T&Cs
‘Heathrow Conferences and Meetings’ and the ‘Concorde Centre’ are operated by BA Clubs London which is referred to as “the Club” in these Terms & Conditions.
Access and Admission
The Club’s employees and emergency personnel shall at all times during the booking have access to and from all parts of the Concorde Centre. The Club reserves the right at its absolute discretion to refuse admission or to remove any person from the premises at any time. The maximum number of persons to be admitted to the premises, as a result of the hiring, must not exceed the maximum capacity agreed. The Hirer may make no entry charge or sub-let their facility without the prior written consent from the Club.
All premises hired must be vacated promptly at the end of the agreed hire period.
Animals
Animals shall not be permitted into the Concorde Centre (except for Guide dogs) without prior written permission.
Behaviour and Club Security
The Concorde Centre wishes to maintain a good relationship with its neighbours and the Hirer shall be responsible for ensuring that those persons attending the event do not cause a nuisance to those persons living within the vicinity of the Club. Participants and spectators should enter and leave the grounds quietly, especially late at night and must undertake to be considerate in the use of language that may offend the Centre’s neighbours and other guests. Bad behaviour may result in future bookings being refused. There will be an additional charge for Security staff if the Club considers it necessary at your function.
Cancellations
The Club reserves the right to charge a cancellation fee. 100% of the room hire fee will be charged if a daytime (07:00 – 18:00) booking is cancelled within 14 days. Evening bookings (After 18:00) will be charged at 100% of the room hire fee if the booking is cancelled within 60 days and 50% fee charged within 90 days. The Club reserves the right to cancel any function or event, in which case a full refund of all monies paid will be made.
Disputes or Grievances
All complaints relating to the operation of an event or function must be made in writing (emails accepted) no later than 14 days after your event date. After this date it is not feasible for the Club to investigate or deal with any issue you may have and the Club will consider your event closed.
Filming, Photography and Advertising
Any photographing or video recording of children is strictly prohibited without prior written authorisation from the parents/guardians of the children concerned. The hirer shall not advertise or publicly announce any event to take place at the Concorde Centre without a booking confirmation and the prior consent of the Club. No flags, emblems, decorations, posters, or advertisements shall be displayed inside or outside the Centre's premises without the prior consent of the Club.
Final Arrangements
After confirmation of the booking all arrangements for bar and catering facilities must be made with the Club a minimum of 7 days before the function. (Without this information there is no guarantee of adequate bar and catering services). At least 72 hours prior to the function, the Hirer must advise the Club of the final numbers of guests attending.
Function Requests
The Club reserves the right to refuse any application for a function or accommodation.
Health and Safety
The Hirer shall comply with all aspects of the Club’s Health and Safety policy. The Hirer must not bring any apparatus, decorations, furnishings, equipment or additional lighting or make any extensions to the electrical installations, without the prior consent of the Club. The Hirer shall be responsible for:
The orderly and safe admission and departure of all participants and spectators, and the efficient supervision of those people during the event at the Concorde Centre.
Ensuring that all exit doors from the premises are kept unfastened and unobstructed during the function. No obstruction may be placed or be allowed to remain in any corridor giving access to, or exit from, the premises.
The provision of sufficient numbers of suitable stewards as may, in the opinion of the Club, be necessary to secure compliance with the Hirer’s obligations under this agreement. The Hirer shall also ensure that assistance is available at all times for disabled persons, particularly in the event of an emergency.
Ensuring statutory compliance with all relevant Acts, Instruments and Regulations and other statutory provisions.
Ensuring all delegates aware of the fire evacuation procedures.
Liability
The Club accepts no responsibility for the injury to (or death of) visitors or guests or any loss of, or damage to, their personal effects while on its premises which includes its car parks and grounds except where liability arises out of the wilful or negligent act or any Officer or employee of the Club. Vehicles and their contents are left on the Concorde Centre's premises entirely at the owner’s risk. The Hirer must ensure that adequate insurance cover is in place to cover eventualities not covered by the Club’s insurance. The Club reserves the right to require the Hirer to provide insurance cover at their own expense in certain circumstances.
Parking
There are limited parking spaces at the Club, so any groups that require access for a coach and/or large numbers of vehicles must arrange alternative parking facilities with the Club. Any vehicles requiring access to the field must have prior consent from the Club. Before any vehicle can be driven onto the field, the Groundsman must be consulted and he will show the driver the most suitable area to drive onto the field.
Payments
Business Account holders must pay in full 28 days after the invoice date. Budget / Purchase Order numbers must be supplied before any booking can be confirmed. All other bookings can only be confirmed on receipt of full payment for the Room Hire.
Prices
The Club reserves the right to change any prices necessary as a result of any increases from suppliers or government taxes. The Club will honour any prices that have already been paid in advance or confirmed on a booking confirmation form.
Production Equipment
Audiovisual equipment is available (excluding the Olympus hall). Should you require any additional equipment not in our stock, it can be hired in for you at an additional cost. The Club has secured competitive rates with an Audiovisual company who will be able to supply all your requirements. For any presentations requiring specialised equipment and technicians, we can arrange a quote for you. Productions companies not approved by the Club will not be permitted to use our in-house equipment.
Sale of Goods / Food and Drink
The hirer shall not without prior written consent sell or supply or permit any other person to sell or supply or offer for sale goods of any kind on the Centre’s premises. Food and Drink may only be sold by the Club and its authorised agents and may only be consumed in designated areas. No food or intoxicating liquor shall be brought into the Centre without the prior written consent of the Club. If alcohol is purchased from an outside source for raffle prizes, for example, it may not be consumed or opened on the Centre’s premises.
State of Premises
If the Hirer finds the hired facilities in unreasonable condition prior to their use, the duty manager should be notified immediately. All facilities used by the hirer must be left in good order. The Club reserves the right to make an additional cleaning charge to the Hirer should the premises be left in such a condition as to necessitate extra cleaning. The cost of repairing any damage caused by the Hirer or guests, whether accidental or not, will be charged to the Hirer who shall agree to reimburse the Club.
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