Bookings
- The Premises Supervisor is responsible for confirming all bookings (Mel 07766151247). Provisional bookings may be made behind the bar, or email “haddenhamsocialclub@hotmail.com.“
a. Hirers must be over 18. The person completing the booking will be considered the Hirer. Where an organization is named, that organization will be considered jointly and severally liable for all costs and damages.
b. The right to refuse hire or refuse entry to any individual without assigning any reason is reserved to the Chairman (or authorized deputy) of the Committee.
- Responsibilities
a. The Hirer shall be always in charge during the hire period and will be responsible for supervision of the premises, fabric, and contents, as well as the behaviour of persons on the premises, including the car park area. The Hirer shall make good and pay for all damage or loss, including accidental damage. The hirer must make themselves and attendees aware of the club’s Health & Safety policy and escape routes. The hirer must not allow the specified numbers shown to be exceeded.
b. Any persons under 18 or vulnerable attending must be supervised by a responsible adult.
c. All entertainment must finish at Midnight, and we request that while leaving the premises, every effort is made to minimize noise.
d. The Hirer is responsible for leaving rooms and facilities, including the kitchen, in the state that they found them, i.e., clean and tidy with rubbish bagged and furniture replaced. Failure to do so will result in partial or total loss of the deposit (Cleaning charged at £10/hr).
- Rooms available for Hire; the hire period is to allow for necessary preparation & cleaning.
a. The Function Room can include the hall toilets, committee room, and kitchen if required. This does not include the Members’ Bar & toilets, and the fire door separating it from the Function Room is to be kept closed but accessible in case of fire. Persons in the Function Room are to be discouraged from entering the Members Bar area.
b. The Committee Room – subject to permission from the Function Room hirer, if in use.
c. The “Members Bar” & toilets – only available when the Members Bar is not open.
d. When the Club is not officially open, there is an additional charge of £12/hr to open and staff the bar.
- Payment
a. Payment of the deposit must take place at the time of provisional booking, and the final balance must be paid no later than 8 weeks before the hire. The deposit will be returned if a booking is not possible.
b. Cancellation less than 8 weeks before the event will result in the loss of the deposit; cancellation within 28 days will result in the loss of the full fee.
c. Deposits, less any damage, extra hire & cleaning charges, will be returned within 7 days after the hire in the same format that they were paid.
d. The hire is for the hours specified on the booking form. Entrance cannot be before that time, and the premises must be vacated and left in a clean & tidy state by the end time stated on the booking form. Failure to keep to the hours stated will be charged at the hourly rate for that room.
- Safety
a. The Hirer must comply with all conditions & regulations in respect of the premises required by the law, licensing, fire, police authorities, or otherwise.
b. The Hirer must make sure that all attending are aware of the fire exits and the Club’s H&S policy. Electrical equipment used must be PAT tested.
c. The Club has zero tolerance of any form of physical, verbal, or racial abuse, and the Premises Supervisor has authority to insist that any persons perceived to be causing abuse leave the premises.
d. The Club has a No Smoking policy. Vaping is not allowed in The Function Room.
e. The Hirer shall not allow the number of persons attending to exceed the numbers specified on the booking form.
f. Only alcohol purchased on the premises may be consumed unless prior permission has been agreed with the Premises Supervisor (corkage of £6 per bottle). Anybody not complying will be asked to leave without any refund of entrance fees.
g. Food: If preparing, serving, or selling food, the Hirer shall observe all relevant food health & hygiene regulations. Any equipment, utensils, cutlery, or crockery from the kitchen that is used shall be washed, dried, and returned to their storage place.
h. Music: Loud music must cease at 11:45 pm. The Premises Supervisor can insist that the music volume be reduced if it is a nuisance/danger to other users, staff, or neighbours.
i. Car Parking is available. Hirers must be aware that there are other users of the car park. Please get guests to park sensibly, and there will be space for more cars.
j. Insurance: The Hirer acknowledges that any loss or damage to any items left on the premises or in the car park is not covered by the Club’s insurance.
