Venue Service Terms & Conditions
1. Menu to Be Served
The Parties have agreed to the menu by email or phone. The Exchange reserves the right to make small changes to the menu if key ingredients are unable to be sourced due to reasons beyond the control of the Parties.
2. Coordination with client
The client can request for access to the Venue a maximum of 2 hours in advance of the Start Time for the Event, and 2 hours after the End Time for clean up. Only 30 min setup and packdown grace period is generally included in hire. Client will make all necessary arrangements, at Client’s expense, to get this access extended.
3. Payment Terms
In exchange for the services of The Exchange as specified in proposal, Client will pay to The Exchange agreed flat fee for venue hire.
Where minimum spend (pre-paid drinks and cash bar altogether) for the event is agreed on, and minimum spend is not reached, Client is obligated to pay the difference between actual spend and agreed amount of minimum spend at the end of the event.
50% payments for pre-ordered drinks and food will be made to The Exchange no later than 45 days in advance of the event.
Final 50% payment for pre-ordered drinks and food will be made to The Exchange no later than 14 days in advance of the event.
4. Responsibilities for Related Costs
Client is solely responsible for all costs and/or deposits relating to use of the third-party suppliers, and for obtaining any necessary permissions, authorizations, or other requirement of The Exchange providing services at the Venue.
The client is responsible for cleaning up the venue after the event. If failed to do so, a £300 clean-up fee will be charged.
5. Insurance and Indemnification
The Exchange has general liability insurance relating to The Exchange’s services at the Event. However, Client will indemnify and hold harmless The Exchange for any damage, theft, or loss of The Exchange’s property occurring at the event, causes by any of Client’s guests.
6. Cancellation
If the Client needs to cancel the event, Client must provide written notice to The Exchange along with any required cancellation fee described in this Contract, to effect cancellation.
Client understands that upon entering into this Contract, The Exchange is committing time and resources to this Event and thus cancellation would result in lost income and lost business opportunities in an amount hard to precisely calculate. Therefore, the following cancellation limitations will apply.
If Client requests cancellation of this Contract 120 days or more before the Event, The Exchange shall be entitled to 50% percent of the flat service fee.
If Client requests cancellation 45-120 days before the Event, The Exchange shall be entitled to 100% percent of the flat service fee.
If Client requests cancellation 15-44 days before the Event, The Exchange shall be entitled to 25% of payment for pre-ordered drinks and food.
After 14 days in advance of the Event, The Exchange shall be entitled to 50 percent of the payment for pre-ordered drinks and food.
After 24 hours in advance of the Event, The Exchange shall be entitled to 75 percent of the payment for pre-ordered drinks and food.
The Client’s deposit will be credited against the cancellation fees owed. Any balance will be payable upon the notice of cancellation.
7. Legal Compliance
The Exchange will work in compliance with all applicable local health department rules and regulations relating to food preparation and food service.
8. Assignment
This Contract cannot be assigned by either Party without the other’s written consent, with the exception set forth in paragraph 9 below.
9. Limitation of Remedies
If The Exchange cannot fulfill its obligations under this Contract for reasons outside of its control, The Exchange may locate and retain a replacement catering company at no additional cost to Client, or refund Client’s money in full. The Exchange will not be responsible for any additional damages or compensation under these circumstances.
10. Resolution of Disputes
The Parties agree to not post any negative information about the other arising out of this Contract or Event on any online forum or website without providing advance written notice of the intended content thereof, and providing the other party with an opportunity to resolve any issues between the parties amicably.