Meeting Room hire
Quality meeting rooms when you need them
01245 423 377
Please, read carefully the following terms and conditions that will apply to the use of any meeting rooms which we agree to provide to you.
- Hire Charges
The hire charges are as set out in the hire charge document
- Use of rooms
2.1 The hirer shall not permit more than the maximum number of people specified to be in any meeting room at any time.
2.2 The hirer must declare at the outset the purpose of the application and the room/s used for that purpose only.
2.3 The standard hours of hire are 09:00 to 17:00. The rooms may be available outside of these hours. Any request to hire outside of the standard hours require a minimum of 10 working days notice.
The hirer, their staff, agents or visitors must not make or permit to be made any noise which may interfere with the use of other rooms within the building by other hirers, Fluid Business (Group) Ltd staff or adjoining neighbours.
- Cleanliness and Breakages
4.1 The hirer must leave the premises in a clean and tidy condition.
4.2 The hirer must indemnify the owners against any loss, theft or damage however caused, during or in respect of the period of hire.
5.1 Any catering arrangements that are not made by Fluid Business (Group) Ltd must be notified at least 5 working days prior to the booking.
5.2 Any changes or amendments to catering require a minimum of 3 working days notice. Failure to provide 3 working days notice will be charged at the original booking agreed or the revised cost, whichever is more.
- Applications / Requests for Hire
Fluid Business (Group) Ltd reserves the right to refuse applications or requests for hire.
- Use of Premises
7.1 The hirer, staff, servants, agents and visitors must only use those meeting rooms which are specified in the hire arrangement. The hirer, staff, servants, agents and visitors must vacate the building by the time specified. The hirer shall indemnify Fluid Business (Group) Ltd from and against any loss caused by the hirer, staff, servants, agents and visitors failing to vacate the building by the time specified.
7.2 Fluid Business (Group) Ltd reserves the right to charge the hirer for the use of the premises should the hirer, staff, servants, agents or visitors fail to vacate the building by the time specified.
7.3 Fluid Business (Group) Ltd car park is available free of charge to the hirer. It is suitable for up to 10 cars or vans. Any additional car parking requirements or any other type of vehicle should be notified 5 days prior to the booking.
The hirer shall indemnify Fluid Business (Group) Ltd from and against:
all claims, demands, actions or proceedings in respect of the death or injury howsoever and whomsoever caused of or to any persons which shall occur or arise from any accident or occurrence which shall happen while such person is on or upon any part of the premises during the period of hire or in respect of any loss or damage suffered or sustained by any person in consequence of any such death or injury, all claims, demands, actions, or proceedings and any loss, damage or injury which may be brought against or suffered by the owners arising from or in consequence of the non-observance or non-performance of any of these Conditions of Hire or any act, neglect, default or omission of the hirer, his/her agents, servants or visitors, any claim under copyright law.
- Cancellation of Booking
9.1 Fluid Business (Group) Ltd reserves the right to cancel any booking. A minimum of 5 working days notice will be given in the event of cancellation by Fluid Business (Group) Ltd. If the booking is made less than 5 days prior to the event Fluid Business (Group) Ltd will only cancel in an emergency that means the room is unsuitable for use, e.g. power cuts, floods etc. If the notice of booking is less than 5 working days all reasonable efforts will be made to give as much notice as possible.
9.2 Cancellation by the hirer within 10 -5 working days prior to the booking is liable to a 50% cancellation fee, within 5 – 1 working day prior to the booking is liable to a 75% cancellation fee, 24hrs or less prior to the booking is liable to a 100% cancellation fee.
9.3 Cancellation in writing by the hirer in excess of 10 working days prior to the booking is not subject to any cancellation fee or charge.
9.4 On the day of hire the owners reserve the right to terminate the letting forthwith if, in their opinion the hirer, their staff, agents or visitors are in breach of any of the terms and conditions of hire. In that event the hirer, their servants, staff, agents or visitors are required to leave the premises immediately, taking with them their possessions and equipment. In the event of hire being terminated in such a manner, the owners will not be responsible for any claims, losses, actions or damages incurred by or on behalf of the hirer, their servants, staff, agents or visitors in respect of this termination. Nor will any hire charge be waived.
9.5 Any cancellations by the hirer must be made in writing – this can be via email or post.
email : [email protected]
post : Fluid Business (Group) Ltd, 5b Beckwith Barn, The Warren Estate, Lordship Road, Chelmsford, Essex CM1 3WT
10.1 When agreed in advance with Fluid Business (Group) Ltd fees must be paid within 5 working days of the invoice being issued. Invoices will be issued when the booking is confirmed. On all other occasions the fees must be paid before the hirer uses the centre.
10.2 All additional charges must be paid for by the hirer in full. Any additional charges such as catering requirements arranged by Fluid Business (Group) Ltd must be agreed and paid for 5 working days prior to the booking.
When making discretionary refunds Fluid Business (Group) Ltd reserves the right to withhold monies equivalent to any fees charged by a third party in respect of the refund and original payment. Third parties include, but are not limited to, credit card companies, banks, financial institutions and online payment systems.
- Additional Fees
Any additional fees such buffet, filming etc must be paid upfront
- Health and Safety
14.1 The hirer is required to make themselves and guests aware of and adhere to all health, safety and fire regulations.
14.2 The building is strictly no smoking (including e-cigarettes and similar) throughout. Smoking is only permitted in the designated areas (The car park).