Venue Hire Agreement for the usage of Crown Pavilion Event means the event which is the subject of the Venue Hire Agreement;

Transcription

1 1. Definitions 1.1. Event means the event which is the subject of the Venue Hire Agreement; 1.2. Client means the legal or natural person primarily responsible for the submission of the duly executed Venue Hire Agreement to Crown Pavilion; 1.3. Venue Hire Agreement means the form required by Crown Pavilion containing details, dates and times of the proposed activities at the Venue for which Crown Pavilion s permission is sought and to which Crown Pavilion has agreed to rent to the Client; 1.4. Fee means an amount of money to be agreed in writing between Crown Pavilion and the Client and to be paid with any applicable VAT by the Client to Crown Pavilion as consideration for permission to hold the Event at the Venue and for any other service(s) to be provided by Crown Pavilion; 1.5. Guests means all persons attending the Event at the Venue, whether or not with the express permission of the Client, including any employees, sub-contractors and/or agents of the Client; Page 1

2 1.6. Venue means the property and/or areas identified by Crown Pavilion to the Client within the Venue Hire Agreement for the purposes of the Event; 1.7. Duty Manager means the employee of Crown Pavilion designated to manage/supervise the Event; 1.8. Venue Hire Fee means all fees charged to the Client in relation to the Event; 1.9 Crown Pavilion means the Hall which is for rent, the Servery and the Restrooms; This Venue Hire Agreement is made and entered into as of the date last set forth below, by and between Crown Pavilion and ( the Client ). Whereas, the Client desires to rent the facility from Crown Pavilion for the purpose of on the terms and conditions set forth herein and Crown Pavilion is willing to rent the facilities on such terms and conditions. NOW, THEREFORE, in consideration of the mutual promises set forth herein, and for other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the parties agree as set forth below. Page 2

3 2. Booking Arrangement No booking will be deemed confirmed until Crown Pavilion has received: 2.1 A completed and duly signed Venue Hire Agreement from the Client, 2.2 Within 14 days of the date contract was generated, the Venue Hire Terms and Conditions Agreement is to be signed acknowledging that the Client has accepted the terms of the said agreement. 2.3 If a booking is made less than one calendar month prior to the Event Date then all fees will be due immediately upon booking. 2.3 Booking Deposits are required to confirm Event Dates. 2.4 The Client shall pay the full rental amount, including a refundable deposit of N50,000.00, 60 days prior to the scheduled event date. Sixty days prior to the event, all deposits collected except for cleaning, are non-refundable 2.5 Cash payments are not allowed. All payments are deemed recieved when cleared funds are credited into Crown Pavilion s bank account. All charges are exclusive of 5% VAT and 5% LASG Consumption Tax. 2.6 The Client must prior to the Event Date endeavour to give Crown Pavilion a full list of the Vendors that would be used during the Event. Any changes to the Vendors List must be brought to the Page 3

4 attention of the Duty Manager at least 24 hours before the Event Date. Failure to do this may result in the fortfiture of the Client s Deposit. 2.7 Fees are subject to change without notice. 3. Access to the Venue 3.1. The Client, its employees and sub-contractors will be permitted to enter the Property on two occasions prior to the day of the Event for the purpose of making any operational planning investigations necessary for the smooth running of the Event, at such dates and times as shall be agreed in advance with Crown Pavilion. 3.2 Maximum number of people allowed in the Hall is 750. This includes infants and children, guests of the event, plus catering staff and other vendors inside the building All areas or rooms within the Venue to which the Client has been granted access, including agreed access times, are detailed on the Venue Hire Agreement The Client must arrive and vacate by the agreed time, as stated on the Venue Hire Agreement. Client s failure to adhere to the agreed time will cost N20, (Twenty Thousand Naira) per hour. In the event of unauthorised overrunning (after initial verbal warning from the Duty Manager), the Venue holds the right to interrupt the Event, cut power supply and exclude hire and third parties from the Page 4

5 Venue with or without the assistance of Crown Pavilion s security personnel. 3.4 Hiring of Crown Pavilion is available from 10:00 am to pm. Rental of the site includes the use of the entire Hall, Severy, Restrooms. The use of our Changing Rooms, Warming Kitchen, Lounge, Bar and Gardens are separate offerings. Interest in any of these should be made known to the Duty Manager who would advise and bill accordingly Use of the Hall, Severy and Restrooms as contained in this Venue Hire Agreement does not imply any right to use any other part of the premises, for deliveries, storage or any other access except where Crown Pavilion has agreed to such use. 4. Equipment, Setup and Staff 4.1 No equipment is to be delivered to the Venue without the prior agreement of Crown Pavilion. Crown Pavilion reserves the right to refuse the delivery of any equipment considered dangerous or harmful to its buildings and contents or to its employees, agents or guests. 4.2 All venue dressings must be freestanding i.e. not touching the fabric or contents of the Venue. All decorations must be approved by the Duty Manager. No tape (exception Shuretape), nails or staples can be used on Crown Pavilion s building surfaces. Wire, Floral wire, non-stick tape are allowed. Hanging from cup hooks is mandatory. Page 5

6 Battery operated tea lights are recommended. Bubble machines are permitted for outside use only. Rose petals may be used for decorating purposes on tables only, and must be cleaned up entirely at the end of the event. 4.3 The use of propane heaters anywhere within the premises is strictly prohibited. Gas Burners, naked fires and flammable substances (gasoline, kerosine, generators, etc.) are not allowed inside the Marquee neither are fireworks and flames. 4.4 At all times the safety of all personnel in the Venue is paramount. Other people working in the Venue (i.e. Caterers, Crown Pavilion staff, etc.) must not be hindered in any way during the setting up and striking down of equipment. 4.5 At the end of an Event, or at a time agreed by Crown Pavilion in the Venue Hire Agreement subsequent to the end of an Event, the Client shall remove all equipment and effects brought to the Venue. Crown Pavilion cannot accept any responsibility for equipment or other effects left at the Venue before or after an Event. 4.6 Crown Pavilion will take appropriate measures, within its control, to supply lights and equipment in good working order. If a Technician is required to assist with sound or lighting, there may be an additional charge. Crown Pavilion reserves the right to insist that its Technician be present at an event and charge as appropriate. Page 6

7 4.7 The Client agrees to use the equipment belonging to Crown Pavilion in a safe manner and return it in good working order. Where equipment is damaged, appropriate charges will be made to Client. 4.8 The Venue must be clear of all the Client s properties and in a clean and useable condition by the time stated on the Venue Hire Agreement. Failure to comply with this may result in Crown Pavilion disposing of the properties and charging the Client for expenses incurred. 4.9 Crown Pavilion will help in providing security during the event. However, the Client is at liberty to arrange, at its expense, for extra security if need be. 5. The Event 5.1. The times of the Event are set out in the Venue Hire Agreement. Bar service must finish 30 minutes prior to the end of the hire period The Client will not invite or permit more than the agreed number of Guests to attend the Event Crown Pavilion representatives, employees or agents reserve the right to: a) Refuse entry to any persons who are in the opinion of Crown Pavilion posing a safety or security risk at or in the vicinity of the Property during, immediately prior to or immediately following the Event; Page 7

8 b) Request proof of invitation or identification from each or any guest, without which entry to the Property may be refused At the time of booking the Client must appoint a Named Organiser to be the sole point of contact for the Duty Manager. Changes to the Named Organiser must be appropriately communicated in writing to Crown Pavilion at least 24 hours before the Event Date. The Named Organiser must remain in the Venue throughout the Event to liaise with the Duty Manager in monitoring the Event and to accomplish an orderly departure of Guests The Client will ensure that all Guests leave the Venue quietly and that no disturbance is caused to local residents and or businesses as a result of the departure of Guests from the Event at any time; and that all Guests leave the Venue no later than 15 minutes after the scheduled end of the Event. 5.7 All amplified music must conclude no later than 10:00 pm. Crown Pavilion staff are authorized to ensure and use all means possible to reduce the sound output provided by either the Band or DJ, or both, if deemed too loud. 5.8 Amplified music must be maintained at a reasonable volume at all times and is only allowed inside the building 5.9 Fire extinguishers are visibly placed by the Entrance and Exit Doors, and in specially marked places. All Vendors/Contractors are required to have knowledge of use. Page 8

9 6.0 Vendors, Staff and Guests 6.1. Vendors, Staff and Guests must adhere to Crown Pavilion s Smoking Policy. No smoking is allowed inside the Marquee at all times (electronic cigarettes inclusive). Smoking is only allowed in the designated smoking area located in the rear of the premises Vendor s staff should not consume alcoholic beverages on the property Legal drinking age in Nigeria is 18 years old Crown Pavilion staff are authorized to close down the bar if alcohol consumption becomes a dangerous situation All rental items and vendor equipment must be removed at the end of the event Caterers are required to wipe down / mop up all areas where food had been present Client and Vendors may use sinks provided to dispose waterbased organic liquids and food juices only (no oils). 6.8 A refundable cash deposit of N5, must be paid by each Client s Vendors prior to being admitted into the premises. Vendors must satisfactorily clean up their stalls/stands after the Event, failure of which the Vendor s Deposit would be applied in offsetting the cost of cleaning/clearing the Vendor s allotted stall/stand. Page 9

10 7. Right of Entry and Good Order 7.1 The right of entry to all parts of the Venue is reserved at all times to Crown Pavilion and its officials and employees and any other persons authorised by it. 7.2 The Client shall make sure good order is kept in the Venue and Crown Pavilion reserves the right to terminate any Event not properly conducted. 7.3 The assessment of the conduct of an Event rests with the Duty Manager and s/he has full authority to act on behalf of Crown Pavilion. 7.4 The Client and Guests must conduct themselves in a responsible manner with due consideration to any other Guests, Venue staff or their agents, visitors or members of the public. 7.5 The Client and their Guests must refrain from any behaviour, which would bring the Venue into disrepute or cause discomfort/risk to others. 7.6 The Client has an obligation to tell all 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 all Guests who are party to the Event aware of them. Each Guest must individually agree to comply Page 10

11 with these terms and conditions. The Venue will enforce the terms and conditions against Guests individually where relevant. 8. Event Amendments 8.1. Any changes to the times of the Event must be requested before a booking is confirmed. Extensions to hire times incurs additional charges. 8.2 Crown Pavilion would not be liable for events not being held due to uncontrollable circumstances or acts of God. 9. Purpose of the Event 9.1. The Client must fully and fairly represent the purpose for which the venue is required. Any misrepresentation may result in cancellation of the Event at any time by Crown Pavilion. Under no circumstances may the Client sub-let. 10. Client s Responsibility The Client will be held responsible and liable and must indemnify Crown Pavilion in respect of any damage, theft and loss caused to the Venue and its contents by the Client, its employees, its contactors or by any other person on the premises by reason of the purposes of the Event howsoever and by whomsoever caused. The Client s responsibility does not extend to employees of Crown Pavilion or to contractors appointed by Crown Pavilion to assist at the Event. Page 11

12 11. Liability and Indemnity To the fullest extent permitted by law, Crown Pavilion shall not be liable for: a) Any loss or damage to property of the Client or their Guests except where Crown Pavilion or its employees are responsible for the loss or damage. b) Any inconvenience or loss caused to any party as a result of cancellation or termination except where Crown Pavilion or its employees are responsible for the cancellation or termination Appropriate insurance cover should be obtained by the Client to indemnify the Venue against claims, which may be made against it in respect of loss, or damage that the Venue may suffer. Such insurance should also cover the risk of bodily injury or death to the Client, Guests, their servants, contractors, agents or licensees and members of the group or any third parties. This excludes any such loss, damage, injury, or death as may be caused by the act, default or negligence of Crown Pavilion The Client will conduct a risk assessment in respect of their event and will provide to Crown Pavilion, on request, full details of Page 12

13 this risk assessment. A risk assessment template can be ed to you on request If insurance is deemed necessary, the Client will provide to Crown Pavilion on request full details of any insurance obtained The Client and their Guests are responsible for any negligent loss and damage to Venue furniture and equipment. Any costs of making good any damage will be charged to the Client All Crown Pavilion s properties will be inventoried prior to Client s accessing the venue and a Client s signed copy of this inventory must be provided prior to the start of the Event. Any losses incurred due to inventoried property found to be missing or damaged will be charged to the Client and/or recovered from the Security Deposit All furniture and equipment including cutlery, crockery, and glassware has been inventoried and may not be transferred between rooms/areas without prior agreement of the Venue Rules, regulations, technical advice or other requests reasonablely made during the running of an event by the Duty Manager or Venue staff should be adhered to. These terms and conditions cannot be modified in any manner without the prior approval of Crown Pavilion. Page 13

14 I/We have read and understood this Agreement and the Policies it contains. I/We understand that if I/We or any of the Guests or Vendors at the event does not comply with this Agreement or the Policies stated therein, the Event may be immediately terminated by Crown Pavilion, at its sole discretion, and/or all deposits made retained by Crown Pavilion. I/We understand and agree that, in addition, I/We will be responsible and liable to Crown Pavilion for any costs exceeding the amount of the retained deposit. Client Date Crown Pavilion Signature Date Page 14