Event Terms and Conditions RCGP Enterprises Ltd performed by Searcys – 30 Euston Square Ltd

 This Agreement is made between RCGP Enterprises Ltd (“RCGPE”) and you, the person, or company named as the Client in the Event Contract. The Agreement will be performed by Searcys – 30 Euston Square Limited (“Searcys”) acting as an agent for RCGPE (Searcys and RCGPE together are “we”, “us” or “our”). The Agreement sets out the basis on which we have agreed to provide the Event and it comprises of the Event Contract and these terms and conditions becomes legally binding when Searcys receive a signed copy of it from you. All defined terms shall have the meaning set out in the Event Contract unless specified in these terms and conditions.

1.     PRICE AND PAYMENT

Pricing

1. The anticipated price for the Event is set out in the Event Contract as the Expected Price and is exclusive of Unless otherwise agreed by us in writing, all prices listed in the Event Contract are for budgetary purposes only and the Expected Price is subject to change in accordance with these terms and conditions. We will use reasonable endeavors to inform you of any change to the Expected Price.
2. If, as part of the Event, you ask us to engage third party service providers, any costs and expenses payable by us to those third party service providers (plus any handling fees for engaging the third party service provider) will be charged to you as part of the Expected

Deposit and Remainder of Expected Price

1. If your Event Date is over three months away, following return of your signed copy of the Event Confirmation Form to Searcys, a 50% deposit invoice will be provided to you and is payable within 14 days of the invoice date. The remaining 50% shall be invoiced by Searcys at least three months prior to the Event and is payable within 14 days of the invoice date.
2. If your Event Date is three months or less away, a 100% deposit becomes payable immediately when you return your signed copy of the Event Confirmation Form to Searcys and is non-refundable (save as provided in clauses 3(b) or 4). A deposit invoice for 100% of the Expected Price will be issued and is payable within 14 days of invoiced date.
3. Where the Client requests changes to the scope of the Event which results in an increase in the Expected Price (including but not limited to changes to proposed menu items or guest numbers), Searcys shall invoice the Client for the additional amount and the Client shall pay such invoice prior to the Event Date.

Final Balance

1. The final balance for the Event will include the Expected Price as outlined in the Event Contract, plus any additional consumption, extras or any other cost arising from subsequent instruction either from you or from any other person introduced to us, in connection with the event, whether such instruction was provided in writing pre-event or verbally during the event. This constitutes the (“Final Balance”) which we are entitled to recover from you.
2. Where the Final Balance is:
   1. more than the Expected Price paid to us in advance, such additional amount is payable at the end of the Event by MasterCard, Visa, Debit Card or American Express and we will provide you with a summary statement; or

1. is less than the Expected Price, we shall refund the difference between the Expected Price and whichever is higher between the Final Balance or the Minimum Spend as set out in the Event Contract (if any).

1. If we are unable to obtain payment of the Final Balance at the end of the Event for any reason, we will invoice you for the Final
2. All queries relating to the Final Balance must be received by us in writing within seven (7) days of the date of the invoice or summary statement, as the case may be.

Payment

1. Other than the Deposit (which shall be payable immediately on signing the Event Contract), all other invoices are payable by you within fourteen (14) days from the date of the invoice. If you fail to make any payment to us in cleared funds within the time period specified, we will not be obliged to provide any of the services relating to the
2. Invoices are payable by cheque (to RCGP Enterprises Ltd at TVP2, 300 Thames Valley Park Drive, Reading, Berkshire, RG61PT) or bank transfer (bank details are provided on the invoice).
3. We may charge interest on any amount outstanding under this Agreement, such interest shall be calculated on a daily basis at the prevailing rate pursuant to the terms of The Late Payment of Commercial Debts (Interest) Act 1998. In the event of any payment due from you being dishonored, a charge of £45.00 (or such other sum actually incurred by us if higher) will be payable by you to us.

2.  CONDITIONS OF HIRE

Purpose of Event

1. You confirm that you have fully and fairly disclosed the purpose for, and the nature of, the Event including but not limited to the number of proposed guests; the full name and address of the Principal Client (if any) for whom you are acting; the nature of your and the Principal Client’s (if any) business; and any entertainment, equipment or special effects which may constitute a special risk to the
2. We will provide you with a function sheet setting out the final details of the Event no later than seven (7) days prior to the Event which you must sign and return to us prior to the Event. We will provide the Event in accordance with that function We reserve the right to vary the Expected Price where the final details of the Event differ from what was anticipated at the date of the Event Contract.

Food and Beverages

1. Searcys is the sole event caterer in the Venue and will provide all food and beverages unless otherwise agreed with us in writing. Where Searcys provide written consent for other beverages to be supplied, a corkage charge shall be applicable.
2. You will be responsible for pre-ordering any specific wines or other beverages for the table and/or on arrival (if required). We cannot guarantee that every wine and vintage will be available at all times but will always endeavor to match unavailable wines with a comparable product and
3. Where we agree to provide an open bar at your Event, such open bar will be subject to an agreed limit and any additional expenditure requested at the Event must be approved by the person named in the Event Contract who shall also sign off on the total consumption at the end of the Event.
4. Menu prices listed in the Event Contract are based on our costs at the date of the Event Contract and are prepared on the basis of numbers set out in the Event Our menu prices may change from time to time due to market availability and the cost of raw materials. We reserve the right to vary the Expected Price where there are changes to costs. We will try to avoid any changes where possible.
5. (‘Unlimited’) Drinks package are sold in good faith of reasonable consumption by guests. Excess drinking will not be permitted and we reserve the right to stop or limit the service of beverages should be necessary.

Guests

1. The maximum number of guests must not exceed the licensed capacities as advised by us at the date of the Event Contract.
2. Final catering numbers, allergen & dietary requirements, table plans, guest list (if requested) and menu options (if requested) are required in writing no less than 10 working days prior to the
3. If, in comparison to numbers set out in the Event Contract, the final numbers provided in accordance with clause 2(i) have:
   1. increased, we will use our reasonable efforts to accommodate your request (although we cannot guarantee that we will be able to do so) and we will update the Final Balance If there is a material increase in numbers we reserve the right to require you to pay us an additional amount in cleared funds before the Event to cover the additional costs we may incur as a result of the increase in numbers;
   2. decreased, we will charge you for the number of guests agreed in the event final numbers irrespective of actual attendance numbers or consumption.
4. You must ensure that the guests attending the Event comply with all reasonable requests made by Searcys staff; comply with all applicable laws, rules and regulations including those relating to fire, security, health and safety and otherwise; any policies, rules or procedures notified to you by Searcys relating to the Venue or otherwise; and do not commit any nuisance, disturbance or infringement which might jeopardise us in any way.
5. We operate the Venue in accordance with all licensing Intoxicated persons and persons under 18 years will not be served alcohol and will be asked to leave the premises. We reserve the right to refuse entry at all times.
6. The possession or use of drugs is prohibited by law (including but not limited to the Misuse of Drugs Act 1971). Anyone found to be in possession of illegal items or substances will be immediately ejected from the Venue.
7. You are responsible for the behaviour of your guests and any third-party suppliers brought by you to the Venue. Anti-social or threatening behaviour, including harassment or discrimination of any kind towards any individual, will not be tolerated by Searcys, who in such case reserves the right to remove persons from, or refuse them admittance to, the Venue.

Venue, equipment and third-party suppliers

1. All invitations must comply with any requirements notified to you by us and must state that the Venue is a no smoking building (and, if requested, may be subject to our approval).
2. You are not permitted to fix anything to the walls or any other surfaces of the Venue, except in designated areas, without prior approval by us. In all other areas, any signs or displays (including outside the Venue) must be free standing and are subject to prior approval by us. All items must be lifted or carried, not dragged, within the Venue and must not cause damage to any surfaces. Any costs to us or loss suffered by us arising from damage howsoever incurred will be invoiced to you. The use of any production/theming items, decorative items, furniture, entertainment systems, equipment or third-party suppliers must be approved by Searcys in advance of the Event and there may be a cost associated with this (if notified by Searcys to you). We may require proof of PAT testing and/or a Risk Assessment and Method Statement for any third-party equipment used and/or evidence of public liability insurance for any third-party supplier.
3. You shall be responsible for the security and insurance of any equipment, and for the actions of any third party suppliers, which you bring on to the Venue plus all necessary consents and licenses including licenses to use any content, music, videos or otherwise during the Event.
4. All materials brought in specifically for the Event (e.g. corporate signs, publications, displays, goody bags, etc.) must not be delivered to the Venue prior to the agreed access time set out in the Event Confirmation Form unless agreed in writing by us and must be delivered in accordance with the delivery instructions communicated by us. All such materials must also be removed from the Venue immediately following the Event or such other time period as agreed in advance with Searcys. Onsite storage for materials is not available. We cannot under any circumstances guarantee the safe keeping of any such items left at the Venue.
5. All materials brought in specifically for the Event (e.g. corporate signs, publications, displays, goody bags, etc.) must not be delivered to the Venue prior to the agreed access time set out in the Event Contract unless agreed in writing by us and must be delivered in accordance with the delivery instructions communicated by All such materials must also be removed from the Venue immediately following the Event. Onsite storage for materials is not available. We cannot under any circumstances guarantee the safe keeping of any materials delivered early or left on site.

Times of Hire

1. Events are required to finish at the times agreed in the Event Extensions to these times, should they be possible, will incur additional charges and must be agreed in writing with us in advance.

Filming, Photography and Media

1. Permission must be sought from us before any filming or photography takes place in any areas of the Venue.
2. Any press or media attendance or involvement in the Event must be clearly communicated to us at the time of booking the Event and is subject to landlord’s approval and may be subject to additional charges (such charges will be communicated on approval).

Changes to Event

1. We have the right to make any changes to the Event which may be necessary or desirable to comply with any applicable law or health and safety requirement or as specified by the We will notify you of any such changes required in so far as is reasonable possible.

Trading Restrictions

1. 30 Euston Square’s ethical policy prohibits the venue to host any event, directly from, or booked on behalf of companies from Oil, Gas and Coal Exploration, E-cigarettes & Tobacco, Weapons & Arms Manufacturers, Assisted Dying, Gambling & Betting, Liquor & Alcohol Manufacture, Adult Entertainment Sectors or promoting Infant feeding & Baby Formulas.
2. 30 Euston Square is prohibited to host any meeting or event receiving sponsorship from Weapons & Arms Manufacturers and from Assisted Dying organisations.
3. Meetings and Events at 30 Euston Square are not permitted to display brand and products such as E-cigarettes & Tobacco, Licquor & Alcoholic Beverages or Adult Entertainment material, unless agreed in advance and in writing by 30 Euston Square.
4. Full details about trading restrictions can be found on https://30eustonsquare.co.uk/our-ethical-policy/

3.  CANCELLATION BY US

1. We may cancel the Event without any liability to you if:
   1. you become insolvent or adjudicated bankrupt;
   2. you are in arrears with any payment due to us;

• you are in breach of any of these terms and conditions and fail to rectify such breach within one week of receiving notice of such a breach from us or such other period as reasonably specified by us; or
  • you have  misrepresented, omitted or fail to disclose the nature of your meeting or event in line with and as specified in clause 2 a), w), x), y) and z).

1. If, we become aware, at any point, that either the nature of your event or activities within the event contravene or are in breach of any licensable or regulated activity in the UK.
2. If, for reasons beyond our control and other than for events described in clause 3(a), it is necessary for us to cancel the Event, we shall provide reasonable notice (no less than 48 hours except in an emergency) and we shall refund any amounts paid to us on the basis that you shall have no further claim for of the

4.  CANCELLATION BY THE CLIENT

1. If for any reason you cancel the Event after signing the Event Contract by giving us notice in writing, we shall be entitled to retain a percentage of the Expected Price depending on when we receive your notice of cancellation as detailed below:

1. Any cancellation fees incurred by us for third party bookings made on behalf of you in relation to the Event (e.g. musicians, lighting, floristry, furniture) shall be payable by

5. LIABILITY
6. You will be responsible for and will reimburse us for all loss, damages, costs and charges arising out of or in connection with any act or omission on your part or that of the Principal Client (if any), its/your agents, employees, contractors, guests, third-party suppliers or invitees, including but not limited to:
   1. any loss of, or damage to, property of any kind at the Venue or brought by you or a third-party supplier to the Venue;
   2. any loss of revenue sustained by Searcys where we are unable to hold other events at the Venue while we replace or repair damaged property; and

• death or injury to any persons arising in connection with the Event.

1. Subject to clauses 5(c) and 5(d) our total liability to you under or in connection with this Agreement howsoever caused (including by virtue of negligence) shall be limited in aggregate to an amount equal to the Expected Price.
2. We shall in no circumstances be liable to you for:
3. any loss of profit or any form of economic loss, or any indirect or consequential loss arising under or in connection to the Agreement;
4. any failure to provide any of the services relating to the Event where such failure is due to your failure to comply with any of your obligations set out in this Agreement; or

• any loss or damage arising as a result of an act or omission of you, your employees, guests, agents or contractors.

1. Nothing in this Agreement is intended to exclude or limit either party’s liability for death or personal injury caused by negligence, or any other matter which may not be excluded or limited by law.
2. It is your responsibility to take out insurance to cover the Event and any cancellation of it, and we strongly recommend that you do so.

6. AGENTS
7. Where the Client is acting as an Agent for the Principal Client, Searcys require a written confirmation from the Principal Client that the Agent is empowered to contract with RCGP Enterprise Ltd on the Principal Client’s behalf and the Principal Client will accept all additional charges

7. FORCE MAJEURE

Neither party shall be liable for any total or partial failure or delay in performance of its duties or obligations under this Agreement arising due to circumstances outside of its control (including but not limited to fire, flood, adverse weather conditions, acts of terrorism, war, civil disruption, epidemic, pandemic, law, or governmental order, rule, regulation or direction).

8. GENERAL
9. You shall not acquire any of our intellectual property rights by engaging You may use 30 Euston Square’s logo and venue’s address to promote the location of your event. You shall not use the Royal College of General Practitioners logo or mention it as the venue in any media, printed or otherwise, without written approval
10. Nothing in this Agreement shall be deemed to constitute a relationship of joint venture partnership, endorsement or agency between the
11. Each party shall keep strictly private and confidential all information and documentation disclosed to it by the other parties which relates to any trade secrets (any information relating to the activities of the other parties or any of its methods of carrying on business). The receiving parties will not use, copy or disclose such information or documentation to any third
12. Both parties shall comply with all applicable laws including the General Data Protection Regulation and the Data Protection Act 2018. Neither party shall engage in any activity, practice or conduct which would constitute an offence under any applicable laws including the Bribery Act 2010 or any other anti-bribery or corruption legislation (including, as applicable, the U.S. Foreign Corrupt Practices Act)

1. This Agreement constitutes the entire agreement between the parties (but shall be read in conjunction with the terms and conditions of the Venue itself where applicable and as notified to you). You acknowledge that you have not relied on any statement, promise or representation made or given by or on behalf of us which is not set out in this Agreement. No terms or conditions endorsed on, delivered with, or contained in any documentation provided by you will form part of the Agreement.
2. If any provision of this Agreement is found by any court or administrative body or competent jurisdiction to be invalid or unenforceable, the invalidity  or provisions which shall remain in full force and effect.

1. No exercise or failure to exercise or delay in exercising any right, power or remedy vested in either party pursuant to this Agreement shall constitute a waiver by that party of that or any other right power or remedy. Any waiver of a breach of this Agreement shall not constitute a waiver of subsequent breaches of the same or any other
2. No variation to the Event Contract or to these terms and conditions will be binding unless agreed in writing by the parties.
3. You will not transfer this Agreement or any of your rights, liabilities or obligations, nor will you sub-contract any of your obligations under it (in whole or in part) without first obtaining our prior, written consent.
4. Any notice to be served under this Agreement shall be in writing and served upon you at the address or email address stated in the Event Contract or on us at our registered address either by hand, first class letter or email and shall be deemed served 48 hours after posting if sent by post, on delivery if delivered by hand and on sending if sent by email.
5. We reserve the right for our or the Venue’s employees or contractors to enter any part of the Venue at any time during the Event.

1. This Agreement is not enforceable by any third party under the Contracts (Rights of Third Parties) Act 1999 or otherwise.
2. This Agreement and all non-contractual obligations arising out of or connected to it will be governed by and construed in accordance with English law and the parties agree to the exclusive jurisdiction of the English

Links to and from other websites

If you want to link to our website, please let us know before you do as you need to have our permission. If you would like to do so, please contact us on 020 8453 4600 or email us on 30eustonsquare@searcys.co.uk. We have the right to withdraw linking permission at any time and without prior notice.

We provide links to other websites from time to time and this is done for your convenience, often to provide you with further information on something. Just because we link to a website, does not mean we endorse the website(s) and we cannot be responsible for the content of the linked websites. If you use the links and leave this website, you do so entirely at your own risk.

Access to the website

We want you to be able to access our website 24/7 by as many methods of internet connection as possible and we will try and make sure you can; however, we can’t be liable to you if for any reason the website is unavailable at any time or for any period.

The website may be suspended temporarily or permanently and without notice in the case of system failure, maintenance or repair or for reasons beyond our control.

Visitor material & conduct

Other than personally identifiable information (which is covered under our Privacy Policy), any material you transmit or post to the website (where this is possible), shall be considered non­confidential and non-proprietary. We shall be free to copy, disclose, distribute, incorporate and otherwise use such material and all data, images, sounds, text and other things embodied in the posting or upload for any and all our commercial or non-commercial purposes.

In keeping with the character and spirit of the website you are prohibited from posting or transmitting to or from the website any material:

1. that is threatening, defamatory, obscene, indecent, seditious, offensive, pornographic, abusive, liable to incite racial hatred, discriminatory, menacing, scandalous, inflammatory, blasphemous, in breach of confidence, in breach of privacy or which may cause annoyance or inconvenience; or
2. for which you have not obtained all necessary licences and/or approvals; or
3. which constitutes or encourages conduct that would be considered a criminal offence, give rise to civil liability, or otherwise be contrary to the law of or infringe the rights of any third party, in any country in the world; or
4. which is technically harmful (including, without limitation, computer viruses, logic bombs, Trojan horses, worms, harmful components, corrupted data or other malicious software or harmful data).

You may not misuse the website including, without limitation, by hacking.

We shall fully co-operate with any law enforcement authorities or court order requesting or directing us to disclose the identity or locate anyone posting any material in breach of the above. In the event of such a breach, your right to use our website will cease immediately.

Social networking

These terms govern any reviews which you make on any 30 Euston Square – Searcys’ related third party social networking sites such as our Twitter page. All comments, images, videos and any other type of material posted on any third party social networking site do not necessarily reflect the opinions and ideas of 30 Euston Square – Searcys or its employees and we are not responsible for any such content. All such content must comply with these terms and with those of the third party networking site.

Registration

Where there is the option to register for a particular area of the website and you choose or are provided with a user identification code, username and/or password, you should treat this information as confidential. Each registration is for a single user only. We reserve the right to disable any identification or password, chosen or allocated, at any time if, in our reasonable opinion, we believe you have failed to comply with these terms and conditions. Responsibility for the security of any passwords issued rests with you.

Disclaimer

The information contained on our website provides general information about the 30 Euston Square – Searcys’ business and the products and services we offer. Whilst every care is taken with the preparation of the content on the website, we do not accept responsibility for any errors or omissions on the website. The content on the website may be out of date, and we make no commitment to update such content. Where we provide details of our catering and/or bar menus, we make no promise that those menus will be available in the particular catering outlet or bar on a particular day; all menus are subject to availability and subject to change from time to time without warning.

Accordingly, to the maximum extent permitted by law, we provide you with the website on the basis that we exclude all representations, warranties, conditions and other terms (including without limitation the accuracy, timeliness, performance, completeness or suitability of the information and materials found on the website for any particular purpose). In particular, we do not represent or warrant that the website will be error-free, free of viruses or other harmful components, or that defects will be corrected. You must take your own precautions in this respect.

Liability – Please read this carefully

Neither we; nor our affiliates; nor anyone else who has helped develop, create, produce, maintain or deliver our website or the content of our website; nor officers, directors, employees, shareholders or agents of the afore mentioned shall be liable or responsible for any amount or kind of loss or damage that may result to you or a third party (including without limitation, any direct, indirect, punitive or consequential loss or damages, or any loss of income, profits, goodwill, data, contracts, use of money, or loss or damages arising from or connected in any way to business interruption, and whether in tort (including without limitation negligence), contract or otherwise) in connection with or as a result of:

• the use of, or the inability to use, the website in any way;
• the use of, or reliance on, the content of the website;
• any websites linked to the website or the material on such third party websites; or
• any viruses that may infect your computer equipment, software, data or other property on account of your access to, use of, or browsing the website or your downloading of any material from the website or any websites linked to the website.

Please note that nothing shall exclude or limit our liability for death or personal injury caused by our negligence (as such term is defined by the Unfair Contract Terms Act 1977), fraud or misrepresentation as to a fundamental matter or any liability which cannot be excluded or limited under applicable law.

Changes to these terms

Please note that we may revise these terms at any time by updating this page. We recommend that you check this page from time to time to review these terms because they are binding on you.

Governing law & jurisdiction

These terms shall be governed by and construed in accordance with English law. Disputes arising in connection with these terms shall be subject to the exclusive jurisdiction of the English courts.

Contact details

If you have any concerns or queries about material which appears on our website, have any suggestions for improvements, or if you have questions about your use of this website or these terms, please email us at 30eustonsquare@searcys.co.uk. Our postal address for correspondence is Searcys Support Office, 5th Floor, 100 Gray’s Inn Road, London, WC1X 8AL.