IMPORTANT NOTICE: No booking will be accepted without receipt of these signed Terms and Conditions. The success of your function is important to us. In order to ensure the best communication with our clients, we ask you to review our terms. If any questions are left unanswered, or if you have any questions whatsoever, please feel free to contact us.
DEFINITIONS: All references to RP&J means “The Royal Pump Rooms and Jephson’s”, The Parade, Royal Leamington Spa, CV32 4AA. All references to Just Inspire refer to Just Inspire Limited Hospitality & Event Management a trading name of Holt Solutions Ltd, registered office: Hobbs Hole Cottage, Yarningale Common, Warwick, Warwickshire, CV35 8HS. Registered in England. Registered number: 4202743.
All references to the Hirer is reference to either the person making the booking or the Company on whose behalf the booking is made. The Hirer is, therefore, responsible for the payment of all charges incurred.
1.1 Please note our prices are prepared based on the specific numbers you have indicated will be attending your event. In the event of the final number going above the guaranteed number an additional charge based on the per head cost will be applied. In the event of the final number falling below the number indicated no refund will be available and the price as stated in the contract will be charged.
1.2 Bar and wine prices are correct at the date of printing but such items are subject to alteration without notice.
1.3 Additional requests (not included in this contract) i.e. extra guests, drinks or food items must be made no later than 14 working days prior to the function.
1.4 In the event the Hirer has chosen drinks on consumption – minimum spend amount will be charged a minimum of 7 working days prior to the event: £10 + VAT pp for small amounts of drinks required £20 + VAT pp for large amounts of drinks required (i.e. with dinners or receptions) This deposit will be allocated against drinks consumption post-event.
CONFIRMATION AND PAYMENT:
2.1 To confirm your booking and secure the venue for your chosen date, a deposit invoice for the venue hire will be issued and is payable within 7 days. This deposit payment should be returned with a signed copy of these Terms & Conditions within 7 days of the date of the deposit invoice. The deposit is non-refundable. All payments should be made to Just Inspire refer to Just Inspire Limited Hospitality & Event Management, The Royal Pump Rooms & Jephsons | The Parade | Royal Leamington Spa | CV32 4AA
2.2 Then 6 months prior to the event, an invoice for 50% of remaining balance will be issued and is payable within 7 days. Further to this, a final balance invoice for the remaining monies will be sent out 30 days prior to the event and must be paid within 7 days of the invoice date.
2.3 Prices quoted do not include agency commission unless stated otherwise and agency commission will only be paid to approved accredited agencies to Just Inspire Limited Hospitality & Event Management (application forms supplied on request). Agents must check they are approved by Just Inspire Limited Hospitality & Event Management before the event date otherwise no commissions will be paid. Clients signing the contract direct must ensure agents have submitted necessary documents.
2.4 In the event of changes to the terms of the booking, which results in an additional charge payable, then the additional payment must be received in cleared funds at least 7 days prior to the function. The function is liable to be cancelled otherwise. The Royal Pump Rooms & Jephson’s, The Parade, Royal Leamington Spa, CV32 4AA
2.5 Cheque payments must be received a minimum of 30 working days before the event date. No cheque payments will be accepted past the 30 day period. There will be a £200 + VAT admin fee charge made for every cheque that is not cleared by the Hirer’s bank for any reason. If any payment is not received in accordance with the above, or funds are not cleared for any reason prior to the function, then the booking may be cancelled. Payment with a corporate credit card will incur a 4% (of the invoice) handling charge.
2.6 In accordance with the Late Payment of Commercial Debts (Interest) Act we will charge a set rate of interest of 8% above Royal Bank of Scotland base rate from the due date until payment is made.
2.7 For bookings made within 6 weeks or less of the event then upon confirmation an invoice for 100% payment will be issued and must be returned together with a signed copy of this Event Operations Order and Terms & Conditions and accompanying documents within 7 days of the date of the invoice date or immediately for booking less than 7 days in advance of the event. The event is liable to be cancelled in the event all payments (cleared funds) are not received prior to the event date.
2.8 Should the event continue beyond or start prior to the contracted time RP&J reserves the right to charge the Hirer for each additional hour at £50.00 per hour during weekdays or £150 per hour during weekends.
2.9 For both individuals and companies: The approximate number of guests must be supplied at time of booking and a guaranteed number of guests are required at least 14 clear working days before the function. Please note: no changes to the number of guests is allowed after 14 days prior to the function date without consent from RP&J Management.
CANCELLATION OF BOOKING:
3.1 If you cancel your event, you will be subject to cancellation fees as set out below. Up to 28 days before the function: 50% of contracted amount Less than 28 days prior to the function: 100% of total Account (including venue hire deposit)
4.1 In the event of any one or more of the provisions of this agreement being determined to be invalid or unenforceable to any extent, the validity, legality or enforceability of the remaining provisions, shall not in any way be affected or impaired thereby.
5.1 Wherever possible we will try to accommodate those guests who have allergies to different foods. The onus is on the hirer and their guests to ensure that the food that they are consuming is safe in connection with their particular needs. Allergen data will be provided on request.
5.2 Details of all guests with food allergies must be provide no later than 14 days before the event.
6.1 We hold employer’s liability insurance to the value of £10,000,000. We hold products and public liability insurance to the value of £10,000,000. Copies of these certificates are available on request.
7.1 Just Inspire Limited will not be liable for any loss due to any circumstances which include, but not exclusively, breakdown of machinery, failure of supply of electricity or other utilities, leakage of water, fire, flood, explosion, strike or labour dispute, external road or building works, Government restrictions, Force Majeure, act of terrorism or any circumstances outside the control of Just Inspire Limited which may cause the event to be interrupted or cancelled.
LIMITATION OF LIABILITY AND COMPLAINTS:
8.1 No liability is accepted for loss, damage or consequential loss, except to the extent required by law caused by Just Inspire’s failure to perform its obligations (whether that failure is due to negligence on the part of Just Inspire Ltd, its officers, employees or sub-contractors or due to other causes), but nothing herein shall exclude Just Inspire’s obligation to pay compensation for death or personal injury as required by law. Any complaint must be received by Just Inspire Ltd in writing not more than 5 working days following the event to: Just Inspire Ltd, The Royal Pump Rooms & Jephsons, The Parade, Royal Leamington Spa, CV32 4AA
EVENT OPERATIONS ORDER: The agreed venue hire fee includes the hire of The Royal Pump Rooms or Jephson’s for the times specified. The venue provides 5ft round tables and accompanying chairs to a maximum of 12 tables and 120 chairs in Jephsons and 25 tables and 250 chairs in The Royal Pump Rooms. A charge will be made for any requirement in excess of these numbers. Access to the Temperate House when hiring Jephson’s is an additional charge – this may be included in your quotation but it will state if this is included. RP&J has an in-house caterer Just Inspire, who will be used for all events. RP&J Management reserves the right to refuse admission to or expel any individual behaving inappropriately on the premises.
9.1 The Hirer shall indemnify RP&J against any loss, damage, claim or expense in respect of:
a) All sub-contractors engaged by the Hirer to carry out work in connection with the said event;
b) Injury to persons except where caused by RP&J or its employees or agents;
c) Damage to RP&J or any of the property within it;
d) Damage to or loss or theft of any property of the Hirer or any other person arising from or in connection with the hiring of RP&J or contents or as a result of any act or omission of the Hirer or its employees or agents.
e) The Hirer is expected to obtain all appropriate insurance that falls outside of the insurance referred to in Clause 6.
f) No sticky tape or pins and nails are to be used on the wall surfaces. No helium balloons, real candles or flame can be used in either venue. Smoke bombs and confetti cannons are not permitted
9.2 In the event the Hirer instructs a sub-contractor, then it is the Hirer’s responsibility to ensure that full details are provided to RP&J and that a work permit is obtained from RP&J to enable the sub-contractor to service the event. If permission from RP&J is not received (we would recommend that this be obtained at least 6 weeks in prior to the event) then RP&J reserves the right to refuse to allow the said sub-contractor to service the event.
9.3 The Hirer shall ensure that all staff and additional sub-contractors are fully conversant with the requirements and restrictions of the premises license under the terms of the Licensing Act 2003 granted by the Corporation of London to RP&J and any other licences obtained by the Hirer in relation to the event.
9.4 The Hirer and his sub-contractors shall ensure that RP&J is left in a clean and tidy condition, free from equipment, rubbish and litter of any kind. The Hirer shall be responsible for reimbursing RP&J for any additional costs of cleaning the venue, in the event the above is not complied with. All food and other debris, inflammable or non-flammable in RP&J and backstage must be removed at the end of the function.
9.5 The Hirer shall be responsible for ensuring the orderly conduct of guests during the event and in full compliance with the directives and requirements of RP&J and at time of exit.
9.10 For events where there are public attending or have ticketed sales and alcoholic drinks are being served, we require security to be booked (SIA standard). If security is not provided for the event then the venue has the right to not allow the event to take place.
9.11 For events that are open to the general public or have ticketed sales the organiser must provide public liability certificate for minimum £10 million and a relevant risk assessment.
CONTRACTORS AND EQUIPMENT:
10.1 RP&J operates an accredited suppliers list of sub-contractors that we recommend and any other suppliers will need to be approved by Just Inspire prior to the event taking place.
10.2 The Hirer must comply with and ensure that they, their employees and sub-contractors comply with the provisions of the Health and Safety at Work Act 1974 and Food Safety legislation and all regulations made under it. The Hirer and all sub-contractors will be responsible for evidencing supporting documentation including copies of risk assessments, method statements and public & employee liability insurance relevant to the event.
10.3 For any event involving external catering, the client will need to pay a refundable deposit of £500. This will be held against any caterer leaving RP&J in a damaged and unclean state. A full refund will be made after the event within 21 working days.
VALUE ADDED TAX: 11.1 All prices quoted are subject to Value Added Tax at the current rate unless marked inclusive.
GOVERNING LAW: 12.1 This contract shall be governed by and construed in accordance with the laws of England and shall be subject to the jurisdiction of the English Courts.