Venue Hire Agreement for the usage of Crown Pavilion 1 ...crownpavilion.com/wp-content/uploads/2017/08/Event-Venue-Hire... · Pavilion to the Client within the Venue Hire Agreement

Venue Hire Agreement for the usage of Crown Pavilion

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1. Definitions

1.1. “Event” means the event which is the subject of the Venue Hire

Agreement;

1.2. “Client” means the legal or natural person primarily responsible

for the submission of the duly executed Venue Hire Agreement to

Crown Pavilion;

1.3. “Venue Hire Agreement” means the form required by Crown

Pavilion containing details, dates and times of the proposed activities

at the Venue for which Crown Pavilion’s permission is sought and to

which Crown Pavilion has agreed to rent to the Client;

1.4. “Fee” means an amount of money to be agreed in writing

between Crown Pavilion and the Client and to be paid with any

applicable VAT by the Client to Crown Pavilion as consideration for

permission to hold the Event at the Venue and for any other

service(s) to be provided by Crown Pavilion;

1.5. “Guests” means all persons attending the Event at the Venue,

whether or not with the express permission of the Client, including

any employees, sub-contractors and/or agents of the Client;


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1.6. “Venue” means the property and/or areas identified by Crown

Pavilion to the Client within the Venue Hire Agreement for the

purposes of the Event;

1.7. “Duty Manager” means the employee of Crown Pavilion

designated to manage/supervise the Event;

1.8. “Venue Hire Fee” means all fees charged to the Client in relation

to the Event;

1.9 “Crown Pavilion” means the Hall which is for rent, the Servery

and the Restrooms;

This Venue Hire Agreement is made and entered into as of the date

last set forth below, by and between Crown Pavilion and

______________________________ (“the Client”).

Whereas, the Client desires to rent the facility from Crown Pavilion

for the purpose of __________________ on the terms and

conditions set forth herein and Crown Pavilion is willing to rent the

facilities on such terms and conditions.

NOW, THEREFORE, in consideration of the mutual promises set forth

herein, and for other good and valuable consideration, the receipt

and adequacy of which is hereby acknowledged, the parties agree as

set forth below.


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2. Booking Arrangement

No booking will be deemed confirmed until Crown Pavilion has

received:

2.1 A completed and duly signed Venue Hire Agreement from the

Client,

2.2 Within 14 days of the date contract was generated, the Venue

Hire Terms and Conditions Agreement is to be signed acknowledging

that the Client has accepted the terms of the said agreement.

2.3 If a booking is made less than one calendar month prior to the

Event Date then all fees will be due immediately upon booking.

2.3 Booking Deposits are required to confirm Event Dates.

2.4 The Client shall pay the full rental amount, including a refundable

deposit of N50,000.00, 60 days prior to the scheduled event date.

Sixty days prior to the event, all deposits collected except for

cleaning, are non-refundable

2.5 Cash payments are not allowed. All payments are deemed

recieved when cleared funds are credited into Crown Pavilion’s bank

account. All charges are exclusive of 5% VAT and 5% LASG

Consumption Tax.

2.6 The Client must prior to the Event Date endeavour to give Crown

Pavilion a full list of the Vendors that would be used during the

Event. Any changes to the Vendors List must be brought to the


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attention of the Duty Manager at least 24 hours before the Event

Date. Failure to do this may result in the fortfiture of the Client’s

Deposit.

2.7 Fees are subject to change without notice.

3. Access to the Venue

3.1. The Client, its employees and sub-contractors will be permitted

to enter the Property on two occasions prior to the day of the Event

for the purpose of making any operational planning investigations

necessary for the smooth running of the Event, at such dates and

times as shall be agreed in advance with Crown Pavilion .

3.2 Maximum number of people allowed in the Hall is 750. This

includes infants and children, guests of the event, plus catering staff

and other vendors inside the building.

3.2. All areas or rooms within the Venue to which the Client has been

granted access, including agreed access times, are detailed on the

Venue Hire Agreement.

3.3. The Client must arrive and vacate by the agreed time, as stated

on the Venue Hire Agreement. Client’s failure to adhere to the

agreed time will cost N20,000.00 (Twenty Thousand Naira) per hour.

In the event of unauthorised overrunning (after initial verbal warning

from the Duty Manager), the Venue holds the right to interrupt the

Event, cut power supply and exclude hire and third parties from the


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Venue with or without the assistance of Crown Pavilion’s security

personnel.

3.4 Hiring of Crown Pavilion is available from 10:00 am to 10.00 pm.

Rental of the site includes the use of the entire Hall, Severy,

Restrooms. The use of our Changing Rooms, Warming Kitchen,

Lounge, Bar and Gardens are separate offerings. Interest in any of

these should be made known to the Duty Manager who would advise

and bill accordingly.

3.5. Use of the Hall, Severy and Restrooms as contained in this Venue

Hire Agreement does not imply any right to use any other part of the

premises, for deliveries, storage or any other access except where

Crown Pavilion has agreed to such use.

4. Equipment, Setup and Staff

4.1 No equipment is to be delivered to the Venue without the prior

agreement of Crown Pavilion. Crown Pavilion reserves the right to

refuse the delivery of any equipment considered dangerous or

harmful to its buildings and contents or to its employees, agents or

guests.

4.2 All venue dressings must be freestanding i.e. not touching the

fabric or contents of the Venue. All decorations must be approved by

the Duty Manager. No tape (exception Shuretape), nails or staples

can be used on Crown Pavilion’s building surfaces. Wire, Floral wire,

non-stick tape are allowed. Hanging from cup hooks is mandatory.


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Battery operated tea lights are recommended. Bubble machines are

permitted for outside use only. Rose petals may be used for

decorating purposes on tables only, and must be cleaned up entirely

at the end of the event.

4.3 The use of propane heaters anywhere within the premises is

strictly prohibited. Gas Burners, naked fires and flammable

substances (gasoline, kerosine, generators, etc.) are not allowed

inside the Marquee neither are fireworks and flames.

4.4 At all times the safety of all personnel in the Venue is paramount.

Other people working in the Venue (i.e. Caterers, Crown Pavilion

staff, etc.) must not be hindered in any way during the setting up and

striking down of equipment.

4.5 At the end of an Event, or at a time agreed by Crown Pavilion in

the Venue Hire Agreement subsequent to the end of an Event, the

Client shall remove all equipment and effects brought to the Venue.

Crown Pavilion cannot accept any responsibility for equipment or

other effects left at the Venue before or after an Event.

4.6 Crown Pavilion will take appropriate measures, within its control,

to supply lights and equipment in good working order. If a Technician

is required to assist with sound or lighting, there may be an

additional charge. Crown Pavilion reserves the right to insist that its

Technician be present at an event and charge as appropriate.


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4.7 The Client agrees to use the equipment belonging to Crown

Pavilion in a safe manner and return it in good working order. Where

equipment is damaged, appropriate charges will be made to Client.

4.8 The Venue must be clear of all the Client’s properties and in a

clean and useable condition by the time stated on the Venue Hire

Agreement. Failure to comply with this may result in Crown Pavilion

disposing of the properties and charging the Client for expenses

incurred.

4.9 Crown Pavilion will help in providing security during the event.

However, the Client is at liberty to arrange, at its expense, for extra

security if need be.

5. The Event

5.1. The times of the Event are set out in the Venue Hire Agreement.

Bar service must finish 30 minutes prior to the end of the hire period.

5.2. The Client will not invite or permit more than the agreed number

of Guests to attend the Event.

5.4. Crown Pavilion representatives, employees or agents reserve the

right to:

a) Refuse entry to any persons who are in the opinion of Crown

Pavilion posing a safety or security risk at or in the vicinity of the

Property during, immediately prior to or immediately following the

Event;


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b) Request proof of invitation or identification from each or any

guest, without which entry to the Property may be refused.

5.5. At the time of booking the Client must appoint a Named

Organiser to be the sole point of contact for the Duty Manager.

Changes to the Named Organiser must be appropriately

communicated in writing to Crown Pavilion at least 24 hours before

the Event Date. The Named Organiser must remain in the Venue

throughout the Event to liaise with the Duty Manager in monitoring

the Event and to accomplish an orderly departure of Guests.

5.6. The Client will ensure that all Guests leave the Venue quietly and

that no disturbance is caused to local residents and or businesses as

a result of the departure of Guests from the Event at any time; and

that all Guests leave the Venue no later than 15 minutes after the

scheduled end of the Event.

5.7 All amplified music must conclude no later than 10:00 pm. Crown

Pavilion staff are authorized to ensure and use all means possible to

reduce the sound output provided by either the Band or DJ, or both,

if deemed too loud.

5.8 Amplified music must be maintained at a reasonable volume at

all times and is only allowed inside the building

5.9 Fire extinguishers are visibly placed by the Entrance and Exit

Doors, and in specially marked places. All Vendors/Contractors are

required to have knowledge of use.


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6.0 Vendors, Staff and Guests

6.1. Vendors, Staff and Guests must adhere to Crown Pavilion’s

Smoking Policy. No smoking is allowed inside the Marquee at all

times (electronic cigarettes inclusive). Smoking is only allowed in the

designated smoking area located in the rear of the premises.

6.2. Vendor’s staff should not consume alcoholic beverages on the

property.

6.3. Legal drinking age in Nigeria is 18 years old.

6.4. Crown Pavilion staff are authorized to close down the bar if

alcohol consumption becomes a dangerous situation.

6.5. All rental items and vendor equipment must be removed at the

end of the event.

6.6. Caterers are required to wipe down / mop up all areas where

food had been present.

6.7. Client and Vendors may use sinks provided to dispose water-

based organic liquids and food juices only (no oils).

6.8 A refundable cash deposit of N5,000.00 must be paid by each

Client’s Vendors prior to being admitted into the premises. Vendors

must satisfactorily clean up their stalls/stands after the Event, failure

of which the Vendor’s Deposit would be applied in offsetting the cost

of cleaning/clearing the Vendor’s allotted stall/stand.


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7. Right of Entry and Good Order

7.1 The right of entry to all parts of the Venue is reserved at all times

to Crown Pavilion and its officials and employees and any other

persons authorised by it.

7.2 The Client shall make sure good order is kept in the Venue and

Crown Pavilion reserves the right to terminate any Event not

properly conducted.

7.3 The assessment of the conduct of an Event rests with the Duty

Manager and s/he has full authority to act on behalf of Crown

Pavilion.

7.4 The Client and Guests must conduct themselves in a responsible

manner with due consideration to any other Guests, Venue staff or

their agents, visitors or members of the public.

7.5 The Client and their Guests must refrain from any behaviour,

which would bring the Venue into disrepute or cause discomfort/risk

to others.

7.6 The Client has an obligation to tell all Guests about these terms

and conditions, to give them details and ensure they comply with

them. It is a condition of the Booking that the Client accepts the

terms and conditions and has made all Guests who are party to the

Event aware of them. Each Guest must individually agree to comply


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with these terms and conditions. The Venue will enforce the terms

and conditions against Guests individually where relevant.

8. Event Amendments

8.1. Any changes to the times of the Event must be requested before

a booking is confirmed. Extensions to hire times incurs additional

charges.

8.2 Crown Pavilion would not be liable for events not being held due

to uncontrollable circumstances or acts of God.

9. Purpose of the Event

9.1. The Client must fully and fairly represent the purpose for which

the venue is required. Any misrepresentation may result in

cancellation of the Event at any time by Crown Pavilion. Under no

circumstances may the Client sub-let.

10. Client’s Responsibility

10.1. The Client will be held responsible and liable and must

indemnify Crown Pavilion in respect of any damage, theft and loss

caused to the Venue and its contents by the Client, its employees, its

contactors or by any other person on the premises by reason of the

purposes of the Event howsoever and by whomsoever caused. The

Client’s responsibility does not extend to employees of Crown

Pavilion or to contractors appointed by Crown Pavilion to assist at

the Event.


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11. Liability and Indemnity

11.1. To the fullest extent permitted by law, Crown Pavilion shall not

be liable for:

a) Any loss or damage to property of the Client or their Guests except

where Crown Pavilion or its employees are responsible for the loss or

damage.

b) Any inconvenience or loss caused to any party as a result of

cancellation or termination except where Crown Pavilion or its

employees are responsible for the cancellation or termination.

11.2. Appropriate insurance cover should be obtained by the Client

to indemnify the Venue against claims, which may be made against it

in respect of loss, or damage that the Venue may suffer. Such

insurance should also cover the risk of bodily injury or death to the

Client, Guests, their servants, contractors, agents or licensees and

members of the group or any third parties. This excludes any such

loss, damage, injury, or death as may be caused by the act, default or

negligence of Crown Pavilion.

11.3. The Client will conduct a risk assessment in respect of their

event and will provide to Crown Pavilion, on request, full details of


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this risk assessment. A risk assessment template can be emailed to

you on request.

11.4. If insurance is deemed necessary, the Client will provide to

Crown Pavilion on request full details of any insurance obtained.

11.5. The Client and their Guests are responsible for any negligent

loss and damage to Venue furniture and equipment. Any costs of

making good any damage will be charged to the Client.

11.6. All Crown Pavilion’s properties will be inventoried prior to

Client’s accessing the venue and a Client’s signed copy of this

inventory must be provided prior to the start of the Event. Any losses

incurred due to inventoried property found to be missing or

damaged will be charged to the Client and/or recovered from the

Security Deposit.

11.7 All furniture and equipment including cutlery, crockery, and

glassware has been inventoried and may not be transferred between

rooms/areas without prior agreement of the Venue.

11.8 Rules, regulations, technical advice or other requests

reasonablely made during the running of an event by the Duty

Manager or Venue staff should be adhered to.

These terms and conditions cannot be modified in any manner

without the prior approval of Crown Pavilion.


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I/We have read and understood this Agreement and the Policies it

contains. I/We understand that if I/We or any of the Guests or

Vendors at the event does not comply with this Agreement or the

Policies stated therein, the Event may be immediately terminated

by Crown Pavilion, at its sole discretion, and/or all deposits made

retained by Crown Pavilion. I/We understand and agree that, in

addition, I/We will be responsible and liable to Crown Pavilion for

any costs exceeding the amount of the retained deposit.

_________________________________________ ___________

Client Date

_________________________________________ __________

Crown Pavilion Signature Date

Documents

Venue Hire Agreement for the usage of Crown Pavilion 1 ...crownpavilion.com/wp-content/uploads/2017/08/Event-Venue-Hire... · Pavilion to the Client within the Venue Hire Agreement