Venue hire terms and conditions of booking

1. General

1.1 This agreement is for the hire of conference rooms and/or meeting rooms and/or function facilities and/or the provision of services including food and beverages (together the “Services”) by Wellcome Trust Trading Limited (“Wellcome”) to [name of Client] (“Client”) at the event spaces detailed in the Booking Contract (“Event Spaces”). The contract formed between Wellcome and the Client (the “Agreement”) comprises the Booking Contract (including these terms and conditions) and any Final Details Form which is submitted by the Client and accepted by Wellcome.

1.2 The booking is confirmed only upon the receipt of the signed Booking Contract. If the Booking Contract is not returned within one week of the Client’s receipt, Wellcome may cancel the Client’s provisional booking without notice or liability to the Client. If another client wishes to book the Event Spaces in Wellcome Collection for the same date(s) before the Client has returned the Booking Contract, the Client will be asked to confirm the booking within 48 hours of notification. If Wellcome does not receive the signed Agreement within this period, Wellcome may cancel the booking without liability to the Client.

1.3 Save for:

(a) any amendments to Catering Fees under the Agreement, which Wellcome reserves the right to amend in line with any inflationary increases per calendar year;

(b) any amendments agreed in accordance with clause 10.3.

The Total Fees as set out in the Agreement shall remain unchanged for up to 12 months from the date of this Agreement, after which time Wellcome reserves the right to amend the Total Fees in line with Wellcome’s annual price changes.

2. Wellcome’s obligations

2.1 Subject to clause 5, in consideration of the payment by the Client of the Total Fees, any Additional Charges and compliance by the Client with the obligations set out in this Agreement, the Supplier shall provide the Services on the dates and times as specified in the Booking Contract.

3. Client’s obligations

3.1 In consideration of the Services being provided under this Agreement, the Client agrees to accept and pay the Total Fees and any Additional Charges notified by Wellcome in accordance with the Agreement.

3.2 The first Deposit of 50% of Total Fees, which is invoiced upon the receipt of the signed Booking Contract by Wellcome, is payable to Wellcome within 7 days of the date of invoice. If payment is not made, Wellcome reserves the right to deem the booking as cancelled with no liability to the Client, and the Client will be subject to any cancellation fees, pursuant to clause 5.4.

3.3 The second Deposit of the remaining 50% of Total Fees is payable to Wellcome no less than 28 days prior to the Event Date(s) specified in the Booking Contract. If payment is not made, Wellcome reserves the right to deem the booking as cancelled with no liability to the Client, and the Client will be subject to any cancellation fees, pursuant to clause 5.4.

3.4 For any Events contracted less than 6 weeks prior to the Event Date(s), the Total Fees will be due within 7 days of Wellcome receiving the signed Booking Contract.

3.5 The final invoice will be raised after the last day of the Event. The invoice will be inclusive of any Additional Charges attributable to the Event (including any charges due for damages at the Event venue).  Payment will be due within 30 days of the date of the invoice.

3.6 If the Client fails to make payment due under this Agreement by the due date for payment then the Client shall pay interest on the overdue amount at the rate of 4% per annum above the Bank of England’s base rate from time to time. Such interest shall accrue on a daily basis from the due date until actual payment of the overdue amount, whether before or after judgment. The Client shall pay the interest together with the overdue amount.

3.7 The Client agrees to confirm to Wellcome the final timings, menus and any special dietary requirements together with final numbers and names of delegates (for security purposes) no later than 14 days prior to the Event Date(s). If Wellcome does not receive this information, it is agreed that Wellcome will decide what it should supply and charge accordingly based on the original Booking Contract.

3.8 Wellcome reserves the right to charge for reduced Visitors pursuant to clause 5 below. The Client accepts that if final numbers exceed the numbers previously notified to Wellcome 14 days prior to the Event Date(s), Wellcome shall have no obligation to provide catering for such additional attendees.

3.9 The Client agrees not to bring into the Premises food or beverages of any kind without the prior written consent of Wellcome. A corkage charge will be made where Wellcome gives the Client permission to consume beverages on the Premises that have not been supplied by Wellcome.

3.10 The Client agrees that it shall not use, sell, publish or broadcast any name, brand, logo or images of, or associated with Wellcome, the Wellcome Trust, or of Wellcome Collection, without Wellcome’s prior written consent, which shall be at the absolute discretion of Wellcome.

3.11 The Client shall not affix or attach in any way any sign, poster or other item to the interior or exterior of the Premises unless it has obtained Wellcome’s prior written consent to do so. It is acknowledged that there are valuable works within the Premises displayed on walls, in display cases and otherwise. The Client agrees to ensure that any stand or other equipment used by the Client leaves adequate space, as agreed with Wellcome staff, to prevent damage.

3.12 The Client shall compensate Wellcome for the costs of making good any loss of or damage to Wellcome property and any subsequent loss of business, trade or commercial activity suffered by Wellcome that is negligently or wilfully caused by the Visitors.

3.13 The Client hereby undertakes to obtain all necessary consents and licences in connection with its proposed use of the Event Spaces and/or facilities and warrants that in using the Services it shall not infringe the rights, including intellectual property rights, of any third party.

3.14 The Client agrees to comply with the terms of Wellcome’s PRS Licence (if and as applicable).

3.15 The Client hereby undertakes and agrees to obtain suitable public liability insurance for a minimum of £10,000,000 (ten million pounds sterling) to insure itself against its liabilities under this Agreement and upon request shall provide Wellcome with evidence in writing that this insurance requirement has been complied with.

3.16 The Client shall ensure that the Visitors comply with all relevant statutes, by-laws, regulations, health and safety requirements, applicable codes of practice and fire regulations (including without limitation Wellcome’s health and safety policies, which shall always be made available on request) and observe any reasonable restrictions, conditions or directions which Wellcome or Wellcome’s staff impose in relation to any matter concerning the Event.

3.17 The Client shall perform all necessary risk assessments for all activities due to be conducted as part of the Event and shall provide such risk assessments to Wellcome in accordance with the Final Details Form or as otherwise requested by Wellcome.

3.18 The Client acknowledges that Wellcome reserves its right, in its absolute discretion, to refuse admission, ban from entry or remove from the Premises, any individual or group behaving in a manner which is deemed by Wellcome to be unsociable and/or inappropriate.

3.19 The Event shall terminate at the time stated in the Booking Contract. An Additional Charge of £695 (plus VAT) per hour, or part thereof, will be payable by the Client for any overrun.

4. Indemnity and liability

4.1 The Client agrees to indemnify Wellcome against any claim, losses, damages, costs and expenses made against, paid by or awarded against Wellcome, howsoever arising and whether caused directly or indirectly by:

(a) the neglect or fault of the Client;

(b) any breach by the Client of any of its obligations under this Agreement;

(c) Wellcome’s enforcement of any terms of this Agreement;

(d) the use of the Premises and Event Spaces by the Client;

(e) the Event.

4.2 The Client agrees and acknowledges that Wellcome, its employees, agents or contractors, shall not be liable for:

(a) any damage, loss, delay or expense incurred by the Client, the Visitors or any other person connected with the Event, except for death or personal injury resulting from the negligence of Wellcome, its employees, agents or contractors;

(b) damage, theft or loss of any goods, articles, possessions, objects or similar things used, kept or left on or at the Premises (including, without limitation, deliveries sent to the Premises by the Client in advance of the Event);

(c) the Client’s breach of a third party’s intellectual property rights.

5. Variation or cancellation by the client

5.1 The Client may request to vary the Agreement. Such requests should be sent to Wellcome no less than 28 days before the Event Date(s). Any acceptance of any variation in the Event Date(s) is at the discretion of Wellcome and must be approved by Wellcome in writing. Any such variation will incur an administrative charge of 20% of the Total Fees (plus VAT). Any variation to the Event Date(s), will not affect the Deposit schedule. For the avoidance of doubt, any Deposit(s) paid before the variation will be retained by Wellcome with any payments due, continuing to follow the original schedule within the Booking Contract. If the proposed variation cannot be accommodated, the Event shall be cancelled by Wellcome and will incur a cancellation fee, pursuant to clause 5.4.

5.2 Any request to vary the Event Date(s) which is received by Wellcome less than 28 days prior to the Event shall be treated as a cancellation and will incur a cancellation fee, pursuant to clause 5.4.

5.3 The Client may vary the numbers of Visitors up until submission of the Final Details Form, which is due no less than 14 days before the Event Date(s), provided such variation is agreed by Wellcome in writing. The Client may not reduce the Visitors attending below the Minimum Number specified in the Booking Contract.

Upon notice of an approved reduction in numbers, Wellcome will reduce the Total Fees accordingly and, if such a reduction results in a repayment becoming due to the Client, make such repayment to the Client within 30 days of the final date of the Event. Wellcome shall be entitled to offset against any Additional Charges incurred by the Client pursuant to clause 3.5 the value of any such repayment.

If notice of a reduction in numbers is received by Wellcome later than 14 days before the Event Date(s) or is not received, Wellcome reserves the right to charge the Client for the full cost of the Total Fees as set out in the Agreement. If the Client reduces the number of Visitors below the Minimum Number specified in the Booking Contract, the Total Fees will be calculated based on the Minimum Number.

5.4 In the event of cancellation, Wellcome shall endeavour to obtain a suitable alternative booking of the Premises but, where it cannot find a suitable alternative booking, reserves the right to charge the following cancellation fees plus the full value of any Additional Charges incurred (and the Client will be entitled to offset against such cancellation fees and Additional Charges the value of the Deposit paid to Wellcome).

Cancellation fees:

(a) 50% of the Total Fees when cancellation notice is received by Wellcome, from the date of the signed Booking Contract up to 90 days before the Event Date

(b) 75% of the Total Fees when cancellation notice is received by Wellcome, between 89 to 28 days before the Event Date and

(c) 100% of the Total Fees when cancellation notice is received by Wellcome, less than 28 days before the Event Date.

5.5 Wellcome may have entered into commitments with third parties for special services relating to the Client’s Event, including but not limited to hire of equipment. In the event of cancellation by the Client, the Client agrees to pay all fees and costs relating to such commitments incurred to the date of cancellation.

6. Cancellation and termination by Wellcome

6.1 Wellcome reserves the right to cancel the booking and terminate this Agreement forthwith by notice in writing to the Client if the Premises or any substantial part thereof is closed or has become unusable due to a Force Majeure Event (as defined in clause 9). If Wellcome cancels the booking in such circumstances, Wellcome will refund any Deposit(s) paid but will not be liable for any costs incurred by the Client or any consequential or inconsequential loss directly or indirectly suffered by the Client as a result of entering into this Agreement.

6.2 Wellcome may terminate this Agreement on notice in writing with immediate effect if:

(a) the Client is in breach of any of its obligations under this Agreement and, in case of a breach capable of being remedied, fails to remedy such breach within such reasonable period of time as Wellcome specifies by written notice;

(b) the Client ceases to operate or is placed into receivership or liquidation or an administration order is made against it or it becomes the subject of any analogous insolvency proceedings;

(c) the Client is engaged in a business or any practices which Wellcome in its sole discretion regards as running contrary to Wellcome’s mission as a politically independent charity committed to the improvement of health for everyone.

7. Notices

7.1 Any notice given to a party under or in connection with the Agreement shall be given in writing and sent either by hand, pre-paid first-class post or other next-working-day delivery service at its registered office or its principal place of business (where the organisation is not a limited company), email (including text in the subject line of the email identifying the contents of the email as a formal notice given under this Agreement). Notices shall be addressed to and sent to the addresses stated in this Agreement. Notice of any proceedings or other documents in any legal action may not be served by way of email.

7.2 Notices sent by hand shall be deemed to have been received on signature of a delivery receipt. Notices sent by pre-paid first-class post or other next-working-day delivery service shall be deemed to have been received at 09.00 on the second working day after posting. Notices sent by email will be deemed to have been received on the working day of sending the notice to the correct email address (as provided by the intended recipient party) if sent between 09.00 and 17.00 on a working day or on the following working day if sent after 17.00.

For the purpose of this Agreement, “working day” means a day other than a Saturday, Sunday or public holiday in England when banks in London are closed for business, excluding days nominated by Wellcome on reasonable notice for planned closure of its offices.

8. Non-performance

8.1 Any failure by either party to require at any time full performance of any of these terms and conditions shall in no manner affect their right to enforce the same at a later date.

9. Force majeure

9.1 Subject to clause 9.2, Wellcome shall have no liability under this Agreement for any interruption to or cancellation of the Event which results from the breakdown of machinery, failure of supply of electricity or other utilities, leakage of water, fire, flood, explosion, strike or labour dispute, external road or building works, Government controls, restrictions or prohibitions or any other Government act or omission, whether local or national, act of terrorism, disease outbreaks, epidemics, pandemics, quarantines or any circumstance beyond Wellcome’s reasonable control (“Force Majeure Event”). Wellcome shall notify the Client promptly in writing if it reasonably believes that a Force Majeure Event may cause the Event to be interrupted or cancelled and clause 6.1 shall apply.

9.2 Both parties acknowledge the ongoing Covid-19 pandemic in the UK and accept their obligation to comply with any official guidance issued by the UK Government from time to time. The parties agree to communicate without delay any issues they may have in performing their obligations under this Agreement as a result of Covid-19. The Client acknowledges that Covid-19 may require Wellcome to take one or more of the following measures for the safety of its staff and the safety of Visitors attending the Event to which the booking relates:

(a)    impose maximum visitor numbers at the Event;

(b)    limit food or drink availability;

(c)    impose specific requirements regarding personal protective equipment such as, but not limited to, the wearing of masks;

(d)    limit any planned entertainment for the Event;

(e)    designate alternative entrance and exit routes.

9.3 In some circumstances Wellcome might consider revising the Total Fees. If Wellcome is obliged due to specific Government restrictions to close the Premises, Wellcome may offer the Client an alternative date for the Event, up until 30 September of the following year at no additional cost, but if that cannot be agreed, the booking will be deemed cancelled and the Deposit(s) will be returned in full with no further payment required.

9.4 If the Client is unable to provide the agreed Visitor numbers because of infections or travel restrictions due to Covid-19, then Wellcome will offer the Client either a proportionate reduced fee for the Event or agree to cancel the booking and return the Deposit(s) and any additional sums already paid. If Visitor numbers decrease below the Minimum Number (notified by the organiser in writing a minimum 14 days prior to the Event), Wellcome reserves the right to cancel the Event. If the Client wishes to go ahead with the Event despite being below the Minimum Number, the Total Fees  will still be calculated using the Minimum Number.

10. Entire agreement

10.1 This Agreement constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.

10.2 Each party acknowledges to the other that it has not been induced to enter into this Agreement by any representation, warranty or undertaking by or on behalf of the other party or any other person save for those contained in the Agreement.

10.3 No variation of this Agreement shall be effective unless it shall be made in writing and signed by the parties’ authorised representatives.

11. Assignment

11.1 The Client shall not assign any of its rights under this Agreement except with the prior written consent of Wellcome. Any purported assignment in contravention of this clause 11 will be void.

12. Third-party right

12.1 Nothing in this Agreement is intended to confer on any person any right to enforce any term of this Agreement which that person would not have had but for the Contracts (Rights of Third Parties) Act 1999.

13. Dispute resolution

13.1 If a dispute arises out of or in connection with this Agreement the parties will, following a written request from one to the other, attempt in good faith to resolve the dispute either through

(a) discussions between Wellcome’s authorised representative and the Client’s authorised representative, failing which,

(b) discussions between a director of Wellcome and a director of the Client.

No party may commence court proceedings in relation to any dispute arising out of this Agreement until it has attempted to settle the dispute through the discussions referred to above and either the dispute has not been settled within two weeks of such discussions or the other party has failed to participate in the discussions.

14. Governing law

14.1 This Agreement shall be governed by and construed in accordance with English law and the parties hereby submit to the exclusive jurisdiction of the English courts.


Additional Charges: Any charges in addition to the Total Fees attributable to the Event.

Catering Fees: The portion of the Total Fees attributed to the catering for the booking as set out in the Booking Contract.

Deposit: A percentage of the Total Fees paid from the Client to Wellcome in accordance with clause 3.2 or 3.3.

Event: The event for which the Client wishes to hire the Event Spaces, on the Event Date(s), and the details for which are set out in the Final Details Form.

Event Date(s): The date(s) of the Event as set out in the Booking Contract.

Event Spaces: The spaces at Wellcome Collection as set out in the Booking Contract.

Fees: The fees as set out in the Financials section of the Booking Contract.

Final Details Form: The form which will be sent by Wellcome to the Client to confirm the final details of the Event, which must be returned at least 14 days before the Event Date(s).

Minimum Number: The minimum number of Event attendees as set out in the Booking Contract.

Premises: The Wellcome Collection building at 183 Euston Road.

PRS Licence: Licence to play, in a public space, music by artists registered with PPL PRS Ltd.

Room Hire Fees: The portion of the Total Fees for the hire of the Event Spaces, as set out in the Booking Contract.

Total Fees: The total of the fees.

Visitors: The Client or its guests, employees, servants, agents or contractors.