PROFESSIONAL ENGINEERING PUBLISHING LIMITED LETTING CONDITIONS
In these conditions "Professional Engineering Publishing" means Professional Engineering Publishing Limited of One Birdcage Walk, Westminster, London SW1H 9JJ. These conditions apply to letting by Professional Engineering Publishing of services at The Institution of Mechanical Engineers, trading as One Birdcage Walk,London, SW1H 9JJ ("the venue").
Sponsorship and Publicity Material
All publicity material produced by the organiser of any meeting, seminar, conference, exhibition, lecture or other activity at the venue must state the full name of the organiser, the name of the company, name of the event, room the event is being held in and the name of the contact at the venue.
The hire of rooms at the venue does not imply or give the hirer the right to assume or claim any connection with or sponsorship by the Institution of Mechanical Engineers or Professional Engineering Publishing.
Neither the venue nor Professional Engineering Projects accept any responsibility for any damage, loss, injury or other claim arising out of the hiring and/or the hirer's use and occupation of any rooms at the venue or the provision of services. The hirer will indemnify the venue and Professional Engineering Projects against all such claims and must affect adequate insurance to cover the risk.
For the protection and safety of all concerned strict fire instructions apply to the venue. Fire instructions and fire escape routes are displayed in all meeting rooms, and fire exits and routes MUST NOT BE OBSTRUCTED.
Smoking is not permitted within any part of the venue.
The hirer must comply with the security arrangements in force throughout the venue. All persons visiting the venue must sign the appropriate visitors' book and wear an identification badge at all times within the venue. Unless otherwise agreed, registration and the provision of badges is the responsibility of the hirer who must provide Professional Engineering Projects with, and leave at the venue reception, a registration sheet giving the full names of all attending the function. A programme of the event must be forwarded to the Venue Coordinator prior to the event as requested on the Confirmation Contract..
Session Times and Charges
Session times are:
- morning: 08:30 - 13:00
- afternoon: 14:00 - 17:30
- evening: 18:30 - 22:00
These times can only be extended by prior arrangement with the Venue Coordinator, and overruns not agreed in advance will be charged on a pro rata basis
Facilities and Equipment
The room hire charge includes a self-service cloakroom and washroom facilities; and provision of audio-visual equipment in the Lecture Theatre. Audio-visual equipment is available in the meeting rooms on request. It is the hirer's responsibility to make sure that the equipment available meets their requirements. Equipment may be brought in with the prior permission of the Venue Co-ordinator, at the client's risk. It is the hirer's responsibility to ensure that any equipment brought in is compatible with the venue's equipment. Any electrical equipment not hired from the venue must have the current electrical safety certificate prior to use.
Set-up and break-down
Set-up on the day of the event is from the time the room has been booked. Early set up for a full day booking can be arranged from 07.00 with the prior permission of the Venue Coordinator. Should set-up be required the night before the event the following charges apply: setup between 08:30-17:30 - full room hire and between 18:30-22:00 - evening room hire.
The venue is offered on an exclusive only basis on weekends (Saturday/Sunday). Venue hire price on request.
Photography Filming and Interviews
Photographs and filming may only be taken within the rooms hired. TV and radio interviews may only take place with the prior permission of the Venue Coordinator and then must be contained within the hired room..
A Confirmation Contract will be sent to the client upon confirmation and must be returned within 7 working days of receipt.
Cancellation of Room Hire
The hirer must notify the Venue Coordinator immediately if it becomes necessary to cancel a booking. A cancellation by telephone must be confirmed in writing by the hirer. In the event, the room hire is cancelled, the following cancellation fee(s) will apply:
- Lecture Theatre (Including Marble & Gallery) - Less than 8 weeks' notice - 100% of the room hire cost charged
- Council, Manufacturing, David Napier, Library, Marble Hall & Gallery - Less than 6 weeks' notice - 50% of the room hire cost charged
- Council, Manufacturing, David Napier, Library, Marble Hall & Gallery - Less than 4 weeks' notice - 100% of the room hire cost charged
- All other Meeting Rooms - Less than 4 weeks' notice - 100% of the room hire cost charged
Catering is provided by Ampersand Catering and Professional Engineering Projects Limited will confirm the hirer's requirements and invoice the hirer accordingly as the agent of Ampersand Catering. Catering requirements, menus and final catering numbers must be confirmed by 12 noon on the Thursday of the week prior to the event. The invoice will be raised for the final numbers confirmed on the Thursday prior to the event or the number of delegates on the day should any increase in catering be requested and accommodated by Ampersand (whichever is the greater).
The venue is contracted to Ampersand Catering therefore no other catering can be brought into the building without the prior consent from the Venue Coordinator. Please note, this will only be agreed in exceptional circumstances.
Waiting staff sufficient for the number of delegates that are being catered for are inclusive of the catering prices. Should additional staff members be requested, a charge per staff member will be made. Should catering be booked for less than the number of delegates attending but staffing is required for the full number attending, additional staff members will be charged for at a per staff member rate.
Should tap water be ordered instead of bottled water, a service charge of £1.00 per jug + VAT will apply.
Cancellation of catering
- Tea and coffee - greater than 50 guests (and multiples of) - 100% of the catering cost charged (based on 50 and multiplied of)
- Tea and coffee - less than 50 guests - no charge
- Food - greater than 1 guest - 100% of the catering cost charged
- Wine/ Liquor - greater than 50 guests (and multiples of) - charged at 1 glass of your chosen beverage per guest
- Wine/ Liquor - less than 50 guests - no charge