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 61-65 Great Queen Street,

London WC2B 5BZ

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JPGM ENTERTAINMENT LTD
Company Number: 16233903
Reg Company Address: 128 City Road, London EC1V 2NX, United Kingdom
Trading Address: Sway Bar, 61-65, Great Queen St, London WC2B 5BZ

JPGM Entertainment Ltd, an authorised collaborative trading entity of Sway, operates

under this agreement as the contracting party responsible for the management, hire,
and operation of the Venue for the purposes of the Event described herein.

This document constitutes a mutually binding agreement that remains confidential

between both parties.

Activation of Agreement
This agreement will be deemed active and binding if the deposit for the event has been paid after
the agreement has been sent to the designated email address, or if the deposit has been
paid and the agreement is subsequently issued to the designated email address but
seventy-two (72) hours have passed, regardless of whether a signed copy has been
returned.

HIRER VENUE AGREEMENT

PLEASE READ THIS ENTIRE DOCUMENT CAREFULLY.

This CONTRACT is BESPOKE to you and CONFIDENTIAL. The schedule of the ‘General Terms and
Conditions’ included in this document (which shall include the annexe attached to those terms)
forms part of this Agreement.

The information requested below is to protect both the venue and the hirer.
The details requested below are not shared with 3rd parties, excluding different collaborative in-
house venue departments, and are kept confidential and secure.

Acceptance of the offer

❖ For your event to be given the go-ahead, the Hirer must sign and return a signed copy of the Agreement within
seven (7) working days of receipt. Unless the event date is less than 42 DAYS, then this must be sent within 48
hours of receiving this document.

❖ The Agreement shall be dated upon the date of signature by the last party.

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❖ This document is bespoke, and in most cases the terms are pre-agreed, but there may be an occasion when
this document may have to be altered.

❖ Capitalised terms in this letter shall have the meanings given to them in the Schedule and the General Terms and
Conditions.

❖ If JPGM Entertainment Ltd does not receive a signed copy of this Agreement within the time frame agreed,
JPGM reserves the right, without any liability to any interested party wishing to book the venue or zone within
the venue, to offer the date to any other event organisers, to withdraw this offer, to cancel the event and to offer
the date to any other parties that wish to proceed and pay a deposit to hold the date requested for the venue or
preferred zone.

The signature below indicates the agreement of both the Hirer and JPGM ENTERTAINMENT LTD t/w
SWAY BAR (collectively the “Parties”) to be bound by the terms of this Agreement.

EVENT SCHEDULE
Venue: SWAY, 61-65, GREAT QUEEN STREET – WC2B 5BZ
Name of Event Grayling Christmas Party
Name of Contact Daniel White
Contact Number 07401422949
Email Address Daniel.white@grayling.com
Event Day & Date/s Wednesday 10TH of December
Event Start / End Time 7 PM – 3 AM
Client Access Time 6 PM
Specific Room Cocktails N Party
Music Genre R&B
How many people expected 120
Reason for the event End of year party
How will you be inviting guests? Outlook diary invite
What ticket sites will you sell N/A
tickets on?

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 HIRER COMPANY DETAILS

Name of Registered
Company
Company Address

Company Registered No.

Company VAT No.

Website if you have one
Social media links
Proof of address To be attached
Copy of passport Copy to be attached for the lead Hirer
Special Requirements

Venue
Management/Reps and
the Hirer to go through
what is possible or not.
Including access times, photo
booths, and decorations.

£500

This amount is non-negotiable and is the only way we will consider holding the
Refundable Deposit
date for your event.
This amount is fully refundable as defined in the venue conditions below.

Minimum Spend

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 Additional Costs may include:

➔ Additional AV/production equipment

➔ Additional technical support, sound, and light engineering for the event where
provided by trusted third-party companies.
➔ Alterations to SWAY sets & props
➔ Costs incurred to comply with the DJ and crew riders
➔ Cleaning costs beyond a reasonable use
➔ Fire Marshall, where necessary
➔ All bar and bar equipment are supplied by the event organiser.

Licensing conditions
As per our licence, we must operate a strict 1am last entry. All promotional material
and ticket listings must clearly advertise a 12.30am last entry to give the venue
management some leeway.

We are forbidden to allow any cars to be parked directly outside the venue at any
time unless for loading or unloading.

Dispersal
We must ensure that all guests leave in a quiet and orderly manner and disperse
without dwelling on the main roads. As there are many residents, and as a part of our
licensing conditions, we must ensure guests are dispersed.
Venue rules and
conditions
If there are cars that are directly associated with your event that choose to block the
road or park outside and cause a disturbance at the end of the event, the venue will
keep any deposits that have been prepaid and meant to be refunded.

We expect organisers of the event to assist at the end of dispersal if any of the above
appear to be having an issue.

All guests must provide a valid photo ID upon entry to be scanned on ID SCAN (this
includes Hirers and DJs).

All guests, including Hirers and the guest list, are liable to be searched on entry.

All guests must purchase tickets in advance, and the Hirer must provide a host at the
front entrance to scan prepaid tickets.

There shall be no payments for entry on the door by card terminal or cash; all guests,
including the VIP guest list, must have a QR code to scan for entry.

The ticket link scan app must be shared with the venue on the night. The venue will
provide one host (charges to the Hirer). The Hirer must have a host or organisers to
help host at the door as well.

If there are any altercations or incidents in the venue directly related to your event,
the venue will keep any deposits.
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 TERMS AND CONDITIONS
In the event of any conflict between the Schedule and these General Terms and Conditions, the latter shall
take precedence. Capitalised terms in these General Terms and Conditions shall have the meaning assigned
to them in the Schedule unless specified otherwise. A reference to a ‘Clause’ is a reference to a clause in
these General Terms and Conditions.

1. Grant

JPGM ENTERTAINMENT LTD t/w SWAY grants to the Hirer permission to enter and use the Venue (or
the Required Rooms of the Venue if any are specified in the Schedule) to host the Event on the Event
Date.

2. Hire Fee

In consideration of JPGM ENTERTAINMENT LTD t/w SWAY granting the Hirer permission to enter and
use the Venue as detailed in the "Event Schedule" above, the Hirer shall pay JPGM ENTERTAINMENT
LTD the Fee by the terms of this Agreement via electronic transfer to the Bank Account following the
Schedule.

3. Additional Costs

Before the Event Date, JPGM ENTERTAINMENT LTD shall issue an invoice to the Hirer for:

1. Any Additional Costs incurred for the services supplied by SWAY (as specified in the Schedule).

4. Responsibilities of the Hirer

1. In conjunction with SWAY Licensing Conditions, all guests must provide a valid photo ID
upon entry.
2. As this event invites guests via a database, a full list of names with DOBs must be
provided.
3. A scanning system for guest tickets must be in place to ensure an efficient entry system.
4. The Hirer must consult with SWAY regarding the DJ and performers hired for the event.
5. Details of the proposed security company must be provided.
6. The programming of the Event ("Programming").

5. Security

1. SWAY shall ensure that all contractors and other personnel at the Venue comply with the
guidance and instructions of the SWAY security staff.
2. The Hirer shall ensure that all individuals comply with Health & Safety regulations as per
applicable legislation.
3. SWAY operates a no-smoking policy inside the Venue to comply with the law.
4. A designated smoking area is available at the front of the Venue.
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 5. Anyone smoking inside the Venue will be ejected without a refund.

6. Anti-Drugs Policy

1. The Venue shall be responsible for having in place all necessary anti-alcohol and drug
disclaimers.
2. The Organisers shall use their best efforts to prevent the presence or use of prohibited
substances during the Event.

7. Holding the Date / Damage Deposit

1. A holding and damage deposit of £500 is required before the event.

2. This can be paid via bank transfer or pre-authorised payment on a debit/credit card.
3. The deposit will be released post-event if no charges are made.
4. For late-night events, this is in addition to venue hire fees and deposits against minimum
bar spends.

8. Entrance

1. The Hirer shall ensure that all attendees are of the legally required age to access the
Venue.
2. The Venue reserves the right to refuse entry or service of alcohol to anyone appearing
underage or without a valid ID.
3. The Venue reserves the right to refuse admission without liability for refunds.

9. DJs and Other Performers

The Hirer shall:

1. Be solely responsible for engaging DJs/performers and covering their fees.

2. Be liable for any loss or damage caused by DJs, their guests, or their staff.

10. Promotion

1. The Hirer shall ensure that all marketing materials and advertisements comply with local
laws and regulations.
2. All marketing materials, digital listings, and promotional campaigns must be submitted to
the Venue's DPS for written approval prior to release.
3. False advertising or misleading information is prohibited.
4. Ambush marketing of the Event is strictly prohibited.

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 11. Brands & affiliations:

As an entity, we partner with various brands and products, which we may bring to your attention if we
think they will help you generate value for the event you plan on hosting with us. JPGM will act as an
intermediary, and your deal will be direct with any third-party brands; however, we will manage any
unique deals that are essential to the core functionalities of your event on your behalf.

This includes but is not limited to ticketing platforms, alcohol brands, catering companies, and
entertainment agencies that we think will be relevant to your event.

JPGM will not be held directly responsible for issues with third parties that it introduces to you; however,
JPGM will provide clarity and context on how deals could be structured if affiliated brands and products
offer to assist in things such as venue fees and minimum bar spends, which will be confirmed in writing
from our official email channels. You will be able to discuss any questions related to third-party deals that
can help provide value with both JPGM and the brands/companies directly. For more information about
any third-party products/services, please ask, and we will bring it to your attention.

12. Fly-Postering Policy

● Fly-postering or unauthorised advertising on public/private property is strictly prohibited.

● Any violation will result in event cancellation and forfeiture of any sums received by
JPGM ENTERTAINMENT LTD.

13. Health & Safety

1. The Hirer is responsible for the health and safety of its personnel and subcontractors.
2. The Venue will appoint a health & safety officer to oversee compliance.
3. The Hirer must submit all required risk assessments at least 10 days before the Event.
4. Failure to provide documentation may result in event alteration or cancellation.

14. Indemnity and Liabilities

1. The Hirer is financially responsible for any physical damage caused to the Venue by their
staff or engaged individuals.
2. The Hirer shall indemnify SWAY against losses due to any breach of this Agreement.
3. The Hirer must maintain valid public liability insurance of at least £5,000,000.

15. Equipment and Venue Preparation

1. Access to the Venue for loading/unloading is permitted via Great Queen Street under
security supervision.
2. Vehicles must not remain parked in the loading area.
3. The Hirer must submit technical specifications at least 2 weeks before the Event.
4. Any equipment brought in by the Hirer remains their responsibility, including insurance.
5. Any lost property will be held for 14 days, after which it will be disposed of.

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 16. Booking Deposit Terms and Cancellation Policy

1. For Hirers, a deposit of fifty percent (50%) of the total agreed amount is required at the
time of booking to secure the Event.
2. The remaining fifty percent (50%) of the deposit must be paid no later than twelve (12)
weeks prior to the Event Date.
3. If the Event Date is less than twelve (12) weeks from the date of booking, the full deposit
amount shall be payable immediately upon booking.
4. Any late payments will incur a £100 charge per day until the outstanding amount is paid
in full.
5. If the deposit is still not paid in full five (5) days after late payment charges begin, JPGM
Entertainment Ltd reserves the right to cancel the Event and retain any deposits already
paid.
6. If the Client wishes to proceed with the Event after being notified of cancellation, they
may request to continue at the Venue’s discretion. If permitted, a late payment
reinstatement fee of £500 will be payable immediately in addition to the outstanding
deposit balance.
7. If the Client cancels the Event less than twelve (12) weeks prior (when the second
deposit is due), £5,000 or the entire minimum spend (whichever is greater), along with
that second deposit, will be due.

17. Termination

JPGM ENTERTAINMENT LTD reserves the right to terminate this Agreement immediately in case of:

1. Hirer insolvency or administration.

2. Non-payment of fees by the due date.
3. Breach of Agreement not remedied within 7 days.

18. Force Majeure

JPGM ENTERTAINMENT LTD is not liable for failure to perform due to:

1. Acts of God, war, riots, and terrorism.

2. Government restrictions (including COVID-19 laws).
3. Fires, floods, power failures, strikes, or supplier failures.
4. Any other unforeseen circumstances beyond reasonable control.

19. Liability

● Neither Party shall be liable for indirect losses such as profit loss or reputational damage.
● JPGM ENTERTAINMENT LTD’s liability shall be limited to the agreed Fee.

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 20. Confidentiality

1. Both Parties agree to keep business and customer information confidential.

21. General Provisions

1. This Agreement is governed by English & Welsh law.

2. Variations must be in writing and signed by both parties.
3. No third party may enforce any part of this Agreement.

22. Minimum Spend

1. The Client agrees to a Minimum Spend at the bar.

2. If the spending target is not met, the Client must cover the difference.
3. No cash payments are accepted at the bar.
4. Sales reports will be provided hourly.

Financial terms

Item Amount Payment Terms

Venue Hire Fee £1650 £825 payable upfront, £825 due 12 weeks before the event

Minimum Event £7500 A deposit of £3,750 is required, payable in two instalments:

Spend £1,875 upon booking and £1,875 twelve (12) weeks prior to the
event. The deposit will be refunded if the agreed minimum bar
spend is met. Alternatively, the deposit amount may be applied
towards pre-purchased packages, which will be counted
towards the minimum event spend. If the deposit is used for
packages, it is non-refundable as the funds will have been
spent on those packages. Your Client Experience Manager will
review package options with you twelve (12) weeks before the
event.

SWAY/JPGM Entertainment Ltd will ensure that all bar operations are professionally operated.

The bar DOES NOT accept any cash payments from the customers at the event. The Hirer must
ensure that they inform all their customers.
Sales Reports are to be disclosed during the event, at least every hour; this way the Hirer will be able
to gauge the sales trend of the night.
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By signing below, both parties agree to be bound by the terms of this Agreement

Hirer Individual Name:

Hirer Company Name:

Position held in Company: AGREED BY –

Signature: ______________________

Date: ______________________

JPGM ENTERTAINMENT LTD – T/W Sway Bar

Name of representative for SWAY: JAMES GARDINER

Position held in the Company: ASSISTANT OPERATIONS MANAGER

Authorised by (not the same as above):

Signature of representative: ______________________

Date: ______________________

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