Terms and conditions for hire of Essex Record Office Conference Centre
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.
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).
To cancel or amend a booking please call our Conference Centre team on 03330 132 501 or by email at ERO.firstname.lastname@example.org
All booking cancellations incur a charge:
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.
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.
ERO has a no smoking policy which does not permit smoking anywhere within the building.
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.
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:
Anyone found contravening any of the terms and conditions may be asked to leave the premises immediately.
All room hire rates are exclusive of VAT. VAT is charged on catering costs.
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.email@example.com