Terms and conditions

Terms and conditions for hire of Essex Record Office Conference Centre

Confirmation of Room Bookings

A room booking will only be considered to be confirmed upon receipt of a duly completed, signed and dated Booking Form. Provisional bookings will be held for 7 days only.

Damage, loss or injury

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

Cancellation of Bookings

Once confirmed a cancellation fee of 25% will be incurred if more than 14 days’ notice is given, if less than 14 days but more than 7 days 50%, if less than 7 days but more than 2 days 75%, and if less than 2 days 100% will be charged. (Excluding weekends and bank holidays)

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 an including a full day charge. Therefore we recommend you inform the Public Venue Team 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

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.

ERO prides itself in maintaining a high level of Health and Safety for its visitors. Hirers must therefore ensure that they follow safe practices, which include the following:

  1. Familiarising themselves with, and informing their delegates of, the Fire and First Aid arrangements.
  2. Compliance with any instructions given by staff in the event of an evacuation/emergency.
  3. 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.
  4. 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 rates quoted are exclusive of VAT.

Use of the ERO premises including the Conference Centre outside booked periods

You are welcome to remain and work in a booked room between an early finish and the end of the booked period. Outside the booked period, delegates wishing to remain on site to work are invited to use the public Searchroom, free of charge. Separate Searchroom rules apply.