Yardley & District Rugby Football Club

Terms & Conditions – Function Room Hire

Rev: (A1, 260724)

1.        All monies and deposits requested/agreed MUST be paid in full before the actual function goes ahead. It is your responsibility (the hirer) to ensure all payments are made and up to date as agreed on your booking form. No function is valid or no date is reserved unless the requested deposit is paid. We do not offer provisional bookings and if the selected date(s) are required by another customer, we will take that booking upon receipt of their deposit.

2.        It is the hirers responsibility to ensure that all guests conduct themselves in a positive friendly manner. We will not tolerate any verbal or physical abuse of any kind to any of our staff, club members, other guests, committee officials or any other person(s) on our site. We reserve the right to cancel and terminate the event if we witness such behaviour, call the local authorities and hold any deposits received.

3.        All drinks are to be bought from our on site bar only. This applies to all drinks including alcoholic beverages and soft drinks. Anyone found to be bringing their own drinks on to site will be the responsibility of the hirer and we may terminate the event there and then and withhold any monies held.

4.        Smoking areas are provided outside the venue with adequate bins, shelters and ashtrays. We ask that all guests respect these areas and use the provided receptacles when disposing of nub-ends and other forms of litter. The use of illegal substances both inside or outside our grounds will NOT be tolerated and it is the hirers responsibility that all guests are aware of this. Anyone found using such substances will be asked to leave by the hirer, possibly reported to the local authorities and again, terminate the event with a loss of any monies held.

5.        At the end of the event, an agreed time will be discussed with you during the time of booking. These times must be adhered to and you must start making arrangements to clear any of your belongings, including making arrangements of equipment you may have hired to be removed. No items such as table clothes, catering equipment, PA Equipment, DJ Equipment, Gifts, Cakes or costumes and decorations/props will be able to be left on site under no circumstances (unless prior arrangements have been made with the duty manager). Any items  left on site will be disposed of or issued to charity organisations. All guests will have a drinking up time of no more than 30 minutes and are expected to leave the venue. Taxi’s and other transports means are the responsibility of the guests and arrangements must be made before closing up time. If at any point guests are still on site, they will be asked to leave the compound. We also request that any drinks are to be left behind and no guests are permitted to take any glassware off site at any time.

6.        Entertainers such as DJ’s, and Acts which include music MUST be finished as the bar closes. If the Bar is until 11pm, the music MUST be finished by 11pm. Acts who think it’s acceptable to continue playing after the agreed times will have the power cut which may result in damages to amplifiers or speakers. We will not accept any liability for this whatsoever. The duty manager or bar staff will request the music stops first and warn the performer(s), but failure to comply will result in the above action described above.

7.        We expect the venue to be put back to how you find it (less of course minor cleaning). We will have cleaners to re-let the room but any deep cleaning needed and not as we deem ‘acceptable’ may occur charges against your deposit. This also includes our grounds and car park, toilets areas and is not limited to the room itself.

8.        Unless agreed at the time of booking, it is the hirers responsibility that all guests stay within the room and grounds hired and not use the facilities of or the members sports bar. It is also not permitted for any guests or children to be in areas such as the Bar Servery, Glass washing areas, Stores or Offices.

9.        From time to time we have a club committee member on duty and he/she have the right to enter the hired area(s) without permission. They may also access the bar serveries and offices/stores of the building, but in no way will they interfere with your event and will report to the duty manager on duty where necessary.

10.  Limited Car parking spaces are provided on site and guests of functions are permitted to use these areas during the event (where available). All vehicles must be removed from site after the event (unless arranged prior) with the duty manager. Any vehicles left on site during or after hours are the sole risk of its owner(s). We under no circumstances will be liable for any vehicles or contents of vehicles parked at our site.

11.  All children must be accompanied by an adult at all times whilst on site. This includes both indoors and outdoors. Any damages or losses caused by un-supervised children will be responsibility of the hirer and monies held will be deducted to cover any costs incurred.

12.  The Hirer may hire other services for the event such as (and not limited to) DJ’s, PA Equipment, Catering services, Room Decorators, Live Entertainment(s) etc, soft play areas, Inflatable castle and more. At no time whilst such equipment(s) are on our site are we liable for. Services such as Bands, DJ’s and other forms of entertainment should have Liability Insurance (at the very least), and it is the hirers responsibility to check this before hiring such services. The duty manager at the venue may also ask for proof of documents upon request. Bouncy Castles and other forms of play areas either indoor or outdoor MUST provide a valid copy of liability insurance to us before entering site. Failure to produce such documents will aid the removal or non-use of such items

13.  It is very important that the number of guests agreed on your booking form are adhered too. The hirer will not permit a guest list to go over the permitted amount at any time. We also expect the hirer to inform us if a significant change to the number of guests is increased/decreased prior to the event.

14.  The bar staff and management reserve the right to refuse entry and service without notice at discretion. Bar staff have a legal duty to check for valid ID of persons they believe to be underage and trying to consume or purchase alcoholic beverages. No ID means no sale. We are VERY strict on this and will terminate any event if we find an adult is purchasing drinks for someone we believe to be underage.

15.  Room dressing enhances any venue to theme your party as required. However, there are certain guidelines we must meet for the safety of our staff, guests, and the protection of our property. The following is a guide only and is not limited to this list. Anything we have not listed here must be discussed prior to booking with a duty manager for authorisation.

A)       No structures or decorations are to obstruct entry/exit doors including fire exits and their signage and any security cameras.

B)       Items on walls such as (but not limited to) banners, bunting, Christmas foil decorations, pictures, drapes/props are permitted but must be fixed using soft fixings such as Blu-Tac or Sellotape. We do not permit the use of Nail guns, Staples, Screws or hooks, Industrial type tape, glues or any other forms of fixings.

C)      Decorations used on doors or windows are fine providing they are used with soft fixings as described above (section b). This excludes fire Exit doors however.

D)      Balloons and other inflatable decorations are accepted providing that any balloon canisters are removed from site before any guests arrive, and most certainly removed from site after an event.

E)        Table decorations such as small foils, confetti and table runners and centre pieces are permitted providing that the centre pieces used contain no liquid or candles or naked flames. No live animals or fish are permitted onto site for centre pieces either. The use of low voltage battery operated lights are permitted.

F)        Decorations of any kind used outside of the hired room are not permitted. (Your duty manager will discuss this with you at the time of booking).

G)      Stands such as tripods or metal/wooden/plastic stands are permitted subject to the there placement. If our duty manager or staff members feel the location is not appropriate or may cause possible trip hazards, or possible obstruction to facilities such as the (but not limited to) Bar Servery or Toilets, CCTV, then we may ask you to relocate them or remove them.

H)      The use of Photobooths are permitted dependant upon placement. We may require liability insurance from the owner of such equipment. The hirer is to make sure liability insurance is available from the company of the photobooth.

I)           Plug in lights, boxed number lights and flame effect lights are permitted, but again are based on placement. PAT tested equipment must be used by the hirer and sensible suitable placement of such lightings effect units must be taken into consideration. Our duty manager or committee/bar staff team reserve the right to ask for such items to be re-located or removed from site if they deem them to be inappropriate.

J)           Artefacts including but not limited to drones, fireworks, glitter guns, paper confetti guns and string guns are not permitted in or outside the building; full deposits will be retained in the event any items of this variety are used.

16.   During your event we expect areas to be kept clean and tidy. Such as disposable plates and cutlery, rubbish from left over foods, food packets must be tidied throughout the event. Bin bags can be provided from the bar staff team and in most cases will go around and assist in such clearing of items where possible. Items put into bin bags can be left safely on the dancefloor (at the end of the event) and we will dispose of them on your behalf. Sorry but we are unable to dispose of Plastic Trays, Bread baskets, Large Cardboard boxes, Polystyrenes, Balloon gas canisters. If these items are left on site then we will dispose of such items at a cost to the hirer and deduct the funds from the deposit held.

17.  We have CCTV recordings 24 hours a day within and around our premises. Adequate signage around the building(s) are provided informing you and your guests of this. Our CCTV can only be accessed by club officials and local Police (if needed). The use of Cameras/Video Cameras and Camera phones are permitted within and around the venue. It is the person(s) responsibility of who is taking the images to protect the copyright and ownership of the images. We accept no liability for any images deemed inappropriate, or any liability for images on social media sites or websites, or the sharing of any images. The term “Images” also applies to Video.

18.  Ball games and any other games which include items such as wood, Bats, Metal Objects are not permitted inside or outside the venue. The hirer will be asked to deal with such activities if they arise.

19.  The use of vehicles such as bikes, scooters, go-karts, quad-bikes are NOT permitted to be used on or around the venue (except when parking them). The use of disability scooters are accepted providing they are used by the person with the disability only. Any items left on site of this nature are the responsibility of the owner and we accept no liability of any losses or damages towards them.

20.  The use of Mobile Phones are permitted in and around our venue, however, it is your responsibility to charge them. We do not hold or supply chargers on site and we are not responsible for such tasks. We do not permit the use of any plug sockets found in and around the venue to be used for the charging of such devices. Any devices of this nature are the responsibility of it’s owners and we accept no liability for the loss or damage of them.

21.  Items such as bags, coats, boxes, phones, tablets, medication or any other items (but not limited to), are the responsibility of their owners. At no point will the bar staff allow items to be left behind the bar for its safe keeping (unless arranged prior with the duty manager).

Terms and Conditions of hire are deemed fair and appropriate with the management Exec team of the Yardley & District Rugby Club and from time to time, additions and deletions may occur without notice. It is the hirers responsibility to check for any updated terms during the booking process and up to the function date in question.