Please read the following terms and conditions before confirming your booking. These terms and conditions together with the booking form and order confirmation constitute the contract between you and us.
Business Customers
These Terms and Conditions do not apply to customers purchasing Services in the course of business. If you are a business customer, please contact us.
1. Definition:
The terms, words and phrases defined in this clause shall have the meanings set out below:
• Agreed Date – A fixed date agreed by Us and You.
• Additional Costs means such additional costs attributable to the provision of Additional Services to the Customer by Us together with ancillary charges for delivery and collection of supplies, storage, and handling charges that may be charged by Us from time to time (which shall include VAT where applicable and/or other taxes, duties and appropriate other charges) details of which will be set out in the relevant Invoice.
• Additional Services means any additional services We may agree to provide to you in accordance with Clause 24 of these Terms and Conditions.
• Agreement means the agreement or contract between Us and You for purchase and sale of services eg a contract for the hire of the Venue and or provision of Catering and or other Additional Services incorporating these Terms and Conditions including the Schedules, Booking form, Order, Order confirmation, any quotation and Invoices.
• Booking means a binding agreement to hire the Venue and the Catering Services and any other Additional services as set out in this Agreement, such binding agreement being created in accordance with clause 2.
• Business Day(s) a day (other than a Saturday, Sunday or public holiday) when banks in London are open for business.
• Catering Services means the Catering Services as set out in the Agreement together with any Additional Services to be provided to You by Us under the terms of the Agreement.
• Client or Hirer” means the person (or organisation if the booking is on behalf of an individual) in whose name the booking is made and who unless otherwise stated confirms the booking with Us by agreeing to the terms and conditions of this Agreement
• Company means SV Croydon Limited (Company registration number 08632296).
• Consumer means a “consumer” as defined by the Consumer Rights Act 2015, and in relation to these Terms and Conditions means an individual customer or guest of the Venue who receives Services for his/her personal use and for purposes wholly or mainly outside the purposes of any Business.
• Deposit means an advance payment made to Us.
• Deposit Invoice means an invoice for the deposit paid or payable in respect of the Venue Services/Catering.
• Event – means the Event, Function, Banquet, Celebrations or Other Unique Programme which the Customer intends to host at the Venue subject to the terms and conditions of this Agreement.
• Event Date means the date and time of the event(s) specified in the Booking Form / Order.
• Facilities mean the facilities and/or equipment to be provided by Us to You at the Premises on the Event Date.
• Function means each event or function detailed in the Contract (and for the purposes of these Terms and Conditions, any event or function which takes place on two or more consecutive days shall be a single “Function” and any events or functions which take place on non-consecutive days shall each be a separate “function”)
• Hire Fees means the full price of hiring the Venue for the Event Date (s).
• Hire Period means the hours during which the Premises will be available for use by You on the Event Date.
• Invoice means any invoice issued and/or despatched to You detailing the Venue Services/Catering, the Price, Additional Services and any Additional Costs.
• Intellectual Property Rights patents, rights to inventions, copyright, related rights, trademarks and service marks, business names and domain names, rights in get-up and trade dress, goodwill and the right to sue for passing off rights in designs, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how) and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.
• Order means your order for the Services which can be placed by telephone, in writing and/or by email.
• Order Confirmation means our acceptance and confirmation of your Order in accordance with Clause 2.4. We may refer this clause as “Booking Confirmation”
• Price means the price to be paid by You to Us for the Venue Services/Catering as specified in the Order Confirmation which shall exclude VAT where applicable and/or other taxes, duties and appropriate other charges.
• Premises means the Grand Sapphire London premises located at 45 Imperial Way, Croydon CR0 4RR which You are hiring during the Hire Period at which the Venue Services/Catering are to be provided as set out in the Contract and specified in the Order or other alternative venue in the United Kingdom at which We will be hosting the Event.
• Regulations means The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
• Services means the services which are to be provided by Us to You as specified in your Order and confirmed in your Order Confirmation.
• Service Providers means any person entering the Venue in order to provide a service to You including without limitation, florists, musicians, disc jockeys, decorators, entertainers and photographers.
• Terms and Conditions means the terms and conditions set out in this document which apply to events operated by Us.
• Venue means the venue at 45 Imperial Way Croydon. CR0 4RR occupied by SV Croydon Limited (Company registration number 08632296) trading as Grand Sapphire, Hotel & Banqueting or such other location agreed by the Customer and Us for the hosting of the Event by Us.
• We/Us/Our means SV Croydon Limited (Company registration number 08632296) trading as Grand Sapphire, Hotel & Banqueting.
2. Order Process – Formation of the Contract
2.1 Each Order for Venue Services/Catering placed by You with Us is an offer by You that We may, at our Sole discretion accept. You shall ensure that the terms of your booking and any applicable specifications are complete and accurate.
2.2 Our acknowledgment of receipt of Your Order does not mean that We have accepted your Order.
2.3 We will share with You an estimated quotation upon receipt of your Order. Once any changes to Order and the price has been mutually agreed in writing, we will process your Order. No
Order placed by You shall be deemed to be accepted by Us until that You receive the Order Confirmation from Us which states full details of your Order and the agreed cost on a “Booking Form”
2.4 Once we have sent an Order Confirmation to You, there will be a legally binding contract between You and Us on these Terms and Conditions.
2.5 These Terms and Conditions apply to the Venue Services/Catering provided by Us to You and any variation to these Terms and Conditions and any representations about the Venue Services/Catering shall have no effect unless set out in the Agreement or as expressly agreed in writing and signed by Us.
3. Booking Process:
3.1 All bookings are considered as provisional until You have received the Order/Booking Confirmation and paid the required Booking Fee Deposit. All provisional bookings will be held for seven (7) days. To make a confirmed booking, You must pay a non-refundable booking fee deposit of 25% of the total amount for the Event. All bookings especially with an inclusive Catering package are subject to minimum guest numbers. Once you have entered into the Contract, You cannot reduce the agreed price.
3.2 You must pay in full for any services booked and will not be entitled to any Refunds save as a result of our breach of these Terms and Conditions or as a “consumer” under the Consumer Rights Act 2015 or other consumer protection legislation.
3.3 Deposit:
i You must pay us a non-refundable booking fee deposit of 25% of the full booking cost.
ii This booking fee deposit will be deducted from the total invoice setting out the sum payable by you for the Event. Rest of the payment must be paid by You as per Your payment plan on the Booking form (please see our Payment terms in clause 4.2 below).
iii We accept payment by bank transfer, debit card, cheque and cash.
iv If the booking fee deposit is not received within the time stipulated in the Booking Form, the booking will become invalid. We then reserve the right to accept another booking for this date.
3. Booking Process:
3.1 All bookings are considered as provisional until You have received the Order/Booking Confirmation and paid the required Booking Fee Deposit. All provisional bookings will be held for seven (7) days. To make a confirmed booking, You must pay a non-refundable booking fee deposit of 25% of the total amount for the Event. All bookings especially with an inclusive Catering package are subject to minimum guest numbers. Once you have entered into the Contract, You cannot reduce the agreed price.
3.2 You must pay in full for any services booked and will not be entitled to any Refunds save as a result of our breach of these Terms and Conditions or as a “consumer” under the Consumer Rights Act 2015 or other consumer protection legislation.
3.3 Deposit:
i You must pay us a non-refundable booking fee deposit of 25% of the full booking cost.
ii This booking fee deposit will be deducted from the total invoice setting out the sum payable by you for the Event. Rest of the payment must be paid by You as per Your payment plan on the Booking form (please see our Payment terms in clause 4.2 below).
iii We accept payment by bank transfer, debit card, cheque and cash.
iv If the booking fee deposit is not received within the time stipulated in the Booking Form, the booking will become invalid. We then reserve the right to accept another booking for this date.
4. Payment for the Services & Booking Confirmation
4.1 Payment for the Services will be due in the form of an advance non-refundable payment of 25% (the Booking Fee Deposit) of the total price for the Services. All events and bookings are quoted and payable in pounds sterling only.
4.2 Our Payment terms are as follows:
i. 25% non-refundable booking fee deposit of the total contracted venue rate – payable on the date of contract signing. However, in certain circumstances, and at our Sole Discretion We may agree payment in instalments.
ii. 25% of contracted venue rate – 60 days after the first deposit or agreed date. If payment is not received and cleared within 60 days after the first deposit or agreed date, a 4% weekly rate of interest will be added to this payment.
iii. 50% of the contracted venue rate – 30 days prior to event or agreed date. If this final payment is not received and cleared within 30 days prior to the event date or agreed date, an additional 4% weekly rate will be added to this payment.
iv. Should We be advised of any changes to event requirements (including changes to services Or the reduction of guest numbers) at a date less than 60 working days prior to the event, We reserve the right to accept these changes. However, we will not reduce the price which will remain the same.
v. Should You request additional services after full payment has been received, We will raise an additional invoice following the event for the additional services rendered and payment of this additional invoice will be due for immediate settlement by You.
4.3 This payment plan will be personalised on Your “VENUE HIRE BOOKING FORM”.
4.4 We accept the following methods of payment on Our Site:
i. BACS;
ii. CASH;
iii. CREDIT/DEBIT CARD; (Extra charges may apply, ask for further details)
iv. CHEQUE.
4.5 If You do not make any payment to Us by the due date, We shall charge You interest on the overdue sum at the rate of 8% per annum above the base lending rate of 0.5% Bank of England from time to time. Interest will accrue on a daily basis from the due date for payment until the actual date of payment of the overdue sum, whether before or after judgment. You must pay any interest due when paying an overdue sum.
4.6 The Booking Form shall contain full details of the Services that you have ordered, the draft menu (if applicable), event summary, the costs based on the number of guests and selections made by You, other itemised pricing for the Services including taxes and other additional charges as appropriate.
4.7 Variations to the Price: All bookings especially with an inclusive Catering package are subject to minimum guest numbers. Once you have entered into the Contract, You cannot reduce the overall charge.
5. Our (SV Croydon Limited) Obligations: Provision of the Services
5.1 As required by law, We will provide the Services with reasonable skill and care, consistent with best practices and standards in the hospitality and events management industry and in accordance with any information provided by Us about the Services and about Us. We will begin providing the Services on the date agreed (which We shall confirm in the Order Confirmation). We will use all reasonable endeavours to provide the Services with reasonable skill and care, commensurate with best trade practice.
5.2 We will make every reasonable effort to provide the Services in a timely manner. We cannot, however, be held responsible for any delays if an event outside of Our control occurs. Please refer to Clause 11 for events outside of Our control. (Force Majeure).
5.3 If We require any information or action from You in order to provide the Services, We will inform you of this as soon as is reasonably possible.
5.4 If you do not pay Us for the Services as required by this Agreement, We may suspend the Services until you have paid all outstanding sums. This does not affect Our right to charge you interest on any overdue sums. The Venue for the Event – Our Responsibilities.
5.4.1 providing the venue in accordance with the Event Plan/Function on the Event Date;
5.4.2 taking all reasonable steps necessary to protect Our Venue from damage and to protect any guest at an Event from possible injury or risk;
5.4.3 effecting and maintaining adequate insurance cover in respect of the provision of Our Venue;
5.4.4 providing You and your guests with access to Our Venue from the Start Time until the End Time;
5.4.5 obtaining and maintaining all necessary permissions, consents and licenses, for Our Venue before the Event Date;
5.4.6 ensuring our Venue meets Your requirements as specified in the Order; and
5.4.7 obtaining and maintaining, consents and all licenses required to provide the Services in accordance with all applicable laws and to host an Event in accordance with these Terms and conditions;
5.5 The Provision of Catering Services (if Ordered) – Our Responsibilities.
5.5.1 providing the Catering Services in accordance with the Event Plan;
5.5.2 ordering and purchasing of all supplies and equipment (other than the Facilities) to be used by Us to provide the Catering Services;
5.5.3 choosing, preparing and pricing all food and beverages supplied (subject to reasonable prior consultation with You);
5.5.4 providing staff as is required for the provision of the Catering Services and all administration relating thereto;
5.5.5 paying all Suppliers with whom We shall enter into contracts in accordance with the terms and conditions of this Agreement;
5.5.6 where appropriate removing Our Catering Materials from the Premises either during or after the event;
5.5.7 effecting and maintaining insurance cover in respect of the following risks arising from the provision of the Catering Services: (i) Employer’s liability cover but not for more than £10 million in respect of any one occurrence; and (ii)Public and Product liability (including cover in respect of food poisoning and deleterious substances in foodstuffs and beverages if caused by Our negligence) but not for more than £10 million in respect of any one incident or period of insurance;
5.6 We shall have the right to make any changes to the Catering Services which are necessary to comply with any applicable law or safety requirement, or which do not materially affect the nature or quality of the Catering Services, We shall only notify You if such change has a material impact on the provision of the Catering Services and/or the Price.
5.7 Specific items on menus, decoration or other items to be supplied by Us are subject to market availability and We shall notify You as soon as practicable if any item will not be available on the Event Date.
5.8 Due to our health & safety policy, we cannot provide any left-over food to the Client after the event. Our responsibility is to make adequate catering preparations to serve your expected guests as per the contract and ensure smooth running of the event. We do not accept any responsibility to refund any food cost to the Client if some of the expected guests could not attend the event.
6. Your Obligations: Provision of the Services
6.1 You:
6.1.1 Shall provide Us with any information needed by Us to provide the Services in a timely manner;
6.1.2 Shall pay the price for the services in accordance with the agreed instalment plan.
6.1.3 Shall where appropriate, prepare the Premises for the supply of the Catering Services;
6.1.4 Shall where required obtain all necessary permissions, consents and licenses required before the Event Date;
6.1.5 Shall abide by all Health and Safety Regulations pertaining to the Venue;
6.1.6 Shall ensure that all electrical equipment that You wish to use during the Event has been fully PAT Tested. All such equipment must bear the appropriate labels and be accompanied by the appropriate certificates as proof of such testing and compliance;
6.1.7 Shall use and maintain all materials, equipment, documents and other property belonging to Us (“Our Materials”) at the Venue in a reasonable manner so as to ensure no damage is caused;
6.1.8 Shall not dispose of or use Our Materials other than in accordance with Our written instructions or authorization;
6.1.9 Shall in advance of publication, submit to Us, a draft of any written material, copy, drawing or photographs relating to the Event that You propose to distribute or publish;
6.1.10 Shall obtain consent from Us before any filming or photography takes place in Our Venue; We may use photos and videos from an event on the social media an marketing purposes; You must inform the venue if You do not want Your personal photos and or videos to be published on Social media;
6.1.11 Shall observe and comply with Our reasonable access and usage rules and Our policies and directions both prior to and during an Event, provided that we notify you of such rules, policies and directions in advance of an Event;
6.1.12 Shall observe and comply with the reasonable restrictions that we set in relation to any recorded and/or live music and dancing permitted at the Event (i.e. ticketed event);
6.1.13 Shall inform Us at least 15 Business Days prior to the Event of any revised numbers of guests attending an Event. You shall be liable to pay the minimum amount that we set in relation to the food and beverage element of the Price, regardless of any such revision in guest numbers. Once you have entered into the Contract, You cannot reduce the overall charge;
6.1.14 Shall conduct an Event in an orderly and safe manner and halt an Event if it becomes apparent that the holding of an Event will pose a risk to the health and safety of guests or cause damage or destruction to Our property;
6.1.15 Shall notify Us as soon as you become aware of any injury, damage or accident occurring or that might occur at an Event at the Venue;
6.1.16 Shall ensure that all items or property brought to the Venue by You, Your guests or your Service Providers are removed from the Venue at the End of the Event;
6.1.17 Shall not use any of Our Logos, Trademarks, Designs, Copyrighted material or other Intellectual Property Rights on any Event Materials or other materials without our express permissions, (such consent not to be unreasonably withheld or delayed);
6.1.18 Shall be entitled to affix (on a temporary basis) decorations, equipment, displays and signage relating to an Event (together “Event Materials”) as agreed with Us, at the Venue, provided that you remove all such Event Materials by the End Time; and
6.1.19 Shall comply with the Smoke-Free Premises and Enforcement Regulations 2006.
6.2 The matters that are your responsibility under Clause 6.1 are to be undertaken and provided at Your cost and you must abide by all statutory provisions or regulations relating to these matters.
6.3 BANNED SUBSTANCES: The following items are banned from the venue:
• Chewing Gum
• Illegal Drugs
• Confetti (a charge will be issued of £250 if used)
• Fireworks
• Weapons
6.4 Your Use of External (Outside) Contractors
6.4.1 Should You wish to use any external contractors or subcontractors (“External Contractors”) at the Venue, You must inform Us at least thirty (30) calendar days before the Event Date. All external contractors must have the relevant accreditations/documentation and must meet all requirements imposed by the Law.
All Catering Service providers engaged by You must have public liability insurance of at least £10m. All other suppliers must have public liability insurance of at least £5million. All Suppliers using electrical equipment must also provide their PAT certificate to use such equipment at Our venue. For “Venue Dry Hire” You will sign an “Indemnity Form” and The Catering suppliers will also sign a “Catering Agreement” which we will provide You as part of booking Confirmation. For Dry hire bookings, the Venue does not provide any cutlery, crockery, glassware, jugs, oven trays, buffet dishes, staff or any sort of catering service equipment. All caterers must come fully prepared to carry out the event catering as required.
A summary of the important requirements from 3rd party suppliers are as below:
• Liability insurance (Caterers £10M)
(Decoration Company, DJs/ All Suppliers/Vendors £5M)
• Health & Hygiene certificate (Caterers)
• Risk Assessment (Caterers) (Decoration Suppliers)
• Pat Certificate (DJ/Bands & Any other suppliers using electrical equipment)
6.4.1.1 All Outside Contractors must adhere to Our reasonable rules, including all health and safety rules. We reserve the right, at our Sole Discretion; to remove any External Contractor from the Venue should they fail to abide by Our rules and any applicable laws and regulations.
6.4.1.2 At our Sole Discretion, we may ask your External Contractors to provide proof of insurance.
6.4.1.3 We do not accept any liability for food or other services supplied to You by external Caterers.
6.4.1.4 We do not accept any liability for services provided to You by External contractors or by others at Your request.
6.4.1.5 We do not accept any liability for any and or all arguments, issues and disputes that may arise between You and your External Contractors in relation to the provision of the services and or the provision of any additional services requested by You.
6.4.1.6 TABLE LINEN: If a caterer or any of your supplier is providing the table linens at Grand Sapphire, they must provide 120” x 120” table cloth. Cloth that leave the table legs visible will not be permitted. Event will not be allowed with substandard linen. We reserve the right to remove inadequate linen and charge for suitable linens as required.
NOTE: You must provide Us with all certificates relating to your External contractors’ accreditations on demand. If We do not receive this documentation 14 Days before the Event, We reserve the right to halt the attendance of any of your External contractors at the Venue.
7. Cancellation
7.1 Cancellation of Contracts shall be subject to the specific terms governing those Services.
7.2 If you wish to cancel under this Clause 7, you must inform Us of your decision to do so. You must inform Us in writing by sending an email to accounts@grandsapphire.co.uk.
7.3 Our cancellation charges are as follows:
|
Time Frame
|
Cancellation Charge
|
|---|---|
|
1 – 60 days prior to event
|
• 100% of contracted venue rates • 100% 0f contracted conference rates
|
|
60 – 90 days prior to event
|
• 80% of contracted venue rates • 80% of contracted conference rates
|
|
91+ days prior to event
|
• 60% of contracted venue rates<• 60% of contracted conference rates
|
*Such cancellation charges falling due on the date that You cancel, subject to clause 7.3
7.4 We may ask you why you have chosen to cancel and may use any answers you provide to improve Our services in the future, however, please note that you are under no obligation to provide any details if you do not wish to.
7.5 Client may obtain and keep in force an appropriate 3rd party insurance reasonably commensurate with potential losses in the case of event cancellation. Upon request, you agree to provide us with a certificate or proof of such insurance.
8. Our Rights to Cancel
8.1 In addition to any other legal rights and remedies available to us under applicable laws, we may cancel your event and this agreement without liability under any of the following circumstances
8.1.1 If we become aware of any deterioration in your financial situation such that we reasonably consider that you may not be able to fulfil your express obligations under the terms of this agreement.
8.1.2 If advance payments or deposits are not paid on a timely basis as per the contract.
8.1.3 If you, or any of your agents, 3rd party contractors commit any illegal act, or act in such a way as is likely to adversely affect the reputation of the Venue.
8.1.4 For other reasons if we reasonably believe it is necessary to do so for us to comply with our obligations under applicable laws or regulations.
8.2 We may cancel immediately by giving you written notice in the following circumstances:
• You fail to make a payment by the due date. This does not affect Our right to charge you interest on any overdue sums as set out in this Agreement; or
• You breach the contract in a material way and fail to remedy the breach within 14 calendar days of Us asking you to do so in writing.
8. Our Rights to Cancel
8.1 In addition to any other legal rights and remedies available to us under applicable laws, we may cancel your event and this agreement without liability under any of the following circumstances
8.1.1 If we become aware of any deterioration in your financial situation such that we reasonably consider that you may not be able to fulfil your express obligations under the terms of this agreement.
8.1.2 If advance payments or deposits are not paid on a timely basis as per the contract.
8.1.3 If you, or any of your agents, 3rd party contractors commit any illegal act, or act in such a way as is likely to adversely affect the reputation of the Venue.
8.1.4 For other reasons if we reasonably believe it is necessary to do so for us to comply with our obligations under applicable laws or regulations.
8.2 We may cancel immediately by giving you written notice in the following circumstances:
• You fail to make a payment by the due date. This does not affect Our right to charge you interest on any overdue sums as set out in this Agreement; or
• You breach the contract in a material way and fail to remedy the breach within 14 calendar days of Us asking you to do so in writing.
9. Problems with the Services and Your Legal Rights
9.1 We always use reasonable endeavours to ensure that Our Services are trouble-free. If, however, there is a problem with the Services please contact Us as soon as is reasonably possible via Email: cs@grandsapphire.co.uk
9.2 We will use reasonable endeavours to remedy problems with the Services as quickly as is reasonably possible and practical. In emergency situations, such as those where vulnerable people may be affected, We will use reasonable endeavours to remedy problems within 24 hours.
9.3 We will not charge you for remedying problems under this Clause 9 where the problems have been caused by Us, any of Our agents or sub-contractors, or where nobody is at fault. If We determine that a problem has been caused by you, including your provision of incorrect or incomplete information or taking of incorrect action, We may charge you for the remedial work.
9.4 As a consumer, you have certain legal rights with respect to the purchase of Services. For full details of your legal rights and guidance on exercising them, it is recommended that you contact your local Citizens Advice Bureau (CAB) or Trading Standards Office.
9.5 If We do not perform the Services with reasonable skill and care, you have the right to request repeat performance or, if that is not possible, you have the right to a reduction in price. If we do not perform the Services in accordance with what we have agreed, you also have the right to request repeat performance. However, if that is not possible or if Our breach concerns information about Us that does not relate to the performance of the Services, you have the right to request a reduction in price.
9.6 If for any reason We are required to repeat the Services in accordance with your legal rights, We will not charge you for the same and We will bear any and all costs of such repeat performance. In cases where a price reduction applies, this may be any sum up to the full Price and, where you have already made payment(s) to Us, may result in a full or partial refund. Any such refunds will be issued without undue delay (and in any event within 14 calendar days starting on the date on which We agree that you are entitled to the refund) and made via the same payment method originally used by you unless you request an alternative method.
10. Our Liability
10.1 We provide Services for consumer use at the Venue only. We will not be liable to the Client for any loss of valuables, interruption to event proceedings or for any loss of business opportunity due to the negligence of the 3rd party suppliers/vendors.
10.2 We do not accept responsibility for lost, missing or damaged items during or after the event. This is the responsibility of the Client to make sure they must take all their stuff including the wedding cake, cake knife, gifts, jewellery, cash, credit cards or dresses before leaving the Venue at the end of the event.
10.3 We accept no liability for any food supplied to You by another 3rd party caterer (or food products suppliers by You themselves) in additional to those arranged by Us. If the catering service has been contracted directly with Us, due to our health & safety policy, we cannot provide any left-over food to the Client after the event. Our responsibility is to make adequate catering preparations to serve your expected guests as per the contract and ensure smooth running of the event. We do not accept any responsibility to refund any food cost to the Client if some of the expected guests could not attend the event.
10.4 Where You have made additional arrangements (for example like any special food items or roasts etc) You must inform in advance and ask for Our approval, then We will require a Food Disclaimer or Indemnity Form from You which should be completed and returned no later than 15 working days prior to the event.
10.5 Nothing in these Terms and Conditions seeks to exclude or limit Our liability for death or personal injury caused by Our negligence (including that of Our employees, agents or sub-contractors); or for fraud or fraudulent misrepresentation.
10.6 Nothing in these Terms and Conditions seeks to exclude or limit Our liability for failing to perform the Services with reasonable care and skill or in accordance with information provided by Us about the Services or about Us.
10.7 Furthermore, if you are a “consumer” as defined by the Consumer Rights Act 2015, or a consumer for the purposes of any other consumer protection legislation, nothing in these Terms and Conditions is intended to or will exclude, limit, prejudice, or otherwise affect any of our duties or obligations to You, or Your rights or remedies, or Our liability to You, under:
10.7.1 the Consumer Rights Act 2015;
10.7.2 the Regulations;
10.7.3 the Consumer Protection Act 1987; or
10.7.4 any of consumer protection legislation;
as the legislation is amended from time to time.
For more details of your legal rights, please refer to Your local Citizens Advice Bureau or Trading Standards Office.
11. Events Outside of Our Control (Force Majeure)
11.1 We shall incur no liability to the Client if performance of the contract is prevented or hindered by any case whatsoever beyond our control and in particular but without prejudice to the generality of the foregoing, by act of fire, flood, subsidence, sabotage, accident or strike and shall not be liable for any loss or damage resulting there from suffered by the Client.
11.2 We shall not have any liability to you under this contract or be deemed to be in breach of it for any delays or failures in performance of this contract which result from circumstances beyond our reasonable control including bad weather, interruptions to power supplies, acts of God, terrorist activities, fire, epidemic, pandemics, civil disturbance, natural disaster, governmental or regulatory action, and similar Events outside our reasonable control. If such an Event occurs, which impacts on our ability to provide the services as agreed, we will promptly notify you
11.3 Covid-19 & Pandemics: We are side by side with our valuable clients in this fight to contain the spread of pandemics and its impact on our social life. Our focus remains on providing an uninterrupted service to our valued clients, whilst remaining diligent and responsive to government recommendations. If your event cannot proceed due to ban on social gatherings by the UK government OR local authorities, we will only offer you an option to postpone the event to a new date on like to like basis conditionally that you meet the payment plan requirements as per the contract. Your deposit for your original event will be held as a deposit against your future date. Please refer to Clause-7 which will be applicable in case if you wish to cancel the booking and decide not to take the offer to postpone the event.
12. Communication and Contact Details
12.1 If you wish to contact Us with general questions or complaints, you may contact Us by telephone at 020 8686 2905, by email at cs@grandsapphire.co.uk or by post at Grand Sapphire Hotel, Accounts Manager, 45 Imperial Way, Croydon CR0 4RR
12.2 For matters relating to Our Services or your Order, please contact Us by telephone at 020 8686 2905, by email at cs@grandsapphire.co.uk or by post at Grand Sapphire Hotel, Accounts Manager, 45 Imperial Way, Croydon CR0 4RR
12.3 For matters relating to cancellations, please contact Us by telephone at 020 8686 2905, by email at accounts@grandsapphire.co.uk or by post at Grand Sapphire Hotel, Accounts Manager, 45 Imperial Way, Croydon CR0 4RR
13. Complaints and Feedback
13.1 We always welcome feedback from Our customers and, whilst We always use all reasonable endeavours to ensure that your experience as a customer of Ours is a positive one, We nevertheless want to hear from you if you have any cause for complaint.
13.2 If you wish to complain about any aspect of your dealings with Us, please contact Us in one of the following ways:
• By email, addressed to cs@grandsapphire.co.uk
14. How We Use Your Personal Information (Data Protection)
14.1 All personal information that We may use will be collected, processed, and held in accordance with the provisions of EU Regulation 2016/679 General Data Protection Regulation (“GDPR”) , the Data Protection Act 2018 and your rights under the GDPR.
14.2 For complete details of Our collection, processing, storage, and retention of personal data including, but not limited to, the purpose(s) for which personal data is used, the legal basis or bases for using it, details of your rights and how to exercise them, and personal data sharing (where applicable), please refer to Our Privacy Policy and Cookie Policy https://grandsapphire.co.uk/privacypolicy
15. Other Important Terms
15.1 We may transfer (assign) Our obligations and rights under these Terms and Conditions (and under the Contract, as applicable) to a third party (this may happen, for example, if We sell Our business). If this occurs, you will be informed by Us in writing. Your rights under these Terms and Conditions will not be affected and Our obligations under these Terms and Conditions will be transferred to the third party who will remain bound by them.
15.2 You may not transfer (assign) your (other) obligations and rights under these Terms and Conditions (and under the Contract, as applicable) without Our express written permission.
The Contract is between you and Us. It is not intended to benefit any other person or third party in any way and no such person or party will be entitled to enforce any provision of these Terms and Conditions.
15.3 If any of the provisions of these Terms and Conditions are found to be unlawful, invalid or otherwise unenforceable by any court or other authority, that / those provision(s) shall be deemed severed from the remainder of these Terms and Conditions. The remainder of these Terms and Conditions shall be valid and enforceable.
15.4 No failure or delay by Us in exercising any of Our rights under these Terms and Conditions means that We have waived that right, and no waiver by Us of a breach of any provision of these Terms and Conditions means that We will waive any subsequent breach of the same or any other provision.
15.5 We may revise these Terms and Conditions from time to time in response to changes in relevant laws and other regulatory requirements. If We change these Terms and Conditions at any time, We will give you at least 14 calendar days’ notice of the changes before they come into effect. If you wish to cancel this Contract as a result, please refer to clause 7.
16. Conduct:
We would like to remind You of the following:
i. Ensure the dress code is smart casual and modest and this must be conveyed to your guests;
ii. Guest behaviour is important to the good name and good will of The Company and therefore must be of respectable and acceptable standard;
iii. All guests must pay due respect to the privacy of local residents and The Company kindly requests they vacate and leave the premises and the area as quietly as possible and in an orderly manner at the end of an event;
iv. The Company adopts “Zero Tolerance” approach to aggressive, abusive, anti-social or violent behaviour towards its staff or other guests. Any person who behaves in such manner will be evicted without warning and suspended from re-entering for the rest of the event. In an incident that requires the Police to be called or the person is arrested, then You will be subject to a charge of £250.00. This charge will be applied at the sole discretion of the Management of The Company;
v. You may not bring an animal into the Venue except for a guide dog.
vi. You must ensure that all guests observe the privacy of other venue facilities which are not subject to the contractual arrangement with The Company;
vii. All children (under the age of 18) must be supervised by an adult. Individual privacy of other customers at the venue must always be respected .
viii. The Company requires that small children (under the age of 10 years must be accompanied by a responsible adult in all areas and when using Toilets and common areas;
ix. You and your guests must comply with all Safety Regulations and must comply with all Health and Safety rules and other Signage displayed by The Company for the purposes of Public Safety, Prevention of Public Nuisance, Prevention of Crime & Disorder and Protection of Children.
16. Conduct:
We would like to remind You of the following:
i. Ensure the dress code is smart casual and modest and this must be conveyed to your guests;
ii. Guest behaviour is important to the good name and good will of The Company and therefore must be of respectable and acceptable standard;
iii. All guests must pay due respect to the privacy of local residents and The Company kindly requests they vacate and leave the premises and the area as quietly as possible and in an orderly manner at the end of an event;
iv. The Company adopts “Zero Tolerance” approach to aggressive, abusive, anti-social or violent behaviour towards its staff or other guests. Any person who behaves in such manner will be evicted without warning and suspended from re-entering for the rest of the event. In an incident that requires the Police to be called or the person is arrested, then You will be subject to a charge of £250.00. This charge will be applied at the sole discretion of the Management of The Company;
v. You may not bring an animal into the Venue except for a guide dog.
vi. You must ensure that all guests observe the privacy of other venue facilities which are not subject to the contractual arrangement with The Company;
vii. All children (under the age of 18) must be supervised by an adult. Individual privacy of other customers at the venue must always be respected .
viii. The Company requires that small children (under the age of 10 years must be accompanied by a responsible adult in all areas and when using Toilets and common areas;
ix. You and your guests must comply with all Safety Regulations and must comply with all Health and Safety rules and other Signage displayed by The Company for the purposes of Public Safety, Prevention of Public Nuisance, Prevention of Crime & Disorder and Protection of Children.
17. Miscellaneous
17.1 Arrival/ Departure:
17.1.1 The hotel accommodation is available at the times stated on the contract. Subject to availability of hotel rooms and at our discretion we may provide you with an additional night’s accommodation if required at the standard applicable rate.
17.1.2 Our venue is available at the times shown on the contract. Any extension of time will incur additional charge of £1,000.00 per hour. A reduced time will not result in any reduction of the charges being levied and You will be charged on the basis of the time shown in the contract.
17.1.3 If the venue is at Your designated venue/hall we will comply with the arrival and departure as agreed by You and Us.
17.2 Health & Safety (including other miscellaneous matters):
17.2.1 All minors should be properly supervised. There should be a minimum 1 adult to 8 minors (under 16 years old). No guests or members of the public are allowed to drink any alcohol at Our premises, unless You hire trained bar staff, provide us with a copy of their “personal license” and adhere to Our Challenge 21 policy.
17.3 Events, Exhibitions & Displays:
17.3.1 You will not erect any exhibitions, stands or displays within or outside the venue nor make any alterations without Our consent.
17.3.2 Displays, exhibits, presentation sets and other similar items, have to conform to local area Fire Regulations. Accordingly, full details must be provided no less than 6 weeks prior to the event to enable Us to obtain any special approvals, consents or licenses. If any such consent, approval or license is refused, You shall not bring the relevant item to the venue. If you wish to use smoke machines, You must advise us of this in writing 28 working days prior to the event. Details of the Fire Certificate Regulations are available on request.
17.3.3 If such displays, merchandise or exhibits are to be used, Our prior approval must be obtained and arrangements for their arrival, any unloading, security and storage must be made with Us with due notice. We accept no responsibility for the security or loss or destruction or damage to the items whilst at the venue or its grounds, regardless of cause. You must insure valuable or rare items separately and/or ensure they are adequately guarded.
17.3.4 All scenery and other stage effects must be of an acceptable fire resistant standard, must be treated with fire resistant products prior to their installation at the Venue and must conform to the Furniture and Furnishings Regulations Act 2010.
17.3.5 All equipment that you or your suppliers bring to the Venue must meet the relevant industry and quality standards and must be approved by our chief engineer. Where connection to the venue power supply is by other than 13 amp plugs, our chief engineer must be consulted. Where practicable, all electrical equipment must be switched off at the end of the day. The Venue does not provide any extension wires.
17.3.6 All cables must be secured across floor areas, and must not obstruct fire exits.
17.3.7 All goods and other items of equipment brought to or displayed at the venue shall comply with all health and safety laws and regulations.
17.3.8 Lasers/Lighting: If you intend to utilise laser equipment/ stroboscopic lighting at the venue, You must apply for a laser certificate from the relevant authorities and provide us with a copy of the certificate at least 14 days prior to the Event. We are not responsible for any of Your guests suffering any adverse reactions from laser and stroboscopic lighting.
17.3.9 First Aid – We have members of staff who are trained in first aid. Please contact a member of our staff in the event of any emergency requiring first aid.
18. Guests’ Car Park Facilities:
18.1 Parking is provided at the venue on a first come first basis.
18.2 All Client/guest vehicles are parked at their own risk.
18.3 You may use a disabled parking space if you have a valid disabled parking badge.
19. Waste & Washing:
19.1 All waste must be cleared from the venue as no storage can be offered. We require a refundable deposit of £500 as a security for making sure that the waste is disposed properly, kitchen is left tidy, and there is no spillage or breakdown at the venue during the event, We also provide a waste disposable facility at the venue at the rate of £45 per commercial bin.
19.2 External caterers & contractors are not permitted to use the venue’s facilities for the washing and rinsing of their utensils, cutlery and crockery.
20. Fire:
You shall ensure that all guests and external contractors attending will use the specified entrances as designated by Our Venue exits/ fire exits and gangways must be kept free from any obstruction and the fire signs must be visible at all times. In the event of the alarm sounding all guests should vacate the specific function room and assemble at the designated meeting point. The venue is equipped with both fire detection and firefighting equipment.
21. Smoking Policy:
We operate a no smoking policy throughout the building.
22. Disabled Access:
22.1 We fully comply with all laws from time to time in force regulating the treatment of disabled customers.
22.2 Our premises are accessible to wheelchair users and there is a dedicated disabled toilet.
22.3 If you have any special requirements pertaining to a disability, You should notify Us before You arrive.
23. Dietary Requirements and Allergies:
There is an extensive use of products containing Wheat, Dairy, Gluten & Nuts at Our kitchens. In case, the Venue is arranging your Catering services, we will endeavour to provide suitable adaptations to Your menu for any guests with special dietary requirements or allergies. Please notify us of any specific dietary requirements or allergies no later than 15 working days prior to the event. For Dry hire bookings, always make sure that your catering operator is aware of your guests with any allergies and make arrangements for your guests with special diets accordingly.
24. Additional Services:
24.1 You may submit a written request to us for the provision of additional services no less than 15 days prior to the Event Date.
We may, at our sole discretion, either accept such request, subject to You accepting a revised quote incorporate the Additional Costs that would arise from the provision of such Additional Services.
25. General:
25.1 You will not be able transfer any of its rights or obligations under the contract to another person or organisation. We may transfer all or any of their rights and obligations under the contract to another organisation, but this would not affect Your rights under these terms.
25.2 If any court or competent authority decides that any of the provisions of these terms are invalid, unlawful or unenforceable to any extent, the term will, to that extent only be served from the remaining terms, which will continue to be valid to the fullest extent permitted by law.
25.3 Please keep the level of noise, at a reasonable volume. We reserve the right to ask you to turn down the volume of any sound equipment that you are using. If you refuse to do so, we reserves the right to disconnect the equipment that you are using.
25.4 Confetti, Fireworks, Weapons, Illegal drugs & any sort of celebration poppers are banned by the venue. Breach of this rule may result in a fine up to £2,000.00 plus damages against You or Your external contractors as appropriate.
25.5 Security deposit: A security deposit £1,000 is payable by You before the Event. We will charge You for any damages caused which exceed the security deposit. The security deposit will also be used if the event overruns the agreed time (One hour pack up time after the Finish time). This is charged at an hourly rate of £1000.00 if the event overruns for longer than that covered by the security deposit. You are liable to settle this bill on the day of the event or there will be an additional charge of £100.00 per day until the outstanding balance is cleared. This is at Our discretion.
25.6 Fireworks: In accordance with “The Fireworks Regulations 2004” Any type of Fireworks display (including sparklers) are strictly prohibited. Breach of the Fireworks Regulations may result in prosecution by the Local Authority. The Fireworks regulations can be found on www.legislation.gov.uk/uksi.
25.7 We will not tolerate any public disorder, public nuisance and provisions of public safety at the premises.
25.8 We reserve the right to evict any persons who we reasonably believe are causing a public nuisance.
25.9 We reserve the right to stop any activity which we reasonably believe is likely to cause damage to the interior or exterior of the venue or to risk the safety of people at the Venue.
25.10 No pets that, other than guide dogs, hearing dogs and other assistance dogs, no pets or other animals are allowed in the Venue or any other of Our premises.
25.11 A party who is not a party to this Agreement has no right to enforce or rely on any term or condition of this Agreement under the Contracts (Rights of Third Parties) Act 1999 or otherwise.
26. Regulations and Information
26.1 Regulations
I. We are required by the Consumer Protection Regulations to ensure that certain information is given or made available to You as a Consumer before We make Our contract with You (i.e. before We accept your request to make a booking) except where that information is already apparent from the context of the transaction. We have included the information itself either in these Terms and Conditions for You to see now, or We will make it available to You before We accept Your request to make a booking. All of that information will, as required by the Regulations, be part of the terms of Our Contract with You as a Consumer.
26.2 Information – As required by the Regulations:
i all of the information described in these Terms and Conditions; and
ii any other information which We give to You about any services or the Venue which you take into account when deciding to make a booking or when making any other decision about the Services;
iii will be part of the Terms of Our contract with You as a Consumer.
27. Privacy Policy:
For complete details of Our collection, processing, storage, and retention of personal data including, but not limited to, the purpose(s) for which personal data is used, the legal basis or bases for using it, details of your rights and how to exercise them, and personal data sharing (where applicable), please refer to Our Privacy Policy and Cookie Policy https://grandsapphire.co.uk/privacypolicy
28. Notices:
28.1 Any notice given under the Agreement shall be in writing and may be served:
I. personally;
II. by registered or recorded delivery mail;
III. by e-mail, telex or facsimile transmission (the latter confirmed by telex or post); or
IV. by any other means which any party specifies by notice to the others.
28.2 Each party’s address for the service of notice shall be the above mentioned address or such other address as it specifies by notice to the others.
I. Notice shall be deemed to have been served:
II. if it was served in person, at the time of service;
III. if it was served by post, 48 hours after it was posted;
IV. if it was served by e-mail, telex or facsimile transmission, at the time of transmission.
29. Entire Agreement
29.1 The Agreement embodies the entire understanding of the parties in respect of the matters contained or referred to in it and there are no promises, terms, conditions or obligations oral or written express or implied other than those contained in the Agreement. Nothing said by any salesperson, agent, employee or other representative on Our behalf should be understood as a variation of the Agreement or an authorised representation about the nature or quality of the Venue Services/Catering. Save for fraud or fraudulent misrepresentation, We shall have no liability for any such representation being untrue or misleading.
29.2 Any samples, drawings, descriptive matter or advertising issued by Us, and any descriptions or illustrations contained in Our catalogues or brochures, are issued or published for the sole purpose of giving an approximate idea of the Venue Services/Catering described in them. They shall not form part of the Agreement or have any contractual force.
30. Law and Jurisdiction
30.1 These Terms and Conditions, and the relationship between you and Us (whether contractual or otherwise) shall be governed by and construed in accordance with the law of England & Wales.
30.2 If you are a consumer, you will benefit from any mandatory provisions of the law in your country of residence. Nothing in this Agreement takes away or reduces your rights as a consumer to rely on those provisions.
30.3 If you are a consumer, any dispute, controversy, proceedings or claim between you and Us relating to these Terms and Conditions, or the relationship between you and Us (whether contractual or otherwise) shall be subject to the jurisdiction of the English courts.
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