Terms and Conditions

(Vers.15.2)

1.0 Definitions

The following definitions apply:
‘KingsGate’ refers to KingsGate Trading Ltd (operating as KingsGate Conference Centre) a subsidiary of KingsGate Community Church. Registered office: 2 Staplee Way, Parnwell, Peterborough, PE1 4YT. Company No. 6069915, VAT No. 906 7555 06.
‘Client’ refers to the individual, company or organisation with whom KingsGate has an agreement to provide facilities, catering or services based upon a KingsGate quotation and any additional requirements or services subsequently requested and agreed.
‘Organiser’ refers to the client or a designated third party employed by the client to organise the event on their behalf.
‘Venue’ refers to a room (or space) or combination of rooms (or spaces) designated by KingsGate for external hire.
‘Event’ refers to the function or use for which the venue is hired. KingsGate facilities are let on the basis of agreed rates and the terms & conditions of booking and venue hire described below.
‘Purpose’ refers to the main reason/purpose/cause behind the event being held which must not conflict or contend with, or be opposed to, the principles and values of KingsGate Community Church.

2.0 Conditions of Acceptance of Booking

2.1 Definition of Hire and Hire Periods
2.1.1 KingsGate hire rates are modular and not DDR-based (Day Delegate Rate), unless otherwise agreed and confirmed in writing.

Full Day Rate
2.1.2 Any period exceeding 5 hours, between 08:00 – 18:00 (in part or cumulation of, over a 12 hour period, commencing from first access) inclusive of 30 minutes for set-up pre-event and clearance post-event.
2.1.3 Any period of access or utilisation of a venue for set-up, rehearsing, or pre-positioning of equipment that prevents further use or hire by others between 08:00 – 18:00.

Half Day Rate
2.1.4 Any period of access or utilisation of a venue between the period 08:00 – 12:30 or 13:00 – 18:00, that allows KingsGate to book a further client at another half day rate (including all ‘pre’ and ‘post’ event set-up).

Out-of-hours Rate
2.1.5 Charged hourly between 18:00 – 08:00 (including all pre and post event set-up).

Weekend Rate
2.1.6 Charged at 140% of full day rate for the hours detailed in para 2.1.2 and/or para 2.1.3, then pro-rata for hours:

2.1.7 KingsGate is not available for hire on a Sunday.

2.2 Enquiries and Types of Bookings
In addition to quotations provided during the course of an enquiry, there are three levels of booking a venue: provisional, confirmed and guaranteed. The detail of each level is described as follows:

Quotations
2.2.1 KingsGate quotations will be issued to the client or organiser following an event enquiry. KingsGate quotations will remain valid for a period not exceeding 30 days, unless the extension to the quotation period has been agreed in writing. KingsGate quotations will detail agreed event dates, number of delegates, rooms booked, catering services, additional staff and equipment required. If any details of the event change, then a revised quotation will be issued and agreed. Once the client has accepted a quotation (verbally or in writing) the booking shall be known as provisional.
2.2.1.1 Advance Quotations
While prices for beverages and catering reflect current costs, the whole range of food production and supply is currently being affected by the world-wide political issues, and it is increasingly difficult to predict where we will be beyond six months from now. Please be aware that all contracted bookings made more than 30 days in advance of an event could be affected by these changes; although the
booking of space will be honoured, the price of consumables will only be confirmed 90 days before the event.

Provisional Bookings
2.2.2 You will have provisionally agreed a date and an order of cost for your event in writing or verbally and will have been given 1st hold status pending contract negotiation and agreement. The booking can be cancelled or amended by both parties without financial impact; however, the booking must not be advertised, marketed or publicised. Your event space can still be moved by KingsGate to maximise occupancy or cancelled should a condition determined by para 10.2 apply.
2.2.2.1 Rooms/spaces will be held for 14 days, then released if a contract has not been signed.

Confirmed Bookings
2.2.3 KingsGate will only consider a booking confirmed when:
2.2.3.1 The contract document is signed by the client and KingsGate.
2.2.3.2 In signing the contract, the client indicates on the contract that the Terms & Conditions of hire have been read and accepted.
2.2.3.3 The signed booking form has been received by KingsGate Conference staff.
2.2.4 KingsGate reserves the right to move a confirmed venue booking between other venues/spaces available for the purpose of facilitating best use of available resources between clients.

Guaranteed Bookings
2.2.5 To protect a confirmed booking from being moved, clients are advised to guarantee their confirmed booking by payment of a deposit. A guaranteed booking will not be moved to an alternate venue under any circumstances unless an occasion detailed under Special Conditions (Para 10.0) occurs. A booking is guaranteed if a deposit is paid.

2.3 Deposits
2.3.1 Deposits may be taken to guarantee bookings (see para 2.2.5). The following list provides the minimum deposit required dependent on the period remaining between the payment and the event date:

2.3.2 Deposits allow KingsGate to book staff and services as well as committing expenditure on the organiser’s behalf against the forthcoming event, without which no guarantee of service or supply by third parties can be made.

2.3.3 KingsGate retains the right to request a 100% deposit from a client, in advance of their event, at any time despite a client’s desire not to guarantee their booking.

2.3.4 Payment in advance of not less than 100% of the event cost will be required for the first booking of a new client.

2.4 Administrative Aspects

Abandoned Events
2.4.1 KingsGate retains the right to raise an administrative charge towards the cost of preparing a contract which has been signed by the organiser but later abandoned before a cancellation charge would apply (See para 2.10).

Use of Personal Details (GDPR)
2.4.2 KingsGate will not sell on or use your personal details for any other purpose other than contacting you directly to facilitate your event or sharing within its organisation to enable support to you; in future, we may contact you to offer our services or to advise you of price changes or issues that may be of interest to you. Unless you state otherwise, your details will be retained and used for this purpose.

2.5 Confirmation of Delegates

Final Numbers
2.5.1 Final numbers of delegates must be confirmed no later than 5 working days before the date of the event. If catering is required, and less than 5 working days’ notice is given, an additional catering surcharge may be levied.

Personal Evacuation Plan (PEP)
2.5.2 Organisers are required to inform KingsGate of any delegates that may require additional assistanceshould the building require evacuating in the event of an emergency. Where this detail is advised in advance, KingsGate will prepare a Personal Evacuation Plan (PEP) for each delegate based on where they will be during their attendance. Should the delegate’s need only become known on the day of the event, the organiser will be responsible for raising a dynamic risk assessed PEP and advising KingsGate of what arrangements are being put in place to facilitate safe egress.

2.6 Late Bookings
2.6.1 Bookings made less than 7 working days before an event will incur a 20% late booking surcharge.
2.6.2 The surcharge will not apply to any promotional offers and incentive schemes run by KingsGate, which actively encourage commitment to late booking, at a preferential rate.

2.7 Right to Cease
2.7.1 KingsGate retains the right to close an event or a specific part of an event e.g. exhibition stand, display etc:

2.7.2 In the event of early closure being called due to an issue arising under the clauses 2.7.1.1, 2.7.1.2 or 2.7.1.3, the full costs of the event will become due and will be recovered at the discretion of KingsGate.

2.8 Right to Refuse
2.8.1 KingsGate management reserve the right to refuse admission or expel any person for illegal or inappropriate behaviour.

2.9 Sub-Hire and Third-Party Agreements
2.9.1 The contract of hire (booking) exists between KingsGate and the client only. The client does not have the right to sub-let agreements, access, catering provision or rights of use to KingsGate premises, venue or services, without the express written permission of KingsGate.
2.9.2 Where third-party agreements are authorised, or the client is granted permission to supply their own catering, KingsGate reserves the right to levy administrative and beneficial trade charges for the provision of services (including catering and beverages) on the client. These charges will be confirmed in advance as part of the booking process.

2.10 Cancellation Policy
2.10.1 All cancellations must be given in writing (by letter or email). Cancellations made between:

2.10.2 Should KingsGate manage to rebook a venue previously cancelled by a client, the cancellation fee will be abated to no less than 10% of the original full booking charge.

Part Cancellation
2.10.3 Where a booking is amended by a reduction of the rooms required, within 14 days of the event, KingsGate will endeavour to resell the unused space. A minimum admin charge of £10 +VAT per room will apply. Where we have been unable to resell the released space, KingsGate retains the right to charge 100% of the room hire rate.

Change of Room/Space
2.10.4 Where a booking is amended by a change of rooms required, due to fewer anticipated attendees, within 14 days of the event, KingsGate will endeavour to resell the unused room/space. Where we are able to accommodate this late change, a minimum admin charge of £10 +VAT per room will apply in addition to the cost of the amended requirement. Where we have been unable to resell the released space, KingsGate retains the right to charge up to 20% of the room hire rate.

Cancellation of Room/Space
2.10.5 Within 14 calendar days of the event, where a client has held a room/space on a 1st hold basis, but advises that it is no longer required, a charge of 20% of the value will be applied.

2.11 Postponement Policy

2.11.1 An event can be postponed only once. Notification of postponement can be made up to 14 days prior to the event date and a new date must be booked within 28 days of notification for a date that is within 6 months of the original event date. Failure to rebook within 28 days will result in the full costs of the postponed event becoming due. Any postponed event which is subsequently cancelled will incur a 100% charge of the full booking.

2.12 Catering

Food Ordering
2.12.1 KingsGate does not have an on-site Chef/Kitchen and food is supplied by a 5*-rated catering provider. Consequently, all orders for cold food (<250 meals), or amendments to a previous requirement and the numbers of delegates to be catered for, need to be advised in writing, to KingsGate, by no later than 5 working days before the event date. All orders for hot, served, or greater than 250 meals need to be advised in writing, to KingsGate, by no later than 14 working days before the event date. Failure to advise KingsGate by this time will necessitate a surcharge.

2.12.1.1 Once contracted, variations on cold buffet meals ordered by plus or minus 10% may be made with the agreement of our catering provider, up to 7 working days prior to the event date.

Special Dietary Requirements
2.12.2 KingsGate provides special dietary meals for delegates requiring them. Orders for cold special dietary meals must be advised in writing, to KingsGate, by no later than 5 working days before the event date. Failure to advise KingsGate by this time may lead to a late notice surcharge for each meal, if it is possible to provide the required specialist meal on the day required. Hot special dietary meals are subject to a minimum order number and priced as a bespoke special order.

Food Hygiene
2.12.3 Catering provision for clients using KingsGate is by outside professional catering suppliers; however, from the point of delivery of pre prepared/packed buffets to our catering staff, KingsGate becomes responsible for all food safety and hygiene in accordance statutory regulations. Clients purchasing food for their event through KingsGate are encouraged to make accurate assessment of their requirement in order to minimise food wastage; however, in order to maintain the highest standard of food hygiene:

Self-Catering
2.12.4 KingsGate requires prior notification of an intention to self-cater for an event. Self-catering will attract a surcharge.

3.0 Acceptable Use

3.1 Acceptable Power Usage
3.1.1 Clients are required to inform KingsGate of the power-rating of any electrical equipment they intend using as part of their booking. Normal power demands to enable the use of laptops, projectors etc. within venues are accepted; however, KingsGate retains the right to levy a surcharge for the consumption of power deemed to be outside of any normal and fair usage. Insurance, Loss & Damages, Property, Receipt of Deliveries

3.2.1 The client is responsible for taking all reasonable precautions to protect the venue, equipment, facilities or any other KingsGate property. Any costs incurred by KingsGate for repairs following accidental or negligent damage caused at the event will be chargeable to the client. KingsGate will take all reasonable care to protect and maintain security for client property and staff but will not take responsibility for any damage or loss of client property or items before, during or after an event. The client must accept responsibility at all times.

3.2.3 KingsGate accepts no liability for lost or left client/delegate property. KingsGate will, however, hold lost private property (i.e. coats, hand bags, wallets, purses, chargers, phones etc.) for 14-days, but clients’ marketing material, advertising displays, and event material (i.e. paper, leaflets, posters, handouts, course material etc) left after an event, will only be retained for a period of 7-days after the event, after which time it will be disposed of as event refuse or recycled.3.2.4 All client deliveries (postal or courier) to KingsGate in support to a client’s booking at KingsGate will not be accepted unless:

3.3 Cleaning

3.3.1 The venues are prepared and presented fit-for-purpose at the start time of a clients booking. While normal usage will leave the room in a state requiring cleaning and making up, additional cleaning charges for spillages, clearing of waste not in bins provided etc, will be levied as an additional cleaning charge to the client following their event. As a guide, any rubbish left by a client, not in bins provided or in sealed black bin-liners, will attract an additional cleaning charge.

3.4 Limit on Numbers

3.4.1 KingsGate venues are fire-rated to specific occupancy levels which must not be breached in any circumstances. Authority to breach venues occupancy limit rests with the Fire Officer. KingsGate does not have local authority to approve last minute requests to increase occupancy and the Health and Safety Advisor retains the right to limit numbers and access to a venue should he feel that safety limits have been breached.

3.5 Running Time

3.5.1 KingsGate venues are let for specific time periods and additional prearranged pre-event set-up times. No assumption is to be made that this period can be extended. The client will be charged for each hour (or part of) for which additional time is used.

3.6 Connection to AV/PA Equipment

3.6.1 KingsGate provides the capability to connect projectors and electronic equipment via HDMI and VGA for visuals, and XLR or mini-jack for audio (HDMI does not require a separate lead for audio). The client must provide all equipment and specialist connections that convert output to the input standard required by VGA and HDMI connections and/or XLR or mini-jack connections as required.

3.7 Marketing and Advertising Events.

Marketing of Events
3.7.1 KingsGate will not:

Advertising of Events
3.7.2 Only confirmed events (those with a mutually signed contract) are permitted to publicly advertise that the event is being hosted at KingsGate.

4.0 Payment and Credit

4.1 Payment of Invoice
4.1.1 Upon completion of the event, KingsGate will issue invoice for full and final amount, which should be paid in full within 30 days of invoice date.
4.1.2 Any challenge or objection to any part of the invoice must be made in writing within five working days of receipt of invoice otherwise invoice should be paid in full.
4.1.3 Any event booked within 7 days of required event date should be paid for in full no later than 48 hours prior to the event for confirmation.
4.1.4 Payment by company credit card will incur a 3% surcharge.
4.1.5 Payment must be made in pounds sterling (GBP). We reserve the right to pass on any bank charges resulting from exchange of foreign currency payments.

4.2 Credit and Late Payment
4.2.1 Our credit terms are 30 days. Outstanding invoices, beyond 60 days, will incur a 4% cumulative charge per month or part of month that the invoice remains unpaid.
4.2.2 First-time clients must pay 100% of their booking in advance of the event date.
4.2.3 Where the client’s accounting system relies on the pre-authorisation of a Purchase Order number (PO) to procure a service or supply, KingsGate will require receipt of a PO to confirm the booking.
4.2.4 Any outstanding payments must be received before a new booking can be accepted.
4.2.5 We reserve the right to carry out credit checks on a client or prospective client at any time and to demand upfront payment to secure an event where necessary.

4.3 Commission
4.3.1 KingsGate will pay an agent, or an event management company, a fee between 8% -10% of the VAT exclusive (Net) rate on rooms hire costs as commission, following the successful completion of the event and subsequent payment by the client.

4.4 Payment by Voucher
4.4.1 Vouchers cannot be resold or passed onto a third-party without the express consent of KingsGate Trading Limited. A Beverage Voucher will cover a single serving of beverages only. The meeting/event must take place between 08:00 and 18:00 on a weekday.
4.4.2 Vouchers must be used within 6-months of receipt and will be subject to availability and meeting room will be at the discretion of KingsGate Conference Coordinator. Terms & Conditions apply. There is no cash alternative.
4.4.3 Vouchers must be signed and dated by a member of the KingsGate Conference Team at the time of
receipt.

5.0 Entertainment and Alcohol Licences

5.1 Noise Abatement
5.1.1 KingsGate is not permitted to play loud music or hire facilities for entertainment purposes after 22:00.

5.2 Performing Rights Licencing
Use of Copyrighted Music during events
5.2.1 Clients are covered by a PRS & PPL licence held by KingsGate Community Church for the premises. This enables a client to play recorded material from CDs, files or streaming services at public events. If a client is holding a live concert at the premises, clearance will need to be granted, in advance, by the Conference or Production team.

Use of Films and Video during events
5.2.2 Should clients wish to show films at the premises, a licence will need to be obtained from either FilmBank or MPLC (Motion Picture Licensing Corporation).

Use of YouTube Clips
5.2.3 The YouTube terms and conditions state that the service is for private and personal use only; therefore, clips from YouTube should not be played publicly without permission from either YouTube or the individual or company that created the original content.

Use of Audio/Video Recording
5.2.4 A Limited Manufacturing Licence from PRS is required for music which, as copyrighted material, is embedded into Video or Audio recordings. Recordings of the spoken word and presentations do not require a licence.

Use of Song Words
5.2.5 Church or religious events, not organised by KingsGate Community Church, that require the display, copying or re-producing of song words, will need to apply for an events licence from CCLI.

Copyright Issues & Infringements
5.2.6 KingsGate Trading Ltd does not accept liability of any copyright issues or infringements that arise out of a client’s misuse of copyrighted material.

5.3 Alcohol Licence
5.3.1 The client should notify KingsGate of intention to require alcohol to be made available for sale a minimum of 30 days prior to the event date to enable a temporary license to be obtained. No alcohol will be served after 23:00 (11pm) under any circumstances. Persons under 18 will not be served or supplied with alcohol.
5.3.2 Due to a restrictive covenant with the Church, instances of alcohol abuse or drunkenness, must not occur; therefore, the sale of alcohol is normally limited to strict 45-minute periods, allowing for periods when the alcohol service is temporarily suspended. KingsGate has its own bar provider who can provide a programme to support most events.
5.3.3 KingsGate does not have a license to sell alcohol; however, a temporary event licence can be applied for from Peterborough City Council to enable the temporary sale of alcohol at specific events.
5.3.4 The client is permitted to purchase alcohol through KingsGate as part of a catering/beverage provision in advance of a specific event. The advance purchase does not allow alcoholic products to be resold at the event.
5.3.5 Subject to agreement over quantity and use, clients may bring in alcohol to be used at a specified event; however, KingsGate retains the right to apply a ‘corkage charge’ to the clients’ bill.

6.0 Photography

6.1 KingsGate requires prior notification of an intention to record images via any media while on-site. Any image taken that clearly shows the KingsGate logo, an employee of KingsGate, or relates the image to KingsGate, requires prior approval of KingsGate before being made public or being used in any promotional or journalistic publications, including all forms of social media. No image may be taken of other clients or businesses using Kingsgate without written permission of both KingsGate and the business concerned. Kingsgate retains the right to refuse a client permission to take photographs while on site at any time.

7.0 Provision of Free Wi-Fi

7.1 KingsGate offers a free wireless internet service and uses reasonable endeavours to make this service available at all times; however, KingsGate will not be liable if for any reason the service is not available at any time or for any period. Access to the free service may be suspended at any time. This service is intended to allow the client to access the internet in order to use, amongst other things, the worldwide web, e-mail and messaging. The client undertakes that their use of the service will be within the bounds of the law. We reserve the right to terminate client or delegate use of the service without notice if, at any time, KingsGate becomes aware of any behaviour that has a negative impact on our equipment or network, or the use of our equipment or network by other clients or delegates.

7.2 The client acknowledges that use of the free service is at their own risk. The service is provided on an ‘as available’ basis, and to the fullest extent permitted by law, we hereby exclude all and any warranties or conditions of any kind, whether expressed or implied, in respect of the service and any content or data obtained or downloaded from it. We do not warrant that the free service will be uninterrupted, timely, secure or error-free. We are not responsible for the security, integrity, accuracy or completeness of any information that you transmit or receive while using the free service.

8.0 Safety and Fire

8.1 Safety and Fire
8.1.1 All events are subject to compliance with current Health & Safety and Fire Safety Regulations and to the requirements of any other relevant authorities.

8.2 Risk Assessments
8.2.1 Organisers are responsible for carrying out all necessary risk assessments prior to the event and issuing copies to KingsGate at least 14 days prior to the event for review. KingsGate requires notice in advance of any aspects of the event which may necessitate special safety or security arrangements. The organiser will be responsible for all consequential costs.

8.3 Use of Rooms as Dressing/Changing Rooms
8.3.1 In addition to the requirements of paragraph 3.3.1, where the use of the room has involved dressing/changing, clients are required to achieve a higher standard of cleaning to ensure there are no remaining items which could cause injury, including (but not exclusively) pins, sharps, sequins, hair clips and hair bands. Where the client fails to undertake this standard of cleaning, additional charges will apply.

8.4 First Aid
8.4.1 Organisers should ensure provision of adequate First Aid personnel for their event.
8.4.2 It is a mandatory requirement that where the client invites a third-party provider to their event that KingsGate Reception Desk is informed of the following information at the start of their event:

8.5 Portable Appliance Testing (PAT)
8.5.1 All electrical appliances brought to site by the client should be tested in accordance with current electrical safety legislation; damage or injury caused by faulty appliances or equipment will be the sole responsibility of the client.
8.5.2 Should a client’s electrical equipment be found not to have been PAT tested and certified, reasonable costs associated with the tripping of electrical MCBs will be raised against the client together with associated cost incurred by other clients using KingsGate as a consequence of non-compliance with para 8.5.1 above. 8.6 Smoking/Vaping Policy.

8.6.1 KingsGate has a strict no smoking policy (including vaping). Areas where smoking can take place outside the building are clearly designated.

9.0 Special Conditions

9.1 Acts of God, Force Majeure
9.1.1 If KingsGate is rendered wholly unable, or in part, to fulfil its obligations due to Force Majeure, Acts of God, industrial dispute, government regulation or intervention, restrictions on the Conference Centre, in no event will KingsGate be liable for loss of profit or consequential damage from any of these matters.

9.2 Primacy of Use
9.2.1 KingsGate Conference Centre is the subsidiary trading arm of KingsGate Community Church. KingsGate Community Church retains the sole right to prioritise use of the KingsGate Conference Centre venues and, in extremis, cancel a client’s booking.