Hall Hire Terms & Conditions
FUNCTION HALL – TERMS & CONDITIONS OF HIRE
These Terms & Conditions apply to all Back Hall bookings at The Crofton Club. By making a booking, the Hirer confirms that they have read, understood and accepted them.
The person who makes the booking (“the Hirer”) is responsible for the event and must ensure that guests and contractors follow these Terms & Conditions.
1. Hall Hire – Times & Charges
Afternoon Parties
The function hall can be hired, mainly on Saturday and Sunday afternoons.
Hire fee: £80.00
Hire period: 12:00pm to 5:00pm
Evening Parties
The Back Hall may be hired for adult parties, mainly on Friday and Saturday evenings.
Hire fee: £120.00
Hire period: 6.00pm to 11:30pm
All music and entertainment must finish by 11:30pm.
Guests, DJs, bands and entertainers must leave promptly so the Club can close on time.
Any variation to these times must be agreed with the Club in advance.
2. Facilities & Supplies
The Club does not provide party supplies such as paper plates, napkins, crockery or cutlery. Hirers must provide their own when required.
3. Use of the Club
Non-members attending a private function in the Back Hall may not use the front bar or its facilities, including the pool table, dartboard or gaming machines.
Guests may only pass through the front bar when accessing the designated smoking area.
4. Children
Children must be supervised by a responsible adult at all times.
Children must not be allowed to run through the front bar or play in the Club car park.
The Hirer must ensure that all children attending the event are properly supervised.
5. Smoking
Smoking is only permitted in the designated smoking area at the front of the building, under the canopy.
The smoking area can be accessed by walking through the front bar.
Smoking and vaping are not permitted inside the Club premises.
6. Guest Lists – Evening Parties
For evening parties, the Hirer must give the Club an accurate guest list at least two weeks before the event.
The guest list must clearly identify any guests who are under 18 years of age.
The guest list helps the Club arrange the appropriate number of bar staff for the event.
7. Drinks
Only alcoholic and non-alcoholic drinks purchased from The Crofton Club bar may be consumed at the event.
Guests must not bring their own alcoholic or soft drinks onto the premises for consumption.
8. 18th & 21st Birthday Parties
Bookings for 18th or 21st birthday parties require prior approval from the Club Secretary.
These bookings are not confirmed until that approval has been given.
UNDERTAKING OF THE HIRER
By hiring the Back Hall, the Hirer confirms that they understand and accept these conditions and will ensure that they and their guests comply with them during the event.
9. Supervision by the Hirer
The Hirer is responsible for complying with these Terms & Conditions, any instructions from Club staff or Committee members, and any relevant licences or legal requirements for the premises.
The Hirer must ensure that all applicable conditions, instructions, licences and legal requirements are followed throughout the hire.
10. Responsibilities of the Hirer
During the hire period, the Hirer must ensure that they:
· Keep the premises reasonably secure throughout the event.
· Supervise the premises and take reasonable care of the building, fixtures, fittings, furniture and contents.
· Leave the hall clean and tidy at the end of the hire.
· Remove all rubbish and waste generated by the event.
· Ensure that temporary fixtures, fittings and decorations meet relevant health and safety requirements.
· Ensure that decorations and materials do not create a fire risk.
· Ensure that any electrical equipment or appliances brought onto the premises are safe to use and, where appropriate, have a valid PAT test.
· Ensure that guests behave responsibly and respect neighbouring residents.
· Ensure that all guests follow reasonable instructions from Club staff or Committee members.
· Ensure that children attending the event are properly supervised.
· Take responsibility for the conduct of all guests and contractors at the event.
11. Cleaning
The Hirer must leave the hall clean and tidy and remove all rubbish after the event.
Alternatively, the Hirer may pay a £20.00 cleaning fee to the Club in advance for standard post-event cleaning.
The cleaning fee does not cover excessive mess, large amounts of waste or damage repairs.
External Caterers
If a professional caterer is used, rather than food supplied privately by family or friends, the Hirer must provide any requested documentation in advance, including relevant risk assessments and method statements.
12. Conduct & Behaviour
The Hirer is responsible for their guests’ behaviour.
Abusive, aggressive or threatening behaviour towards Club staff, Committee members, other members or guests will not be tolerated.
Anyone behaving unacceptably may be asked to leave. Serious incidents may be reported to the police where appropriate.
PAYMENT & CANCELLATION TERMS
13. Provisional Bookings
Provisional bookings for evening parties will be held for a maximum of seven days.
If the required deposit is not paid within seven days, the Club may release the date to another Hirer.
14. Afternoon Parties
Full payment of the £80.00 hire fee is required to secure an afternoon booking.
The booking is not confirmed until payment has been received.
15. Evening Parties
A refundable security deposit of £75.00 is required to secure an evening booking.
The full £120.00 hire fee must then be paid no later than one month before the event.
If payment is not made by the required date, the booking may be cancelled.
The required guest list must be supplied in line with Section 7 of these Terms & Conditions.
16. Cancellations & Refunds
The hire fee will be refunded in full where:
· The Hirer cancels the booking eight weeks or more before the event; or
· The Club cancels the booking.
If the Hirer cancels less than eight weeks before the event, the hire fee may be non-refundable.
17. Security Deposit & Damage
Where applicable, the £75.00 security deposit will normally be refunded the week after the event, provided these Terms & Conditions have been met and there is no damage, excessive cleaning or other recoverable cost.
The Hirer is responsible for any damage to the premises, fixtures, fittings or contents caused by the Hirer, their guests or contractors.
The Club may retain all or part of the security deposit to cover damage repairs or other losses arising from the event.
If repair costs exceed the security deposit, the Hirer must pay the difference between the retained deposit and the reasonable repair or replacement cost.
CAR PARKING
18. Parking at The Crofton Club
The Club car park has approximately 50 spaces.
If the Club car park is full, alternative public parking is available within Stubbington Village Centre.
All vehicles must:
· Be parked only in designated parking spaces.
· Not park in the cross-hatched area at the front of the Club, which must remain clear for emergency access.
· Not obstruct entrances, exits, fire exits or emergency access routes.
· Vehicles and their contents are left in the Club car park at the owner's risk.
The Crofton Club cannot accept responsibility for loss, theft or damage to vehicles or their contents, except where liability cannot legally be excluded.
19. Acceptance Of Terms
By paying the applicable hire fee and/or deposit, the Hirer confirms that they have read, understood and accepted these Terms & Conditions of Hire.