T & Cs

Terms and Conditions for Venue Hire

SOVEREIGN HARBOUR YACHT CLUB LTD (The Club)
TERMS & CONDITIONS FOR VENUE HIRE
Effective 1st April 2019

1) DEFINITIONS
In these terms and conditions unless the context otherwise requires:
• “The Club” means Sovereign Harbour Yacht Club Ltd.
• “The Venue” means the entire club premises and its immediate environs. • “The Hirer” means the person or entity contracting for the use of the club’s facilities
• “Written” or “In writing” includes the use of email.
• “Customers” shall include the hirer and any other persons attending the event where relevant.
Where the context so admits, the masculine shall include the feminine and the singular shall include the plural and vice versa.

2) CONFIRMATION OF BOOKING
2.1 A provisional booking can only be held for 14 days. At the end of this period the booking will be released if the deposit has not been received.
2.2 To confirm and secure a booking a deposit of £200 or the total event cost, whichever is the lower, together with written confirmation will be required. 2.3 The Club may decide not to proceed with any provisional booking at any time prior to receipt of written confirmation and deposit by sending you written notice of cancellation.
2.4 Should any changes take place to your requirements after your booking is confirmed you must notify the club immediately.

3) EQUIPMENT
3.1 The Club will normally require a minimum of 10 days’ notice if they are to provide equipment or technical support for any event. 3.2 The Club will not accept responsibility for any malfunction or provide technical support for any equipment that is not the property of or supplied by the Club. 3.3 The Hirer shall be exclusively responsible for the insurance and security of any equipment that is not the property of or supplied by the Club, and for its prompt removal from the premises at the end of the booked event period.
3.4 The Hirer shall indemnify the Club against any costs or damages incurred through the use of any equipment that is not the property of or supplied by the Club and reserves the right to refuse permission to use certain equipment.

4) CATERING AND DRINK
4.1 The Club will not allow any external catering. 4.2 No drink, alcoholic or otherwise, is allowed to be brought into the building by the hosts or their guests without express permission from the Club. Corkage charges will apply if the Club allows you to bring in any of your own wine or beverages.
Sovereign Harbour Yacht Club Ltd is registered in England and Wales No. 05146502. Registered Office: 3 Harbour Quay Sovereign Harbour Eastbourne BN23 5QF
Report v1.0 – created by Synergy Accounts © 2019 Page 2 of 4
4.3 The final number of guests to be catered for must be confirmed in writing to the Club 30 days before the event at the latest and this shall be the minimum number upon which any charges are based.
4.4 After confirmation of final numbers, the number of guests may only be increased with the express approval of the Club who will endeavour to accommodate them.
4.5 No food is allowed to be brought into the building by hosts or their guests without express permission from the Club.
4.6 The Club has a strict policy of not serving alcohol directly or indirectly to those who are under the age of 18. The Hirer must ensure that all attendees are aware of and adhere to this restriction without exception.

5) USE OF PREMISES
5.1 Customers must comply with the Clubs security requirements at all times and must follow any security related instructions which may be given by the Club staff.
5.2 Customers must comply at all times with the Clubs fire, emergency and health and safety regulations. Fire instructions including fire escape routes are displayed throughout the Club premises. Fire exits and escape routes must not be obstructed.
5.3 Nothing may be fixed to the walls, ceilings, floors or windows of the venue or its access routes by nails, drawing pins, screws, tape or any other method without prior approval from the Club. 5.4 The venue may be dressed with the prior approval of the Club using methods to be agreed.
5.5 Customers may not sub license or share the room with others.
5.6 Customers shall not use any public area of the club premises for registration of guests, distribution or display of promotional material or for the display of signs or notices without the prior written approval of the Club.
5.7 Customers shall not hold press conferences or make television or radio recordings on the premises without the prior written approval of the Club.
5.8 The event must end and the room be cleared no later than the stated finished time.
5.9 Customers are responsible for ensuring that the maximum notified capacity at the venue is not exceeded.
5.10 Any accidents or damage occurring within the premises must be reported immediately to the staff supervisor.
5.11 Customer’s property will not be kept or stored on the club premises before or after the event in the absence of any specific agreement.
5.12 The Club strictly complies with the licensing laws at all times and allows a 20-minute drinking up period at the end of the event which must not go on beyond the agreed finish time.
5.13 Customers are responsible for ensuring the orderly and safe conduct of the event.
5.14 Customers must ensure that they, their guests, agents, contractors or their staff do not under any circumstances interfere with the use of or enjoyment of the premises by other persons.
5.14 Customers must ensure that they, their guests, agents, contractors or their staff do not cause nuisance or infringement of the Club licenses for liquor, music or dancing or any other permissions. This includes ensuring that guests do not create unreasonable noise on the balconies, that the balcony doors are closed when any music is played or amplified announcements made and that sound levels within the venue are held at reasonable levels.
5.16 Customers must ensure that there is no illegal betting or gaming during that event.
5.17 Customers are responsible for ensuring that they, their guests, agents, contractors and their staff arrive and leave the premises quietly and reasonably with due consideration for nearby residents.
5.18 The Club has a strict no smoking policy. No smoking is allowed anywhere within the building including the smoking of electronic cigarettes. Smoking is only allowed outside on the balconies where ashtrays will be provided. Customers must ensure that any persons attending the event and smoking use the ashtrays and do not throw any cigarette butts onto or over the balcony. 6) CHARGES
6.1 Room hire, services, equipment, catering and all other charges are subject to periodic review. The Club will not ordinarily alter any charges within 12 months of an event being agreed unless the requirements of the customer change. The Club may however at any time alter charges as a result of any changes to government legislation. 6.2 The Club will only agree to hold food prices for a maximum of 12 months. A premium may need to be
Sovereign Harbour Yacht Club Ltd is registered in England and Wales No. 05146502. Registered Office: 3 Harbour Quay Sovereign Harbour Eastbourne BN23 5QF
Report v1.0 – created by Synergy Accounts © 2019 Page 3 of 4
charged if a price for food is agreed more than 12 months in advance of the event date. 6.3 Unless agreed in writing telephone calls, facsimile, photocopying and other business services provided by the Club for your event are not included in the room hire and will be invoiced separately.
6.4 Should the Event, or clearing of all persons and equipment, continue after the agreed finish time the Club reserves the right to invoice additional charges at the published hourly rates for each hour or part thereof.
6.5 The Club will not purchase goods or services on behalf from a third-party on behalf of the Hirer other than those agreed in writing as part of the contract.

7) DEPOSITS AND PAYMENTS
7.1 A deposit will be required before any booking is confirmed. The amount and date by which it is required will be detailed with the provisional quotation or booking letter.
7.2 Full payment for the Event must be received 30 days before the event starts or at the time of booking if less than this.
7.3 Any additional sums incurred that are due to the Club in respect of the event must be settled prior to the end of the event unless the Club agrees to invoice these sums. If so payment must be received within 7 days of the invoice date.
7.4 Sovereign Harbour Yacht Club is aware of its rights under the Late Payment of Commercial Debts legislation, and reserves the right to charge statutory interest and statutory compensation at the rates set out for the purpose from time to time by the Secretary of State.
7.5 For corporate or business bookings different payment terms may be agreed and advised in writing and payments must be made strictly in line with those terms.

8) CANCELLATION
8.1 The Club reserves the right to cancel any booking with immediate effect and without liability if at the sole discretion of the club it appears that:
⦁ the event is of a different nature than that notified to the Club. ⦁ the Event may be illegal. ⦁ the event may bring bad publicity or disrepute upon the Club.
⦁ the Hirer is unable to honour its obligations under the contract.
⦁ the Hirer fails to pay any deposit or advance payment.
⦁ the Hirer breaches any of the conditions in this notice.
8.2 In the event of a cancellation by the Club in any of the circumstances described above any monies already paid by the Hirer may at the sole discretion of the Club be retained.
8.3 The Club may cancel the booking with immediate effect and without liability in circumstances outside its reasonable control including but not limited to Acts of God, Fire, refusal to grant or extend a license, strikes or industrial action whether involving Club employees or a third party.
8.4 Should the Club be forced to cancel the booking in any of the circumstances described in section 8.3 above any deposit or payment will be returned to you.
8.5 Bookings cannot be cancelled without the agreement of all concerned parties except as described above. If the hirer wishes to cancel the booking then the Club should be notified in writing at the earliest opportunity
8.6 If the club agrees to accept the cancellation of an event at the request of the Hirer, a cancellation charge may be payable depending upon the circumstances of the cancellation. The determination of any such charge shall be at the sole discretion of the Club.

9) INDEMNITY & INSURANCE
9.1 The Hirer shall indemnify the Club against all loss or damage including indirect or consequential loss or damage however arising from the booking.
9.2 Such indemnity shall include, but not be limited to, loss or damage to the Clubs premises, fixtures, fittings, furnishings, equipment, stock and other contents however arising, including injury or death to any person.
9.3 The Club may at its discretion insist that a damage deposit be made before the event which will be
Sovereign Harbour Yacht Club Ltd is registered in England and Wales No. 05146502. Registered Office: 3 Harbour Quay Sovereign Harbour Eastbourne BN23 5QF
Report v1.0 – created by Synergy Accounts © 2019 Page 4 of 4
refundable afterwards if there is no claim against it.
9.4 If requested by the Club the Hirer shall effect and maintain event, public liability or other insurance to a level notified to them which will indemnify the Hirer, their agents, contractors, employees, guests and any other associated persons against any claim, costs and expenses incurred in respect of any injury to any person or loss or damage to property arising from the event and if so requested by the Club provide certificates as evidence that such insurance cover is and will be valid and active at the point at which the event takes place. 9.5 The Club may provide storage for garments and personal items of the organiser and guests during the event which will be left entirely at the owners risk. The Hirer shall indemnify the Club against any claims arising from any loss or damage.
9.6 Under no circumstances will the Club be liable to you, in contract or tort, including negligence or breach of statutory duty for: • any increase in your costs or expenses; • any loss of your profit, business, contracts or goodwill; • any indirect or consequential damage of any nature whatsoever.
9.7 If two or more people are named as the Hirer on any correspondence the liability of each is joint and several, meaning that either person can be held fully responsible for all liabilities under the contract.