Chart Hills Golf Club: Event Terms and Conditions
These Terms and Conditions apply to all bookings made with Chart Hills Golf Club, referred to hereafter as “the Venue.” By confirming the booking and signing the agreement, the client agrees to the following terms:
- Booking & Payment – A non-refundable deposit of 50% of the total hire cost is required at the time of booking to secure the date. – The remaining balance is due no later than 14 days prior to the event date. – Bookings are not confirmed until the deposit has been received.
- Cancellation Policy – Cancellations made once the deposit has been paid and the booking has been confirmed will result in forfeiture of the deposit only. – Cancellations made within 14 days of the event will be subject to a cancellation fee of up to 100% of the total cost. – All cancellations must be made in writing. The Venue will provide a full refund if the client cancels the event due to a death in their immediate family.
- Event Times – Venue access is granted from 7AM to 12PM on the date of the event. – Any request for additional hours must be approved in advance and may incur additional charges. – All guests must vacate the premises by the agreed end time.
- Capacity – The maximum capacity of seated guests in the Venue is 140 guests and maximum evening guests is 250. – The client is responsible for ensuring that guest numbers do not exceed this limit.
- Vendors & Suppliers – All food and catering services must be provided by the Venue’s in-house kitchen. Outside caterers are not permitted. – Other external vendors (e.g., decorators, photographers, entertainment) must be approved by the Venue in advance. – All external vendors must provide proof of valid insurance coverage. – Setup and teardown times for vendors must be coordinated within the venue access period.
- Decorations & Setup – No nails, tacks, staples, or adhesive materials are permitted on walls or furnishings. – All decorations must be removed at the conclusion of the event. – Candles must be enclosed in holders; open flames are not permitted. – Fireworks and pyrotechnics are strictly prohibited on Venue property.
- Catering & Alcohol – All food and beverage services are provided exclusively by the Venue’s in-house kitchen and bar. Outside catering or alcohol is not permitted under any circumstances. – The Venue is fully licensed to serve alcohol and will manage all aspects of alcohol service. – The Venue reserves the right to halt alcohol service at any time for safety, legal, or compliance reasons.
- Noise Restrictions – All amplified music must be kept within local legal limits. – Music must cease by 12:00 PM unless otherwise agreed in writing. – DJs and live entertainment must comply with volume restrictions.
- Damage & Liability – The client is responsible for any damage caused by themselves, guests, or vendors. – A refundable security deposit of £500 may be required and will be returned within 7 days after the event, subject to a post-event inspection. – The Venue is not responsible for loss or damage to personal items.
- Insurance – Clients are strongly advised to obtain event insurance covering liability, cancellation, and property damage. – All third-party vendors must carry public liability insurance.
- Force Majeure – The Venue shall not be liable for failure to perform its obligations due to events beyond its control, including but not limited to natural disasters, acts of government, or pandemics.
- Compliance – The client and their guests must adhere to all Venue rules, policies, and local laws. – The Venue reserves the right to remove any individual in violation of these terms or acting inappropriately.
- Complaints & Disputes – Any complaints must be submitted in writing within 7 days of the event date. – The Venue will investigate and respond to all complaints within 14 days. – If the issue remains unresolved, both parties agree to engage in mediation before pursuing legal action. – The Venue is not liable for complaints relating to third-party vendors but may assist in resolving such matters.