Private Function – Terms & Conditions
This is an agreement between yourselves (the Client) and Get Golfing Trading Limited, the operator of the host venue (the Company).
This is an agreement between yourselves (the Client) and Get Golfing Trading Limited, the operator of the host venue (the Company).
If, after receiving our quotation, the Client wishes to book for the event, the Client should electronically return a digitally signed copy of this contract. The date of the function will only be confirmed when the non-refundable deposit has been paid in full and a payment plan has been agreed. At the time of booking, the Client has agreed that the value of the order cannot at any time in the future be reduced. Should the client wish to change the date of the booking after the order has been placed there will be a £500 + VAT fee.
The initial Deposit secures the date and the terms of the event. The Initial Deposit is non-refundable should the Client wish to cancel the event at any stage. Return of the Initial Deposit is subject to deductions as highlighted within this agreement.
It is recognised that the Client is responsible for the behaviour of not only themselves, but also their guests and in the event that anyone within the group violate the terms of this agreement, the Client recognises that they will be held liable for costs and damages associated with their behaviour. This may lead to costs greater than the Initial Deposit.
The client should at the end of the event leave the premises in the same order as they were found, immediately making good any damage. This includes all painted areas that could be damaged by the incorrect fixings.
No food or beverages other than what is provided by the Company is permitted to be consumed on the site. The Company may agree to concessions under certain circumstances, but this needs to be agreed in writing and be added to the function sheet to be contractually binding. In the event that members of the party consume food or beverages that were not supplied by ourselves, the Client agrees that they will forego the Initial Deposit in full.
To ensure your guests receive the very best food quality and in the interests of food safety your buffet will be removed 2 hours after service. Unfortunately it is not possible for us to supply takeaway bags for any food left after the 2 hour period.
The booking has been accepted by the Company on the understanding that the Client agrees to the following terms that relate to the venue. The Client must comply with — and use their reasonable endeavours to ensure that their guests comply with — all of our reasonable instructions intended to ensure the safety of property and/or people at the venue.
The Client agrees to provide their guests with such information we may reasonably request regarding arrangements to be followed at the venue (for example, in relation to car parking or the storage of valuables) and the Client will make every effort to ensure their guests comply with the Company’s requests.
All entertainment involving electrical equipment of any sort organised by the Client remains the Client’s responsibility on site and the Client will obtains the correct documentation (PAT Certificates) proving the safety and suitability of bringing such equipment in to the venue in accordance with current health & safety standards.
The Company may provide to the Client a list of suppliers that are intended to help the Client in arranging the services in connection with the event. Details of suppliers provided are given by the Company in good faith an the Company accepts no responsibility for supplier’s non-performance of services. The Client is responsible for the commercial arrangements with other suppliers directly. The Client may select their own suppliers, but these need to be authorised by the Company. The Company reserve the right refuse permission of any third party suppliers.
The use of chocolate fountains, inflatable castles, discos etc are only permitted if supervised by the Client or a representative of the Client.
Table decorations, entertainment, flowers, cakes, etc must be delivered and set up at an agreed time in writing. The Client is responsible for removing their own personal decoration, equipment, and belongings etc not later than 10am on the following day of the wedding/event. Failure to remove such items in time may result in these items being removed by the Company and a charge of £25.00 per hour after 10am being assessed to the Client’s final bill. Failure to collect items within 24 hours may lead to the items left on site being disposed of.
With the initial booking there is a function sheet. This function sheet is the framework of what the Client has ordered and the Company have agreed to supply. Between the initial booking and the day of the event, both parties recognise that additions and revisions may be required. Each time this occurs, the function sheet with be revised to reflect the changes, and a revised function sheet will be emailed to the Client. The Client has five working days to dispute any changes, otherwise it will be assumed that they have agreed the new function sheet. Each new function sheet generated, supersedes all previous versions.
The final changes to the Clients event need to be agreed 21 days prior to the date of the event. At that stage, no further changes can be made to the booking by either the Client or the Company. At this stage, final number need to be agreed. In the event that more people come on the day than were booked, the additional guests will be charged for at the agreed rate. In the event that less guests arrive than was ordered, the Client agrees to be charged for the number on the final function sheet or the number with the initial booking, whichever is the greater.
All prices are quoted inclusive of VAT. Should the rate of VAT increase between the date of the contract being signed and the date of the event, the Company reserves the right to increase the overall price quoted to reflect the VAT increase.
The Company reserve the right to cancel the booking without incurring liability to the Client. In such circumstances, the Company will refund all payments made by the Client to the Company.
In the event that we are unable to host the function due to an Act of God, the company will issue a full refund, but will not be held liable for any costs that the Client may incur in having to re-schedule the event.
The Company reserve the right to make changes to the interior and/or exterior of the venue between the time we sign this contract and the date of the event. For example, there may be changes to the décor and colour schemes of function rooms, and do not cannot guarantee that the venue and its surrounds will be free from additional structures (such as marquees or scaffolding).
The Company will use all reasonable endeavours to ensure that no components of the event are altered. However, as an event plan is normally put together a long time before the scheduled date, the Company reserve the right to make changes to the property. The venue will notify all concerned of any significant changes, but will not offer a refund or compensation.
The Company offer two payment options:
Option One – Stage Payments.
An Initial Deposit of £500 when the booking is confirmed.
25% of the booking value twelve months prior to the event (or at the time of booking if booked less than twelve months prior to the event).
25% of the booking value six months prior to the event (or at the time of booking if booked less than six months prior to the event).
25% of the booking value three months prior to the event (or at the time of booking if booked less than three months prior to the event).
The final 25% of the booking value one month prior to the event (or at the time of the booking if booked less than one month prior to the event).
The Initial Deposit of £500 less deductions is paid back with 21 days of the event.
In the event of a revision to the cost of the event during the payment period the next payment due will be adjusted so as to bring the total payable at that payment date up to the relevant percentage. For example, if the total price increases from £2,000 to £2,400 four months prior to the event the payment due three months prior to the event will be £800 – calculated as 75% of £2,400 (£1,800) less the two 25% payments of £500 each that will have been made twelve months and six months prior to the event.
Option Two – Monthly Direct Debit.
The Company offers a monthly direct debit arrangement where the Client can spread the cost of the event equally over the period between the deposit and the actual event. In simple terms, if the Client’s event was £2,400 and it is booked for 24 month’s time, they would pay the Initial Deposit of £500 at the time the event is booked and then £100 a month by direct debit with the final payment due one month prior to the date of the event. This is offered interest free to help customers plan their event.
In the event of a revision to the cost of the event during the payment period the remaining direct debits will be adjusted so as to spread the remaining cost of the event unpaid at the time of change across the remaining direct debits payable.
The Company is not responsible for circumstances outside their control. If our ability to provide the service you expected is hindered by an event outside our control, we will contact you as soon as possible to let you know and we will take steps to minimize the effect. Provided we do this, we will not be liable for the effect caused by such circumstances, including any costs or charges that are imposed by third parties. Where the venue is forced to close, we will offer to postpone your event to the best and most suitable alternative date but given that events are booked many months in advance, this will be subject to our availability. Alternatively, you may choose to refuse a postponement and you are entitled to a refund less the booking deposit and any expenses we have incurred in relation to your event
The Initial Deposit remains non-refundable.
If the Client cancels the booking, they must do so in writing. Any Initial Deposits paid are non-refundable. In the event that the Client has made payments on account toward the event, the proportion to be refunded is shown below in the refund matrix.
Refunds of payments made at the time of cancellation are on the following basis:-
Therefore, for the purposes on a demonstration, if the event was booked 36 months in advance and the initial booking value was for £5,000.00, the customer would pay £500 as a non-refundable deposit and the balance of £4500 would be spread equally by way of 36 monthly payments at £125.00 a month.
If the event was cancelled six months after the booking, the customer would be entitled to a refund of six monthly payments, but not the initial non-refundable deposit.
If the event was cancelled eighteen months after the booking, the customer would be entitled to a refund of 50% of the total monthly direct debit collections, but not the initial non-refundable deposit.
If the event was cancelled thirty months after the booking, the customer would be entitled to a refund of 20% of the total monthly direct debit collections, but not the initial non-refundable deposit.
Full payment is required to book your ticket and there is a 30 day cancellation policy. If you need to cancel please contact us directly as any cancellations received within 30 days of the event will not be refunded. Should the event be cancelled due to the venue’s decision or all other restrictions then a full refund will be issued.
By paying the deposit or purchasing of a ticket, I (the Client) have read and understood that the above terms and conditions, which I agree are to enable the Company to organise and deliver my event.
If for any reason a conference needs to be cancelled, this must be done 10 days prior to the date for a zero cancellation fee. Cancellations between 10 – 7 days prior to the event incur a 50% charge of the estimated spend. If cancellation is less than 7 days prior to the event, full charges will apply. We reserve the right to cancel the booking after it’s been confirmed due to circumstances beyond their control.
Food & Drink that has not been pre ordered will be subject to the availability on the day and normal waiting times for the restaurant/bar. Only food & drink purchased on the premises may be consumed. Please advise the team of any dietary or special requests at least one week prior to the event.
If you require access to the conference to set up or to lay out any equipment, please ensure the room is booked from this time. Please note that there is no guarantee that your conference room will be available before the time of arrival.
The venue is liable to charge the company/individual for any damages to the venue or conference equipment at a replacement cost.
Full payment is required to book your ticket and there is a 30 day cancellation policy. If you need to cancel please contact us directly as any cancellations received within 30 days of the event will not be refunded. Should the event be cancelled due to the venue’s decision or all other restrictions then a full refund will be issued.
By paying the deposit or purchasing of a ticket, I (the Client) have read and understood that the above terms and conditions, which I agree are to enable the Company to organise and deliver my event.