matters.