Falmouth Town Council Falmouth Town Council
Falmouth Town Council

Atherton Suite – Terms & Conditions

Included in the Contract

• Exclusive use of the agreed venue space, during the access times stated
• Use of all standard venue furniture, fixtures and fittings, crockery, cutlery and glassware – to be agreed in advance with your event manager
• Staffing based on the event timings and description listed above
• Pre- and post-event cleaning

Excluded from the Contract

• Food and drink
• Kitchen hire for caterer use
• Additional furniture or table linen
• Use of theatre PA system, lighting rig or stage
• Sound and lighting technicians
• Security
• Box office / reception management / marshalling
• Additional access times for set up or breakdown, outside of those agreed with your event manager
• Additional staffing
• Event marketing

Terms and Conditions

DEFINITIONS

  • “The Atherton Suite”, “The Venue”, “The Premises”, “We/us/our” refers to the building and staff at The Atherton Suite, Municipal Buildings, The Moor, Falmouth, TR11 2RT
  • “The Hirer”, “You/your” refers to the person or organisation/company as hirer, set out on the Event Contract
  • “Event Contract” refers to the contract issued by us, covering the details of your event, signed by both you and a representative of the Atherton Suite or Falmouth Town Council at the point of booking
  • “Event Manager” refers to the member of the Princess Pavilion team who is leading organisation of your event from the venue, and is your main point of contact

GENERAL TERMS OF HIRE

  • The booking contract between us is made up of the completed and signed contract and these terms and conditions. All bookings are subject to these terms & conditions.
  • A booking is ‘confirmed’ when we issue a confirmation in writing once we are in receipt of the following:
    • The signed and dated Event Contract
    • Payment of 50% of the total contracted fee as a deposit
  • If a booking is made less than 1 calendar month prior to the event date, 100% of the contracted fee will be required immediately to confirm the booking.
  • The detailed arrangements concerning your event should be discussed and agreed with your Event Manager in writing.
  • If there are any changes to your requirements, please notify us immediately. If these changes materially impact the nature of the event we reserve the right to cancel the booking or amend the hire agreement.
  • Please confirm the final number of attendees to the Event Manager no later than 14 days before the event, unless otherwise stated in the contract. We reserve the right to charge extra if the number of guests exceeds the original number contracted for.
  • If the name of the client and the name of the person responsible for payment are different from the person, firm or company making the reservation, we should be notified at the time of booking.

FEES AND PAYMENTS

  • The agreed cost of your event is confirmed on your contract, which also details the inclusions and exclusions of that agreed fee. Any additional hire, services or provisions agreed after the point of contract will be billed in addition to the contracted fees.
  • A deposit of 50% of the contracted fee is required to confirm you booking, unless otherwise agreed in writing with your event manager. Only once payment of this deposit and a signed contract is received is your booking formally confirmed.
  • 1A balance invoice will be issued 1 calendar month before your event date, for the remaining balance of contracted fees plus any additional agreed services or provisions. Payment is required no later than 14 days prior to your event date.
  • Any additional costs agreed after the balance invoice is issued, for example for additional attendees, food or third-party suppliers, must be paid via invoice a minimum of 7 days prior to your event date.
  • Where a minimum spend has been agreed in the contract, you must pay the greater of this amount or the actual spend incurred by guests at your event. Where a deposit has been taken against a minimum spend, this shall be deducted from the minimum spend or the actual spend (whichever is greater), with the difference to be paid by you, in full, on the day of the event, unless otherwise agreed in advance in writing.
  • Any final settlement of the bill on the day must be made by credit or debit card payment by the finishing time of the event unless alternative payment terms have been agreed prior to the event in writing.
  • We reserve the right to make a charge for events that run outside the agreed event or access times, or that require additional staffing due to your changes to the event plan.
  • In the event of any increases in our costs for hosting the event (including, but not limited to, excise duty changes), we reserve the right to amend event costs in line with these increases. Wines, beers, spirits and other consumables are subject to availability and we reserve the right to provide alternatives without notice.

CANCELLING YOUR EVENT

  • The deposit is non-refundable. If written notice of a cancellation is received from you more than 3 calendar months prior to the event date the deposit will be retained by us, but the balance will be waivered. You remain liable for any third-party costs, for example external suppliers booked by us on your behalf at your request or agreement.
  • If written notice of a cancellation is received from you less than 3 calendar months prior to the event, the full cost of your event, as detailed in your Event Contract, plus any subsequently agreed third party supplier costs, will be payable.

RE-SCHEDULING YOUR EVENT:

  • If written notice is received from you more than 3 calendar months prior to the event date requesting postponement and the rescheduled event takes place within the same calendar year of the original event date, at the event managers discretion a portion of your deposit may be transferred to the rescheduled event.
  • If written notice is received from you less than 3 month prior to the event date requesting postponement the deposit will be retained by us, and you will be liable for any agreed third party supplier costs. A new deposit will be payable for the new date.

USE OF PREMISES

  • If, in our reasonable opinion, the nature or purpose of the event is different from the event details as stated on the contract, we may at our discretion amend the hire agreement to reflect the new details, which may include an increase in cost.
  • You undertake to comply (and to ensure that your guests comply) with all applicable laws, licenses, regulations and policies in force at the host venue, and not to do anything or bring onto the Premises anything which may endanger or render invalid any venue insurance policies.
  • You may not use the host venue for any activities which are illegal, immoral, offensive, prohibited, or dangerous or which may become a nuisance to the owners or occupiers of any neighbouring properties.
  • We reserve the right to eject from, or refuse admission to, the host venue any visitor or guest deemed in the reasonable opinion of our staff or security personnel to be intoxicated, unruly, threatening, violent, dangerous. We will not in any circumstances permit the number of guests to exceed the capacity of the booked space or venue.
  • Any damage to, or theft of, property at the venue (including, but not limited to, furniture, fixtures and fittings, and any other property of the venue) caused by you or your guests will be charged to you at full replacement cost.
  • We reserve the right to disallow use of any item during your event, set up or take down that we deem could damage the Premises, buildings, contents or gardens. If you are unsure, please check in advance with your Event Manager and obtain written permission prior to the event date.
  • Confetti is permitted only if agreed in writing in advance with your Event Manager. We do not allow any type of non-biodegradable confetti or glitter anywhere on the premises.
  • We are committed to reducing the use of plastic in Falmouth, and as such discourage the use of any single-use plastics, including cups, plates, cutlery, balloons, or single-use plastic decorations.
  • Naked flames are not permitted anywhere on the Premises (except where required in the kitchen), unless approved in writing in advance, by your event manager. This includes candles of any type.
  • Some of our spaces have restrictions relating to live music and entertainment. If you intend to use any amplified or non-amplified music or entertainment at your event, you must discuss and agree your requirements in writing with the Event Manager upon confirmation of your booking.
  • You may not apply for a Temporary Events Notice without prior written consent from your Event Manager.
  • Nothing may be fixed to walls, ceilings, floor or pillars anywhere on the Premises by nails, screws, drawing pins, tape or other means without prior written approval. You will be charged by us any costs or damages incurred through the use of equipment by you or your contractors at the host venue.
  • If you wish to bring any external contractors or suppliers into the venue, they will be required to fill out a Suppliers Booking Form, and provide evidence of appropriate insurance, safety documents, training and/or risk assessments.
  • You must make your Event Manager aware of any vehicles requiring use of yards or loading bays.
  • To the fullest extent permissible by law, we accept no liability whatsoever for any loss, damage or injury to your property, or the property of your guests or any other people for whom you are responsible.

HEALTH AND SAFETY

  • You are responsible for yourself, your associates, team members, guests, customers, suppliers, sponsors or contractors’ health and safety during the period of hire, and should ensure you are familiar with the venue risk assessment and health and safety policies.
  • We regularly train key venue staff members in basic first aid, however the responsibility for appropriate medical assistance for your event is yours. You should carefully risk assess your event and ensure the appropriate level of medical cover is provided, at your own cost, both during your event and during any loading, build or break.
  • You will be required to complete a risk assessment for any activities or installations you bring into the venue, and are responsible for their safe use and handling throughout.
  • You must comply with all health and safety policies of the venue, including but not limited to the following. We, at our absolute discretion, reserve the right to cancel or amend your event plans if we feel venue safety policies are not being adhered to.
    • ensuring fire exits and thoroughfares are kept clear, signposted and accessible
    • ensuring fire doors are not propped or left open or blocked
    • ensuring venue capacities are kept within set limits (and accounting for additional furniture or installations)
    • ensuring safe electrical use including use of PAT tested appliances only, and not daisy-chaining electrical extension leads
    • properly managing slip or trip hazards
    • ensuring any work at height is safe
  • Where you require use of the venue’s electric supply, exact requirements should be detailed in writing and agreed with your Event Manager, prior to the event date. We may refuse, without liability, any request for electric supply that, at our sole discretion, could interfere with or make unsafe the venue in any way.
  • Children must be accompanied and supervised by a responsible adult at all times while on the premises, we do not accept any responsibility for safeguarding of minors.
  • Security staff are required for events where alcohol is served, or for any standing event over 100 people, or in other special circumstances, as confirmed by your event manager. We will book security on your behalf, based on your event plan, and you are liable for this cost. The cost of security will be detailed in your Event Contract, or agreed in writing with your Event Manager prior to the event date.
  • Should you wish to bring in additional SIA operatives for any reason, your Event Manager must be notified at least 7 days prior to the event and alternative arrangements may then be made at our discretion, for which additional charges may apply.
  • You must comply with any health and safety related requests or instructions given by any security staff or venue staff at any point during the period of hire.

FOOD AND DRINK

  • We are not responsible for any dietary requirements or allergies and the provision of food is entirely at your own risk. We endeavour to offer options for major diets, and ingredients lists are available on request, however our kitchen handles all allergens and so we cannot guarantee any food item served on the premises to be free from any trace allergens.
  • All food and drinks details should be discussed with the management. In some cases, we reserve the right to impose a ‘corkage’ charge, which will be agreed with you in advance.
  • External caterers may be contracted by you for your event, at the discretion of your Event Manager, and to be agreed in writing. Caterers must provide proof of valid public liability insurance (minimum £5 million), relevant food safety training, and a risk assessment for any utensils or equipment brought into the venue before they are granted access to the site. Additional kitchen hire fees will be applicable. We also reserve the right to charge additional cleaning fees or damage fees post event if external contractors do not return the back of house areas as they found them.

FORCE MAJEURE

  • If, due to circumstances beyond our control, we need to relocate your event to another area within the venue, we retain the right to do so without liability.
  • We shall not be liable for any delay or for the consequences of any delay in performing or failure to perform any of our obligations under any agreement with you if such is due to any cause whatsoever beyond our reasonable control (including, but not limited to, war, terrorism, industrial action, lock outs, strikes, accidents, fire, blockades, petrol shortages, severe weather or natural catastrophe).

JURISDICTION

  • This Agreement (and all non-contractual relationship arising out of or related to it) shall be governed by and construed in accordance with the laws of England. The parties hereby submit to the exclusive jurisdiction of the English courts.
Cookie Settings