Hall Hire Agreement


To be signed by all clients booking Vintners’ Hall for an event.

Please read this document carefully and ensure all the information is correct. Please also note our ‘Conditions of Hire’ which are displayed within this document.

Client Information


Client details:

Name of Client:
Company Name:
Email Address:
Contact Telephone Number:   
Mobile Telephone Number:   

Client Address:

Event details:

Reservation Reference:   
Date of Event:   
End date of Event if more than 1 day:    

Time from which the facilities are required:   
Time by which the venue is certain to be vacated:   

Nature of Event:
Number of People Attending:

Is the public address system required:

Invoice instructions:

Special instructions regarding the invoice:

Conditions of Hire

  1. The Company’s appointed caterers must be employed. They are:

Searcy’s Vintners’ Catering Manager
Telephone: +44 (0) 20 7248 4704
Email: searcys@vintnershall.co.uk

  1. An additional charge of £25.00 (already included in the hire charge) is levied to provide indemnity to the Hirer under the Company’s insurances whilst using the Hall. Detailed insurance cover is listed in paras 8 and 9 below.
  2. It is regretted that facilities cannot be provided after 11.00 pm and, if the accommodation has not be cleared by this time, the hire charge will be increased by £500.00 per hour or part thereof to offset additional staff travelling costs.
  3. The primary purpose of the Company’s staff being in attendance during the period of hire is to protect the Company’s property. They are not available for, nor should they be asked to undertake, any duties that would interfere with their main responsibility. The staff will be dressed formally and the hirer is asked to ensure that those attending the event are dressed appropriately for the venue.
  4. The Company takes very seriously its duties under the Licensing Act and asks the hirer only to allow responsible consumption of alcohol and to be mindful of the objectives of the Licensing Act:
  • The prevention of crime and disorder
  • Public safety
  • The prevention of public nuisance
  • The protection of children from harm

Guests acting irresponsibly will be asked to leave

  1. Please make all other detailed arrangements for your function with The General Manager and Catering Manager, who will do everything possible to make it a success.
  2. A cancellation fee of £300 will be levied if a firm booking is cancelled within 3 months of the agreed date of the function. Full fees are expected if a firm booking is cancelled within one month. Separate arrangements are made for charitable events. All cancellation fees are subject to VAT.
  3. In view of the risk of loss or damage to Vintners’ Hall when it is borrowed or hired, the undernoted insurances have been effected with Lloyds Underwriters and others in the joint name of The Vintners’ Company and any borrower or hirer whilst using the Hall

    a. Material Damage: Fire, Lightening, Aircraft, Explosion, Riot, Civil Commotion, Malicious Damage, Storm, Tempest, Floor, Burst Pipes, Impact, Earthquake to the Hall, the property of The Vintners’ Company occurring during the period the Hall is borrowed/hired. Claims below £100 are excluded in respect of Storm, Tempest, Flood, Malicious Damage, Burst Pipes and Impact.
    b. Public Liability: Legal liability to pay compensation and claimants’ costs and expenses in respect of: Bodily injury to or illness or disease of any person other than a person in the employ of the insured or hirer/borrower. (It is recommended that the hirer/borrower arranges medical cover suitable for the occasion.) Loss of or damage to property not belonging to the insured or hirer/borrower or in the charge or control of any of them or any servant of them.. Any one event £2,000,000 unlimited in the period of insurance. Excluding claims arising out of the business of the hirers/borrowers.
    c. Employer’s Liability: No cover is provided for the employees of the hirer/borrower under this heading.
    d. Visitors’ Effects: No cover is provided. Any property which belongs to, or which may be under the custody or control of anyone who hires or visits Vintners’ Hall is brought to Vintners’ Hall entirely at the hirer’s or visitor’s own risk. The Vintners’ Company cannot accept liability for any such property, whether or not it is placed under the care or control of The Vintners’ Company, its employees, servants or agents.

  4. In order to obtain the benefits of these insurances, the hirer/borrower will be bound by the terms and conditions of the policies which are available for inspection on request.
  5. Liability arising out of the hirer’s/borrower’s business is at the sole risk of the hirer/borrower and adequate public liability insurance must be arranged which should in addition indemnify The Vintners’ Company.

      

Please sign this agreement thereby confirming the details you have provided are correct and you agree to the ‘Conditions of Hire’

Leave this empty:

The Vintners Company - Vintners Hall https://vintnershall.co.uk
Signature Certificate
Document name: Hall Hire Agreement
Unique Document ID: 9a66a0c71438fd522ed72625e32a0012185ccfed
Timestamp Audit
30/01/2019 10:58 BSTHall Hire Agreement Uploaded by Contracts Team - contracts@vintnershall.co.uk IP 146.198.238.104
30/01/2019 17:49 BSTGlenn Roberts - thedemidog@outlook.com added by Steve Marcham - hall-hire-contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
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30/01/2019 17:54 BSTGlenn Roberts - blueocean62@gmail.com added by Steve Marcham - hall-hire-contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
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01/02/2019 13:54 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
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01/02/2019 14:52 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
01/02/2019 14:55 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
01/02/2019 15:50 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
01/02/2019 15:56 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
01/02/2019 15:58 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
01/02/2019 16:00 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
01/02/2019 16:01 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
03/02/2019 14:34 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
03/02/2019 14:57 BSTGlenn Roberts - glenn.roberts@vintnershall.co.uk added by Steve Marcham - contracts@vintnershall.co.uk as a CC'd Recipient Ip: 51.7.121.62
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