Terms

1. Operational Conditions & Guidelines - Separate Operational Conditions and Guidelines have been provided to give the Hirer clear information on the standards of operational practice. A breach in these guidelines may result in the termination of the event or dismissal from the venue.
2. Booking Procedure - Verbal confirmation by The Hirer will provisionally reserve The Hirer’s requested date(s). A contract between The Hirer and The Management will be formed on acceptance by parties of these terms and conditions which should be signed by an authorised signatory and returned to Vinopolis together with a deposit of 100% of the contacted amount within 7 days of the invoice date. Any additional venue hire should be paid no later than 7 days prior to the event. If no terms and conditions and deposit are received the booking will be released.

3. Catering Conditions

   1. Please note our prices are prepared on the basis of specific numbers. In the event of the final numbers falling below the guaranteed number, we reserve the right to increase the quoted price. Any variation to the services that is requested by the client must be notified in writing to Vinopolis not less that seven days prior to the event. The Company will endeavor to comply with any requests for variations, subject always agreeing with the client any alteration to the quotation that may become necessary. For the avoidance of doubt the Company shall not be obliged to make any such variations.
   2. Bar and Wine prices are correct at the date of printing but such items are subject to alteration without notice.
   3. number of guests must be supplied at least 28 working days prior to the function and a guaranteed number of guests is required at least 7 days before the function.

4. Rates and Payments

   1. A deposit representing 100% of the venue hire will be due upon confirmation. Catering invoices have to be 100% paid before the event takes place. Any additional costs will be invoiced after the event and must be paid within 7 days of the invoice date. All payments within these schedules must be cleared funds.
   2. Prices quoted do not include agency commission unless stated otherwise.
   3. The Management reserves the right to demand payment from The Hirer prior to the event of up to 100% of the total costs. If the amount is not received by the date specified by The Management, The Management then reserves the right to cancel the contract and refuse usage to The Hirer.
   4. Should the event continue beyond the contract time The Management shall charge The Hirer for each additional hour on a pro-rata basis of the published rates.
   5. Payment by credit card will incur a 3% interest charge on the total of the invoice.
   6. is due within 7 days of the date of invoice. If any sum payable by the client is outstanding on the due date, interest will be payable on the due amount at the rate of 15% for the time from due date until payment.
   7. All prices quoted are exclusive of VAT at 17.5% unless otherwise stated.
   8. Payments should be made to The Accounts Department, Wineworld London Plc, and sent to Vinopolis, City of Wine, 1 Bank End, London, SE1 9BU.

5. Cancellation

   1. By The Hirer:

      In the event that a confirmed date is cancelled or postponed by the Hirer the following will apply:

      • Up to 3 months prior to the event 50% of the contracted amount is non-refundable.
      • Between 3 Months and 1 Month of the event 75% of the contracted amount is non-refundable.
      • Within 28 days and up to 3 days prior to the function 100% of the contracted amount and catering pre arranged will be charged.
   2. By Vinopolis:

      The Management shall be entitled, by providing the maximum practicable notice in writing, to cancel the hire of the premises for all or part of the period of hire, if it is the management’s judgement that circumstances require it. Following such cancellation, The Management shall refund any room hire fees already paid by The Hirer and use reasonable endeavours to find an alternative venue for The Hirer but shall not be otherwise liable to The Hirer.

6. Force Majeure

   The Management should 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 circumstance outside the control of The Management which may cause the event to be interrupted or cancelled.

7. Limitation of Liability

   If The Management is in breach of its obligations hereunder for any reasons or terminates this contract The Management’s only liability is to return the hire charge, if appropriate and The Management shall not be liable to The Hirer for any loss suffered by the client and in particular, The Management shall not be liable for any consequential loss or damage occasioned by the cancellation of the event.

8. Joint and Several - Where the expression ‘The Hirer’ includes more than one party, every agreement on the part of The Hirer shall be deemed to be a joint and several agreement with all parties.

9. Right of Entry and Security

   1. The Management reserves the right of entry for itself and for contractors and agents to enter the premises at all times.
   2. The Management may for security purposes stop and search any person entering the building and shall be entitled to refuse entry to any person or animal which they consider to be a risk to safety.
   3. In order to comply with fire regulations, the maximum number of people permitted in each room is as stated in the Operational Conditions and Guidelines and may not be exceeded.

10. Public Order. Health & Safety

    The Hirer and The Management both acknowledge their respective responsibilities under the Health & Safety at Work Act 1974 and in particular:

    1. Hirer shall be responsible for the preservation of public order during the event.
    2. A representative of The Hirer must be present and available throughout the event to ensure it runs smoothly.
    3. The Hirer shall observe the ‘Vinopolis Health & Safety Rules’ in accordance with the above Act.
    4. The Hirer shall ensure that satisfactory risk assessments and method statements are provided by their contractors before a Permit to work is issued by The Management.
    5. The Hirer shall observe and comply with any additional regulations as The Management may make in relation to the premises

11. Conduct

    1. The Hirer shall take all reasonable care of the premises and its property and meet the cost of all damage and loss to the premises and its property arising from the event.
    2. The Hirer shall remove immediately after the event all equipment and items brought onto the premises and clear all rubbish and debris which The Hirer has accumulated during the event. The Hirer shall restore any part of the premises which it may have altered.
    3. Management reserves the right to prohibit smoking in any part of the venue.
    4. The Hirer shall inform The Management with written details of all equipment The Hirer wishes to bring onto the premises. The Hirer shall not bring onto the premises any equipment that The Management has not authorised.

12. Contractors and Agents

    1. All Terms and Conditions shall apply to The Hirer’s agents, contractors and visitors.
    2. All quotations of charges made by The Management which are passed on must not be altered or amended in any way without the consent of The Management. Any commission or management fee must be presented separately from Vinopolis quotation.

13. Indemnity

    The Hirer shall indemnify The Management against any losses, damages, claims, and expenses incurred in respect of the following, to the extent not caused as a direct result of the negligence of The Management or its employees:

    • Death or personal injury
    • Damage to the venue or any part of it
    • Damage to, loss or theft of any property.

14. Insurance

    1. The Hirer shall indemnify The Management against all public liability in connection with the Hirer’s use of the premises. The Hirer shall further indemnify The Management against all loss, expenses or damage to third party property and in respect of death or injury to any person in conjunction with The Hirer’s or its contractor’s use of the premises. The Hirer shall indemnify The Management against all claims which may be made against them in respect of such matter except injury, loss or damage resulting from the negligence of The Management.
    2. The Hirer shall effect to maintain public liability insurance in respect of the matters so indemnified to a minimum cover of £1,000,000.
    3. The Hirer must not do or allow to be done anything which may render payable an increased premium under policies of insurance effected by Vinopolis in respect of the premises or which may render void any such policies.

15. Default

    The Management may at its discretion terminate this contract in the following circumstances;

    1. Where any sum under this contract or any other contract has not been paid in full on the due date for payment
    2. Where The Hirer has committed a material breach of this contract or any other contract between The Hirer and The Management.
    3. Where the Hirer is a limited company and makes a proposal for a voluntary arrangement within Part 1 of The Insolvency Act 1986
    4. Where The Hirer is not a limited company and commits an act of bankruptcy.

16. Complaints

    Any complaint must be received by Vinopolis in writing not more than 9.00am THREE working days following the event.

17. Governing Law

    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.

18. Interpretation

    For the purposes of this document ‘The Hirer’ refers to the signatory of the agreement and ‘The Management’ refers to Wineworld London Plc. Headings in this document are for convenience only and shall not affect the construction or interpretation of the terms here.

19. Theming will be installed for the period of Dec. Any items installed, i.e. draping and props are not moveable or changeable and will be a permanent feature installation for the Xmas period. Additional props and enhancements to the theming is available and prices are available on request.

    In the case of dry hire, to take the theming out and re install it will cost £7500 plus a one full day room hire.

    During the reception there will be a meet and greet, a Grecian Princess and Gladiator will wander around welcoming guests (30min). At 1900 guest will entertained with "The Last Kill" a Gladiator fight scene where they will fight over the princess (8 min). Following this dinner will be served.

    Above is include in the package and can’t be changed or exchanged for other entertainment.