Commercial hire information 2018-19
Within this booklet you will find all the information relevant to making a booking at the Valence House. If you would like further guidance on how best to use our facilities to deliver your event we would be happy to help. Please contact the Heritage Facilities Officer on 020 8227 2003 or email: [email protected]
Contents
Our history ...... 3 Your conference ...... 4 The hire rooms ...... 5 Facilities ...... 8 Access ...... 9 Fees and charges ...... 100 Room capacities ...... 111 Equipment ...... 122 Booking information (commercial hire) ...... 133 Booking form (commercial hire) ...... 19 Refreshments (commercial hire) ...... 234 Booking form (commercial hire refreshments) ...... 255
P a g e | 2 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
Our history
Valence House is a magnificent Grade 2* listed Medieval house, set in tranquil grounds. There has been a house on this site since at least the 13th century.
The house derives its name from one of its earliest residents, Agnes d’ Valence who lived at the house between 1291 and 1309. Agnes was a noble woman with royal connections; her grandmother was Isabella of Angouleme, the widow of King John of England.
Throughout its history the property, owned by the Dean and Chapter of Windsor, was rented to a series of tenants. The wealthy families that lived at Valence never owned it, but did much to increase its size and wealth. Valence manor grew to be the largest in Dagenham, when its lease was sold in 1803 it included six farms, which brought in a total income of £11,000 a year the equivalent of £796,000 in 2016.
Valence House was recently refurbished with the help of a grant from the Heritage Lottery Fund, and now forms part of the Borough’s Heritage Services. The house is set within attractive grounds with a secluded herb garden, a reinstated moat and landscaped gardens. Valence House visitor center and Gardens provide an historic setting for your business event or special celebration.
P a g e | 3 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
Your conference
Our visitor centre at Valence House has a choice of two rooms for hire which can be hired individually or as part of an agreed hire package. Our rooms include: the Education room, which is the larger of the two rooms and can be used as a whole or divided into two smaller spaces, and the Function Suite. We are able to accommodate a range of commercial hires, events and functions to suit your individual requirements.
We offer a professional and bespoke service for all our clients. Our range of services includes: catering, audio-visual equipment as well as a special free tour of Valence House for your guests or attendees.
Due to the nature of the site, clients do not have exclusive use of the grounds. Valence’s status as a heritage site stipulates that we open to the public for the promotion of arts and heritage-related activities. However, for your conference we do ensure that public access is restricted to the rooms you have hired. Please note that due to public access the visitor centre which comprises of the shop, café and archives will have activity throughout the day.
The site has level access, however if you do wish for your group to take advantage of the free tour of the museum, please note that due to the historic nature of the house there is partial access to the upper floor, which can be reached via the disability platform, where there is a kiosk for viewing the inaccessible rooms.
If you require access to the site before or after our opening times which are 10-4 then access is via the Margery Road staff entrance, though parking here is restricted to staff only with two disability spaces available for those with blue badge parking rights. If parking in the park, following the line of the moat to the left of the gate will bring you to the Margery Road entrance.
P a g e | 4 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
The Education room
The space as a whole
• Ground floor level access • Accommodates up to 60-seated guests (Theatre style) • Views of the House and grounds • Fitted projector with screen and computer access • Free Wi-Fi
Room layouts
U- Theatre Classroom Boardroom Cabaret shape
60 22 20 54 35
P a g e | 5 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
The Education rooms
The space divided
• Ground floor level access • Accommodates up to 30-seated guests (Theatre style) • Views of the House and grounds to one side and out across the surrounding Park the other • Fitted projector with screen and computer access both sides • Free Wi-Fi
Room layouts
Theatre Classroom Boardroom
30 10 12
P a g e | 6 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
The Function suite
• Ground floor level access • Accommodates up to 30-seated guests (theatre style) • Views of the moat and surrounding park • Fitted large flat screen TV and computer access • Free Wi-Fi
Room layouts U- Theatre Classroom Boardroom shape
30 10 12 20
P a g e | 7 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
Facilities
Toilets for men and women, as well as baby changing facilities and a wheelchair accessible toilet are available via the reception. There is level access throughout the visitor centre.
Lockers are available in the reception area. Valence House cannot take responsibility for any items left in these facilities.
P a g e | 8 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
Access
62, 5 and 368
National Rail to Chadwell Heath or District line to Becontree.
The house is located just off Becontree Avenue and easily reached from the A13 and A406.
Blue Badge parking is available within the grounds and there are two allocated spaces in our staff car park.
Parking for all other vehicles is available in Valence Park or the surrounding streets although guests are asked to be aware that it is a residential area.
P a g e | 9 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
Fees and charges
All prices are per hour and include VAT.
Mon to Sat (8am to 5pm) (per hour)
Half Education room hire Commercial rate £27.00 Charity/Community rate £22 LBBD Internal Hire £22.50 Full Education Rooms hire Commercial rate £53 Charity/Community rate £44 LBBD Internal Hire £45 Function Suite Hire Commercial rate £26.50 Charity/Community rate £14.50 LBBD Internal Hire £15
P a g e | 10 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
Room capacities
The room capacities for each of our hire rooms at Valence House are detailed below. Prices are per hour.
Please speak to the Heritage Properties Officer if you require a different room layout to the ones listed.
Rooms Theatre Classroom Boardroom Cabaret U-Shape
Full Education Room 60 22 20 54 35 Half Education Room 30 10 12 Function Suite 30 10 12 20
P a g e | 11 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
Equipment
All equipment is subject to availability.
Half Full Function Equipment Education Education Room Room Room POWERPOINT SYSTEM (Laptop, Digital Projector, £20 £20 £20 Screen) Wireless keyboard & Computer system £15 £15 £15 FLIPCHART SET UP (Flipchart, Stand, Pad, £15 £15 £15 Pens)
Wi-Fi* ✓ ✓ ✓
* Wi-Fi access is available across the site
P a g e | 12 Valence House Museum, Becontree Avenue, Dagenham, Essex RM8 3HT Tel: 020 8227 2034; Email: [email protected] Commercial hire
Booking information (commercial hire)
Terms and conditions summary
1. Provisional bookings
Enquiries on room availability may be made by phone on 020 8227 2034 or by email, [email protected].
No booking can be confirmed until a fully completed booking form, signed terms and conditions are received and payment is made and or it is confirmed in writing. If the form does not contain this information a provisional booking will be put in place for a maximum of seven days.
2. Room booking
A completed booking form must contain details of guest numbers, room requirements and meeting title and be submitted five working days before the event to secure the booking. Layout and facilities will be allocated by the Welcome Host Team. It is the client’s responsibility to advise Valence House of any changes that are required to layout, timings or numbers in a timely manner. Valence House will endeavor to accommodate any changes to a booking; however no guarantee is given that this will be possible once a booking is confirmed.
Rooms are hired entirely at the Hirer’s own risk. Valence House staff reserve the right to move, and if necessary, remove the Hirer’s property and equipment if they believe it to be unsafe or inappropriate. Valence House cannot be held responsible for loss or damage to a hirer’s property.
The use of drawing pins, blu tack and sellotape on the interior walls of the rooms is strictly prohibited.
The Hirer will indemnify and keep indemnified Valence House and its Servants and/or Agents against any damage to property, loss of or bodily harm arising out of the hire and/or use of the Premises. Valence House reserves the right at any time to cancel any letting if it requires the use of the room for its own purposes, structural repairs, etc. Fees will be refunded, but no other compensation will be payable.
Valence House does not offer a direct telephone message service to its hirers. However, in the instance of an emergency we can take messages and pass them to the main contact for your conference.
The room must be vacated, and all property and equipment brought in by the Hirer must be removed by the end of the booking period.
P a g e | 13 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
3. Confirmed numbers
The number of delegates stated at the time the booking is confirmed will determine the size of the room allocated, as well as any associated arrangements (e.g. furniture hire) and catering requirements.
Confirmation of final numbers should be made in writing to the Heritage Facilities Officer five working days prior to the event.
4. Cancellation policy
This standard cancellation policy applies unless otherwise agreed in writing by us. All cancellations must be received in writing. Cancellations made 28 working days or more before the event will incur a 10% charge of the room hire; cancellations made between 14 and 28 working days of an event will incur a 50% charge of room hire. Cancellations made less than 14 working days of the event will be charged at full cost. Any additional arrangements made by Valence House on behalf of clients (e.g. catering) which cannot be cancelled or refunded will be charged in full to the client in these circumstances
5. Deposit
A booking will only be confirmed upon receipt of a non-refundable deposit of 50% of the room hire fee. The deposit should be paid within seven working days of receipt of confirmation of the room booking.
6. Damage deposit
A damage deposit is not required for conferences.
7. Payments
Invoices will be sent to clients on receipt of a completed booking form. Payment must be received in full, within 14 days of receipt of the invoice. Valence House reserves the right to cancel a booking or future bookings should payment not be received on this basis.
8. Fees
The fee is the total of the meeting room and service hire charges quoted on the invoice supplied.
P a g e | 14 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
9. Charity/Community sector
For all bookings made with discounted charity and voluntary sector rates, written confirmation confirming registered charity number and / or voluntary sector status from the most senior office bearer must be provided.
10. Public sector
All public sector bookings will only be processed on receipt of an authorised purchase order or written confirmation from a budget holder.
11. Charges
Any additional requests made for equipment and/or rooms, and/or catering will be invoiced (plus VAT, where applicable) on the day of the event.
12. Equipment
Projectors and computing facilities are available at additional cost, subject to availability. Flip charts, whiteboards and pens are also provided at additional cost. Please refer to the equipment hire costs on page 16.
All electrical equipment used in the building shall comply with the Electrical and Works Regulations 1989 or any subsequent relevant legislation. Amplified music is not allowed. Any breakages incurred must be paid in full by the hirer.
13. Catering
All catering must be booked through Valence House Oasis Cafe. Reasonably priced light refreshments and lunches can be arranged. Prices and menus are included in the conferencing pack.
Please note that for most food orders we require five working days notice to be able to ensure supply. Food orders placed after this notice period need to be phoned through to the Welcome Host Team to discuss options and availability to supply.
Food or drink is to be consumed in the designated rooms or, weather permitting, outside seating areas. Food and drink must not be consumed in other areas.
14. Out-of-hours access
Access to facilities out-of-hours (prior to 8am or after 5.00pm) will be subject to additional charges, and must be booked at least seven working days in advance. A list of client names will need to be received at least 24 hours before the event otherwise access will not be granted.
P a g e | 15 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
15. Smoking policy
Smoking is only permitted on the patio area.
16. Parking
Other than Orange or Blue badge holders parking, there can be no parking in the grounds other than by permission of the Heritage Facilities Officer. Deliveries and collections may be made by prior arrangement.
Contact details
Heritage Facilities Officer Valence House Museum Becontree Avenue Dagenham Essex RM8 3HT
General information line: 0208 227 2034 Email: [email protected] Website: www.lbbd.gov.uk/valencehouse
P a g e | 16 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Your agreement
1. Notices
All formal notices must be in writing.
2. Confidentiality
The terms of your agreement are confidential. Neither of us may disclose them without the others consent unless required to do so by the law or an official authority. This obligation continues after your agreement ends.
3. Compliance with the law
You must comply with all relevant laws and regulations in your use of the services and the centre. You must not use them for illegal, obscene, immoral or defamatory purposes. You must not do anything that may interfere with the use of the centre by us or by others, causing loss or damage to Valence House Museum buildings or bring the centre into disrepute.
4. Business name
You must not use the name Valence House Museum in any way in connection with your business other than to specify the location of your event.
5. Suspension of services
We have the right to suspend the provision of services for reasons of political unrest, strikes, or other events beyond our reasonable control.
6. Our liability
Valence House Museum is not liable for any loss resulting from our failure to provide any services unless we do so deliberately or are negligent. We are also not liable for any failure until you have told us about it and given us reasonable time to put it right.
Valence House Museum will not in any circumstances have any liability for loss of business, loss of profits, loss of anticipated savings, loss of or damage to date, third party claims or consequential loss.
7. Client equipment
The client accepts full responsibility for their equipment whilst on the premises.
Valence House Museum staff reserve the right to move/remove the hirer's property and equipment if they believe it to be unsafe or inappropriate for intended use.
P a g e | 17 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
All electrical equipment used in the building must comply with the Electrical and Works Regulations 1989 or any subsequent relevant legislation. Amplified music is not allowed.
8. Our equipment
The client is fully liable at all times during the hire period for the loss or damage to any of our equipment Due to the nature of the venue, the use of drawing pins, blue tack and adhesive tape on the walls in rooms is strictly prohibited. Any such use will incur additional charges for removal and repair where necessary.
9. Health and safety
The meeting/course leader must ensure that all attendees sign in and must produce this list for use in the event of an emergency.
When making a booking with Valence House Museum it is the Hirer’s responsibility to note any requirements of attendees of the conference/training that will require help with exit in the event of an emergency.
A copy of the full Terms and Conditions of Hire will be provided upon confirmation of your booking.
P a g e | 18 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Booking form (commercial hire) The Heritage facilities Officer will confirm your booking in writing.
Main Contact Information Contact name Organisation Mr / Mrs / Miss / Ms / Dr / Cllr / Other (please Title specify)………………………. Job title Address and contact information Address
Postcode
Invoice address (if different from above)
Postcode
Telephone number E-mail address Payment information Payment method
Registered charity number (if applicable) Details of event Date of hire Name of event Hire information Number of delegates Number of hours
Finish time (inc. Start time (inc. set up time) dismantle time) Please detail any accessibility requirements
Preferred room(s)
P a g e | 19 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Preferred room(s) □ Please note: rooms are subject to availability and will be confirmed by the Heritage Facilities Officer
Please indicate (in the Standard Rooms grid below) which room layout you require for each room. Individual room hire If you are hiring individual rooms, please select your preferred room and layout option from the lists below.
Standard rooms: Layouts Rooms Theatre Classroom Boardroom Cabaret U-Shape Education room (half) □ □ □ □ □ Education Room (Whole) □ □ □ □ □ Function Suite □ □ □ □ □
External trainer □ Please tick if you intend to use an external trainer/facilitator. If you have ticked to say you are using an external trainer/facilitator their contact must be provided. Trainer/facilitator name Address
Postcode Telephone number Email address Mon to Fri LBBD Internal Package/Room required Total (per hour) (per hour) Cost No. Rooms Cost No. Rooms Cost Education Room (half) £27.00 £22.50 £ Education Room (whole) £53 £45 £ Education Room (half) £22 £ Charity/Community rate Education Room (whole) £44 £ Charity/Community rate Function Suite £26.50 £15 £ Function Suite £14.50 £ Charity/community rate Total room hire £
P a g e | 20 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Equipment hire Equipment option Room 1 Room 2 Room 3 Room 4 Room 5 Room 6 Cost
PowerPoint System - £20 £
Microphone/PA - £15 £
Laptop - £15 £
Flipchart Setup - £15 £ Total room hire £
LB of Barking and Dagenham bookings only Payment information Department Cost centre
Authorising Officer
Purchase order number
□ I wish / do not wish to book catering and/or refreshments (If you wish to book catering/refreshments please complete the Commercial Hire Refreshments booking form and attach it to the booking form.)
□ I have read and accept the Terms and Conditions of Hire.
Signed: ……………………………………………………………………………………….. Name: ……………………………………………………………………………………….. Job title: ……………………………………………………………………………………….. Date: ……………………………………………………………………………………….. Please complete all of fields on the booking form and send it to:
Heritage Facilities Officer Valence House Museum Becontree Avenue Dagenham Essex RM8 3HT
P a g e | 21 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Marketing information
Valence House Museum would like to provide customers of future promotions and events.
□ Please tick if you are happy to receive promotional information
Where did you hear about us?
□ Valence House leaflet □ Word of mouth □ Visit to Valence
□ Advert □ Web search □ Other
Thank you.
P a g e | 22 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Refreshments (commercial hire)
There are three lunch menus available for you to choose from. All of our prices are per person and are inclusive of VAT.
Oasis Tearoom lunch - Menu 1
The Oasis Tearoom lunch Menu 1 £4.50 Lunch per person Sandwiches, including vegetarian option and crisps Tuna Mayonnaise Country Ham Mild cheddar A selection of crisps
Oasis Tearoom lunch - Menu 2
The Oasis Tearoom lunch - Menu 2 Sandwiches, including vegetarian option, crisps £6.50 Lunch per person and cake Mild cheddar & lettuce Tuna Mayonnaise & red onion Country Ham & tomato A selection of crisps Victoria Sponge
P a g e | 23 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Oasis Tearoom lunch - Menu 3
The Oasis Tearoom lunch - Menu 3 Sandwiches, including vegetarian option, crisps , £9.45 Lunch per person fruit platter and a choice of seasonal cake Mild cheddar & caramelised onion Tuna mayonnaise & cucumber Egg mayonnaise Country Ham & salad Chicken, bacon & sweetcorn A selection of crisps Carrot cake Victoria sponge Chocolate cake Fruit platter
Refreshments
Tea, coffee, fruit juice and biscuits may be purchased for welcome, mid-morning and mid-afternoon breaks or to accompany your lunch menu at an additional cost:
Tea / coffee £1.30 Tea / coffee / biscuit £1.90 Fruit Juice £2.30
P a g e | 24 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Booking form (commercial hire refreshments)
All our food is freshly prepared. We use seasonal ingredients and where possible, use locally sourced suppliers. All catering numbers must be confirmed with the Heritage Facilities Officer five working days in advance: [email protected]
Please fill out the form below to request catering / refreshments and return it together with your booking form.
Contact details
Company name
Contact name
Telephone number
Email address Expenditure code
(LBBD Internal only)
Event details
Name of event
Date of hire
Number of delegates Please detail any dietary requirements
P a g e | 25 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]
Hospitality requirements
Menu Time Quantity £ Other comments The Oasis Tearoom lunch: Menu 1 - £3.50 £ The Oasis Tearoom lunch: Menu 2 - £5.65 £ The Oasis Tearoom lunch: Menu 3 - £8.30 £ Sub Total £ Beverages: session 1 Tea/ coffee - £1.30 £ Tea/ coffee/ biscuits - £1.90 £ Tea/ coffee/ fruit juice/ biscuits - £2.30 £ Sub Total £ Beverages: session 2 Tea/ coffee - £1.30 £ Tea/ coffee/biscuits - £1.90 £ Tea/ coffee/ fruit juice/biscuits - £2.30 £ Sub total £ Beverages: session 3 Tea/coffee - £1.30 £ Tea/coffee/biscuits - £1.90 £ Tea/coffee/fruit juice/biscuits - £2.00 £ Sub Total £ Beverages: session 4 Tea/ coffee - £1.30 £ Tea/ coffee/ biscuits - £1.90 £ Tea/ coffee/ fruit juice/ biscuits - £2.30 £ Sub total £ Total cost
□ I understand that final numbers and quantities will be confirmed five working days prior to the event.
Signature:………………………………………………………… Date:…………………………...
P a g e | 26 Valence House, Becontree Avenue, Dagenham Essex RM8 3HT Tel: 0208 227 2034 Email: [email protected]