City Temple Conference Centre

phone 0207 583 5532

Terms & Conditions

City Temple Conference Centre 

(To download a copy of City Temple’s Terms & Conditions please click this link – City Temple T&C)

Terms and Conditions 2013-14

Thank you for choosing the City Temple, a registered charity in England and Wales. The City Temple Conference Centre is a marketplace expression of the City Temple and operates on the basis of Christian hospitality, i.e. welcoming the ‘stranger’, showing compassion and respect to everyone, helping people feel safe and secure – all from the perspective of our biblical commitments. We welcome bookings from all businesses, charities, educational institutions, churches and ministries that are compatible with the ethos and values of City Temple.

Although we welcome businesses, charities, educational institutions and ministries with a variety of perspectives and backgrounds, it is important to remember that City Temple is a Christian church, subject to the provisions of trusts or covenants that govern the use of the building. As a Christian church, the City Temple premises do display symbols of the Christian faith that cannot be removed or covered. Although we respect the right of persons and organisations to support and promote political causes, we do not allow the premises to be used in this way.

Your confirmed booking constitutes an acceptance of the following Terms and Conditions, designed to help your event go smoothly and successfully. It is your responsibility to ensure that people involved in your event are aware of and adhere to the Terms and Conditions. 

Booking Policies 

1. Booking periods 

1.1. Our facilities are available for booking from 08.00 to 22.00 Monday to Saturday. Bookings for times outside these hours can be arranged at an additional cost.

 

2. Booking (rooms) 

2.1. Bookings can be made in person by appointment, by telephone, or by email.

2.2. All bookings must be confirmed in writing. (Confirmed bookings are binding on the client.)

2.2.1. Bookings made more than 90 days prior to the event must be confirmed within 30 days from the date the booking is made (not the date of the event itself).

2.2.2. Bookings made 60-90 days prior to the event must be confirmed at least 60 days prior to the event.

2.2.3. Bookings made 30-60 days prior to the event must be confirmed at least 30 days prior to the event.

2.2.4. Bookings made within 30 days of the event must be confirmed at least 7 days prior to the event.

2.2.5. Bookings within 7 days of the event must be confirmed when booked.

2.3. Unconfirmed bookings are provisional and may be cancelled by City Temple at any time and for any reason.

2.4. Confirmed bookings are binding on the client and will be billed at the standard rate and are subject to our cancellation policy.

2.5. Once a booking is confirmed, changes or extensions can be granted in writing by prior arrangement only.

2.6. Catering bookings are subject to different provisions (see below).

 

3. Written confirmation of booking details 

3.1. All details regarding the booking – such as room use, equipment use, access times and special conditions or arrangements – must be confirmed in writing.

3.2. The client must ensure that any verbal agreements or arrangements that the client perceives has been made by City Temple staff are confirmed in writing.

3.3. City Temple staff may only honour agreements and arrangements confirmed in writing.

 

4. Access to premises 

4.1. Access will only be granted during the hours booked.

4.2. Access will only be granted to rooms and facilities specifically booked and included on the booking form.

4.3. Bookings do not confer access to any other areas of the premises other than public areas such as toilets and those needed for reasonable access to the rooms booked.

4.4. Booked times must include time for any set up, tear down, arrival or departure time required.

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4.4.1. Please note that additional charges equivalent to our standard rate for each hour (or part thereof) will be incurred if booked time is exceeded.

4.4.2. Exceptions to this may only be granted in writing prior to the event.

4.5. City Temple reserves the right to determine how the clients may access the booked areas of the premises.

 

5. Entertainment 

5.1. Details of any music or other entertainment at a function must be disclosed at the time of booking.

5.2. City Temple reserves the right of approval for all entertainment or event activities under this provision.

 

6. Payments 

6.1. Once a booking is confirmed, the client is liable for the total hire charge, subject to the payment and cancellation policies below.

6.2. The total hire charge is payable within seven days of receiving the invoice (except as noted below).

6.3. Partnership Churches and Ministries: Partnership churches and ministries with ongoing bookings or contracts (or other groups as notified) must pay monthly by Direct Debit.

6.3.1. No confirmed booking will be taken from these groups without this facility being in place.

6.3.2. In these cases, all payment adjustments for changes will be invoiced or reimbursed separately.

6.4. Term Time Only Clients: Term time only clients (or other clients as notified) must pay monthly by Direct Debit.

6.4.1. No confirmed booking will be taken from these clients without this facility being in place.

6.4.2. In these cases, all payment adjustments for changes will be invoiced or reimbursed separately.

6.5. Access will only be granted upon receipt of full payment including all hire charges.

6.6. A refundable deposit of £500 to cover damage and excesses will also apply depending on the nature of the event.

6.7. City Temple reserves the right to charge interest on unpaid invoices in line with the Late Payment Legislation (2002).

 

7. Payment Methods 

7.1. BACS, cash or cheques are accepted.

7.2. BACS or cash payment only for any event booked less than 3 days prior to the event.

 

8. Cheque policy 

8.1. Cheques must be remitted and cleared at least seven days prior to the event.

8.2. Post-dated cheques are not acceptable.

 

9. Cancellation 

9.1. All room bookings are subject to this cancellation policy.

9.2. Unconfirmed bookings may be cancelled without penalty.

9.3. Confirmed bookings cancelled over 90 days prior to the event will be subject to a cancellation fee of 50% of the full cost of the booking.

9.4. Confirmed bookings cancelled less than 90 days prior to the event will be subject to a cancellation fee equivalent to the full cost of the booking.

 

Catering policies 

10. Booking Catering 

10.1. The minimum number for catering is 10. Catering for fewer persons may be arranged, but will be billed at the minimum rate.

10.2. All bookings for catering must be confirmed in writing at least seven days prior to the event.

10.3. Unconfirmed bookings are provisional and are not guaranteed until confirmed.

10.4. Confirmed bookings are binding on the client and will be billed at the standard rate and are subject to our cancellation policy.

 

11. Changes to Catering Bookings 

11.1. Bookings for catering may be changed in writing at least seven days prior to the event.

11.2. Within seven days of the event, catering arrangements may only be changed with the written permission of City Temple.

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12. Written confirmation of catering booking details 

12.1. All details regarding the catering booking – such as menus, vegetarian meals, meal and break times – must be confirmed in writing.

12.2. The client must ensure that any verbal agreements or arrangements that the client perceives has been made by City Temple staff are confirmed in writing.

12.3. City Temple catering staff may only honour agreements and arrangements confirmed in writing.

 

13. Cancellation of Catering Bookings 

13.1. Catering bookings are subject to this cancellation policy:

13.2. Unconfirmed catering bookings may be cancelled without penalty.

13.3. Confirmed bookings for catering may be cancelled at least seven days prior to the event with the written permission of City Temple. A cancellation fee equivalent to 20% of the booking will normally be charged.

13.4. Confirmed bookings for catering cancelled less than seven days prior to the event will be subject to a cancellation fee equivalent to the full cost of the booking.

 

14. Outside Catering 

14.1. Clients may arrange for outside catering for their events with the written permission of City Temple.

14.2. Outside catering will be subject to an excess charge of £1 per person, as confirmed seven days prior to the event.

14.3. Outside caterers and clients will not have access to any CT equipment or storage facilities.

14.4. Outside catering must have the following disclaimer available to all delegates: “City Temple accepts no responsibility for food not prepared by City Temple.”

 

15. Kitchen 

15.1. The City Temple Kitchen or Servery, including all equipment and storage, is not available for use by clients of City Temple.

 

16. Consumption of alcohol 

16.1. City Temple does not permit the consumption of alcohol on the premises.

16.2. However, for weddings and other private ceremonies where a champagne toast is requested, permission may be granted, under strict guidelines and subject to the approval of the City Temple Elders. In such situations, we would require a refundable deposit of up to £250 to ensure compliance with written guidelines.

16.3. Alternatives to the use of alcohol may be discussed with a member of City Temple staff.

 

Health & Safety policies 

17. Risk Assessment 

17.1. For conferences and concerts or any event for which professional presentation equipment is provided from outside CT: event organisers must submit a risk assessment for their event to the City Temple at least 14 days before the date of the event.

17.2. Public liability insurance for events is the responsibility of the client. City Temple reserves the right to ensure insurance has been obtained and review any insurance policy under this provision.

17.3. The assessment of the conduct of a function, along with its risks, rests with the City Temple, which may take corrective measures to address issues of risk during the event.

 

18. Fire Regulations 

18.1. Clients are responsible to ensure that they and their participants properly observe all fire regulations and evacuation procedures of City Temple, including the instructions of any CT staff in this regard.

18.2. These regulations include, but are not limited to the following:

18.2.1. All the main front doors are to be kept unlocked throughout events held in the main auditorium (sanctuary).

18.2.2. All clients must obtain and read a copy of the “Fire Warning and Evacuation Procedures” notice, and acquaint themselves and their participants with the position of fire extinguishers and emergency exits. At the client’s request, a member of City Temple staff will welcome the group and make an announcement regarding the fire procedures.

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18.2.3. The central, side and rear aisles in the Sanctuary, and the entrance lobby, must be kept clear of obstructions at all times. No chairs or other items should obstruct aisles and exits in any way.

18.2.4. There should be no additional furniture in the entrance lobby.

18.2.5. Access to fire exits must be kept clear at all times.

 

19. Maximum occupancy 

19.1. There are maximum numbers permitted in each of our rooms depending on the type of function and amount of furniture required. These have been produced in conjunction with the Fire Brigade to ensure the safety of yourselves and your guests.

19.2. Maximum numbers must not be exceeded for the rooms. In the event the maximum numbers are exceeded for the booked room, one of the following two actions may be taken at the discretion of CT staff:

19.2.1. The event may be moved to a larger room suitable for the numbers involved and the client will be charged for the larger room at the standard rates;

19.2.2. The client will be charged an excess of 20% of the value of the entire booking.

19.3. Contravention of this agreement (e.g. blocking the fire exits, etc) will result in excess charges or the closure of your event if, in the judgment of CT staff, the situation violates health and safety or fire safety. Such closure will result in the forfeiture of any deposit.

 

20. Decibel Levels and Quiet Hours 

20.1. Because City Temple has people living in the building, decibel levels may not exceed 85 decibels during the event.

20.2. Decibel levels will be monitored throughout the event.

20.3. City Temple staff may require that sound levels be decreased to appropriate levels in line with current health and safety legislation. Failure to comply with the guidance of City Temple staff in this regard may result in the closure of the event or forfeiture of any deposits.

20.4. For the care of City Temple residents, City Temple does not allow amplified sound reinforcement (such as the use of PA equipment) from the hours of 22.00 to 08.00 daily, except with the express written permission of City Temple.

 

21. Lift Access 

21.1. Use of the lift for the transport of people or equipment must not exceed the limits imposed by City Temple.

21.2. Exceeding the lift limits may result in forfeiture of any deposits.

 

22. Child Protection Policy 

22.1. Organisations, churches, ministries or events involving children and young people must have a child protection policy in place at the time of booking, available for inspection by City Temple staff.

22.2. City Temple accepts no responsibility or liability for the safety or protection of children on the premises, other than those associated explicitly with City Temple ministries and events.

 

Equipment policies 

23. Piano & Organ in Sanctuary 

23.1. Permission to use the Piano or Organ by suitably qualified personnel must be agreed in writing.

23.2. The cost of these items is not included in the booking fee for the room.

23.3. Please Note: The Grand Piano is not to be moved under any circumstances. Moving the Grand Piano may result in additional charges, including a re-tuning fee and maintenance or repair fee.

 

24. Equipment Hire 

24.1. City Temple makes no representations as to the suitability of any equipment hired by the client, whether from City Temple or from another supplier, for the purposes for which the client intends.

24.2. A member of City Temple staff may discuss details of equipment with a client concerning the use of equipment hired from City Temple, but such discussions do not constitute advice as to the suitability of that equipment for the purposes of the client.

24.3. Any hire of electronic equipment by a client will require photo identification to be provided by the client prior to being given access to the equipment.

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25. PA System Hire 

25.1. The PA systems of City Temple may be hired for the purpose of spoken word presentations or recorded audio-visual materials.

25.2. Clients who require equipment for live music performances must provide their own equipment, including sound boards, speakers, microphones, cables, stands, instruments, extension leads and the like. Such equipment must conform to current health and safety standards.

 

26. Outside Equipment 

26.1. The Client is responsible to ensure that any equipment brought in for use at City Temple complies with current health and safety regulations.

26.2. City Temple reserves the right to reject any equipment brought in for use at City Temple.

26.3. City Temple reserves the right to direct the use of any equipment brought in for use at City Temple so that it complies with other provisions in these terms and conditions.

26.4. Equipment must not block fire exits or clear egress from the CT premises in case of emergency.

26.5. City Temple cannot accept any responsibility for equipment or other goods used at the premises.

 

27. Equipment and Furniture 

27.1. Furniture or equipment, including furniture in the sanctuary and prayer chapel, must not be moved without the prior written permission of City Temple and the supervision of the Steward (or other authorised City Temple staff person) on duty.

27.2. Furniture or equipment moved under this provision must be replaced after use.

27.3. Only City Temple staff may move electronic equipment, including OHPs and projectors hired from CTCC.

 

28. Additional Equipment & Furniture 

28.1. Clients are requested not to bring into, set up on or attach to the premises any fittings, decorations, furnishings, equipment or additional lights, or make any extensions to the electrical installations of the premises without the prior written consent of City Temple.

28.2. No furniture or equipment may be placed in any aisles or block any exits.

28.3. Any permitted additions must be made safe in all respects and are to be removed at the conclusion of the function.

 

Event Management and Conduct 

29. City Temple Steward 

29.1. In all matters the City Temple Steward’s guidance (or that of another City Temple staff person) must be followed.

29.2. Failure to follow the guidance or direction of the City Temple Steward or other City Temple staff member may result in the immediate termination of the event or the forfeiture of any deposits. (In the event of the termination of an event under this provision, the client remains liable for the full cost of the booking. Furthermore, City Temple accepts no liability or responsibility for any additional costs that may be incurred by the client in the event a

 

30. Event Coordinators for Concerts and Conferences 

30.1. The named Event Coordinators must meet with the City Temple Steward or other named person at the commencement of the event and must be present and available throughout the event period.

30.2. The named Event Coordinators are responsible to ensure the compliance with the provisions of these terms and conditions and all guidance or direction of City Temple staff by persons participating in the event.

30.3. Failure to follow these provisions may result in the immediate termination of the event, with liability for all booking fees and payments, or the forfeiture of any deposits.

 

31. Meeting Conduct 

31.1. The Client is responsible to ensure that good order is kept at all times during the event.

31.2. The City Temple reserves the right to halt any event that is not being properly conducted or conducted in accordance with the terms and conditions.

 

32. Children 

32.1. Adequate arrangements for the care of children during the event must be made, which may include the booking of additional rooms and the provision of adequate adult supervision.

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32.2. Children are not allowed to be unsupervised in any part of the building.

32.3. If a crèche facility is not provided, children must be under parental/adult supervision at all times.

32.4. The client must enforce this condition and those children/parents not abiding by this condition will be asked to leave.

32.5. Clients who provide crèche facilities or offer children-specific programming should provide a copy of their Child Protection Policy for the review of City Temple’s Safeguarding Officer no later than seven business days prior to the event.

 

33. Sales of Ticket or Materials 

33.1. Tickets, merchandise or other materials for or during the event may only be sold at the discretion of and with prior written permission of City Temple.

 

34. Dressing Rooms 

34.1. It is the responsibility of the Client to arrange and pay for adequate dressing room space for event participants as needed.

 

35. Prayer Chapel 

35.1. The Prayer Chapel may not be used as a dressing room, meeting room, storage room, or exhibit space without prior written permission of the City Temple.

35.2. The named Event Coordinators must ensure compliance with this provision.

 

36. Smoking and Chewing Gum 

36.1. The City Temple is a smoke free & chewing gum free building. It is the responsibility of the client to ensure compliance with this policy.

36.2. Violations of this policy may result in the forfeiture of any deposit or excess charges.

 

37. Food and Drink 

37.1. No food or drink (other than water) is permitted in the Main Auditorium (Sanctuary) without the express written permission of City Temple. Clients are responsible for seeing that this is obeyed.

 

38. Affixing Materials 

38.1. Clients may not use nails, adhesive tapes, glues etc. to affix things to the floors, walls, seating and doors of City Temple.

38.2. Clients may use blue tack sparingly, provided it is removed promptly at the close of the event and it does not cause damage.

38.3. Violations of this policy may result in the forfeiture of any deposit or excess charge.

 

39. Publicity Materials 

39.1. The City Temple must approve all conference/event publicity material prior to distribution, advertisement or broadcasting.

39.2. City Temple reserves the right to refuse the use of its name or image on any material and may prohibit distribution of materials in violation of this clause.

39.3. No event shall take place, which makes reference, either directly, or indirectly, to any pirate radio station in any form. Advertising of any event shall not include either the name of any pirate radio station, or of any person connected with any pirate radio station. No DJs, MCs or other people working for any pirate radio station shall be allowed to perform at this venue. During the event, no reference shall be made to any pirate radio station. Any breach of this clause will render the Client liable to summary cancellation of the event, with no reimbursement of costs.

 

40. Copyright 

40.1. Clients are responsible to ensure that they have the copyrights for all materials used in any event or its publicity.

40.2. City Temple accepts no responsibility for any copyright violations on the part of its clients.

 

41. Condition of Rooms After Event 

41.1. Clients are responsible to ensure that rooms are left in a reasonably clean and tidy condition as they vacate the premises.

41.2. Situations of unusual wear and tear or considerable untidiness may result in forfeiture of any deposit or excess or an excess cleaning charge being imposed.

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42. Access & Event Closure 

42.1. The City Temple retains the right to full access of the building at all times AND to close down any event if these terms and conditions are violated.

 

ADDITIONAL CONDITIONS FOR Conferences and Concerts 

43. Event Marshals 

43.1. The client must provide a minimum of eight marshals for any concerts or conferences held in the Main Church or six marshals for the Lower Hall, who must arrive one hour before doors open to the public.

43.2. No one will be allowed into the hired premises until marshals are in place.

 

44. Sound Checks/Rehearsals 

44.1. All sound checks and rehearsals for concerts etc. must be completed before the doors open to the public.

44.2. Sufficient hours should be booked to cover sound checks and rehearsals.

 

ADDITIONAL CONDITIONS FOR Churches, Ministries and Other Religious Groups 

45. One-off Events 

45.1. All Christian groups, churches or ministries who want to hold one-off events must be members of the Evangelical Alliance or provide a statement of faith to the Minister for approval before the booking can be confirmed.

 

46. Regular Use of City Temple Premises 

46.1. The leaders of Christian groups who wish to book regular events at City Temple will be required to have a personal meeting with City Temple’s Minister and the approval of the City Temple Elders Meeting prior to these bookings being confirmed.

46.2. Christian groups booking regular events at City Temple normally shall not have access to storage space at City Temple for their equipment and materials.

 

47. Non-Christian Religious Groups 

47.1. No non-Christian religious groups will be permitted to hold functions at City Temple, nor will non-Christian religious expressions be permitted on the premises.

 

48. Partnership Churches and Ministries 

48.1. Partnership churches and ministries (or other groups as notified) are required to return each room to a clean, tidy and rentable condition after each meeting or event. The floors should be cleaned and rubbish disposed of.

48.2. Partnership churches and ministries may be asked to assist the City Temple Steward with clean up or any setup required for bookings during the next hire period.

 

ADDITIONAL CONDITIONS FOR Weddings 

49. Christian Weddings 

49.1. City Temple is not available for weddings and wedding-related events (such as wedding receptions) unless the wedding or wedding related event involves a member or registered adherent of City Temple or a partner ministry of City Temple and the event receives the approval of the Minister or Church Secretary of City Temple. All determinations of the Minister or Church Secretary in this regard are final.

49.2. Only weddings and wedding blessings that are explicitly Christian in their intent and content and conform to the Bible may take place at City Temple.

 

50. Registrar 

50.1. It is the responsibility of the couple seeking to be married to make all legal arrangements for the wedding, including arrangements with the registrar.

50.2. City Temple will supply the name of the City Temple registrar to the client upon request.

50.3. The couple will be responsible for financial arrangements with the registrar as negotiated with the registrar.

 

51. Rehearsals 

51.1. Hire of the sanctuary for weddings does not include time for a wedding rehearsal, which must be booked separately.

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51.2. Based on availability, City Temple at its discretion may allow access to the sanctuary for a wedding rehearsal within three days of the wedding at no additional charge.

51.3. Access under this condition will be limited to 90 minutes.

 

52. Dressing rooms 

52.1. Hire of the sanctuary for weddings will include use of the vestry (the small room next to the pulpit).

52.2. Hire of the sanctuary for weddings does not include use of any other rooms for dressing or wedding preparation. Such rooms must be booked additionally.

52.3. Hire of the sanctuary for weddings does not include use of the Prayer Chapel.

 

53. Confetti, Rice, Flowers & Decorations 

53.1. People may not rearrange or place decorations on the Table and Bible at the front of the sanctuary without the written permission of City Temple.

53.2. People may not use nails, adhesive tapes, glues etc. to affix things to the floors, walls, seating and doors of City Temple.

53.3. People may use blue tack sparingly, provided it is removed promptly at the close of the event and it does not cause damage.

53.4. Confetti, rice and similar items may not be used or thrown on the premises of City Temple.

53.5. It is the responsibility of the couple or some person(s) designated by the couple at least seven days before the wedding to remove all flowers and other decorations from the premises immediately following the wedding, including rose petals placed on the floor.

53.6. Violations of this condition may result in the forfeiture of any deposits or the accrual of additional charges.

 

Indemnification 

54. The City Temple will not accept responsibility in respect of any loss, theft or damage to any goods or property brought into the premises.

55. It is the responsibility of the Client to arrange cover for loss or damage to all items brought into the City Temple during the event and which are not City Temple property.

56. It is the Client’s responsibility to take out suitable property and liability Insurance to cover the event.

57. The Client must reinstate and make good to the satisfaction of City Temple any damage or loss of property or make full compensation.

58. The Client hereby Indemnifies City Temple against all claims and proceedings reasonably made in respect of any personal injury, loss of property and against all costs and proceedings reasonably incurred.

 

Please note: Whether or not this document has been signed and filed at City Temple, your confirmed booking and consequent use of the City Temple constitutes an acceptance of the Terms and Conditions. The email sent from City Temple with the Terms and Conditions attached shall constitute indication that the Terms and Conditions have been provided timeously and properly.




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