Terms & Conditions, and other useful information

Venue Hire Terms & Conditions

1. Bookings and Payments
   1. The Hellenic Centre (HC) is available for bookings from 08:30—23:00, Monday to Sunday. Earlier or later access is negotiable. Prices for individual room hire as per the HC’s current Prices List. Minimum venue hire is for 4 hours.
   2. Request for bookings of rooms should be made either by telephone or in writing in the first instance. The HC will then confirm to the client, subject to availability, the required booking details by email.
      Within three (3) days of receipt of such information the client must sign and return the Hire Agreement to the HC together with a security deposit of 50%, minimum, of the total hire rate, which is not refundable.
      For bookings which start less than one month from the booking date, full payment of the total hire agreement is required on confirmation.
   3. The outstanding balance must be received within five (5) working days prior to the start of the event. If payment is not received then the HC has the right to cancel the booking or refuse entrance.
   4.  Any additional charges will be invoiced immediately after the event. These invoices are due for settlement upon receipt.
   5. Interest at 3% above the base rate will be charged on late payments.
2. Cancellation Policy
   1. The 50% security deposit is non-refundable if the Hirer cancels the booking. The Hirer shall remain liable for the Hire fees (less any sums payable for the services) of confirmed bookings as follows:
   2.  Cancellations for bookings in the Committee and Meeting Rooms:
      Within one calendar month prior to the start date of the Hire Period 60% of the hire fees will be payable
      Within seven (7) working days prior to the start date of the Hire Period 100% of the hire fees will be payable.
   3. Cancellations for bookings in Great Hall:
      •  Between one to three months prior to the start date of the Hire Period 60% of the hire fees will be payable
      • Within one Calendar month prior to the start of the Hire Period 100% of the hire fees will be payable.
   4. The HC reserves the right to cancel bookings in the case of an emergency. In such a case any deposit or other money paid by the client to the HC for the cancelled booking will be fully refunded. The HC is not responsible for any loss or damage suffered by the client on account of such cancellation.
3. Liability
   1. The HC is not responsible for any loss or damage to any property of the Hirer bought on to the premises, nor for any loss or damage suffered by the Hirer on account of any breakdown of equipment supplied by the HC, the failure of the supply of electricity to the premises, the leakage of water or any other event beyond the HC’s reasonable control which may cause the event to be interrupted, cancelled or postponed.
   2. The Hirer is responsible for all his own equipment brought onto the premises. The Hirer should indemnify the HC fully for any damage caused to the premises or to the HC’s fixtures and fittings or other property, by any person or equipment brought on to the premises by the client or its agents.
4. Loading / Unloading
   • • This is allowed between the hours of 07:00 and 23:00.
       Parking Dispensation permits can be obtained from the City of Westminster Council at 020 7823 4567
5. Catering
   1. All catering requirements must be agreed directly between the Hirer and the HC.
   2. No food or drink brought from outside may be consumed on the premises. The HC reserves the right to charge the Hirer for any food or drink brought onto the premises by the Hirer and/or attendees, without prior permission.
   3. The HC offers the following options for catering:
      • HC Menus—for working lunches, meetings of up to 200 delegates and receptions. See separate catering Terms and Conditions on menus
      • HC Recommended List of Caterers (see separate list). There is no extra charge to use one of these caterers. The kitchen is available to the Caterer during the negotiated hours of the venue hire period confirmed by the Hirer.
      • External Catering— The Hirer has the option of using an external caterer of their choice. This caterer must agree to the HC’s External Catering Terms and Conditions and provide us with copies of their Public Liability insurance and Food Hygiene certificates.  This option incurs a fee of £700 (excl VAT) and offers the chosen Caterer the option of using the HC kitchen.
      • Corkage covers alcoholic, hot and cold beverages and soft drinks and is charged at £2.00 per person (excl VAT). Not including glassware, waiters or refuse collection.
6. Cleaning
   1. The Hirer must leave the rooms hired clear and ready for final cleaning. Rubbish collection available at £2.50 per bag. Additional large rubbish collections can be arranged from £50 (excl VAT).
   2. If the Hirer uses an external caterer, the Hirer must ensure that the kitchen is left clean.
   3. The HC reserves the right to charge additional costs if the premises are not left in a satisfactory state at the end of the event
7. Licence
   1. Intoxicating drinks may be served on the premises only during the permitted hours:
      Monday-Thursday 10:00-23:00
      Friday and Saturday 10:00-23:30
      Sunday 12:00-22:30
   2.  An extended licence is available for specific events on application to the HC
   3.  Recorded music / DJ is permitted until 23:00 (and until 01:00/01:30 if an extension has been granted). Live music is permitted until 22:30 only
8. Noise
   1. The HC has a sound limiter installed in accordance with the requirements of the Environmental Health Service. The following are the maximum permissible noise levels:
      LAmax: 96
      LAeq: 90
      LA90: 86
   2. The HC reserves the right to terminate any sound/performance/music that compromises these sound levels.
   3. At all times noise levels must be kept at a reasonable level. The HC is in a mixed use area of residences / shops / cafes / restaurants. All music must be turned off at 23:00 according to the terms of our licence and the equipment must be packed up and ready for collection the following day. It is vitally important that our good relations with our neighbours are not compromised by any lack of consideration on the part of the Hirer. Live music is permitted (until 22:30 only) but no percussion or loud amplification; DJ’s are preferred.
9. Security
   • • Door security, organised through the HC, must be in place for weekend, evening events and where alcohol will be served. The security person(s) will be a licence holder(s) and will be registered with the Security Industrial Authority (SIA).
       A member of HC staff will be on the premises during an event to assist with any enquiries or emergencies.

General Information for Hirers

Access

The entrance to the building is via some steps. A stair climber is available with prior notice. A lift gives access to all floors, except the third floor.  More information on Access

Fire and Safety

Each room has specific fire evacuation instructions displayed in the room which should be announced to the room users upon arrival.
In case of an emergency the HC Duty Manager will ask everyone to evacuate the building. There are three fire exits. One is through the main entrance, one at the far right hand corner of the Great Hall and the other one on the lower ground floor via the external metal staircase.
Points of gathering are on the pavement opposite the main entrance of the building in Paddington Street. There are fire exit signs and fire extinguishers throughout the building which must not be covered, obstructed or removed.

First Aid Facilities

A first-aid kit is kept in the office on the first floor and also in the caretaker’s room on the lower ground floor. The Client should arrange their own first-aider for large events.

In case of emergency, call 999

St Johns Ambulance number is 020 7235 5231

Lift

The lift is not suitable for moving heavy equipment. The Hirer and his agents must use the metal staircase leading directly from the pavement to the lower ground floor to bring any materials into the HC. It is the responsibility of the Hirer to provide adequate manpower to carry heavy items.

Equipment

The HC can supply a range of equipment as set out in the Equipment Price List, subject to such equipment being requested by the client and confirmed with the booking details.

Heating and Air-conditioning

The building is centrally heated. The Great Hall, Boardroom and Friends Room are also fully air-conditioned.

Cloakroom

There is a cloakroom on the lower ground floor. The HC provides rails and hangers. The HC has no responsibility for items left there unattended. Cloakroom attendants can be arranged, see price list.

WiFi

The HC offers complimentary WiFi, a dedicated fibre optic line offers high upload and download speeds.  Network and password information will be provided on the day of the event.

Parking

There is metered and pay & display parking in close proximity to the HC. Meters are in operation 6 days a week (Sunday excluded) 8.30 am – 6.30 pm.

The nearest all-day car park is Secure Parking 170 Marylebone Road Car Park

For a map, pricing and further information click here Secure Parking 170 Marylebone Road Car park. 

Vehicles can park free on single yellow lines or in pay parking bays after 18:30 Monday-Saturday or all-day Sunday.

Parking is not allowed on Residents Parking Areas: 7 days a week 8.30 am – 8.30 pm.

*These details were correct at the time of print. Please refer to Westminster City Council for more information.

Deliveries and Collections

All deliveries are through the main entrance or via the fire exit steps from the front of the building leading to the lower ground floor, both leading from Paddington Street. There is no off street parking/loading bays or back entrance.

All deliveries and collections to or from the HC must be within the negotiated hours of the venue hire.

Small packages can be accepted by the office but must be pre-arranged and clearly marked with: company name and meeting/event date, contact name and mobile telephone number.

Large deliveries will not be accepted without prior arrangement, and only if the Hirer is present in the HC, with additional manpower if required. The delivery company must be informed of delivery restrictions (i.e. stairs into the building)

Collections should be within the negotiated hours of the venue hire and clearly marked with:
the carrier’s name, destination, clear description of consignment (e.g. Box 1 of 4 etc.)

The HC will not accept any responsibility for deliveries or collections nor can it accept responsibility for any products remaining on the premises after the negotiated hours of the venue hire.

Vehicles can load/unload on the single yellow line between the hours of 07:00-11:00 and 18:30-23:00 free of charge so long as there is constant loading/unloading activity taking place (no time restriction before 11:00 or after 18:30. Maximum 20 minutes between 11:00-18:30).  If extra time is required to load/unload, you can apply for a yellow line dispensation in advance by contacting Westminster City Council Parking and Dispensation Department on 020 7823 4567.

Parking dispensation permits can be arranged up to 24 hours (working days) prior. The following information will be required: vehicle registration, vehicle description , time and dates loading/unloading activity will be taking place. For more information visit: westminster.gov.uk/parking or call 020 7823 4567.