Terms and conditions

Terms and conditions for hire of Essex Record Office Conference Centre

Confirmation of room bookings

For online bookings - a room booking will only be considered as confirmed once the Essex Record Office (ERO) has received a completed online booking with a Purchase Order number, along with payment in full or invoice details, and the hirer has received an email confirmation of the booking.

For other bookings - a room booking will only be considered as confirmed once ERO has received a completed, signed and dated booking form with a Purchase Order number, along with payment in full or invoice details, and the hirer has received an email confirmation of the booking.

Damage, loss or injury

The ERO will not accept any responsibility for injury to persons or loss/damage to property while on its property other than when injury or damage/loss can be attributed to negligence on the part of ERO staff, servants or agents.

Whilst every effort will be made to ensure the provision of the facilities detailed, the ERO cannot be held responsible for shortcomings or conditions which may affect the event and which are outside its control (e.g. weather, acts of terrorism, fire, flood etc).

Cancellation of bookings

To cancel or amend a booking please call our Conference Centre team on 03330 132 501 or by email at ERO.reception@essex.gov.uk

All booking cancellations incur a charge:

  • 25% cancellation fee for more than 14 days’ notice before the booking date
  • 50% cancellation fee for less than 14 days but more than 7 days’ notice before the booking date
  • 75% cancellation fee for less than 7 days but more than 2 days’ notice before the booking date
  • 100% cancellation fee for less than 2 working days before the booking date

If you paid by credit card a refund will be processed within 10 working days of cancellation, minus the appropriate cancellation fee as specified above.

Vacation of premises

The hirer shall ensure that the premises are vacated promptly at the end of any letting. Non-compliance with this will incur an extra charge of up to and including a full day charge.

We recommend you inform the Public Venue Team on 03330 132501 promptly if your booking is likely to overrun.

Smoking

ERO has a no smoking policy which does not permit smoking anywhere within the building.

Protection of premises and property

No furniture and fittings shall be removed or interfered with in any way. No fittings or decorations of any kind involving the driving or affixing of nails, screws, drawing pins into or onto any part of the building fabric will be allowed. In the event of any damage to premises or property ERO shall make it good and the Hirer will be liable for all costs.

Public safety / health and safety

The hirer shall be responsible of the prevention of overcrowding, in accordance with any applicable Fire Service safety limits, and with ensuring all doorways and emergency exits are kept clear. The hirer shall be responsible for providing adequate supervision at all times to maintain order and good conduct.

The ERO prides itself in maintaining a high level of health and safety for its visitors. Hirers must therefore ensure they follow safe practices, which include:

  • Familiarising themselves with, and informing their delegates of, the Fire and First Aid arrangements.
  • Compliance with any instructions given by staff in the event of an evacuation/emergency.
  • Ensuring that any materials and equipment that they bring into the premises are transported, stored, used and are in a safe condition. Electrical equipment must be PAT tested and display a validation.
  • If any Health and Safety concerns arise either before or during your hire, they must be communicated to the Public Venue Team immediately.

Contravention of terms and conditions

Anyone found contravening any of the terms and conditions may be asked to leave the premises immediately.

VAT

All room hire rates are exclusive of VAT. VAT is charged on catering costs.

Contacts

Should you have any queries relating to these terms and conditions or to your booking, please contact our Conference Centre team on 03330 132 501 or by email at ERO.reception@essex.gov.uk