All reservations for conference, banqueting, meeting and training facilities are made upon and are subject to the terms and conditions set out below:

1. Definition

• “the Client” means the person, firm or company with contracting to hire facilities at the Ironmongers’ Hall
• “the Function” means the event for the purpose of which the Client has made the Reservation.
• “the Hall” means The Ironmonger’s Company. “the Reservation” means the written offer and acceptance of meeting facilities at the Hall on the terms referred to herein.
• “Total Estimated Charges” means total anticipated final charges of event to include room hire, catering, AV and any additional charges.

2. Eligibility and Numbers

1. The client is not to exceed the maximum number of a person which each room may take and which is stipulated by the company. Please note there is a Fire Safety limit of 250 persons standing and 168 seated. Other restrictions may apply; details of these are available from the Meetings and Events Account Manager. The Client agrees to provide the Hall with full details of the nature and agenda of the function. A best estimate of the number of guests expected to attend should be provided at least ten working days prior to the function. The client agrees to notify the Hall promptly of any changes to this estimated number and the exact number of guests expected to attend must in any event be provided to the Hall no later than three working days prior to the function. The Client agrees to pay the Halls charges for the greater of (i) the actual number of guests attending the function and (ii) the number of guests last notified to the Hall as expected to attend (iii) the minimum anticipated food and beverage elements as outlined above.
2. The Hall reserves the right to move any function to a different meeting room in the Hall should the expected number of guests fall below the minimum appropriate for the specific room which has been reserved for the function. The Hall also reserves the right to re-quote, should the room hire or food and beverage element change after this agreement has been signed.
3. Certain areas within the Hall are private and there is no admission to them. Their location will be evident. Access to function rooms which have not been booked by the Client is not permitted.

3. Hall Reservations

All applications to be made to either the General Manager or the Meetings and Events Account Manager via Tel No. 020 7776 2300, Fax No 020 7600 3519, or alternatively via email to events@ironHall.co.uk. Provisional reservations will be held for a maximum of three weeks from the initial enquiry. Thereafter, the Hall reserves the right to automatically cancel any events not confirmed within this period. The procedure described in the next paragraph must be used.

4. Confirmed Reservations

The Client will confirm any reservations on the Company's form entitled "Application for Use of Rooms". The "Application for Use of Rooms" form will also confirm the Client's acceptance of (these) the Company's Terms and Conditions of Use of the Ironmongers' Hall. On receipt of written confirmation from the Client, the Company will provide the Client with a written acknowledgement of the reservation made. Numbers attending respective functions are to be confirmed by email at least ten days before the date of the event. Changes thereafter must be by the agreement.

5. Hall Charges

Hall charges, including catering, are reviewed periodically. Details of current rates, together with menus and wine lists are available at www.ironhall.co.uk or direct from the Meetings and Events Account Manager. Prices for other support services, other than Hall hire and catering, can be obtained direct from either the General Manager or the Meetings and Events Account Manager. A cloakroom attendant is provided within the cost of hire (see Insurance).

6. Payment and Deposits

An initial non refundable deposit of 50% of the anticipated costs is required to confirm bookings. Pre-payment in full of the estimated total cost of the function must be made against proforma invoice not less than seven working days prior to the date of the function unless agreed otherwise. If the actual cost of the function exceeds the estimated cost, payment in full of any balance is due immediately on presentation of invoice. Payments must be paid in pounds sterling and may be made by either cheque, BACS or credit card. Payment by credit card will attract a 2.75% surcharge to cover bank charges. Any dispute over amounts payable does not excuse payment in full of those amounts outstanding, which are not in dispute.

Please note that payments must be cleared prior to your event or you will not be allowed access on the day of your event.

7. Invoicing

Following receipt from the client of the form “Application for Use of Rooms” together with any deposit due, the Hall will send an invoice showing the balance of account and confirming the booking to the client. The balance must be paid seven days prior to the date of the function. It should be noted that failure to pay all outstanding monies due by the day prior to the event will result in the cancellation of the function. Additional unforeseen charges for wines, items of equipment, repairs, damage or for unforeseen heavy duty cleaning tasks will be invoiced immediately on completion of the function and payment is required within 30 days. It should be noted that the Hall has a ‘no confetti’ policy. In the event that confetti is thrown within the confines of the Hall a cleaning charge of £75 will be made in addition to any other charges.

8. Cancellation by the Client

If the Customer wishes to cancel the Rooms and/or Catering Services or reduce the number of the guests then the Customer will give the Hall notice in writing. Notice is only effective on actual receipt by the Hall. In the event of cancellation by the Customer of this Agreement or reduction in number of guests the Customer agrees to pay to the Hall the proportionate cancellation charge in respect of each of the guests in accordance with the schedule below:

• The full 50% deposit will be forfeited
• Between 1 month and 3 months, 80% of the total estimated charges (including the non refundable deposit)
• Under 1 month, 100% of the total estimated charges (including the non refundable deposit)

If within the above mentioned notice period, the Client cancels the Function the Client shall be obliged to pay a cancellation charge equal to the total estimated revenue (inclusive of VAT) attributable to the Function and for this purpose the Hall shall be entitled to treat any prepayment made pursuant to Clause 6 above as a cancellation charge and to retain it as such. The Hall may in addition charge to the Client any third party costs incurred by the Hall (to the extent non-refundable) in respect of goods or services, which are no longer required as a result of the cancellation.

9. Cancellation by the Hall

The Hall reserves the right to cancel the Reservation and to terminate this Agreement forthwith by notice in writing to the Client if the nature of the event conflicts with the ethos or policies of the Hall or if the Hall or any substantial part thereof is closed due to circumstances beyond the reasonable control of the Hall or if the Client has failed to make the required prepayment pursuant to Clause 6 above or has otherwise failed in any material respect to comply with the terms of this Agreement. If the Hall cancels the Reservation in any such circumstances the Hall will refund any amounts paid by the Client in advance to the Hall but will otherwise have no further liability to the Client .

10. Punctuality

1. The Client agrees to commence the function promptly at the time(s) agreed with the Hall and to procure that its guests vacate the room(s) designated for the function at the time(s) agreed with the Hall. The Client will reimburse to the Hall all costs and expenses incurred by the Hall (including but not limited to additional payments to waiters (e.g. taxi etc)) as a result of any breach by the clients of this clause 10.
2. The Hall is bound by the agreement of the Licensing Act 2003 in as much as all guests must be cleared of the Hall by 11.45 p.m. (11.15pm Sunday and Bank Holidays) after a dinner. After these times a surcharge becomes payable (see letter of Contract).

11. Contractors

1. Should the Client wish to employ the services of any outside contractor (other than a contractor supplied by the Hall), the Client must so inform the Hall as soon as practicable. The Hall reserves the right within its sole discretion and without assigning any reason to refuse access to any such contractor.
2. The Hall charges a service charge (per person) for use of external caterers. External caterers must be audited and approved which can incur an additional administration charge, guidelines can be obtained from the General Manager and Meetings and Events Account Manager.
3. The Hall does not allow exhibits to be erected in front of any portraits due to the risk of damage. Exhibitor plans and access times must be approved by the Hall in advance.
4. The Client agrees to indemnify the Hall and to keep it fully indemnified against any loss, damage or injury resulting from any act or omission of such contractor, his servants or agents or caused by any equipment supplied by such contractor.
5. It is the responsibility of the Client to ensure that all contracted staff engaged by the Client are fully aware of their responsibilities whilst in the Hall and of the Hall’s no-smoking and behaviour policies.

12. Food and Wine

The Hall is able to meet all the clients Food and Beverage requirements and menus and wines available are listed on the Hall’s website at www.ironhall.co.uk. Bespoke menus can be arranged in consultation with the Meetings and Events Account Manager. No food, wine, beer or spirits may be brought into the Hall by the client or its contractors, agents or guests for consumption on the premises unless prior written consent of the Hall has been obtained. Should the Hall grants such consent it will levy a corkage fee of £12.50+VAT per bottle of wine and a £15+VAT corkage fee per Champagne bottle (or may within its sole discretion levy an additional charge in respect thereof).

13. Entertainment

1. The Hall is not licensed as a theatre and no performance requiring such licenses may take place therein without the approval of the local authorities. The Hall is licensed for music and dancing up to 11pm (10.30pm Sunday and Bank Holidays) but certain conditions attach; details of which can be obtained from the General Manager.
2. The Banqueting Hall is fitted with a noise inhibitor. It is a mandatory requirement of our license for bands and/or DJ to link their equipment to the Hall’s noise inhibitor.
3. It is regretted that live bands must be limited to a maximum of 4 persons.

14. Communications

There are no public telephones available. The hall has, at an additional cost, both a dedicated telephone line (020 7776 2318) and Wireless connection if required.

15. Insurance

An undertaking must be given by the Client that he will accept full responsibility for any loss of, or damage to, the Hall, its structure, fabric, furnishing, utensils and equipment during the period of hire, however caused. The Hall’s insurance covers most forms of damage, but its insurers may be able to claim from the Client in certain circumstances. The Hall has no cloakroom insurance. If required this must be arranged separately by the Client.

16. Right of Refusal

Providing full payment has been received, the Hall undertakes not to cancel any formally made and approved reservation unless for reasons beyond the reasonable control of the Hall but does reserve the right to:

1. Refuse entry to or eject (or require the Client to do so) any persons conducting themselves in an unseemly manner (the Hall’s decision being final).
2. Refuse entry or close any function at which the Client contravenes the above conditions, departs from the previously agreed programme or, in the judgment of the Hall’s officers, or conducts the booked function in an unacceptable manner.
3. Refuse entry where all monies in respect of hire together with food and beverage have not been paid.

Where the Hall is obliged to cancel any event due to circumstances beyond its control, the Hall will refund any amounts paid by the Client in advance to the Hall but will otherwise have no further liability to the Client.

17. Limitation of Liability

The maximum liability of the Hall to the Client in respect of a breach of this Agreement shall be limited to the extent of the charges which would otherwise have been payable there under by the Client. Under no circumstances shall the Hall be liable for consequential losses of any nature howsoever arising.

18. Law and Jurisdiction

This Agreement shall be governed by and construed in accordance with the laws of England and the parties hereby submit to the jurisdiction of the English courts.