Hireable spaces at St Richard’s

1.1 The Venue – means the hireable spaces at St Richard’s Hospice, Wildwood Drive, Worcester. WR2 5QT and St Richard’s Hospice as the owner of the Premises. 

1.2 The Hirer – means the person and/or organisation set out on the Room Booking Confirmation.  

1.3 The Premises – means the whole site of St Richard’s Hospice, including the car park and surrounding grounds and gardens.  

1.4 The Building – means any structures at St Richard’s Hospice, Wildwood Drive, Worcester. WR2 5QT. 

1.5 Visitors – means persons visiting the hospice premises for an event, either as the Hirer, Attendees or guests of the Hirer. 

1.6 Attendees – refers to the persons attending the event organised by The Hirer.   

1.7 The Amount Due – means the amount excluding VAT that the Hirer is required to pay to the Venue as set out on the Room Booking Confirmation.  

1.8 The Period of Hire – means the period set out in the Room Booking Confirmation.  

2.1 The Hirer will not exceed the maximum capacities for the Venue, based on the requested layout.

2.2 The maximum capacities are as follows:

• Elgar Room – Boardroom 12, Circle 12, Theatre 20
• Rosehill Room – Boardroom 15, Circle 10, Classroom 12, Theatre 35, Workshop 12
• Seminar Room – Boardroom 26, Circle 15, Classroom 18, Horseshoe 20, Theatre 45, Workshop 24

3.1 The Hirer shall not use the Venue for any purpose other than that described on the Room Booking Confirmation and shall not sub-hire the Venue.

3.2 The Venue is a fully operational hospice that offers care and support on a 24/7 basis. Consideration of patients, their loved ones and team members who are carrying out their day-to-day duties, is to be given at all times.

3.3 The Venue acting by its employees reserves the right to exclude or eject from the Premises any person, and to cancel any booking where it considers:

• that such events may be contrary to the interest of the general public or contrary to any law or act of Parliament. Any bookings will also be subject to consideration from the police to ensure the safety of the community is assessed against the request for a venue booking.
• the users of the Premises may do something that may cause or pose a risk of loss, damage or significant expense to the Venue or harm the reputation of the Venue.
• the Hirer shall ensure that no equipment, goods or other materials are left on the Premises overnight without prior written approval from the Venue.

4.1 The Hirer shall be responsible for obtaining any licences and for completing any returns that may be required by the Performing Rights Society, Phonographic Performance Limited, The Copyright Licensing Agency Limited and all other similar bodies in connection with the hiring and the Hirer shall indemnify the Venue, its officers, employees and consultants against the consequences of the Hirer’s failure to do so.

4.2 The Hirer shall not apply for a Temporary Event Notice without the written permission of the Venue.

4.3 The Hirer shall ensure that at all times during the Hire, they have all permits, consents, licences, permissions, certificates, authorisations and approvals whether of a public or private nature which shall be required by any authority or person in respect of the event. This includes where required a licence issued by the Performing Rights Society and any copyright permission.

5.1 The Hirer shall comply with all requests of the Venue’s management and staff and must supply any documents requested promptly.

5.2 The Hirer shall be responsible for the health and safety aspects of the use of the Premises during the Period of Hire. The Hirer must carry out a risk assessment for the event (or series of events where applicable). If requested, a copy of the risk assessment must be supplied to the Venue at least 14 days before the first date of the Period of Hire.

5.3 The Hirer shall ensure they are familiar with the:

• fire alarm points
• fire evacuation procedures, routes, refuge point and assembly point
• location of first aid kit
• location of the accident reporting book.

5.4 The Hirer shall:

• ensure clear and unobstructed access and regress is maintained to all emergency exits in the Premises
• ensure fire doors in the Premises are not propped or left open at any time
• familiarise Visitors with the position of fire alarm points, fire evacuation routes, fire refuge points and the fire assembly point.

5.5 The fire alarm is tested at 2pm every Monday. Outside of this time, upon hearing the alarm, Visitors must vacate the Building via the nearest exit and meet at the assembly point (located on the far side of the car park).

6.1 The Hirer shall ensure that any electrical appliances intended to be used by the by the Hirer at the Premises shall be PAT tested. The Venue reserves the right to request copies of the PAT tests if it deems it appropriate.

7.1 The Hirer must not make any alterations to the Premises or any other part of the Premises without the Venue’s prior written consent.

8.1 St Richard’s Hospice operates a fully commercial kitchen to support their patients, families and Visitors to the hospice.

8.2 Catering provision for Room Bookings is available to pre-order via the Room Booking Confirmation, which is sent once room availability is confirmed.

• Breakfast options served at 8am in The Green Café
• Lunch Buffet options served at 1pm in The Green Café
• Hot Drinks options served at times to suit your needs, in your room.

8.3 Alternatively, Hirers and their attendees are welcome to purchase food and drink from The Green, the hospice’s on-site cafe, which is open 8am-3pm, Monday-Friday (subject to staffing).

• From 8am – hot drinks available
• From 10am – cakes and snacks available
• 12pm-2pm – lunch available

8.4 Water stations are located either in the room, or adjacent to the room, providing filtered cold water. Glasses will be provided, as part of all room bookings, catering for the number of attendees indicated on the Room Booking Confirmation.

8.5 Hirers requesting hot water provision will be required to select ‘hot drinks’ from the menu when booking via the Room Booking Confirmation.

8.6 Cancellations and alterations to catering bookings must follow the same procedure as Room Booking Cancellations, as below.

8.7 Third-party catering providers and self-catering are not permitted. However self-refillable water bottles and your own light snacks are permitted.

9.1 Smoking and/or vaping is not permitted in the Building or the Premises. The Hirer shall ensure that there is no smoking and/or vaping at the Premises.

9.2 Free on-site parking is available, however it is limited. Priority is given to patients and visiting families. Therefore we ask that Visitors to the Premises car share where possible.

10.1 The Hirer must not do or allow anyone attending their hiring to do anything on the Premises which is or may become a nuisance to the Venue or other hirers or to the occupiers of adjoining or neighbouring premises.

10.2 The Hirer shall be responsible for requiring any person causing such a nuisance to leave the Premises and the Building.

10.3 The Hirer shall ensure that their event finishes at the date and time stated on Room Booking Confirmation.

11.1 The Hirer shall ensure that they have appropriate child protection policies and procedures in place to protect the rights and interests of children where an event involves activities aimed predominantly at children, and/or where events are attended by children.

11.2 The Hirer shall ensure the safeguarding of their Attendees; including but not limited to persons under 18 years of age and/or vulnerable adults.

12.1 The Booking will be confirmed upon the completion of the Room Booking Confirmation, including acceptance of these Terms.

12.2 The Venue reserves the right to refuse, cancel or relocate a booking, at its discretion, without prior notice to the Hirer.

12.3 Cancellation of bookings must be given in writing to . Cancellations will be refunded, if notification is received, in writing, prior to the date of your event, on the following basis:

• over 14 days – 100% refund
• 14-7 days – 50% refund
• less than 7 days – No refund.

12.4 The Venue shall not be liable for any loss or expenditure incurred by the Hirer, arising from any alterations or cancellations.

12.5 The Venue will not be liable or responsible for any failure or delay to a booking, caused by events outside of their reasonable control.

13.1 The Hirer shall ensure that the Premises are vacated at the end of the Period of Hire. Any passes given to the Hirer must be returned at the End of Hire.

13.2 The Hirer shall ensure the Premises and surrounding areas are in a clean and tidy condition and all equipment, goods and other materials including rubbish are removed from the Building at the end of the Period of Hire.

13.3 Additional charges may apply where the Hirer fails to comply with clause 17.1 and 17.2.

13.4 The Hirer shall return all furniture and equipment to their original position, secure doors and windows and leave the Premises and surroundings in a clean and tidy condition.

14.1 The Hirer shall make payment of the Amount Due before the start date of the event.

14.2 Payment must be made on or before the payment date specified on the Hirer’s Room Booking Confirmation. If no payment date is specified, the payment must be made to the Venue at least five days before the event start date.

14.3 The Venue reserves the right to recover any late payments and to charge interest at the rate of 4% above the base rate of the Bank of England from time to time on any late payment.

14.4 The details of the Amount Due are set out on the Room Booking Confirmation. The Venue updates room hire charges from time to time.

15.1 During the period of the hire, the Hirer shall be responsible for all damages, losses, claims and costs arising out of their use of the Premises and shall indemnify the Venue from and against any expense liability loss claim or proceedings including claims for personal injury to or the death of any person whatsoever arising out of the course of or caused as a result of the hire except where due to the negligence of the Venue or their respective servants or agents.

15.2 The Hirer shall maintain Public Liability Insurance in the sum of not less than £10,000,000, in place for the use of the Premises during the Period of the Hire.

15.3 Where appropriate, the Venue may waive the requirement for Public Liability Insurance or lower the minimum amount in writing at the Venues sole discretion. For the avoidance of doubt any waiver granted under this clause 15.3 does not affect any rights, responsibilities or remedies stipulated in these terms and conditions or implied by statute whatsoever.

16.1 Personal data supplied on the Room Booking Confirmation will be held and will be used in accordance with the Data Protection Act 1998 and the UK General Data Protection Regulations for statistical analysis, management, planning and in the provision of services by the Venue and its partners.

17.1 The Hirer shall ensure no damage is caused or permitted to be caused to the Premises or any equipment or fittings during the Period of Hire.

17.2 The Hirer shall be responsible for any damage caused or permitted to be caused to the Premises or any equipment or fittings during the Period of Hire.

17.3 The Venue reserves the right to take any action necessary to ensure that the Hirer rectifies any damage which occurs with their Period of Hire.

18.1 The Venue shall not be liable any loss or damage however caused to the Hirer, persons using the Premises and/or to their property except for death or personal injury caused by negligence on the part of the Venue or its employees or agents; or any matter in respect of which it would be unlawful for the Venue to exclude or restrict liability.

19.1 No advertising shall be displayed at and/or in the Building without the written permission of the Venue.

19.2 Any artwork or other advertising for the event must be approved by the Venue, by contacting

19.3 A charge of £100 shall apply where the Hirer fails to comply with clauses 19.1 and 19.2.

20.1 The Hirer must be aged 18 or over and be authorised to make a booking on behalf of their organisation, if applicable.

20.2 The Venue may from time to time amend or add to the Terms and Conditions of Hire in writing. For the avoidance of doubt, writing includes posting of the revised Terms and Conditions on Premises notice boards and/or on the website of the Venue.

20.3 The Hirer shall ensure that their event/hire complies with all relevant legislation and regulations.

20.4 The Hirer shall comply with any instructions issued by the Venue and its staff. Compliance with instructions shall extend to any general rules published for all users of the Premises.

20.5 If any provision of this Agreement is held invalid or unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall remain in force and effect, and such invalid or unenforceable provisions or portion thereof shall be deemed omitted.

20.6 No term of this agreement shall be enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not a party to this agreement, but this does not affect any right or remedy of a third party which exists or is available apart from under that Act.

20.7 This Agreement will be governed by and interpreted in accordance with the laws of England and the English courts shall have exclusive jurisdiction with respect to any dispute arising under this Agreement