GENERAL TERMS AND CONDITIONS

 

Definitions
Event Host – Individual or Organisation and agreed representatives
Bookings Coordinator – The Coexist staff member making any arrangements with the Event Host in relation to the event.

Please read these conditions carefully
Every public event needs an Event Host as a representative for the event. It is the responsibility of this event host to ensure that the guidelines below are met:

  • Host and stewards must complete a Health and Safety induction before the event

It is the responsibility of Coexist to induct the Event host and ensure all stewards are inducted to health and safety procedures. This must be done in advance of any set-up crew entering the building to set up. Event hosts must be clear on:

  • Location of first aid kit
  • Fire exits, fire assembly points, and evacuation procedures
  • Location of toilets
  • Do not use the lift in event of a fire

It is the responsibility of the Host to inform others in their group of health and safety procedures:

  • No naked flames allowed within the building
  • Smoking is strictly prohibited in the building
  • The recreational use of any drugs is strictly prohibited in the building
  • No additional lights or other electrical equipment, or extension from the existing electrical system shall be added without the permission of Coexist staff. Any electrical equipment must PAT tested with appropriate labelling prior to use.
  • Décor including posters, drapes or other materials may only be used with the prior permission of the bookings coordinator. The use of bolts, nails, tacks, screws, drawing pins or other invasive attachment methods are not permitted to fit décor related to any walls, ceiling, or flooring. Any fabric used for an event must be fire proofed
  • Coexist have the right to charge for any theft or physical damage made to equipment, property, or premises during the hire period
  • Fire escapes must be kept clear
  • Do not prop or leave fire doors open for any period of time

 

Event Host personal responsibility

  • The Event Host must be over 18 years old
  • It is the responsibility of the Event Host to insure against theft, loss or damage of equipment, or personal injury to themselves or any group of people for which they are responsible. Coexist will not be held liable for any claims in respect of damage, loss or injury other than those arising out of the act or omission of Coexist and its servants or agents
  • The Event Host should make their own arrangements to make sure their event is appropriately risk assessed and has adequate insurance cover. The Event Host may be required to present evidence of their own public liability insurance in advance
  • The Event Host shall agree numbers for the event party with the bookings coordinator in advance. The host must ensure that this number is not exceeded at any time during their event
  • The Event Host must be sober and capable of dealing with an emergency at any time during the event
  • Ensure no person under 18 will be allowed into the building unsupervised
  • Do not begin using a room that is in an unsafe condition. Walkways and fire escape routes should be clear, the floor free from trailing cables, no spillages or condensation which could cause slips. If you do find the room in an unsafe condition please contact a Coexist member of staff to rectify the situation
  • Any concerns or incidents should be flagged to us right away so that they can be logged

 

Security 

  • Door codes must not be passed to anyone who has not been inducted by a Coexist member of staff
  • The event host must provide one steward per 50 guests

 

Clearing out

  • The host must clear down the space back to its original state immediately after the close of the event
  • Any rubbish must be binned or removed
  • It is the responsibility of the host to leave at the agreed time. Clear out time should be agreed with the Bookings Coordinator in advance. If additional time is used Coexist will charge for this time at the standard rate

 

Alcohol

If there is alcohol at the event there must be an appropriate license agreement signed and photocopied and given to Coexist management.

 

Payment

Late Payment of Commercial Debts (Interest) Act 1998 and Late Payment of Commercial Debts Regulations 2002:
Please note that these Acts give us the right to charge interest on late payments (14 days under our current terms). The interest rate under the Act is the Bank of England base rate that applies during the period in which the debt falls PLUS 8%.

In the event of any breach of our terms and conditions, Coexist reserves the right to terminate the event with immediate effect and withhold any funds in order to cover any costs incurred.

Cancellation

Coexist reserve the right to cancel bookings with one month’s notice. Any advance payments will be refunded in full.

For bookings worth less than £50:

  • If you notify us of your cancellation 7 days in advance of your booking you will receive a full refund
  • Any less than 7 days notice and you will be liable to pay the full cost of the room
  • Please be aware that for any cancellations, regardless of notice period, we will charge a £15 admin fee.

For bookings worth £51 – £199:

  • If you notify us of your cancellation 14 days in advance of your booking you will receive a full refund
  • Any less than 14 days notice and you will be liable to pay the full cost of the room
  • Please be aware that for any cancellations, regardless of notice period, we will charge a £15 admin fee.

For bookings worth £200 and above:

  • If you notify us of your cancellation 28 days in advance of your booking you will receive a full refund
  • If you notify us of your cancellation 14 days in advance of your booking you will be returned 25% of the full cost of the room booking
  • Any less than 14 days notice and you will be liable to pay the full cost of the room
  • Please be aware that for any cancellations, regardless of notice period, we will charge a £15 admin fee.

 

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