Sovereign Harbour Yacht Club (Eastbourne) Terms & Conditions for Venue Hire

Confirmation of Booking

A provisional booking can only be held for fourteen days. At the end of this period the booking will be released.

To confirm and secure a booking a deposit of 50% with written confirmation will be required.

The club may cancel, without any liability, a provisional booking at any time prior to receipt of written confirmation and deposit by sending you written notice of cancellation.

Should any changes take place in your requirements after your booking is confirmed, you must notify the club immediately.

Equipment

The club must receive a minimum of ten days notice of requests or equipment and technical support. The club cannot accept responsibility for any malfunction or provide technical support for customers who provide their own equipment. The customer shall be exclusively responsible for the insurance and security of all such equipment and for its prompt removal from the premises at the end of the booked event period.

The customer shall indemnify against any costs or damages incurred through the use of such equipment and the club reserves the right to refuse permission to use certain equipment.

Catering

The club is unable to allow outside catering. Corkage charges will be made should you wish to bring your own wine or beverages.

The final number of guests to be catered for must be confirmed to the club five working days before the event at the latest. This shall be the minimum number on which any charges are based.

After confirmation of final numbers, the number of guests may only be increased with the express approval of the club.

Food is not allowed to be brought into the building by hosts or their guests.

Drink, whether alcoholic or otherwise is not allowed to be brought into the building by the hosts or their guests. The club has a strict policy of not serving alcohol, directly or indirectly to those who are underage.

Use of Premises

Customers will comply with clubs security requirements at all times and follow any security related instructions which may be given by the club staff at any time.

Customers will comply at all times with the clubs fire, emergency and health & safety regulations. Fire instructions including fire escape routes are displayed throughout the club premises. Fire exits and escape routes must not be obstructed.

Nothing may be fixed to the walls, ceilings, floors or windows of the venue or its access routes by nails, drawing pins, screws, or tape.  The venue may be dressed by prior approval of the methods to be used with the club.

Customers may not sub licence or share the room with others.

Customers shall not use any public area of the clubs 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.

Customers shall not hold press conferences or make television or radio recordings on the premises without prior written approval.

The event must end and the room cleared no later than the stated finish time.

Customers are responsible for ensuring that the maximum notified capacity of the venue is not exceeded.

Any accidents or damage occurring within the premises is to be reported immediately to staff supervisor.

Customer's property cannot be kept or stored on the club premises.

The club strictly complies with the licensing laws at all times and allows twenty minutes drinking up period at the end of he event which must not exceed beyond the agreed finish time.

Customers are responsible for ensuring the orderly and safe conduct of the event.

Customers must ensure that they, their guests, agents, contractors or their staffs do not under any circumstances interfere with the use of enjoyment of the premises by other persons.

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.

Customers must ensure that there is no illegal betting or gaming during their event.

Customers are responsible for ensuring that they, their guests, agents, contractors and their staff arrive and leave premises quietly and reasonably with due consideration for nearby residents.

The club has a strict smoking policy. No smoking is allowed anywhere within the building. Smoking is only allowed on the balconies.

Charges

Room Hire, services, equipment, catering and all other charges are subject to periodic review. The club will not alter any charges once an event is agreed unless the requirements of the customer change.

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.

Should your event continue after the finish time agreed the club reserves the right to invoice additional charges.

The club is not able to purchase goods or services on your behalf from a third party other than items discusses and in correspondence.

Deposits and Payments

A deposit will be required before your booking is confirmed. The amount and the date by which it is required will be detailed within your provisional quotation/booking letter.

Full payment of the function must be settled on or before the event starts.

Any payments due to the club must be made by the date given with the final invoice. Any late payment will incur a late payment surcharge of 2% of the final invoice.

Cancellation

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:

The event is of a different nature than that notified by you.
The event maybe illegal
The event may bring bad publicity or disrepute on the SHYC
That you are unable to honour the obligations you agreed
You fail to pay any deposit or advance payment
You breech any of the conditions of the signed Terms & Conditions

In the event of a cancellation by the SHYC under any of the circumstances described above any deposit paid by you, may at the sole discretion of the club be retained.

The club may cancel your booking with immediate effect and without liability in circumstances outside its reasonable control. These may include, although not exclusively, act of god, fire, refusal to grant or extend a licence, strikes or industrial action whether involving a club employees or a third party.

Should be forced to cancel your booking after confirmation described above, any deposit or payments will be returned to you.

If you wish to cancel your booking after confirmation you must inform the club immediately and confirm in writing. If you cancel and confirm the club will levy a charge as shown in the table that follows:

More than 60 days before the event = 50% of the deposit
30 to 59 days before the event = 75% of the deposit
14 to 29 days before the event = 50% of the estimated final invoice
Less than 14 days before the event = 75% of the estimated final invoice

Indemnity & Insurance

You shall indemnify the club against all loss or damage, including indirect or consequential loss or damage, however arising from this booking.

This 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.

If requested by the club you shall effect and maintain events, public liability or other insurance to a level notified to you which will indemnify you, your agents or contractors or your or their employees or guests against any claim, costs and expenses incurred in respect of any injury to any person or loss of damage to property however arising from the event, and you shall, if so requested by the club provide certificates as evidence of such insurance cover. On request, the club is able to arrange such cover on your behalf against quoted prices.

The club is happy to provide storage for garments and personal items of the organiser and guests of the event, but shall not be liable whether in negligence or otherwise for any loss or damage to such items occurring on the clubs premises and you shall indemnify the club against any claims arising from such loss or damage.

In no circumstances will the club be liable to you, in contract or tort, including negligence or breech of statutory duty for: any increase in your cost or expenses; any loss of your profit, business, contracts or goodwill; any indirect or consequential damage of any nature whatsoever.

If two or more people are named as organisers on any correspondence, the liability of each is joint and several, meaning that each person can be held fully responsible for all liabilities under this agreement.

The agreement is subject to English Law.

Complaints

It is the clubs objective to fulfil its responsibilities and to assist you in ensuring the success of your event. Should a situation arise prior to the event, which causes concern or complaint, you should notify the club immediately. Every effort will be made to investigate and resolve things promptly. Any complaint arising after the event must be notified to the club within seven days.