Terms & Conditions

1. TERMS AND CONDITIONS

1.1 These terms and conditions together with the order information you agree with us will form a binding contract between Vankero Limited (“The Bolton Mayfair”) and the Client who hires the venue from The Bolton Mayfair (“Client”) and which shall constitute the entire agreement between the Client and The Bolton Mayfair and apply to any trading agreement or other contract or arrangement between the Client and The Bolton Mayfair;

1.2 These terms apply to the exclusion of all other terms or conditions of contract the Client may propose and shall not be varied unless agreed in writing and signed by The Bolton Mayfair.

2. DEFINITIONS

2.1 For the purposes of this agreement, the following expressions shall have the following meanings:

“Additional Fees” shall mean additional fees charged to the Client in relation to the Hire.

“Booking Hire Agreement” shall mean the form submitted by The Bolton Mayfair to Client containing details, dates, times of the Venue Hire and the corresponding Fees.

“The Client” shall mean the organisation or person named in the Booking Hire Agreement as the hirer of the Venue, its employees, and sub-contractors or, as applicable, the Client’s contact person whose details are provided in the Booking Hire Agreement.

“Venue Staff” shall mean the employee(s) of The Bolton Mayfair.

“The Fee” shall mean any estimate of the fees agreed in writing between The Bolton Mayfair and the Client with any applicable VAT payable to The Bolton Mayfair by the Client for permission to hire the Venue and for any ancillary services to be provided by The Bolton Mayfair.

“Guests” shall mean all persons including any employees, subcontractors and/or agents of the Client.

“The Bolton Mayfair” shall mean Vankero Limited.

“The Venue” shall mean the property and/or areas identified by The Bolton Mayfair to the Client within the Booking Hire Agreement for the purposes of the Venue Hire.

“The Venue Hire” shall mean the hire of function rooms at our The Bolton Mayfair premises which are the subject of the Booking Hire Agreement.

“The Venue Hire Date and Time” shall mean the date(s) and time of hire of the Venue.

3. BOOKING PROCEDURE

3.1 Bookings are taken on a first come, first served basis.

3.2 Booking is deemed confirmed by the Client upon confirmation of the Booking Hire Agreement in writing (email).

3.3 Any changes to the booking must be agreed by The Bolton Mayfair in writing.

4. PAYMENT

4.1 Once the Client has agreed to the Booking Hire Agreement a non-refundable 50% deposit of the Fee and the applicable VAT is immediately due and payable.

4.2 The remaining balance of the Fee is due 5 (five) weeks prior to the date of the Venue Hire Date and Time.

4.3 If a booking is made less than 5 (five) weeks prior to the Venue Hire Date and Time then the full Fee will be due immediately upon booking.

4.4 The Client shall provide The Bolton Mayfair with all such information and material as it may reasonably request for the purpose of generating a valid invoice for payment of the Fee, including, where required, the provision of purchase order references immediately upon confirmation of the Booking Hire Agreement.

4.5 The Bolton Mayfair will charge Additional Fees in accordance with its then prevailing rates including:

4.5.1 damage deposit at £1500 + vat or 10% of the Fee, whichever is greater. The damage deposit will be automatically added to the invoice upon booking. The damage deposit is to cover the cost to restore the venue and its furniture and fixtures to their original condition. The balance of the damage deposit will be refunded to the Client within 14 days after the Venue Hire Date and Time less any disbursements required to restore the venue and its furniture and fixtures to their original condition. In the event the costs to restore the venue and its furniture and fixtures to their original condition exceed the damage deposit the balance will be charged to the Client and due within 14 days. In the event of no damage the deposit will be refunded in full 14 days after the Venue Hire Date and Time

4.5.2 overrunning at £275 + VAT per hour

4.5.3 agreed additional costs such us furniture or but not limited to additional equipment hire

4.5.4 non-payment fine at £250 + vat in the event the Fee does not reach The Bolton Mayfair 5 (five) weeks prior to the date of the Venue Hire Date and Time

5. VENUE ACCESS

5.1 The Client, its employees, sub-contractors, and Guests must arrive and vacate the premises by the agreed times, as stated on the Booking Hire Agreement.

5.2 Failure to adhere to the agreed times will incur overrunning charge of £275 + VAT per hour.

5.3 In the event of unauthorised overrunning The Bolton Mayfair withholds the right to interrupt the Venue Hire, cut the power supply and exclude the Client and third parties from the Venue with or without the assistance of security. If this occurs The Bolton Mayfair will charge Additional Fees to the Client accordingly.

6. EQUIPMENT, SETUP, STAFF AND SUPPLIERS

6.1 No equipment is to be delivered to the Venue without the prior agreement of The Bolton Mayfair. The Bolton Mayfair reserve the right to refuse the delivery of equipment if it is considered dangerous or harmful to the building and contents or to its employees, agents, or guests.

6.2 The Client agrees to use the equipment belonging to the Venue in a safe manner and return it in good working order. Where equipment is damaged charges will be made to Client.

6.3. The Bolton Mayfair are not responsible for running the technical aspect of any events held by the Client during the Venue Hire. We recommend the Client brings in a technician to facilitate their needs.

6.4 At all times the safety of all personnel in the Venue is paramount. Other people working in the Venue (i.e., caterers, The Bolton Mayfair staff etc.) must not be hindered in any way during the setting up and striking down of equipment.

6.5 At the end of the Venue Hire agreed by The Bolton Mayfair in the Booking Hire Agreement the Client shall remove all equipment and effects brought to the Venue. The Bolton Mayfair cannot accept any responsibility for equipment or other effects left at the Venue before or after the Venue Hire.

6.6 The Bolton Mayfair will take appropriate measures, within its control, to supply lights and equipment in good working order. If Venue Support Staff is required to assist with sound or lighting, there will be an additional charge of £500 + VAT. Subject to confirmation.

6.7 The Bolton Mayfair recommend using The Bolton Mayfair’s preferred suppliers (see Supplier’s List on The Bolton Mayfair’s website) who are familiar with our Venue and its restrictions.

6.7.1 If the Client wishes to use a non-preferred supplier there will be an additional fee of £500 + VAT.

6.7.2 All non-preferred suppliers must get prior agreement to work at The Bolton Mayfair and carry all the necessary insurance and health and safety documents.

6.8 The Client must ensure that any wooden structures brought onto the premises are Class 1 and that all drapes and soft settings and props are fireproofed. The Bolton Mayfair reserve the right to refuse the use of any equipment or props.

6.9 The Venue must be clear of the entire Client’s property and in a clean and useable condition by the time stated on the Booking Hire Agreement. Failure to comply with this may result in The Bolton Mayfair disposing of the property and charging the Client for expenses incurred.

6.9.1 The Client is responsible for clearing their own rubbish and waste at the end of their venue hire. All rubbish must be disposed of at the designed area.

6.9.2 Any leftover food that is in date and can be used cannot be disposed of. The Client must give the food to a local charity/ homeless shelter, or the Client may designate this task to The Bolton Mayfair.

6.10 The Client must ensure they have adequate Public and Employees Liability Insurance to cover themselves, its employees, sub-contractors, and Guests in the event of an accident.

7. THE HIRE

7.1 The details of the Venue Hire are set out in the Booking Hire Agreement.

7.2 The Client will not invite or permit more than the agreed number of Guests to access the Venue.

7.3 The Client must supply to The Bolton Mayfair at least 24 hours in advance of the commencement of the Venue Hire a list of anticipated Guests in such cases where The Bolton Mayfair has specifically requested this information.

7.4 The Bolton Mayfair, its representatives, employees, or agents reserve the right to: a) refuse entry to any persons who are in the opinion of The Bolton Mayfair posing a safety or security risk at or in the vicinity of the Venue during, immediately prior to or immediately following the Venue Hire; and b) request proof of invitation or identification from each or any Guest, without which entry to the Venue may be refused.

7.5 The Client will ensure that all Guests leave the Venue quietly and that no disturbance is caused to local residents as a result of the departure of Guests from the Venue at any time; and that the Client leaves the Venue no later than 15 minutes after the scheduled end of the hire.

8. CANCELLATION & FORCE MAJEURE

8.1 If written notification of cancellation from the Client is received 4 (four) weeks or more in advance of the Venue Hire Date and Time, the Client will receive a 20% refund of the full Fee. Cancellation of Venue Hire with less than 4 weeks’ notice will result in the loss of the full Fee.

8.2 In the event of a full or partial cancellation of a confirmed booking by the Client any additional charges which have or will be incurred by The Bolton Mayfair in respect of the booking will be charged to the Client.

8.3 The Bolton Mayfair reserve the right to cancel the Venue Hire if payments are not received by the agreed dates. Where cancellation occurs under this clause then all previously made payments are non-refundable.

8.4 If the booking is cancelled by The Bolton Mayfair due to circumstances outside The Bolton Mayfair’s control all Fees will be refunded to the Client. The Bolton Mayfair will not be responsible for any losses incurred by the Client as a result of this action.

9. RIGHT OF ENTRY & GOOD ORDER

9.1 The right of entry to all parts of the Venue is reserved at all times to The Bolton Mayfair and its officials and employees and any other persons authorised by it.

9.2 The Client shall be responsible that good order is kept in the Venue and The Bolton Mayfair reserves the right to terminate any Venue Hire not properly conducted.

9.3 The assessment of the conduct of Venue Hire rests with the Venue Staff and he has full authority to act on behalf of The Bolton Mayfair.

9.4 The Client, its employees, sub-contractors, and Guests must conduct themselves in a responsible manner with due consideration to Venue staff or their agents, visitors, or members of the public.

9.5 The Client, its employees, sub-contractors, and Guests must refrain from any behaviour, which would bring the Venue into disrepute or cause discomfort/risk to others.

9.6 The Client has an obligation to tell its employees, sub-contractors and guests about these terms and conditions, to give them details and ensure they comply with them. It is a condition of the booking that the Client accepts the terms and conditions and has made its employees, sub-contractors and Guests who are party to the Venue Hire aware of them.

10. LICENSING AND POLICIES

10.1 The Bolton Mayfair have a license to sell alcohol.

10.2 There is a strict non-smoking policy operating inside or directly outside of the Venue.

10.3 Basic cleaning shall be included in the Fees.

10.4 All evening Venue Hire require licensed security and the security shall be included in the Fees.

10.5 No parking is available outside the Venue, but vehicle pull up outside for drop off, collections and deliveries.

10.6.1 The closest parking: NCP Parking, 2 Museum Street, London, WC1A 1JP, +44 (0) 870 606 7050.

10.6.2 The Bolton Mayfair shall not be liable for the Client’s, its employees’, sub-contractors’ and Guests’ parking charges.

11. LIABILITY AND INDEMNITY

11.1 To the fullest extent permitted by law The Bolton Mayfair shall not be liable for:  Any loss or damage to property of the Client, its employees, sub-contractors, and Guests. Any inconvenience or loss caused to the Client, its employees, sub-contractors, and Guests as a result of cancellation or termination under section 8. The Bolton Mayfair do not exclude or limit its liability for death or personal injury caused due to its negligence.

11.2 Appropriate insurance cover should be obtained by the Client to indemnify The Bolton Mayfair against claims, which may be made against it in respect of loss, or damage that The Bolton Mayfair may suffer. Such insurance should also cover the risk of bodily injury or death to the Client, its employees, sub-contractors, and Guests. This excludes any such loss, damage, injury, or death as may be caused by the act, default, or negligence of The Bolton Mayfair.

11.3 If insurance is deemed necessary the Client will provide to The Bolton Mayfair on request full details of any insurance obtained.

11.4 The Client shall be responsible for any loss of, or damage to, The Bolton Mayfair’s property including buildings, fixtures, fittings, furnishings, utensils, and equipment.

11.5 Any costs of making good any damage will be charged to the Client. Any costs of replacement of any damaged or stolen equipment will be charged to the Client.

11.6 Any costs incurred by The Bolton Mayfair due to failure by the Client to adhere to the Terms and Conditions of Venue Hire or the Booking Hire Agreement – including but not limited to: overrunning of the Venue Hire, requirement for extra equipment, furniture and staff will be charged to the Client.

11.7 Rules, regulations, technical advice, or other requests reasonable made during the Venue Hire by Venue Staff should be adhered to.

12. HIRE AMENDMENTS

12.1 Any changes to the times of the Venue Hire must be requested in writing before a booking is confirmed. Extensions to Venue Hire times incur additional charges.

12.2 The Bolton Mayfair reserve the right to refuse any request to increase party size; if this results in a cancellation, cancellation policy under section 8 still applies.

12.3 Any additional services requested by the Client will incur Additional Fees.

12.3.1 The Additional Fees are due immediately upon receipt.

12.4 Any additional services provided by The Bolton Mayfair with or without consultation of the Client on the grounds of Health & Safety and Security will be charged to the Client.

12.5 The Bolton Mayfair reserve the right to use their preferred suppliers or contractors for any services.

13. PUBLICITY AND MEDIA

13.1 The Bolton Mayfair will use its approved professional photographer to photograph and or video Ice tank Venue prior, during or post the Venue Hire. The Bolton Mayfair reserves the right to use the photographs and or video in its promotional material, including online i.e., social media, unless the Client notifies The Bolton Mayfair prior to the Venue Hire.

13.2 The Bolton Mayfair may use the Client’s name and photographs and or video of Client’s Venue Hire in its promotional material, including online i.e., social media, unless the Client notifies The Bolton Mayfair prior to the Venue Hire.

13.3 If the Client wishes to advertise their activity prior, during and/or post the Venue Hire featuring any images or footage of The Bolton Mayfair, they must mention The Bolton Mayfair in their advertising. The Client must use the following words: “The Bolton Mayfair” and “@The Bolton Mayfair” in the title of their event. Location must be listed as “The Bolton Mayfair” with no other suffixes.