private hire terms & conditions
1. Definitions
1.1. “TEB” The Electric Barge Limited who’s registered office is Studio 63 Great Western Studios, 65 Alfred Road, London, W2 5EU and who’s Company Registration Number is 4613979. TEB is represented by its staff and individuals appointed by TEB, referred to as Crew.
1.2. “the Venue” barge “Beauchamp”, which is moored at Grand Union Canal, Adjacent to Sheldon Square, London W2 6NA.
1.3. “the Client” the company, organisation, institution or individual on whose behalf this contract is made.
1.4. “the Event” the proposed activities at the Venue as detailed on the Booking Form.
1.5. “the Booking Form” the Booking Confirmation Form which must be completed in its entirety detailing the proposed activities at the Venue.
1.6. “Fees” any amounts payable subject to applicable VAT to TEB by the Client for venue hire, catering services or other ancillary services provided by the Crew.
1.7. “the Skipper” the individual provided by TEB to steer the boat and who maintains ultimate responsibility for the health and safety of all persons on board.
1.8. “the Guests” mean all persons attending the event at the behest of the Client including and not limited to employees, sub-contractors, agents or third parties.
1.9. “Caterers” means the third-party Catering Services engaged by TEB on behalf of the client to provide food and beverage for the Event.
2. Booking Procedure & Deposit
2.1. Venue Hire entitles the client to exclusive access to the venue for the duration of the agreed hire time, use of on-board facilities including AV equipment and sound system and provision of Skipper and Crew to oversee the event and steer the barge (if required).
2.2. The Event will be deemed confirmed once the Client has provided TEB with a non-refundable deposit of 50% of the Venue Hire Fee.
2.3. By paying the deposit, the Client agrees to the conditions stipulated in this document.
2.4. All remaining fees incurred by the Client are due 30 days prior to the Event.
2.5. If the booking is made less than 30 days before the Event date, all fees will be due immediately upon booking.
2.6. The Client agrees to pay, in-full, any fees incurred and invoiced by TEB in advance of the Event unless otherwise agreed.
2.7. Unless otherwise agreed, the named client on the booking sheet will be considered the representative for the event and must remain at the Venue for the duration of the hire time. This representative will be the point of contact for TEB and should make themselves known to the crew on the day of the event.
2.8. The Client must fully and fairly disclose the purpose for which the Venue is required.
2.9. TEB reserves the right to refuse a booking. Bookings will be accepted only if the nature of the Event is considered appropriate by TEB.
2.10. The maximum capacity of the venue is 60 guests, however alternative maximum numbers may be recommended based on furniture and set-up requirements.
2.11. The final number of Guests, including a breakdown of children and adults, must be communicated to TEB at least 14 days prior to the Event date.
2.12. The Client must not invite more than the agreed upon number of Guests to the Event.
3. Venue Hire and Access
3.1. Pre-Convention Meetings
3.1.1. The Client shall be permitted to visit the Venue for the purpose of a pre-con meeting for period of up to one hour on one occasion prior to the Event date.
3.1.2. The Client is permitted to bring up to 5 persons to the pre-con meeting. This should include any sub-contractors, agents or third parties invited by the Client.
3.1.3. Any additional visits to the Venue are subject to a fee of £50 per hour.
3.1.4. Pre-con meetings must be arranged in advance with TEB.
3.1.5. The Client must arrive and vacate the Venue by the agreed upon times.
3.2. Deliveries
3.2.1. The Client may not arrange any deliveries of equipment or supplies to the Venue without express written permission from TEB. Additional fees for the storage or transportation of equipment may apply.
3.2.2. TEB reserves the right to refuse the delivery of equipment if it is deemed illegal, dangerous or harmful to the Crew, Venue or Guests.
3.3. Pre and Post Event Access
3.3.1. Prior to the Event, the Client may bring up to 3 people on-board to drop off/ set up equipment or dress/decorate the Venue up to 30 mins before the allotted hire time.
3.3.2. Any Venue dressing must not permanently alter the appearance of the interior, exterior or contents of the Venue in any way.
3.3.3. The Client will be liable for any fees incurred by damages because of Venue dressing.
3.3.4. The Client is entirely responsible for setting up, taking down and disposal of all equipment or dressing brought to the Venue.
3.3.5. The Crew, Skipper and Caterers must not be hindered in any way by the Client prior to the Event.
3.3.6. At the end of the Event the Client shall remove anything which they have brought to the Venue in connection with the Event.
3.3.7. TEB will not take responsibility for any items left behind by the Client. TEB reserves the right to dispose accordingly of any items left behind and charge up to £100 for disposal to the Client.
3.4. Guests
3.4.1. TEB will provide an appropriate number of Crew according to total passenger numbers for the duration of the Event to assist with event operation and to uphold the safety of all persons on board.
3.4.2. The Client is responsible for ensuring prompt guest arrival and departure according to the agreed hire time.
3.4.2.1. If the client or guests cause a delay to the start of the cruise, the agreed route may be shortened at the discretion of the Skipper to ensure a timely finish.
3.4.2.2. Additional guests in excess of the agreed upon number stated by the Client may be refused entry to the venue.
3.4.2.3. If the event is caused to overrun or if additional crew are required due to the client’s negligence, additional fees may be incurred.
3.4.2.4. The Client is responsible for ensuring the orderly departure of Guests from the Venue. No disturbance or obstruction should be caused to local residents or businesses.
3.4.3. Guests under the age of 18 are not permitted on-board during evening events.
3.4.4. The Client is responsible for the supervision of children at all times.
3.5. Food and Beverage
3.5.1. Only beverages purchased from the venue may be consumed during the event. Minimum bar spend applies to all events.
3.5.2. Corkage fees may be agreed for the purpose of corporate sponsorship only.
3.5.3. TEB retains the right to refuse any external food or drink brought into the Venue by the Client if not agreed in advance.
3.5.4. All pre-ordered beverages are non-refundable. TEB reserves the right to charge for all opened bottles.
3.5.5. Unless previously agreed by TEB, TEB’s Caterers have the exclusive right to provide food at the Venue.
3.5.5.1. TEB will do everything in its power to secure the Client’s preferred Caterer for their Event. All catering options are offered are subject to availability.
3.5.5.2. Any catering or beverage orders should be confirmed and paid 30 days before the Event.
3.5.5.3. If the Client wishes to provide their own food or catering for an event, an admin fee of £150 shall apply.
3.5.6. It is the responsibility of the Client to provide TEB with the necessary Health and Safety documentation for any external catering suppliers at least 14 days prior to the Event. If the Client is unable to provide sufficient documentation, TEB reserves the right to refuse to the external supplier.
4. Health, Safety & Security
4.1. The Client must comply with all Fire, Health and Safety regulations. The Client must notify the Crew immediately if they become aware of any accident or injury occurring during the event.
4.2. TEB reserves the right to alter, curtail or terminate the Event at any time if they feel that fire, health or safety regulations are being breached by the Client or Guests. This includes but is not limited to the following:
4.2.1. Harassment or abuse of the Crew or Skipper by the Client or their guests.
4.2.2. Possession or use of illegal substances at the venue.
4.2.3. Deliberate infliction of damage to the Venue or its facilities.
4.2.4. Posing a safety or security risk at or in the vicinity of the Venue
4.2.5. Deliberate endangerment of others.
4.3. No refunds will be given in the above circumstances.
4.4. TEB operates a strict anti-drug policy. Any persons found in possession of illegal substances will be asked to leave the boat and the Event will be terminated with immediate effect. The Client will not be eligible for a refund.
4.5. TEB reserves the right to refuse admission to the Venue to any person considered unfit (under the influence of drugs, intoxicated, exhibiting suspicious or intimidating behaviour or any behaviour that could endanger persons on board) to enter or re-enter the premises.
4.6. TEB reserves the right to refuse the service of alcohol to any individual who is visibly intoxicated.
4.7. TEB operates a Think 25 policy. The Client is responsible for ensuring that this is communicated to their guests. Valid proof of age may be required.
4.8. No persons are permitted on the roof of the Barge or on the railings around the front and back decks at any time unless instructed by the Crew in the event of an emergency.
4.9. Music levels may be lowered by the Crew when passing through residential areas. The playing of music in Little Venice is forbidden after 10:30pm.
4.10. No Client’s party can exceed the maximum capacity of 60 guests for health and safety. If necessary, it will be the responsibility of the Client to reduce passenger numbers for the Event to take place.
5. Liability, Associations & Cancellations
5.1. Liability
5.1.1. TEB shall not be liable for any loss or damage to property of the Client or their Guests.
5.1.2. TEB shall not be liable for the delay, prevention, hindrance, cancellation or termination of Events due to causes beyond TEB’s reasonable control including (without limitation) Acts of God, national or local disasters, force majeure or any event causing the whole or part of TEB to be closed to the public.
5.1.2.1. For the purpose of this document, force majeure is defined as, “exceptional events beyond the reasonable control of TEB which prevent or hinder service delivery either directly or due to resulting legislation or restriction. Such events include but are not limited to, natural disasters, severe weather, government intervention, war, terrorism, strikes, riots, global or national pandemic or epidemic as defined by the WHO or similar public health body”.
5.1.3. The Client shall be liable for any loss, damage, personal injury or death arising in connection with the Event, unless caused by the negligence of TEB. The Client indemnifies TEB against any claim brought against TEB in relation to any such matters.
5.1.4. If additional insurance is deemed necessary by TEB, the Client will provide to TEB on request full details of any insurance obtained.
5.1.5. The Client and their Guests are responsible for any wilful or negligent loss and/or damage to Venue furniture and equipment. Any costs to remedy such damage will be charged to the Client.
5.2. Associations
5.2.1. TEB is also operated as a Venue for “The Floating Classroom”, offering engaging learning experiences for young people. Thus, the Client agrees not to take any action or engage in any activity that may cause the reputation of TEB or “The Floating Classroom” to be brought into disrepute. TEB asks that all Clients are mindful and considerate of TEB’s associations, partnerships and charitable activities.
5.2.2. Under no circumstances may the Client sub-let or further offer for hire any or all of the venue booked or charge for tickets unless otherwise agreed.
5.2.3. Planned sponsorship of an Event must be fully disclosed prior to booking and will be allowed only with full agreement by TEB.
5.3. Cancellations
5.3.1. Should the client wish to cancel a confirmed event, the below cancellation policies will apply:
5.3.1.1. If the event is cancelled more than 30 days before the scheduled date of the event, TEB will refund any fees paid in excess of the deposit minus any fees already paid by TEB to third parties on behalf of the client. The deposit payment is non-refundable.
5.3.1.2. If the event is cancelled less than 30 days before the scheduled date of the event, any refunds issued will be at the discretion of TEB. The deposit payment is non-refundable.
5.3.2. If a Client wishes to postpone or transfer the deposit or booking fees of a confirmed booking, then this may be agreed at the discretion of TEB. Confirmed bookings may be postponed for a maximum of 12 months.
5.3.3. TEB reserves the right to cancel or terminate any booking for reasons including, but not limited to, the following:
5.3.3.1. If the Client becomes bankrupt or insolvent or enters into liquidation or receivership.
5.3.3.2. If the Client is more than 14 days late with any payment due to TEB.
5.3.3.3. If the booking might, in TEB’s reasonable opinion, prejudice the reputation of the Venue.
5.3.3.4. If the behaviour of the Client, their associates or guests (whether as individuals or as a group) is deemed by the Venue to be unacceptable.
5.3.3.5. If it is found that the client has wilfully misrepresented the nature of the event and as a result, the event could be seen to damage the reputation of TEB.
5.3.4. Any such amendment/cancellation/termination shall be without prejudice to any right of action of the Venue or TEB in respect of non-payment or any breach of the terms and conditions.