The Client means the party or parties who has or have booked a room or rooms and/or other services or facilities from ARACS. Where there is more than one party the parties shall be jointly and severally liable for the settlement of all accounts
The Facilities means the hire of rooms provided by ARACS at 3 Gray’s Inn Square, London, WC1R 5AH and the provision of additional services as defined more particularly in paragraph 6 below
The Period of Hire means the period specified in the Agreement between the Parties subject to any extension agreed between the Parties
The Premises means 3 Gray’s Inn Square, London, WC1R 5AH.
Terms & Conditions
Charges: The charges for the Facilities shall be those agreed in writing between the Client and ARACS. A deposit of 20% of the charges for the hire of rooms is payable on making the booking. In the event the Client cancels all or part of a booking, the Client will pay the following charges:
If the cancellation is notified to ARACS more than one month prior to the first day of the period booked: no charge.
If the cancellation is notified to ARACS more than one week but less than one month prior to the first day of the period booked: a sum equivalent to 50% of the charge for the hire of the room(s) for the period cancelled.
If the cancellation is notified to ARACS one week or less prior to the first day of the period booked and cancelled: 100% of the charge for the hire of the room(s) for the period cancelled.
Where the Client cancels the booking of additional services, such as the provision of court reporting, translating or catering, the Client shall pay the costs incurred by ARACS in securing those services and/or for which ARACS becomes liable to the providers of those services as a result of the cancellation.
Cancellations must be notified in writing.
Payment of account: All invoices, with the exception of those for deposits which are payable immediately, shall be paid within 14 days. In the event of late payment, ARACS shall be entitled to charge interest at the rate of 3% per annum above the HSBC base-lending rate for the time being, on all outstanding amounts from the date of accrual until payment.
Hours of use: The Client shall only be entitled to use the room(s) hired by it during the period of hire subject to any extensions which shall be on terms to be agreed between ARACS and the Client. The normal period of hire falls between the hours of 09.00 and 17.00 on Mondays to Fridays.
Security: ARACS shall not be liable for any loss or damage howsoever caused to persons or property on the Premises arising out of this agreement. The Client shall be solely responsible to take out observe and maintain its own insurance against any such risks. It is the responsibility of the Client to ensure that all doors leading to the common parts of the Premises shall not be obstructed nor left open unless attended at all times.
Clearance of rooms: At the end of the period for which the Client has hired a room or rooms, the Client shall immediately vacate the Premises and remove all of its property from the Premises. ARACS shall charge the Client for any period when it, or its property, remain on the Premises after the period for which the Client had hired a room or rooms.
Additional Services: Unless otherwise expressly agreed ARACS shall provide and charge for all equipment and catering required by the Client to include but not limited to:
Audio Visual equipment
Refreshments and Catering
Where it is agreed between ARACS and the Client that the Client may provide any Additional Services ARACS reserves the right to levy a facilities charge and impose terms and conditions.
Disruption of business: ARACS shall take all reasonable steps within its control to ensure that the conduct of the Client’s business while on the Premises is not disrupted or interfered with by any other user of the Premises. ARACS reserves the right to terminate any room hire, without compensation or refund to the Client, if the Client or those invited or allowed onto the Premises by the Client conduct themselves in a manner likely to cause a nuisance to, or to compromise the rights of quiet enjoyment by, other occupiers or visitors of the Premises or the surrounding environs.
Damage to Premises: The Client shall treat the Premises, and the Facilities provided by ARACS with care. The Client shall be responsible to ARACS for any loss or damage caused to any ARACS property or the Premises by the Client or by any other person invited or allowed onto the Premises by the Client and shall indemnify ARACS against any claim made by a third party for which ARACS shall be prima facie liable.
Disposition of business: ARACS reserves the right to substitute a room or rooms hired to a Client, but it will only do so where the conduct of its business reasonably requires. If ARACS is prevented from conducting business at the whole or a part of the Premises as a result of any damage caused or threatened by the Client to the Premises or any other event or circumstance outside its control, it shall be entitled to cancel the whole or a part of any room hire without any liability to compensate the Client as a consequence and shall have the right to compel the Client to indemnify it against any losses occasioned to it by the Client’s conduct.