Hereford RACECOURSE TERMS & CONDITIONS FOR MEETINGS, CONFERENCES AND OUTDOOR EVENTS Booking Terms: 1) This contract is between Hereford Racecourse Limited and the Client specified overleaf. References in this agreement to Hereford Racecourse shall mean Hereford Racecourse Limited. 2) The person signing on behalf of the Client warrants to Hereford Racecourse Limited that he/she has the authority to do so, failing this he/she will be personally liable under this contract. 3) Hereford Racecourse reserves the right to release a booking if confirmation is not received in writing within 14 days of issuing the booking sheet. 4) Hereford Racecourse. reserves the right in its absolute discretion to book more than one event on the same day if it is satisfied that the functions are mutually exclusive. 5) These terms and conditions apply to every booking and no variation of them is effective unless agreed in writing by Hereford Racecourse. 6) The contract is not effective until the Terms & Conditions have been signed and dated by both parties and returned to and accepted by Hereford Racecourse Limited. 7) All catering requirements will be undertaken by the contracted caterers for the Company unless otherwise agreed with the Company in this respect, terms and conditions from the contracted caterers will apply to all catering requirements. Agency Bookings: 8) Hereford Racecourse will only pay agency commission where the rate has been agreed in advance, and in writing, with the racecourse. Payment Terms: 9) A minimum deposit of 50% of the function fee or £250 (which ever is the greater) is required on confirmation of the booking, calculated using estimated numbers where necessary. 10) Hereford Racecourse will invoice for the balance of the function fee prior to the function date, calculated using estimated numbers where necessary. 11) Hereford Racecourse reserves the right to cancel any function if full payment of the invoice is not received within 14 days prior to the event date. Unless credit has been agreed in which case the invoice will state the payment terms. Time of payment is of the essence. 12) For large events, Hereford Racecourse reserve the right to request a deposit and payment by instalments prior to the event, in line with the percentages and time-scales quoted in clause 29. 13) Hereford Racecourse reserves the right to cancel the event if full payment has not been received 14 days prior to the date of the function. In such cases Hereford Racecourse will not be deemed liable for any costs incurred through cancellation. 14) Any adjustment to the final function fee will be invoiced or credited to the client no later than 72 hours after the event. 15) The management of Hereford Racecourse reserve the right to re-negotiate prices estimated for future events. This is limited to events booked more than 3 months in advance of the event date. Any proposed changes will be notified in writing with full explanation of the reasons for the change. 16) Cheques should be made payable to Hereford Racecourse. 17) All prices quoted are exclusive of VAT unless otherwise stated. Liability: 18) The client is liable for any damage or loss sustained to any land, property, fixtures or fittings belonging to Hereford Racecourse as a direct result of the function. 19) The client is liable for any injury, damage or loss sustained to any property, fixtures or fittings belonging to themselves, any of their agents or persons attending the event as a direct result of the function. The client agrees to indemnify Hereford Racecourse from and against all liabilities, losses, damages, costs, charges and expenses, actions, proceedings, claims and demands brought against Hereford Racecourse arising directly or indirectly out of or in connection with any breach of the client’s obligations under any relevant contract between the client and Hereford Racecourse. 20) Hereford Racecourse insists that the client holds appropriate third party liability insurance to cover the function and is entitled to ask for copies of the relevant documentation. 21) The client shall comply (and ensure that its employees and agents comply) strictly with all instructions, warnings, data sheets and other material (including without limitation those regarding health and safety) supplied by Hereford Racecourse with or in connection with any function. 22) Hereford Racecourse reserves the right in its absolute discretion to refuse admission to any guest. 23) The Client must ensure that all equipment supplied by the Client, for the Client’s use within the boundaries of the Hereford Racecourse estate, complies with Health & Safety at Work Acts and / or any other legislation that has been passed by the authorities. Hereford Racecourse reserves the right to refuse connection of water, gas or electricity to the Client’s equipment if the said equipment is considered unsafe or a hazard. 24) The use of large items which require above average electricity loads must first be agreed by the management of Hereford Racecourse. 25) The client will be provided with a set of emergency procedures specific to Hereford Racecourse. Cancellation: 26) Hereford Racecourse reserves the right to cancel a function at any time after confirmation if Hereford Racecourse are of the opinion that holding the function would prejudice the reputation of the venue. 27) Hereford Racecourse shall have the right to cancel or delay a function without liability to the extent that it is prevented from providing the accommodation for any booked function through any circumstances which are beyond the control of Hereford Racecourse or which it could not reasonably be expected to control or prevent including (but not limited to) any act of god, war, armed hostilities, act of terrorism, riot, civil commotion, revolution, blockade, embargo, strike, lock-out, sit-in, industry or trade dispute, fire, explosion, flood, adverse weather, disease, accident to or breakdown of plant or machinery, shortage of any material, labour, transport, electricity or other supply, change of law or regulation or any form of Government official or regulatory prevention including local council regulations. 28) Cancellation of a function by the client must be confirmed in writing to Hereford Racecourse. Cancellations are deemed to be effective from the date that Hereford Racecourse receive the notice. 29) The following charges will be incurred by the client following any cancellation of an event on their behalf: a) Up to 12 weeks prior to the event date – deposit already paid b) Between 6 weeks and 12 weeks prior to the event date – 50% of the function fee, calculated using estimated numbers where necessary c) Less than 6 weeks prior to the event date – 100% of the function fee, using estimated numbers where necessary. 30) Shortfall charges will be levied if the numbers fall below 90% of the estimated figure up to 7 working days prior to the event date. After this date 100% of pre-booked costs will be charged. Function Organisation: 31) The client is responsible for all costs resulting from license applications concerning their function unless by prior arrangement with Hereford Racecourse. Events without the necessary licenses/documentation will not be allowed to open to the public. 32) No promotional material shall be posted on any property belonging to Hereford Racecourse unless the venue management has given prior consent. The Racecourse management reserves the right to seek additional payments for any damage caused by the display of promotional material. 33) No promotional flyers are to be distributed on any property belonging to Hereford Racecourse, unless prior permission has been given. Any cleaning costs incurred through unauthorised distribution will be charged to the event organiser. 34) No promotional material shall be posted on any private or public property without prior consent of the property owner or the relevant council authorities. Hereford Racecourse reserves the right to recoup any costs incurred by illegal fly-posting/ advertising display. A bond may be required if the management of Hereford Racecourse feel that insufficient guarantees are given regarding advertising. 35) Exhibition / Trade & Hobby Shows – Organisers are responsible for ensuring that all trestle/display tables are stacked appropriately after their event, and that any rubbish is collected, bagged and left in a central position before vacating the hall. Failure to do so may result in additional charges. Hereford Racecourse can accept no liability or responsibility for damage / theft of equipment left at the venue, unless prior permission has been given by the management. 36) Access times for exhibition building/ furniture deliveries/ show breakdown must be agreed prior to commencement. Failure to do so may result in additional charges being levied against the organiser. 37) Firework displays – Organisers are responsible for the fire to be dug over, rolled and reseeded to the satisfaction of the Racecourse. 38) Hereford Racecourse reserves the right to reduce any noise levels produced by equipment based upon racecourse property. Hereford Racecourse also reserves the right to shut down any live or prerecorded music based on the site if the management are of the opinion that it is causing distress to local residents, or is in any way to the detriment of the Racecourse’s reputation. Public Events: Hereford Racecourse requires the following information/ documentation/ guarantees for any event to which members of the general public will be attending. These details will be required for commercial and non-profit making exhibitions/events. 39) Public Liability Insurance – Minimum £5,000,000. A copy must be presented to Hereford Racecourse before the event takes place. 40) Employers Liability Insurance - A copy must be presented to Hereford Racecourse before the event takes place. 41) Theft & Accidental Damage Insurance - A copy must be presented to Hereford Racecourse before the event takes place. 42) Ground Insurance Bond – where applicable to cover damage to grounds, property and equipment. 43) A plan of the Organisational Structure – outlining Names, Job Titles, and Contact details. 44) Fire Certificates for all dressings, sets, drop furnishings and structures (inc tents/marquees). 45) Additional fire fighting equipment for installations, structures, and equipment. 46) First Aid Cover. 47) Personal Protective Equipment – where applicable. 48) An event communications network – radios etc (these can be supplied by the racecourse, but must be requested in advance). 49) Structural Certificates for any staging / temporary structure. 50) A qualified electrician capable of issuing a minor works certification. Outdoor Events: Some outdoor events may require the following: 51) Organisers are to undertake adequate parking and traffic management on site and at the entrances to the site. There should be no blockage of access roads. 52) Fencing and barriers to prevent public access to areas of the racecourse – i.e. track, lawns, stables etc. 53) Track way to prevent turf damage from vehicle movements. 54) Portable working lights. Please note: for your convenience Hereford Racecourse has a list of recommended contractors and suppliers for many of these requirements. Stewarding/ Security: The following are merely guidelines and must be confirmed through consultation with Racecourse Management once site plans, risk assessments, capacities etc are confirmed. 55) The organisers are to arrange adequate stewarding to ensure that the public do not pass across the racetrack. 56) Events requiring a Public Entertainment License: 1 steward per 100 persons. 57) Events requiring a Public Entertainment License where over 40% of the audience is under 16: 1 steward per 50 persons. 58) For events requiring a Public Entertainment License: each fire exit/entrance for rooms in use must be covered by a minimum of 1 licensed door supervisor. 59) Where equipment is left overnight, overnight security is mandatory. 60) The management of Hereford Racecourse reserve the right to make final decisions regarding stewarding/security numbers based upon consultation with the security coordinator, event director and any other relevant authorities. 61) All costs relating to security/stewarding are the responsibility of the event organiser, except when agreed through prior negotiation with Hereford Racecourse. 62) Hereford Racecourse reserves the right to insist on the use of specific companies to supply stewarding/security/overnight security. Important Notes: 63) The organisers must allow time for detailed planning meetings to take place with the Racecourse management, public and event safety coordinators and any other parties who require detailed planning meetings/ information. 64) Capacity will be determined by stewarding/security numbers, access to sanitation and emergency exits. 65) Always allow at least one hour prior to the opening for staff safety briefings/ site safety check. These conditions of hire have been determined after consultation with solicitors, council/government officials, and health & safety/event consultants. They are intended to ensure the safety of all concerned and to ensure that all relevant legislation is adhered to. It is the intention of Hereford Racecourse to host safe and successful events, which further the reputation of all associated parties. Your cooperation is essential and is greatly appreciated. I agree to the Terms and Conditions above: Name of Event: Date of Event: Venue Name: HEREFORD RACECOURSE Client’s Name: Signed: ………………………………………………….. Signed………………………………………... Print Name: Print Name: Position: Position: Date: Date: