Terms and conditions for venue hire
- Provisional bookings may be made in writing or by telephone and will be held in the diary for 14 days from the initial enquiry. Confirmation of booking will be made by the Visitor Services Manager on receipt of a signed contract. If a signed contract is not received within 14 days of the initial enquiry the provisional booking will be deemed to no longer be required and removed from the diary.
- The named individual who signs the declaration on the contract will be treated as the hirer jointly and severally with any person on whose behalf the hire is expressly made. Any amendments to a booking must be made in writing and will be acknowledged by an amended receipt.
- The periods of hire and applicable charges should be agreed with the Visitor Services Manager prior to completion of the contract. Hirers must ensure they allow sufficient time for setting up and vacating the Museum within their allocated time.
- The use of the Premises shall not be for any purpose other than that specified in the contract, or otherwise approved in writing by the Council. The Premises shall not be used for any illegal, immoral or other purpose, or any use which could breach any act, by-law or other regulation or jeopardise any insurance cover in respect of the Museum.
- The Council will not tolerate discriminatory or offensive behaviour by organisations or individuals. The Council shall, at its absolute discretion, cancel or terminate any hire if the hirer, their guests or contractors, breach this condition.
- The Hirer shall pay The Council the room hire fee payable by the Hirer on the signing of the Booking Confirmation. The final Settlement of any additional costs (such as catering or equipment) will be made within thirty working days of receipt of invoice after the event.
- If a confirmed hire is cancelled less than 3 weeks prior to the due date of the hire, the hirer shall be liable for the full room hire charges. If a confirmed hire is cancelled less than 7 days prior to the due date of the hire, the hirer shall also be liable for all catering charges as detailed on the contract.
- The Council will not (other than for damage, death or injury to an individual or their personal possessions caused by the negligence of the Council, its officers or servants) be responsible for any loss, damage or injury to the hirer or any person on the Premises in connection with the hire. Any items that are brought onto the Premises are at the hirer’s own risk.
- The use of tables, chairs, flipchart and overhead projector is included within the hire charge, and furniture will be set up according to the hirer’s request as detailed on the contract. No alterations or additions may be made to any of the fittings, furnishings or equipment upon the Premises, which may be used only for their proper purpose and in a reasonable manner.
- During the hire period, all persons on the Premises must comply with any directions of the Duty Manager regarding the proper use of the Premises and items brought on to it. The Council shall, at its absolute discretion cancel or terminate any hire if disorder, destruction or damage to the Premises is considered likely or has occurred in connection with hire. In such cases, the hirer shall still be liable for the full hire charges.
- The Council shall not be liable to the hirer for any loss, damage or failure of the heating, lighting or other equipment or service at the Premises, but may make a pro rata abatement of the hire fee at its discretion. No claim by or on behalf of the hirer in respect of the state or condition or use of the Premises shall exceed the hire fee (subject to the terms of any statutory restriction).
- All portable electrical appliances supplied by the hirer and connected electrically to the Premises must have been tested in accordance with the Electricity at Work Regulations, 1989 by a competent person approved by the Institution of Electrical Engineers. Evidence of the satisfactory testing of each appliance must be provided before connection to the electricity supply at the Premises.
- Hirers are responsible for ensuring that all guests adhere to the speed limit whilst driving through the park, giving due consideration to pedestrians, and other vehicles.
- Smoking is prohibited within the Premises.
- Dogs (excluding Guide Dogs) are not permitted in the Premises.
Acceptable internet use policy
Use of the internet by hirers of the room is permitted and encouraged. However, Chelmsford Borough Council has a policy for the use of the internet whereby users must ensure that they:
- comply with current legislation
- use the internet in an acceptable way
- do not create unnecessary business risk to CBC by their misuse of the internet
In particular the following is deemed unacceptable use or behaviour by users:
- visiting internet sites that contain obscene, hateful, pornographic or otherwise illegal material
- using the computer to perpetrate any form of fraud, or software, film or music piracy
- using the internet to send offensive or harassing material to other users
- downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such licence
- hacking into unauthorised areas
- publishing defamatory and/or knowingly false material
- undertaking deliberate activities that waste networked resources
- introducing any form of malicious software into the network
All hirers of the room who have been granted the right to use Chelmsford City Council's internet access are required to confirm their understanding and acceptance of this policy.
Any complaints relating to the hire of the premises should be made in writing and addressed to:
Visitor Services Manager
If you have any questions about these terms and conditions, contact the Visitor Services Manager on 01245 605707.