Terms & Conditions
Introduction
In these Terms & Conditions, the expression “the Company” means Hollingbury GC, and the expression “the Client” means the person, firm or company booking the Company.
Booking Confirmation
Any booking is provisional until the Company receives all of the following:
a fully completed venue booking form
a signed and dated copy of the Terms & Conditions
A £100 non-refundable booking fee (see sections 3.1/2)
The Client must ensure that setting up and clearing down time is allowed for and is clearly stated when booking the event.
Should the Client require any other equipment of furniture (e.g., chairs, tables or music equipment), this must be agreed at the time of the booking. After this point the Company cannot guarantee availability of these items.
Deposits & Payments
3.1 At the point of securing the venue for the selected date, the client agrees to pay a £100 non-refundable booking deposit which will be deducted from the final venue fee when the full balance is due to be paid.
3.2 The remainder of the payment must be made as per the terms stated on the hire fee invoice, which will always be a minimum of 1 week in advance of the booking/event taking place. Failure to do so will result in the cancellation of the client’s booking and the loss of their deposit.
3.3 In addition to the booking and hire fee, the Client agrees to pay a £200 damages deposit which is held against damages to the venue and/or its equipment. This deposit is payable in advance per the terms of the invoice and is refunded in full if, after assessment, no damage has been caused. Damage deposit refunds aim to be returned within 7 working days of the event taking place. If damage is caused to the venue and/or its equipment exceeds £200, the Client agrees to pay further charges as set out in 8.4.
3.4 Payments must be made in cash or by bank transfer. The currency to be used is Pounds Sterling. Credit facilities are not offered.
3.5 The Client must pay the Company for any extra goods and/or services provided for the Client or any person agreed to have the requisite authority.
Cancellations & Amendments
4.1 Cancellations or postponements, or amendments to bookings must be made in writing to the Company.
4.2 Advance notice of booking cancellation will result in the following
More than 8 weeks
Full refund
Less than 8 weeks prior to the function
No refund
4.3 If the booking is not confirmed and accompanied by the required deposit, we reserve the right to cancel the booking.
Prices
5.1 Prices quoted by the company are subject to VAT at the standard rate.
5.2 The Company reserves the right to reasonably adjust the bar as its discretion.
Licensing & Statutory Controls
6.1 The Client, guests or representatives may not bring any drinks for consumption and/or sale on licensed premises, operated permanently or on an occasional basis by the Company and/or its representatives.
6.2 The Company and all its activities are subject to statutory controls, including those relating to fire, licencing and entertainment and must be strictly observed by the Client and their guests and representatives.
6.3 The Company operates the “Challenge 25” policy.
Parking
7.1 Parking will be free for any of the attendees during the event.
Liabilities & Responsibilities
8.1 The Premises Licence only permits the sale of alcohol and playing of music (including performances) from 09:00 – 00:00, within the licensed area. The Client and its attendees have 30 minutes after the licensed period to finish any drinks.
8.2 The Company, its managers or staff will not be liable for any loss, theft, damage or expense to any person or thing however caused.
8.3 The Client must be over the age of 21 and take full responsibility for any minor attending their function.
8.4 The Client is responsible for any damage caused to function rooms, public areas and therein by any act, default or neglect of the Client, its sub-contractor or guests and shall pay to the Company and/or hirers of the venue on demand the amount required to make good or remedy any such damage.
8.5 The Client is responsible for ensuring they are made aware of the fire exits and that they advise their attendees accordingly. On the sounding of the fire alarm, the building must be evacuated immediately via the nearest available exit.
8.6 It is the responsibility of the Client to tidy up any items after their event that they have brought with.
General
9.1 In the unlikely event of a dispute arising, a complaint should be made to the management in charge of the function on the day, or in writing after the event.
9.2 The Company’s name, telephone numbers, email addresses, website & logo and any derivative of that name must not be used in any advertising or publicity without the express prior written consent of the Company.