Long Term Contracts Bookings Terms and Conditions

All terms and conditions in Event Hire & External Speakers Policy apply in addition to the below.

  1. Once a Hirer has accepted a quote this forms a contract between Muath Trust (“the Trust”) and (“The Hirer”).
  2. The Hirer is to provide their contact details and invoicing details if these are different from the other.
  3. The permitted use – Hirers are to provide a clear brief of the purpose for the booking at the time of requesting a quote. Please refer to Event Hire & External Speakers Policy for further information.
  4. The Hirer has shared use of toilets, common areas/corridors, canteen (when open) and car park. Car park is available on first come first served basis.
  5. Payment is to be made 30 days in advance by the 28th of each month. Please refer to your payment schedule for monthly totals.
  6. VAT is not chargeable as the Trust is a registered charity.
  7. Any additional items not listed on your contract (on a one off basis) e.g. refreshment and audio/ visual equipment/photocopying will need to be paid for separately. Please speak to the Bookings Team to arrange this.
  8. The Hirer shall occupy the room as a licensee and no relationship of landlord and tenant is created between the Trust and the Hirer by this agreement.
  9. The Hirer will be held responsible for the good order and conduct of the person attending the room and for ensuring that proper supervision and control is exercised over the room at all times. The Hirer must ensure that at the end of the hiring period the room and the furniture/equipment in the room are left in a clean tidy manner.
  10. The Hirer shall not do or permit to be done in the room/s anything which is illegal or which may be or become a nuisance (whether or not actionable), damage, annoyance, inconvenience or disturbance to the Trust or to tenants or occupiers of the location or any owner to occupier of neighbouring property.
  11. No substances of an inflammable or explosive character or producing an offensive smell may be brought into the room or location.
  12. No alteration or additions whatsoever shall be made to the room or the fixtures and fittings therein and the hirer shall keep the room in as clean and tidy a condition as at the commencement of each hiring period, and clear of rubbish. In a default of this provision the Hirer shall repay to the Trust all reasonable charges, costs, and expenses of putting the room back into good order and condition. The amount of such charges shall be determined by the Trust.
  13. During the hiring period the Hirer shall keep all emergency exits of the room clear of any obstructions and no interference with such emergency exits shall be permitted.
  14. The Trust does not accept liability of loss or damage to any property left in the room or for death or injury to the Hirer, its employees or customers or any person invited to the room except so far as such loss, damage, death or injury may be directly attributable to the negligence of the Trust or its servants or agents.
  15. The Hirer will indemnify the Trust in respect of all losses, claims, demands, actions, proceedings, damages, costs, charges and expenses whatsoever arising in any way from this agreement and breach by the Hirer or its servants or agents or invitees of this agreement, and also against any damage, loss or inquiry which may occur to the location, room, or any fixtures and fittings or to any person by or arising out of the excises of the rights granted to the Hirer by the Trust or otherwise.
  16. The Hirer is to ensure third Party Insurance is in place to cover the Hirer and students/staff/ delegates attending.
  17. The Hirer is not to do anything that will or might vitiate in whole or in whole or in part any insurance affected by the Trust in respect of the building. The Trust reserves the right to provide an alternative room which the trust considers to be of adequate size and quality.
  18. The Agreement is personal to the Hirer and shall not be assigned by the Hirer to any other person/body.
  19. The Hirer shall not use the Room for any purpose other than the permitted use as specified.
  20. The Hirer must observe any rules or regulations the Trust makes and notifies to the Hirer in respect of the room and/or the location in the Trust’s Health Safety policy.
  21. The Hirer is to observe all fire precautions and comply with any written regulations made by the Trust.
  22. No advertisement, nameplate, poster, sign or notices shall be permitted in the room unless prior written agreement is received from the Trust.
  23. The Trust may terminate this Agreement immediately on notice if the Hirer or his servants, agents or invitees commit any breach of any one or more of the terms and conditions of this agreement.
  24. The Hiring Fee quoted for this Agreement will generally include Rent, Rates, gas, water, electricity, cleaning, waste disposal, maintenance, etc. Additional charges for equipment/refreshment will be detailed separately in the contract. Should the Trust incur any additional charges resulting from agreement the trust will pass these on to the Hirer.
  25. The Following are not permitted on the premises
    • Alcoholic Drinks
    • Qat
    • Smoking
  26. Hirer must not exceed the allocation limits, which will be agreed prior to signing these terms and conditions.
  27. Security – The Trust is responsible for the security of the building (opening and locking up). The Hirer is responsible for the security of their own equipment and belongings. The Hirer is also responsible for the security of the students/delegates and staff attending.
  28. Disputes – In the event of the Trust and the Hirer should be in dispute about usage/costs or issues resulting out of the use of the accommodation – initial resolution will be by the Hirer and Business Manager. If resolution is not achieved the matter will be referred to the Hirers and the Trusts Executive Director.
  29. On occasions where there is an event taking place the Trust may need to relocate the Hirer to alternative rooms within the building.
  30. Before proceeding any further, please carefully read this cancellation notice. By signing this form you consent to accepting the cancellation policy and agree to be bound by its terms. The policy will be rigorously enforced.
  31. Cancellation policy:
    The Hirer is required to give 30 days’ Written Notice (by either e-mail, fax, letter) for cancellation of a session/s otherwise charges will apply for the session/s. In order to cancel any session/s Muath Trust would also be required to give the client 30 days cancellation notice. If the Hirer had already paid for the session/s cancelled the Trust will either offer an alternative date or provide refund/credit note.
  32. If the Hirer does not make advance payments by the 28th of each month the Trust has the right to cancel the contract. Once sessions are cancelled they will be made available to other service users immediately. To save admin costs the Hirer can choose to pay more than 30 days in advance.
  33. In the interest of Health & Hygiene Muath Trust keeps record of all caterers that come onto the premises. Please provide details below if you intend to bring any food on the premises to the Bookings Team.