• All Cheques for Chartered Accountants’ Hall invoices are to be made payable to “Chartac”.
• Please note that at 09:30 am every Friday there is a Fire Alarm test.
• The entrance most suitable for disabled people is No.11Copthall Avenue. EC2R 7EF. Please note that not all our rooms are fully accessible for wheelchairs, please contact room bookings on 020 7920 8613 for further details.
• The entrance most suitable for event deliveries is No 11Copthall Avenue EC2R 7EF. Deliveries are accepted 08.00-16.30 Monday - Friday.

Notice to agencies
• Please invoice Chartered Accountants’ Hall for Room Hire and Catering rather than deducting from the original invoice.

TERMS AND CONDITIONS OF HIRE

1. The banqueting event order form signed by you or on your behalf (“Event Sheet”) together with the terms and conditions below is the entire agreement between us.

2.1 We, the Institute of Chartered Accountants in England and Wales, will provide to you the room(s) (including access areas and cloakrooms) (“Rooms”) within the Chartered Accountants’ Hall or any other premises owned or leased by us (“Hall”) for conference, presentation, banquet or other functions as specified in the Event Sheet (“Function”) with adequate heating, lighting and ventilation for the period specified in the Event Sheet (“Hire Period”) together with services specified in the Event Sheet (“Services”).

2.2 If we have agreed to supply you with any audio visual or other equipment as specified in the Event Sheet (“Equipment”), we can also provide you with on-call operator support for the Equipment at the rates set out in the Event Sheet.

2.3 We will only provide you with the vehicle access and parking by written agreement.

3.1 All payments are due in full within 7 days of receipt of invoice. Please make cheques payable to “Chartac”. Any agency commission payable for room hire and catering will only be paid after an event against an invoice relating exclusively to this and you must not deduct any commission which may be due to you for room hire or catering services.

3.2 We will charge interest on amounts overdue for more than 21 days at the rate of 2% per annum above the base rate of National Westminster Bank Plc, during such period as the amount remains unpaid as well after as before judgement calculated daily.

3.3 All fees are exclusive of value added tax which shall be added to the invoice where applicable.

4.1 During the Hire Period you are to ensure that you and all persons attending your Function, whether or not invited, (“your Attendees”) comply with the rules, security and safety procedures for use of the Equipment, Room(s) and Hall (“Rules and Procedures”). You shall bring those Rules and Procedures to their attention prior to the commencement of the Function.

4.2 You will obtain our approval to any signage used by you at the Hall from our Functions and Meetings Manager beforehand. Signs shall be free-standing and shall not obstruct the corridors or fire exits. You are responsible for the costs of any repair or replacement attributable to damage caused by the placing of unauthorised signs.

5.1 Promotional material relating to the Hall is to be approved beforehand by us.

5.2 All advertisements relating to the Function shall comply with all relevant legislation and all relevant regulations of the Advertising Standards Authority or other competent body in respect of such advertisements.

6. The Hall shall not be used for any unlawful purpose or for any purpose other than the Function.

7. We may refuse entry to any person or require any person to leave the Hall immediately.

8. Our authorised representative may enter any part of the Hall at any time during the Hire Period.

9.1 Cancellation of a booking by you must be notified to us in writing and is subject to the following cancellation charges, at our absolute discretion:

(a) where notice of cancellation is received by us more than 4 but less than 12 weeks before the start date of the Function, 50% of the estimated fee specified in the Event Sheet will be payable; and

(b) where notice of cancellation is received by us 4 weeks or less prior to the start date of the Function, 100% of the estimated fee specified in the Event Sheet will be payable.

9.2 We may cancel the booking if you are more than 7 days in arrears in the case of a deposit or 14 days in the case of any other payments.

9.3 In the event of cancellation any amounts already paid by you may be applied by us towards settlement of the cancellation charge.

10. If you do not vacate the Hall by the end of the Hire Period, or do not remove from the Hall anything brought into it for the Function, You must pay on demand the amount of any resulting losses or costs to Us without prejudice to any other rights or remedies available to us.

11. We may (at your expense) remove and dispose of anything left in the Hall by you or your Attendees after the Hire Period has expired.

12. Any claim or complaint arising out the hiring should be made to us in writing or on a customer feedback form (a copy of which will be sent out by the room hire department after the function) within 28 days of the end of the Hire Period. No claim or complaint can be considered after this period.

13.1 We may terminate this contract immediately by written notice and without any liability on our part if:

(a) you make any voluntary arrangement with your creditors or become subject to an administration order or go into liquidation (otherwise than bona fide for the purposes of solvent amalgamation or reconstruction);

(b) your assets are seized;

(c) you cease to carry on business;

(d) you or someone connected with you or the Function or attending it breaches or fails to observe the Rules and Procedures;

(e) you do not use or intend to use the Rooms or the Hall or any part for the Function;

(f) we reasonably consider that the Function may lead to a breach of the peace, or acts of violence may occur, or damage may be caused to the Room(s) or the Hall or their contents, or that the nature of the Function or any item in its programme makes it undesirable that it should take place in a building under our ownership or control.

13.2 Upon termination, you shall immediately vacate the Rooms and the Hall and cause all persons and things which you have caused to be in the Hall in connection with the Function to leave or to be removed. We may keep all sums paid by you, and you must pay immediately the balance of any amounts due under the Contract as if it had not been terminated, and any costs incurred by us, or for which we may become liable in connection with the Function or the termination of the Contract.

14. You must indemnify us against all claims, losses, damages, costs and expenses (including legal costs and expenses) incurred by us and arising out of any negligent act or omission or breach of the Rules and Procedures of this Contract by you or your Attendees.

15.1 We do not limit our liability for death or personal injury arising from our negligence or for fraudulent misrepresentation.

15.2 Our liability for direct loss or damage sustained by you shall be limited up to a total amount not exceeding £10,000 or the total amount payable in respect of the hire of Rooms, whichever is the greater, where such loss or damage is caused by our negligence or by our breach of this Contract.

15.3 The full extent of our liability to you is set out in Clauses 15.1 and 15.2. We shall not be liable to you for any indirect or consequential losses, loss of profits, loss of revenue, loss of reputation, loss of business or loss of goodwill sustained by you whether caused by our negligence or breach of this Contract.

15.4 The provision of catering services for the Function are the subject of a separate agreement between you and the catering contractor. We are not liable in any way whatsoever for the catering contrator’s acts or omissions.

15.5 All conditions and warranties, whether express or implied by statute, common law, trade practice or otherwise, shall be interpreted subject to this Contract and insofar as they are inconsistent with this Contract shall be excluded.

15.6 Each provision of this Contract excluding or limiting liability shall be interpreted separately, applying and surviving even if for any reason one or other of these provisions is held inapplicable or unenforceable in any circumstances and shall remain in force notwithstanding the termination of this Contract.

We shall not be liable for any loss or damage caused by any interruption in or failure to provide any staff, Services or Rooms, where such failure is due to causes beyond our reasonable control, including but not limited to delays or defaults of suppliers, or the default of any sub-contractor or the catering contractor), war, strike, lock-out, trade dispute, flood, accident to plant or machinery, shortage of materials or labour. In any such event, we shall be entitled to terminate the Contract and shall refund all amounts previously paid by you less any costs incurred by us up to the date of termination.

16. We are not liable to you in any way for damage or loss to your equipment or that of any one connected with you or your agent and nominated contractors.

17. This Contract shall not be varied or added to except by a written agreement signed by us and you and no other statement whether made orally or in writing issued or made by us constitutes a term of the Contract, nor a representation in reliance upon which the Contract has been entered into.

18. No failure or delay by us in exercising any right, power or privilege under this Contract shall operate as a waiver thereof.

19. The benefit of the Contract is personal to you and is not assignable or capable of being sub-hired.

20. Notices given under the Contract (including our Rules, fire and safety regulations) may be given by us to you by hand or sent by first class post to your address as specified on the Event Sheet. Where delivered by hand or sent by facsimile (subject to proof of satisfactory transmission) a notice will be deemed given on the same day and where sent by first class post, on the second working day after the date of posting, You may send us notices by first class post or facsimile to our Room Bookings Administrator at the Hall.

21. If the expression “you” includes more than one person those persons shall be jointly and severally liable under the terms of the Contract.

22. The Contract and these Conditions shall be governed by and construed in accordance with English Law and we and you irrevocably submit to the exclusive jurisdiction of the English courts.

23. The Institute seeks to set a high standard of health and safety working for its employees and guests on Institute premises. You are also required to take all necessary steps to protect the health and safety of your employees and guests whilst on the Institutes’ premises. This requirement is in addition to all common law, statutory regulations, approved codes of practice, industry accepted best practice etc. relating to health and safety matters.

24. Should you bring any electrical equipment including power leads onto Institute premises, this equipment must comply with the regulations contained in the “Electricity at Work Regulations 1989” and any update of such regulations. You must not use non-compliant equipment on the Institute premises.

Please note that at 09:30 am every Friday there is a Fire Alarm test.

CATERING TERMS OF TRADE

The Provision of Catering Services is Undertaken by ISS Eaton

The Catering Terms and Conditions are as follows:

1) All charges are subject to VAT

2) All payments are required in Sterling

3) If an order is cancelled by the customer not later than four weekdays before the event, the customer will be liable to us for 50% of the estimated total for food and drink for the event.

4) If an order is cancelled by the customer not later than 24 hours before the event the customer will be liable to us for 100% of the estimated total for food and drink for the event.

5) Final numbers for an event must be given no later than 48 hours before an event (or lunchtime Thursday for lunchtime Monday). Any reduction in numbers after this time will be liable to the higher number quoted.

6) If for any reason beyond our control we are unable to fulfil an order, we shall not be liable for damages or compensation but will return any payments made to us. If we are unable to fulfil an order in part, we shall not be liable for damages or compensation but our charge will be reduced by a fair and reasonable apportionment.

7) These Terms and Conditions are in addition to those of Chartered Accountants' Hall and both apply to all Functions.

8) The Law of England and the jurisdiction of English courts will apply in any dispute.

9) All details are correct at time of printing. However you may be advised of slight variations in specification and price should circumstances dictate.

10) We reserve the right to request payment ahead of any event.

Notice to agencies
Please invoice Chartered Accountants’ Hall for Room Hire and Catering
rather than deducting from the original invoice.

Please note that at 09:30 am every Friday there is a Fire Alarm test.