Terms and Conditions of Hire

Conditions of Hire
1st April 2008 – 31st March 2009

 

1. Rates of Hire:- per hour or part thereof. Minimum hire period is 2hrs per booking:-

 

 

2. Bookings can be made by contacting The Ark on 01304 225737.

 

In the event of cancellation, a minimum of 6 weeks notice is required from the hirer. No charge will be made for cancellation when the appropriate notice has been given, and the following charges will be implemented where this does not occur:-

 

In the event of adverse weather conditions or, for any other reason, you cancel on the day, if The Ark is open for business it will be deemed that your booking can take place and you will be charged in full.

 

Setting up/clearing time required by trainers/course leaders must be allowed for at the time of booking ie. not just the time of your event. If trainers/course leaders arrive unreasonably early at The Ark and require access, you will be charged for the additional time.

 

 

3. Evening/weekend bookings: Rooms are available for hire from 6pm-10pm and will be subject to a surcharge of £40 per booking. This surcharge will apply to daytime bookings that end after 6pm.

 

 

4. Equipment: TV/video/dvd players, projectors, ohp and laptops are all available to hire at a cost of £15 per item per day. All items subject to availability. This is a set rate and there is no reduction for part day bookings. Flip charts are available for use at no cost and flip chart paper can be provided at £6/pad.

 

 

5. PA/IT equipment and associated staff can be booked at a cost of £160 per event. This facility is subject to availability and cannot be guaranteed. Hirers are not permitted to operate PA equipment independently under any circumstances.

 

 

6. Catering is available at a cost of £7.50 per head for a buffet lunch.

Final total of delegate lunches required must be given 1 week prior to your event. It is the responsibility of the hirer to contact The Ark with final numbers for their event. If no contact is made by the hirer then the numbers given at the time of booking will be invoiced for. We do not guarantee to provide food for any additional delegates that we have not been informed will be attending, but if this is provided we will invoice for any additional provision.

 

In the event of cancellation and in addition to the cancellation charges in point 2 above, you will be charged in full if cancellation of catering requirements takes place within 7 days of your event.

 

Refreshments: Tea, coffee and biscuits can be provided at a cost of £17.50 per serving for up to 25 people and 50p/head thereafter.

 

Where hirers have made arrangements to provide their own refreshments, they are responsible for bringing their own consumables and tea towels. Crockery will be provided which should be washed and dried after use. Any breakages will be charged for.

 

It is unlikely that you will have sole use of any of the kitchen areas during your hire period. The Ark Dover accepts no responsibility for accident or injury sustained howsoever they occur in any of the kitchen areas at any time.

 

All catering to be provided by The Ark. The use of external catering services is not permitted.

 

Individuals attending courses may bring a packed lunch and this must be consumed within the confines of the areas booked and any rubbish disposed of in the bins provided or taken away.

 

 

7. Furniture

Folding tables are available for your use, however during busy periods availability may be limited and cannot be guarantee. Please specify at the time of booking how many tables you require.

Chairs: Each room can be set out as the hirer requests, with the exception of the Arena,which is permanently set out with over 300 chairs. At least one week’s notice is required if you would like the Arena chairs moved/removed. The Ark reserves the right to refuse to move/remove these chairs for any booking.

 

 

8. Risk Assessments: It is the responsibility of the course leader/trainer to carry out their own risk assessment of The Ark.

 

 

9. Damage of any kind, howsoever caused, to the building or contents of The Ark, arising from or in connection with your booking shall be made good at hirer’s expense.

 

 

10. The Ark Dover accepts no responsibility for any loss or damaged caused to persons or property whilst on the premises. Parking is at owner’s risk.

 

 

11. Only the rooms specified on the Booking Form may be used. If your trainer/course leader makes use of other rooms during the hire period without prior arrangement with The Ark, you will be charged for that time.

 

 

12. No equipment, papers or any other property relating to your booking may be left on the premises overnight. All property to be removed

 

 

13. Parking at busy times may be limited. We do not guarantee to provide parking for your event. In exceptional circumstances it may be possible to reserve a small number of spaces, but this cannot be guaranteed and is at the discretion of the Administrator.

 

 

14. The Ark Dover reserves the right to relocate any booking to an alternative room in the building, providing that is not considered detrimental to the requirements of the hirer.

 

 

15. The Ark reserves the right to refuse any request for hire and to review conditions and charges for each booking. All charges are subject to annual review in January each year and will take effect from 1st April following. All bookings made to take place from 1st April following once the new rates for the year have been set will be charged at the new rates.