1. DEFINITIONS AND INTERPRETATION 

  

1.1 In these Terms: 

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Agreement means the venue hire agreement entered between the Hirer and The Granville, South Kilburn Trust consisting of these Terms and the Event Booking Form taken together once SKT has countersigned a copy of these Terms in accordance with Clause 4.1 of these Terms; 

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Business Days means days, other than weekends, on which banks are open for general business in England; 

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Event means the meeting, function, wedding or any other event organised by the Hirer to be held on the Premises; 

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Event Booking Form means a form, once completed, will form part of the Agreement together with these Terms; 

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Venue / Rooms means the Front Room, Garden Room, Mirror Room, Meeting Room, Garden or Kitchen (or any other designated room) in which the Event is to take place, as requested by the Hirer on the Event Booking Form and as confirmed by SKT; 

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South Kilburn Trust (SKT)  is, a company registered at Companies House under number 06773665 and having its registered office at The Granville, 140 Carlton Vale, London, NW6 5HE 

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Hirer means the organisation or person named in the Event Booking Form as the hirer of the Venue or, as applicable, the Hirer contact person whose details are provided in the Event Booking Form; 

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Hire Period means the period of time booked for the Event, including set up and clear up time, as stipulated by the Hirer on the Event Booking Form; 

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Hire Charge means the sum payable (which may or may not include VAT) by the Hirer for the hire period at The Granville to SKT in connection with the Event as confirmed to the Hirer in accordance with Clause 4 below; 

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Damage waiver means £150 refundable “breakages deposit” to cover any damage, breakages, additional cleaning or over-runs. This shall be £150 and shall be returned to the Hirer within 7 days of the Event provided there are no breakages, damage or additional cleaning required.

The Damage waiver is in addition to the Hire Charge and must be paid upfront in accordance with the terms of the Hire charge. 

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Premises means any part of The Granville (internal and external garden) from time to time, including but not limited to, the Café, Front Rooms, Meeting Room, Garden Room, Mirror Room and the garden; 

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SKT Venue Hire Team means the SKT team responsible for all matters in connection with the hiring out of the Premises who may be contacted using the contact details provided in Clause 19.1.

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1.1 In these Terms, unless the contrary intention appears, a reference to: 

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1.1.1 a person includes a natural person, company, corporation, unincorporated association, trust or body, government, state, agency, organisation or other entity (whether or not having separate legal personality); 

1.1.2 a party includes its successors; 

1.1.3 a statute or statutory provision is a reference to that statute or provision as it is in force for the time being, taking account of any amendment, extension or re-enactment and includes any subordinate legislation for the time being in force made under it; and 

1.1.4 Writing or written includes emails. 

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1.2   Any obligation in the Agreement not to do something includes, without limitation, an obligation not to agree to, allow, permit or acquiesce in that thing being done. 

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1.3 The headings in these Terms do not affect their interpretation. 

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1.4  In the event of conflict between these Terms and the Event Booking Form, these Terms shall take precedence. 

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2. EVENT PARTICULARS 

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2.1 The Hirer must provide full and accurate particulars of the proposed Event on the Event Booking Form or otherwise in writing, including full details of any speakers or performers intended to be involved in the Event and details of the intended topics for discussion at the Event. 

 

2.2 SKT reserves the right to amend the Event Booking Form on behalf of the Hirer to correct manifest errors or, with the Hirer's consent, for any other reason. 

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2.3 If the information required in Clause 2.1 is not forthcoming, or if SKT  (in its absolute discretion) decides that the matters for discussion at, or any other element of the intended content of, the Event are, or are likely to be, in any way obscene, sexist, homophobic, racist,offensive or inflammatory in any way or in breach of SKT policies, values or ethos, SKT reserves the right to refuse the booking or cancel the booking in accordance with Clause 15 (Cancellation). 

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 3. EVENT CONFIRMATION AND PAYMENT OF HIRE CHARGES 

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3.1   Within 2 Business Days of receipt of a signed and dated Event Booking Form (including confirmed acceptance of these Terms), SKT will: 

3.1.1 either refuse in writing or, by returning to the Hirer a countersigned copy of the Booking Form, accept the booking for the Event; and 

3.1.2 If the booking is accepted, SKT will issue an invoice confirming the Hire Charge and deposit to be paid by the Hirer, in accordance with the following terms:. 

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• 50% of the Hire Charge (Deposit) is required within 7 days of the invoice being issued to the Hirer to secure the booking. If the Deposit is not received in this time, SKT reserves the right to release the Hire period. 

• The remaining 50% of the Hire Charge plus the £150 Damage Waiver is required within 28 days of the Event. 

• If the booking is made within 28 days of the Event, full and cleared payment is due immediately on confirmation, within 72 hours of receipt of invoice. 

3.1.3 If the final payment remains outstanding beyond these timelines, SKT reserves the right to release the Hire period. 

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3.2 For block bookings, the Hirer will be invoiced on a monthly basis with payment being due in advance of the event. 

3.2.1 SKT reserves the right to amend or vary the Hire Charge and to issue further invoices to the Hirer if the Event particulars change after the date of the initial invoice. 

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3.3 Payment of the Hire Charge may be made by bank transfer or by using PayPal with a credit card or debit card. 

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3.4 If, for any reason, the Hirer fails to pay the Hire Charge or any other amount payable under this Agreement by the date on which such payment is due, SKT in its sole discretion, may cancel the booking in addition to any other rights or remedies that it may have under this Agreement. 

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3.5 VAT is not currently chargeable on the hire of the Premises only. It is, however, chargeable on the total amount of the Hire Charge where equipment is hired by the Hirer. Accordingly, the Hire Charge may or may not include VAT, as appropriate. 

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4 .       CANCELLATION 

 

Cancellation by the Hirer 

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4.1 Subject to the terms of this Clause the Hirer may cancel the booking at any time in writing in advance of the event. 

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4.2 If the Hirer cancels the booking at any time after all or any part of the Hire Charge has been paid, SKT will refund the Hirer in the manner set out below: 

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• Four weeks or more: 100% of the Hire Charge refunded (plus damage waiver) 

• Two to Four weeks: 50% of the Hire Charge refunded (plus damage waiver) 

• Under Two weeks: No Refund (plus damage waiver) 

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4.3 SKT may in addition seek compensation for any damage or loss incurred as a result of the cancellation of the booking by the Hirer. 

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Cancellation by SKT 

 

4.4 SKT reserves the right to cancel the Event or to relocate the Event to another equivalent venue on the Premises for any reason and at any time including, but not limited to: 

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•  unexpected building work or repairs to the Premises or other reasons beyond SKT’s control, in which case SKT will use all reasonable endeavours to notify the Hirer promptly of a possible or confirmed cancellation or relocation; 

• a failure by the Hirer to pay any part of the Hire Charge when due; and 

• a failure by the Hirer to provide full and accurate particulars of the Event as required by Clause 2.1 above,  

• if SKT decides that the matters for discussion at, or any other element of the intended content of, the Event are, or are likely to be, offensive or inflammatory and in breach of SKT’s policies and values, the booking may be cancelled at any time by SKT on written notice to the Hirer and all Hire charges refunded. 

 

4.5 SKT will use all reasonable endeavours to notify the Hirer promptly if such a relocation or cancellation is required

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Covid-19 

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4.6 The Granville and SKT will adhere to all Government restrictions in relation to Covid-19. Events cancelled in accordance to Government guidelines will be fully refundable to the Hirer.  

 

5. CAPACITY 

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5.1 The number of persons attending an Event must not (without the prior consent of the Venue Hire Team) materially exceed the number specified by the Hirer in the Event Booking Form. 

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5.2 The number of persons attending an Event must not in any circumstances exceed: 

5.2.1 in the case of the Front Room, 100 people; and 

5.2.2 in the case of the Garden Room, 60 people; and 

5.2.3 in the case of the Mirror Room, 40 people; and 

5.2.4 in the case of Meeting Room, 10 people. 

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5.3 It is the sole responsibility of the Hirer to ensure that the numbers referred to in this Clause 4 are not exceeded at any time. 

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6. VENUE HIRE TEAM 

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6.1 A member of the Venue Hire Team will identify themselves to the Hirer at or around the start of the Hire Period. 

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6.2 Prior to the start of the Hire Period the Venue Hire Team will set up the Venue in the manner requested by the Hirer in the Event Booking Form. The Venue Hire team will not assist the Hirer with any further Event-specific set up requirements but may exercise discretion. 

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6.3 Immediately following the end of the Hire Period the Venue Hire Team will dispose of any Event-specific materials remaining in the Venue. 

  

7. DELIVERIES, SET UP AND CLEAR UP 

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7.1 Neither SKT nor any of its officers, employees, contractors or agents will accept the delivery of or organise the collection of parcels, boxes, recorded letters, equipment, or any other items on the Hirer's behalf. 

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7.2 If the Hirer requires set up and clear up time either side of the event this will be included in the Hire Period and the Hirer may not access the Premises for the purpose of setting up or clearing up the Event outside of this Period. 

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8. RESTRICTIONS ON USE 

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General 

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8.1 The Hirer may only use the Venue for the purpose specified by it in the Event Booking Form. 

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8.2 The Hirer must not, and must ensure that all persons attending the Event do not: 

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8.2.1 allow any animals, other than a guide dog accompanying a person with a visual impairment, or a support dog supporting a person as part of a charitable organisation’s work, to enter or remain on the Premises; 

8.2.2 no smoking (including e-cigarettes) anywhere in the Premises, including the garden; 

8.2.3 bring any illegal substances onto the Premises; or 

8.2.4 bring any musical instruments or equipment onto the Premises without the prior written authorisation of the Venue Hire Team. 

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8.3 SKT may in its sole discretion, refuse to allow to be brought onto the Premises any item considered to be dangerous or offensive. 

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8.4 The Hirer must take all practicable steps to ensure that all persons attending the Event:

8.4.1 act in a respectable and orderly manner; 

8.4.2 do not cause nuisance or annoyance to other persons who may be using the Premises or to local residents; 

8.4.3 reduce any noise generated in connection with the Event and audible outside the Venue if instructed to do so by Venue Hire Team or the relevant authorities; 

8.4.4 exit the Premises in a quiet and orderly fashion at the end of the Hire Period; and 

8.4.5 act at all times in compliance with these Terms. 

Insurance-related restrictions 

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8.5 any activities which are prohibited by or may otherwise nullify SKT’s insurance policies from time to time are expressly forbidden. The Hirer is responsible for ensuring that Event attendees do not engage in such actions. 

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9. INSURANCE

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9.1 The Hirer must take out and maintain public liability insurance cover for the Event at no cost to SKT. 

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9.2 SKT reserves the right to request a copy of the Hirer's public liability insurance policy or other evidence of compliance with the Hirer's obligation in Clause 8.1 above. 

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10. CATERING AND REFRESHMENTS 

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10.1 Refreshments and catering can be served at the Event. SKT can arrange catering on agreement with the Hirer with at least 72 hours’ notice prior to the Event. Refreshments can be provided with 24 hours’ notice.  

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11. DECORATIONS 

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11.1 Subject to the restrictions in this Clause 11, the Hirer may decorate or otherwise dress the Venue. 

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11.2 The Hirer may not decorate or dress any parts of the Premises other than the Venue. The following are not permitted unless the Hirer has obtained prior consent from the Venue Hire Team: 

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11.2.1 the fixing of any banners, posters or other items to the walls of the Venue or any other part of the Premises; 

11.2.2 the use of any paint, screws, staples, nails, pins, adhesives, including blue- tack and other similar products on or in the walls or any part of the fixtures or fittings of the Venue or elsewhere on the Premises. 

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11.3 Candles are not permitted in the Venue. 

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11.4 Fireworks are not permitted on the Premises at any time. 

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11.5 The Hirer must remove any decorations from the Premises by the end of the Hire Period or at any earlier time if instructed to do so by a member of the Venue Hire Team. 

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12. SAFEGUARDING 

  

12.1     SKT recognises the importance of the safety and welfare of children, young people and vulnerable adults in events and facilities at The Granville. Organisations and individuals working with children, young people and vulnerable adults are required to provide the following prior to making payment: 

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(a) an up-to-date safeguarding policy 

(b) site specific procedures that are representative of The Granville’s multi-use nature

(c) a safer recruitment letter confirming all staff and volunteers have been satisfactorily DBS checked.  

  

12.2      Any safeguarding incidents must be brought to the attention of the the Venue Hire Team immediately.   

  

12.3      In addition, all staff, coaches and volunteers must hold a recognised qualification appropriate to the level at which they coach. 

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13. FIRE, HEALTH AND SAFETY 

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13.1 A member of the Venue Hire Team will show the Hirer all applicable fire escape routes and assembly points at or around the start of the Hire Period. It is the Hirer's responsibility to inform all other Event attendees of these fire escape routes and assembly points. 

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13.2 No fire appliances may be removed from the Premises or tampered with and all gangways and exits must be kept clear of obstruction. 

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13.3 The Hirer accepts full responsibility for first aid arrangements at the Event. 

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14. END OF THE HIRE PERIOD 

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14.1 The Hirer and all Event attendees must vacate the Premises by the end of the Hire Period. 

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14.2 At the end of the Hire Period the Hirer must: 

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14.2.1 ensure that the premises are left clean and in good order; and 

14.2.2 contact a member of the Venue Hire Team who will ask the Hirer to sign a confirmation that the Venue has been left in good order. 

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14.3 If the Premises are not vacated by the end of the Hire Period or if the Premises are not cleaned and tidied to the satisfaction of the Venue Hire Team by the end of the Hire Period, SKT reserves the right to impose additional charges on the Hirer in its absolute discretion. 

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14.4 The Hirer must promptly report any damage to the Premises or The Granville property to a member of the Venue Hire Team. The Hirer will be liable to pay for any such damage caused by the Hirer or any Event attendee or guest. 

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14.5 If damages and extra charges exceed the £150 Damage waiver paid by the Hirer, SKT will issue an invoice payable within 48 hours of the invoice being issued. Failure to pay this invoice in full will result in the Hirer....{insert end}

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15. RIGHT OF ENTRY

 

15.1 The rights granted to the Hirer in this Agreement shall not operate or be deemed to operate as a demise of the Premises or any part thereof and do not create a relationship of landlord and tenant. The Hirer shall not have or be entitled to any right, estate or title in the Premises save as expressly given in this Agreement. 

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15.2 The Premises shall at all times remain in the control and possession of SKT, who reserves the right of entry by its staff, contractors or other designated persons to the Premises at all times. 

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15.3 SKT reserves the right to refuse admission to or to evict any person from the Premises in its absolute discretion. 

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SKT 

16. FORCE MAJEURE 

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16.1 In this Clause "Force Majeure Event" means an event beyond the reasonable control of SKT including but not limited to strikes, lock-outs or other industrial disputes, failure of a utility service or transport network,  war, riot, civil commotion, malicious damage, terrorist acts, sabotage, public demonstration, compliance with any law or governmental or regulatory order, accident, fire, flood, storm or default of suppliers or subcontractors.

 

16.2 SKT will not be liable to the Hirer as a result of any delay or failure to perform its obligations under the Agreement as a result of a Force Majeure Event. 

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17. LIMITATION OF LIABILITY AND INDEMNITY 

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17.1 SKT excludes all liability in respect of: 

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17.1.1 any loss, theft or damage, howsoever caused, or by whomsoever caused, with respect to any property of any person that occurs in or on the Premises during the Hire Period or otherwise in connection with the Event; and 

17.1.2 the death or personal injury howsoever or to whomsoever caused which occurs while a person is on the Premises or in respect of any loss or damage suffered or sustained by any person in consequence of such death or personal injury (excluding any death or personal injury caused by an act, omission or the negligence of SKT). 

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17.3 To the fullest extent possible, SKT excludes all liability to the Hirer, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any loss of profit or any indirect or consequential loss arising under or in connection with the Agreement. 

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17.4 The Hirer shall indemnify SKT, its officers, employees, contractors and agents against any loss or liability which SKT incurs as a result of any act or omission by the Hirer or any Event attendee or guest including, without limitation, any loss or liability in respect of any damage to property resulting from negligence or a breach of statutory duty by the Hirer or any Event attendee or guest. 

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18. COMPLIANCE WITH LEGISLATION AND LICENSING AUTHORITIES 

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18.1 The Hirer must strictly observe and adhere to the relevant provisions contained in all child protection legislation and copyright legislation or any statutory modification or re-enactment thereof and all other statutory provisions and must comply with all obligations and requirements of any licensing authority applicable to the Event. 

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18.2 The Hirer must obtain without any cost to SKT all licenses applicable to the Event, including but not limited to those stated in these Terms and must provide copies of such licences to SKT no later than 3 Business Days prior to the date of the Event. 

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18.3 If the Event will be attended by children under the age of 18, the Hirer must in addition comply with Clause 12, SKT’s Safeguarding Policy, a copy of which is available on request, and all applicable government guidelines. 

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19. CONTACT DETAILS 

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19.1 All communications with SKT should be made via the Venue Hire Team, whose contact details are: 

 

Address: 

The Granville 

140 Carlton Vale 

London NW6 5HE 

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Email: hello@thegranville.org   

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Telephone: +44 (0)20 7328 1199 

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19.2  The contact details for the Hirer are as set out in the Event Booking Form. 

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20. COMPLAINTS 

  

20.1 SKT is committed to providing the Hirer with the best possible service. If we do not get it right, we want to be told.  This helps us to improve our service and ensures that this is less likely to happen again. 

20.2 If the Hirer is not satisfied with the customer service provided in the first instance, they are encouraged to speak directly to a member of the venue hire team or ask for the Complaints Policy. 

  

21. MISCELLANEOUS 

  

21.1 The Agreement constitutes the entire agreement between the parties and supersedes any prior agreements, commitments or understandings. The Hirer acknowledges that it has not relied on any statement, promise or representation made or given (whether written or oral) by or on behalf of SKT which is not set out in the Agreement. 

21.2 Nothing in the Agreement is intended to, or will be deemed to, constitute a partnership or joint venture of any kind between the parties or create a relationship of agent and principal between the parties for any purpose. 

21.3 This Agreement may be signed in any number of counterparts, all of which, taken together, will constitute one and the same agreement, and any person may enter into this Agreement by executing a counterpart. Facsimile signatures will be valid and binding to the same extent as the original signatures. 

 

Updated: September 2022