Charges
The final account will be based on the
information received by Harlow Council from the hirer.
No charges of any sort may be made by the
hirer for admission to the rooms without the express permission of
Harlow Council, and is subject to such conditions as may be
imposed.
Increase in charges
Harlow Council reserves the right to amend the
hire charges at the Latton Bush Centre, but this shall not affect
bookings made within 3 months of a price increase. (Prices are
revised with effect from 1st January)
Cancellation
In the event of an Election (either
Local, General and/or European) whereby function rooms will be
required for polling stations and or the administration of the
count of votes cast, Harlow Council will give such notice as is
reasonable and possible under the circumstances, prior to
cancellation of a hirer’s booking. The hirer shall not be
entitled to any compensation for any loss, damage or inconvenience,
which may have been caused, as a result of such cancellation.
Harlow Council may also cancel any booking in the event of an
emergency to provide Emergency Rest Centre facilities, or for any
other reason in its role or responsibilities as a local authority.
If the booking is cancelled by HDC for either of these reasons HDC
shall refund any charges paid.
A hirer shall have the right to cancel
a confirmed booking for whatever reason, and provided a minimum of
14 days written notice is given, only a 10% administration fee
shall be payable and no other cancellation charge will be
made. If less than 14 days notice of cancellation is given
the cancellation fees shown below apply.
Cancellation fees payable to Harlow
Council
14 days or more written notice given 10%
administration charge applies.
7-13 days written notice given – 50% of the
hire charge plus 10% admin charge is payable by the hirer.
1-6 days written notice given – 100% of the
hire charge plus 10% admin charge is payable by the hirer.
0 days notice given – 100% of
all charges including equipment hire and catering
charges plus10% admin charge is payable by the hirer.
Catering
All catering to the conference rooms is
provided by Harlow Council or its nominated contractor. Any
client bringing any catering into the conference rooms will be
asked to dispose of it immediately.
Liability
The hirer is responsible for
providing adequate insurance and liability cover for their event,
including Public Liability insurance where
appropriate.
Harlow Council does not accept any
liability for the death of, or personal injury to any person
attending the Latton Bush Centre unless such death or injury shall
be due to negligence of Harlow Council and does not accept any
liability for claims of any loss or damage suffered by the hirer of
their personal belongings or equipment. Harlow Council
accepts no liability for any loss or damage to vehicles and/or
their contents whilst parked at the Latton Bush Centre site, unless
such damage or loss shall have been caused by the negligence of
Harlow Council. The hirer shall indemnify Harlow Council
against all such liability as may be referred to in this
condition.
The hirer undertakes responsibility for
control of their guests or invitees, and for all activities
undertaken by them. The hirer undertakes to pay the Council the
amount of damage that may be done to the building, furniture,
fittings or equipment in consequence of the hiring.
The hirer must be present throughout the period of
hire. The hirer will have consideration for other
occupiers of the Latton Bush Centre and the residents of the
surrounding areas, and all activities must be conducted in such a
way as to not constitute a nuisance. If the premises are used
for any other purpose than those stated in the confirmation of
booking, or if any function becomes disorderly, or any disturbance,
nuisance, indecent or unlawful or undesirable activity is allowed
to occur, Harlow Council, by its duly authorised officer may at its
absolute discretion, immediately terminate the
hiring. Whilst reserving all its rights and remedies that it
may have against the hirer. All persons attending the
function will immediately leave the Latton Bush Centre. In
the event of such termination, all fees and charges will be
forfeited to the Council.
Rights of Access/Vacation of
Premises
The individual responsible for hiring the
premises must report to the Harlow Council representative at the
Centre, upon arrival and upon vacation of the hired premises.
The hirer to ensure that the room is vacated in a clean and tidy
condition. The Latton Bush Centre staff will provide plastic
bags to assist with clearing up. We expect all rubbish to be
securely placed in these sacks, this includes balloons and any
decorations that need to be removed. Any left over food is
also to be cleared away. The Duty Warden will sweep up
smaller items. The Latton Bush Centre management reserve the
right to make an additional charge if the Hall is not left is a
satisfactory condition. This charge will be based on number
of additional staff hours necessary.
The times stated on the booking receipt form
are those during which the room(s) will be available to the hirer,
and must be adhered to. The hirer undertakes to cease all
activities and ensure that the Latton Bush centre site is cleared
by 11.20pm or where agreed in writing at time of booking (Latton
Hall/Dining Hall only). The hirer will be responsible for all
guests to the event and have consideration for other users of the
Centre, our neighbours and the Centre staff. They must ensure
that the activities do not constitute a nuisance.
Smoking Policy
Smoking is not permitted within any of the
buildings on the Latton Bush Centre site at any time.
Health and Safety
The maximum number of people to be
accommodated in each room is laid down by Harlow Council and the
Fire Service and must not be exceeded, they are as
follows; Green, Blue, Red and Board Rooms 30 persons, Meeting Room
20 persons, Griffin Suite 70 persons, Dining Hall 90 Persons
and the Latton Hall 300 Persons.
The hirer shall forthwith notify the
management of the Latton Bush Centre of:
a. Any
accident occurring whereby any person suffers any injury
whatsoever.
b. Any
notifiable dangerous occurrence.
Furthermore the hirer
will:
prevent nuisance, disturbance and/or
undesirable activities; not install any electrical equipment
without the express permission of Harlow Council; not bring
or allow any noxious, inflammable, dangerous or illegal substances
onto the premises; will take all reasonable precautions for the
safety of their guests and/or invitees.; will not erect any
notices, signs, banners or flags etc without the express permission
of the Latton Bush Centre Manager.
The hirer will not cause or permit any
corridor or other access route to become blocked.
Under no circumstances are any signs or
posters to be erected on, near or visible from the public
highway. Hirers wishing to advertise events must seek the
express written permission of the local highways authority before
erecting any signs or posters, and secure appropriate Liability
Insurance. A copy of the Insurance Certificate and Highways
Permission must be lodged at the Latton Bush Centre.
In the event of an act of God, a total
power failure or any intervening event including fire or flood you
may be directed to leave the building by the duty member of staff,
you will comply with his/her instructions in the interests of
public safety. Harlow Council will not be responsible for any
consequential loss or claims for compensation following the
curtailment of any event in such circumstances.
The hirer shall cause or not permit any
filming for commercial purposes.
Compliance
Failure to comply with the above will
result in no further bookings being accepted from the hirer and/or
any associates and the forfeiture of all charges paid to the Latton
Bush Centre and Harlow Council.
Age restrictions
The hirer must be a minimum of 21 years of
age. A responsible adult MUST supervise all
persons under the age of 21 that are on the premises at all
times.
Personal liability
The hirer accepts full responsibility for
any damage howsoever caused by the hirer or their guests and
invitees to the fabric of the building, the fixtures and fittings,
equipment (fixed or portable) internal and external areas of the
Latton Bush Centre, whether deliberate or accidental. The
hirer furthermore agrees to pay all reasonable costs to the Council
for the repair or replacement of said items, including any labour
costs.
General
The use of smoke machines or similar by
Disco’s etc. are prohibited, as they will activate the Centre’s
Fire Detection System. False or malicious activations of the
Centre’s Alarm Systems the Hirer is liable to any charges imposed
by Essex Police, Essex Fire & Rescue Service or other statutory
authority. The hirer must comply with all conditions and
stipulations of Harlow Council’s Public Entertainment Licence (as
notified by Harlow Council to the hirer). The hirer must
comply with all conditions and regulations made in respect of the
Centre by the Fire Authority (as notified by Harlow Council to the
hirer).
None of the terms in this agreement shall
be enforceable by third parties pursuant to the Contracts (Rights
of Third Parties) Act 1999.
The benefit of this agreement is personal
to the hirer and shall not be transferable of capable of being
sub-hired.
The Council will not tolerate any abusive,
threatening, insulting behaviour or foul language towards staff
members. They are in charge of the building and have
delegated authority of the Centre Manager in his absence. The
Council will not hesitate to take legal action against any member
of the public who intimidates, threatens or assaults a Council
employee in the course of their duties.
Complaints
If there are any issues which arise at the
event please notify the Admin Office on the day. However if
you are not satisfied or if any issues arise subsequent to the
event, your complaint must be made in writing to the Centre Manager
within 10 days of the event.