Whitehead Sports and Social Club

Function Room Hire – Terms and Conditions (Rev 01/12/2025)

1. Bookings and Cancellations

1. All bookings must be made using the official electronic booking form. Once submitted, the requested date will be provisionally reserved while the request is reviewed. The Club Management reserves the right to accept or decline any booking request at its discretion. A confirmation email will be sent once the booking is approved.
2. A non-refundable deposit of £150 is required to secure the booking. This must be paid within 48 hours of booking confirmation. If the deposit is not received within this time, the booking will automatically be cancelled. A £150 damage deposit will be added to the final balance. This is refundable after the event, provided the function room is left in good order and no damage, loss, or excessive cleaning is required.
   Full balances are due within 8 weeks of deposit payment. If your event is due to be held within 8 weeks of booking, the full balance is due immediately. Failure to pay full balances within this time will result in your booking being cancelled and the deposit retained by the Club.
3. The Club does not accept bookings for 11th to 18th birthday parties.

2. Use of the Function Room

1. The Hirer is responsible for the setting up and packing away of any tables, chairs, or equipment used during the hire. The function room must be left in the same clean and tidy condition in which it was found. All rubbish must be removed from the premises and disposed of off-site — Club bins are not to be used unless prior approval is granted. Failure to remove waste appropriately may result in a deduction from the damage deposit.
2. Hirers may use the Club’s bins with prior approval. A £50 fee applies to cover staff time and regulated recycling requirements.
3. No drinks, including soft drinks, may be brought onto Club premises, except for raffle prizes. If staff become aware of unauthorised drinks being consumed, bar service may be suspended and guests asked to leave.
4. Noise regulations must be observed. Guests must leave quietly and respectfully.
5. The use of spray cans, confetti, glitter, or similar decorative materials is strictly prohibited anywhere on the premises.
6. The use of wall decorations, pins and celotape is strictly prohibited.
7. Any external decorators, suppliers, or service providers must remove all their items at the end of the event.
8. DJs and entertainers must have public liability insurance and up-to-date PAT certification. Music must stop by 23:30 hrs.
9. Hire charges are subject to review and may change at any time.
10. The Hirer is liable for any damage or loss to Club property and will be charged accordingly.

3. Catering and Minimum Spend

1. Own food may not be brought for buffet purposes. Professional catering is allowed only with prior written agreement and upon proof of:

• Valid Public Liability Insurance
• Compliance with UK food hygiene and allergen regulations
  A £50 surcharge applies for external caterers.

1. The Club accepts no liability for food provided by the Hirer or any third-party caterer.

Minimum Spend Requirement (Non-Catered Functions)

For all Friday and Saturday evening function room bookings that do not utilise catering services provided by Whitehead Sport and Social Club, a minimum bar spend will apply:

• £2,000 for Friday evenings
• £2,500 for Saturday evenings

This minimum spend typically equates to approximately 80–100 adult guests at the function.

If the minimum spend is not met, the Club reserves the right to retain the £150 room deposit in full.

A breakdown of the total bar spend can be provided upon request within 48 hours of the function ending. This will detail monies taken through the tills in the function room.

4. General Conditions

1. Cancellation charges are as follows:

• Up to 56 days before the event: Deposit only
• 28 to 55 days before: 50% of the total cost
• Less than 28 days: 100% of the total cost
  Notice must be submitted via email or in writing.

1. The Club reserves the right to cancel a booking if:

• The event is affected by circumstances beyond its control (a full refund will be issued), or
• The nature of the event has been misrepresented (all monies paid will be retained).

1. The function room is for the Hirer’s exclusive use. No other areas of the Club may be used unless agreed in writing.
2. The venue may not be used for commercial or profit-making purposes without written consent.
3. Fireworks, sparklers, lanterns, candles or similar items are strictly prohibited.
4. The Hirer is responsible for the conduct of guests and ensuring compliance with Club rules.
5. Early access outside opening hours will be charged at £15 per hour.
6. Guests may use the Club car park. Cars left overnight must be moved before 10am the next day.
7. All fire regulations must be adhered to, and fire exits kept clear.
8. The Club is not liable for injury, loss, or damage to personal property or vehicles.
9. As a sports club, activities may be ongoing in other areas during your function. Noise or disturbance from these activities is not the responsibility of the Club.
10. Hirers must provide contact details of a responsible person who will remain on-site for the duration of the event.

5. Use of the Playing Fields

1. Requests to use the playing fields must be submitted in writing to the Club Secretary.
2. No vehicle access to the playing fields is permitted without prior written permission.

6. End of Hire

1. The Hirer must leave the premises and surrounding area clean and tidy at the end of the event, or additional charges may apply.
2. No equipment may be stored on the premises without written consent and is left at the owner’s risk.

7. Disclaimer

1. Every effort has been made to ensure the accuracy of this information. The Club does not accept liability for any errors or omissions and reserves the right to amend details at any time.

Please note that the ultimate responsibility for ensuring compliance with all terms and conditions remains with the hirer.