Event terms and conditions

IIn these terms and conditions “Room” or "Grille" means Room Restaurants Limited and the client means the person, organisation, or company responsible for the event.. "Exclusive Use" means the client has agreed to a minimum spend for the exclusive use of entire venue.All bookings are subject to the terms and conditions set out below and may only be varied in writing signed by the Events Department or one of the Directors of Room Restaurants.All events should end, and the rooms be vacated, within the time agreed in the contarct. If the rooms/area is not vacated at this time then an additional room hire charge may be levied.The nature of the reservation, the name of the client and the name of the person responsible for payment if different from the person making the reservation should be notified to Room at the time of booking. Room may with absolute discretion and without giving any reason, refuse to let the premises to the client should the actual nature of the function be different from that declared. Room reserves the right to increase the private facility hire charge should the nature of the event or the number of guests expected alter significantly. Room will submit all quotations based on the estimated number of persons who will attend the event. The client will notify Room if the number of guests varies by more than 15% and Room reserves the right to amend their quotation should this situation arise. Final numbers are required by 5.00 pm, two working days before the event and this will be the minimum number of guests that the client will be charged for. For events with numbers more than 100 guests, final numbers are required four working days before the event. Any increase on these numbers will be accommodated to the best of our ability. To secure your event we will require a deposit of £10.00 per person within 7 days of confirming your enquiry. Should your event be booked within 7 days of the actual event a deposits of £10.00 per person will be required within 48 hours of confirming your enquiry. In the evcent of a 'Exclusice Use' event all pre ordered food and beverage must be paid 48 hours prior to the event. Failure to pay the deposit by the given deadline may result in the cancellation of your booking. If this contract should be terminated or cancelled the following terms would apply: The client should notify the Events Department in writing at any date prior to the date of the function. Room will endeavor to resell the event space and to obtain an equal profit margin. In the event that the space is resold, the client will reimburse Room for any shortfall in profits as a result of the cancellation. If the function space is not resold, the client will pay Room the following amounts: 10% of the company’s anticipated total costs to the client of the function as notified by Room to the client, or if not notified at Room’s current normal charges, if the termination takes place 120 – 90 days prior to the event. 50% of such anticipated total costs to the client if the termination takes place 89 – 60 days before the date of the event. 75% of such anticipated total costs to the client if the same takes place 59 – 30 days before the date of the function 90% of such anticipated total costs to the client if the same takes place less than 29 days prior to the date of the event.  100% of such anticipated total costs to the client if the same takes place less than 24 hours prior to the date of the event. Any costs incurred by Room in respect of the event including any such costs in respect of equipment hired in, flowers, staff booked for the function, food, printing and any photographer(s), musicians and other entertainers. VAT is included in all prices quoted at the current rates of 17.5%.All food and beverage is subject to a non discretionary service charge of 10% for parties of 10 guests or more (12.5% for The Hoxton Grille).  This also applies to Daily Delegate Rates.
Room maintains insurance against the loss, damage or injury to property, equipment, food and beverages and bodily injury due to the act, neglect or default of its own employees whilst carrying out their duties. Room will be under no liability for any loss, damage or injury to the client’s property or the property of the client’s guests or other persons for whom the client is responsible, if such loss, damage or injury is due to the act, neglect or fault of the client or their guests, servants or agents. Notice of all claims by the client in respect of any loss, damage or injury should be given in writing to Room at the address given above and in default of such notice. Room shall not be held responsible for such claims. The client will be responsible for and indemnify Room against all costs, loss or damage, or injury sustained due to the act, neglect or default of the client or of any person for who the client is responsible. A storage area will be provided (subject to availability) at a hire charge to be determined should overnight storage be required.
If due to war, strikes, industrial action short of a strike, lockouts, accidents, fire, blockade, import or export, embargo obstruction, natural catastrophes or other such obstacles over which Room has no control, Room will not be held responsible for any loss or damage, which may be incurred by the client as a result of this failure.