Venue name: Tipi @ Oakmere

Venue business name: Oakmere Events Limited

Venue phone number(s):  01606 888777

Venue email: events@oakmereevents.co.uk

Venue contact person: Head of Events & Marketing – Kerry Briggs-Wood 07788 554438 or The Owner – Margot Schofield 07703 595087

Confirmation – Payment of the deposit secures the date and is non-refundable.  Collectively, the signed “Event venue contract” and payment of the deposit are necessary to confirm the stated services from the Venue.

Payment and Rental Deposit – The total cost for use of the Venue and its facilities described in the proposal & the Contract including VAT.  The Venue requires this Contract to be signed by the Hirer and an initial payment of 30% to be deposited and is non-refundable. The remaining balance is payable over 3, 6, or 9 months or by mutual agreement.  Deposits and payments will be made by BACS transfer and made payable to Oakmere Events on a schedule agreed upon between both parties and scheduled in the contract. A receipt from the Venue will be provided for each payment received.

1. Hirer’s activities during the event must be compatible with the use of the building/grounds and activities in areas adjacent to the Venue space and building. This includes but is not limited to playing loud music or making any noise at a level that is not reasonable under the circumstances. The music must be contained at an acceptable sound level so as not to disturb the local surrounding area. The Venue event coordinator will help to establish acceptable sound levels. Venue reserves the right to require Hirer(s) to cease the music it deems inappropriate, in its sole discretion. The Venue also reserves the right to require the Hirer(s) to lower the sound level or cease playing music, in its sole discretion. In accordance with local regulations, music (DJ or live music) must stop no later than 12.30am. Alcohol service must stop no later than 12.00am. All guests must be off the Venue premises no later than 12.30am. Guests staying on-site or in the Venue accommodation must not disturb other guests and treat the premises respectfully.

2. Equipment – The venue will not supply any equipment to the Hirer unless specified in writing before the period of hire. If any is used, the Hirer agrees to use the equipment safely belonging to the Venue and return it in good working order. Where equipment is damaged charges will be made to the Hirer’s account. Tables and chairs, light equipment, and waiters/bartenders, are provided as part of the Event venue contract unless noted otherwise.

3. Catering Services – The Venue will make the commercial kitchen tent available for the use of the Hirer’s licensed caterer under the terms of this contract. If the Venue is contracted for food service, additional charges will apply, and this is included within the wedding proposal, and the cost of such is included in the overall price as outlined in the proposal.

4. Alcoholic Beverages – As the host of a private party, the Hirer acknowledges responsibility for the proper and lawful consumption of alcoholic beverages at the Venue during the duration of the event described in this Contract. The Venue bartenders will exercise due care in serving alcoholic beverages and will refuse service to any person appearing to be under the age of 18 or any person who appears to be intoxicated. Identification and proof of age will be requested from any person who appears to be under 18 years of age. Alcoholic beverages will be removed from anyone believed to be a minor or from any intoxicated person.

5. Photography/Videography/Entertainment – The Hirer’s photographer, videographer, and DJ may arrive 1/2 hour(s) before the start of the Hirer’s rental time. They may prepare an area for photographs but must not interfere with the Venue’s staff as these staff prepare the facilities for the Event. The bridal party will not be allowed into the areas until the Hirer’s official rental time commences. The Venue reserves the right for each Hirer to use any area of the Venue for wedding/reception photograph sessions. All times for utilization of different areas at the Venue will be coordinated with the schedule for each Hirer. The Venue reserves the right to use any photographs or other media reproductions of an event in our publicity and advertising materials. The Hirer must designate one individual as a Contact Person who must be available to effectively communicate with the on-site event coordinator.

6. Use and Care of the Venue, Property, and Premises – The Venue and any additional services requested may only be used for the purpose(s) for which they are hired. The Hirer and their guests/delegates are responsible for any wilful or negligent loss and/or damage to the Venue, furniture, and equipment. Any costs of making good will be charged to the Hirer. The manager of the Venue will check the area before and after the event to note any damage. The Venue encourages you as the Hirer to allocate a member of your party to accompany the manager of the Venue during the inspection. All furniture and equipment have been inventoried and may not be transferred between rooms without prior agreement to the venue. No notices, decorations, or signs may be attached to the fabric of the Venue without prior agreement of the Venue. Under NO circumstances can tape, staples or any fixing be attached to the pillars, railings, walls, or balconies. Where appropriate the aforementioned will be removed without warning. Subsequent costs of making good any damage will be charged to the Hirer. Health and Safety incidents or Accidents are to be reported to the manager of the Venue. Hirers are responsible for the crew and their behaviour and welfare. All electrical outlets on the Venue are available for use at an Event. The vendors are welcome to inspect the locations and numbers of outlets before booking. The Venue has adequate toilets for their occupancy. Extra toilets must be rented for events over 100 guests. 1 x Toilet Room has disabled access.Smoking and/or vaping is not permitted anywhere in the buildings. Ash buckets will be provided, and smoking permitted outside the Tipi main entrance to one side only, keep the entrance clear. The use of any flame is prohibited in all buildings and throughout the site unless prior agreement is provided by the Venue to the Hirer. The new battery-operated “flameless candles” are permitted for use without prior approval. No fixing materials damaging or leaving traces on the property allowed. Only pushpins and drafting tape may be used to affix decorations and/or signs. Any other decorations, signage, electrical configurations, or construction must be pre-approved by the Venue. Decorations may not be hung from light fixtures. All decorations must be removed without leaving damages directly following the departure of the last guest unless special arrangements have been made between the Hirer(s) and the Venue. Nails and staples are not permitted at any location. The use of birdseed is permitted only outside for wedding and reception farewells, natural flower petals, and recyclable confetti. Any other product, rice, confetti, balloons, glitter fog machines, pyrotechnics & sparklers are not permitted inside or outside the facilities unless prior permission is granted by the Venue. Children under the age of 18 are Hirer’s complete responsibility. Know where the children are always. Children are not permitted near the lake (swimming pool/pond/lake) No pets are allowed. Only a family pet actively involved in an event can be accepted and other venue resident animals if chosen to be part of the event and by prior agreement with the venue. The Venue reserves the right to request any person or group of people acting unruly and contrary to rental regulations to leave the premises. Assistance from law enforcement agencies may be requested if this request is not met immediately. The Rental Space must be cleaned and returned in a condition at the end of an event to a reasonable appearance as it was prior to the rental. Hirer is responsible for the removal of all decorations and trash from the property. Rental items must be scheduled for pick-up no later than Sunday 04^th August @ 4pm or as close to as possible by prior agreement.

7. Responsibility and Security – The Venue does not accept any responsibility for damage to or loss of any articles or property left at the Venue before, during, or after the event. The Hirer agrees to be responsible for any damage done to the Venue by the Hirer, their guests, invitees, employees, or other agents under the Hirer’s control. Further, Venue shall not be liable for any loss, damage, or injury of any kind to any person or property caused by or arising from any act or omission of the Hirer, or any of his guests, invitees, employees, or other agents from any accident or causality occasioned by the failure of the Hirer to maintain the premises in a safe condition or arising from any other cause. The Hirer, as a material part of the consideration of this Contract, hereby waives on its behalf all claims and demands against Venue for any such loss, damage, or injury of the Hirer, and hereby agrees to indemnify and hold Venue free and harmless from all liability for any such loss, damage or injury to other persons, and from all costs and expenses arising therefrom, including but not limited to attorney fees.

8. Deliveries – Delivery dates and times of any rentals and/or 3^rd party suppliers must be coordinated with the Venue for an appropriate welcome to be arranged. All property belonging to the Hirer, Hirer’s invitees, guests, agents, and sub-contractors, and all equipment shall be delivered and set up the day before the event if available and removed on Sunday 04^th August 2024. Should the Hirer need earlier access for set-up purposes, this can be arranged if the venue is available before the day of the event. If the Venue is in use the day before the event, provisions for set up must be arranged between the Venue and the Hirer for set up the early morning of the event. The Hirer is ultimately responsible for property belonging to the Hirer’s invitees, guests, agents, and subcontractors.

9. Parking is available at the designated areas of the Venue: Car Park, Overspill Car Park. Disabled access parking spaces are provided directly next to the Tipi walkway. Parking is not permitted beyond the gated areas. The speed limit within the Venue complex is 10mph and is strictly enforced for the safety of your guests.

10. Changes to the contract in the unlikely event the Hirer is required to change the date of the event, every effort will be made by the Venue to transfer reservations to support the new date. The Hirer agrees that in the event of a date change, any expenses including but not limited to deposits and fees that are non-refundable and non-transferable are the sole responsibility of the Hirer. The Hirer further understands that last minute changes can impact the quality of the event and that Venue is not responsible for these compromises in quality.

11. Amendment, Cancellation, and Termination of the event – This needs to be made in writing via letter/e-mail by the Hirer and acknowledgment by the Venue whether the amendment, cancellation or termination has been accepted. The deposit amount paid will be non-refundable at any time. If the Hirer cancels the reservation for the Event within 30 days or fewer of the Event Date, the entire rental fee, including final payment and retention of the Deposit will be withheld by the Venue as liquidated damages.

12. Liability Insurance – To the fullest extent permitted by law the Venue shall be insured under the public liability terms but is not liable for any loss or damage to the Venue property caused by the Hirer/their guests/delegates. The Hirer must provide a £700 holding deposit for damages 10 days prior to the event. This is refundable once the event is completed successfully, and no damages/losses occurred. This is to cover all likely damages to services provided by the Venue property including, liquor, food, music, lighting, dance floors, etc, for the date/dates of the event. The Venue is to be listed as an additional insured. A certificate of insurance can be seen on request.

13. Indemnification – The Hirer shall indemnify and keep indemnified the Company and the Venue from and against any and all loss, damage or liability (whether criminal or civil) suffered and legal fees and costs incurred by the Company and/or Venue resulting from a breach of this Agreement by the Hirer including any act, neglect or default of the Hirer, its officers, servants, agents or guests and breaches in respect of any matter arising from the Event resulting in any successful claim by any third party.The Hirer shall ensure that any chosen 3^rd party wedding / event provider ie Caterer, Entertainer, DJ, Fireworks, has evidence of valid insurance from at least one reputable insurer, such policy of insurance must be adequate to cover its prospective liabilities in connection with this Hirer Agreement. The minimum cover per claim shall in respect of death or personal injury, be unlimited, and in respect of damage to or loss of property be £5 million per claim (in the case of a company or similar entity) or £2 million (in the case of an individual person), unless otherwise agreed in writing with the Company, and be unlimited in aggregate. The Hirer shall at the request of the Company provide evidence that valid and suitable insurance policies are in place. Failing to comply with this clause shall amount to a fundamental breach of this Agreement. The Hirer shall not do, or permit to do, anything which might wholly or partly invalidate any insurance maintained by the Company and the Venue in respect of the Company or the Venue or which might increase the insurance premium for the Company or the venue. If the Hirer’s proposed use shall increase any insurance premium payable then the Hirer shall reimburse the Company or Venue that additional sum and if the Company’s or the venue’s insurers impose any special terms, the Hirer shall be responsible for any costs relating to any increased risk management, health, and safety issues and for any difference in the excess payable. The Hirer shall indemnify and keep indemnified the Company and the Venue from and against all claims, proceedings, actions, damages, legal costs (including but not limited to legal costs and disbursements on a solicitor and client basis), expenses and any other liabilities arising from or incurred by the use of the Hirer, pursuant to performance of this Agreement, of any material which involves any infringement or alleged infringement of the intellectual property rights of any third party.

14. Revocation – Venue shall have the right to revoke the contract at any time prior to the Event Date, provided it gives Hirer prior written notice of revocation. If the Venue revokes the contract prior to the Event for reasons other than non-payment of fees or breach of this Contract by Hirer, Venue shall refund to Hirer the full amount paid by Hirer in connection with this Contract.

15. Law and Jurisdiction – This Agreement shall be governed by and construed in accordance with the laws of England.  The parties hereby submit to the exclusive jurisdiction of the High Court of England & Wales in relation to any dispute or claim arising out of or in connection with this Agreement.

16. Severability – If any party of this Contract shall be held unenforceable for any reason, the remainder of this Contract shall continue in full force and effect. If any provision of this Contract is deemed invalid or unenforceable by any court of competent jurisdiction, and if limiting such provision would make the provision valid, then such provision shall be deemed to be construed as so limited.

17. Notice – Any notice required or otherwise given according to this Contract shall be in writing between the Hirer and Venue. This Contract constitutes the entire agreement between the Hirer and the Venue and supersedes any prior understanding or representation of any kind preceding the date of this Contract. There are no other promises, conditions, understandings, or other agreements, whether oral or written, relating to the subject matter of this Contract.