Terms & Conditions of Contract

These terms and conditions of contract are binding upon any person, club, society or organisation hiring the function room at the Salisbury & South Wilts Sports Club (“the Sports Club”)

Applications – Bookings will only be accepted following receipt of a completed booking application form. The person responsible for completing the application form shall, for the purposes of these terms and conditions be deemed to be the hirer. No transfer of bookings or sub-bookings will be allowed. The function room may, at the Sports Clubs discretion be booked for a single event more than one year in advance subject to the strict understanding that the scale of charges at the date of the function will apply unless payment is made in full at the time of the booking. Bookings for a series of meetings or events would not normally be accepted for a period exceeding 12 months. The facilities may only be used for the purposes and period stated on the application form, unless the hirer has obtained the prior written consent of the Sports Club. With the exception of hiring solely the Marland Room the hirer will not have exclusive use of the bar area, our members have the right to use the facility as and when required. During the cricket season, on a Saturday evening, no function can start before 19:00 including decorating the bar or Marland room. Furthermore no food for the function can be brought into the Sports Club before 17:30.
Payment of charges – The function room is let in accordance with the scale of charges drawn up by the Sports Club. The Sports Club reserves the right to vary these as they see fit. Details of the fees are available on request. The hirer shall be liable for any additional expense incurred by the Sports Club if the event or function overruns the pre-arranged period of hire.
a) Single events – on receipt of a signed booking form 50% of the total amount is due and the balance must be paid in full at least 7 days before the date of the function or event.
b) Period bookings – in the case of block bookings, the full amount for a minimum of four weeks must be paid in advance.
Cancellations – The Sports Club reserves the right to refuse any bookings without explanation and to cancel any booking upon reasonable grounds. In the event that the Sports Club cancels a booking, it will do so in writing and either refund all fees already paid or offer alternative dates. The Sports Club shall not be liable for any loss sustained by the hirer as a result of any such cancellation. Cancellations by the hirer should be notified to the Sports Club in writing. If the hirer cancels a booking within one week of the hire date, the full fee must be paid.
Limits of accommodation – The number admitted to the function room should not normally exceed 80. The precise number of persons attending an event will be at the Sports Club discretion after discussion with the hirer. The hirer shall be responsible for ensuring that the limitations agreed with the Sports Club are observed.
Entry of officials – The hirer shall allow any authorised officer of the Sports Club access to the function room at all reasonable times.
Catering – All preparation of food and refreshments will only be available through the club. Under no circumstances will the use of the kitchen be available to the hirer without permission.
Children’s entertainment – ‘Children’s entertainment’ is entertainment specifically organised for persons under the age of eighteen. Children’s entertainment may only be held with the written consent of the Sports Club. At least one adult must be in attendance at a children’s entertainment function for every 10 children attending.
Damage to premises or equipment – The hirer shall be liable on demand for any damage to the premises of the fixtures, fittings, furniture and any equipment or articles provided within the function room and caused by his or her use of the premises. The cost of restoring the premises, the fixtures, fittings, furniture and any equipment or articles provided within the function room to it’s original condition shall be assessed by the Sports Club whose decision is final. No screws or nails shall be driven into walls, floors or ceilings of the premises, fixtures and fittings. The hirer shall leave the premises in a clean and tidy manner. In the event of damage, payment for costs of repair or replacement will be incurred by the hirer through the forfeiting of any deposits paid. Deposit payment and repayment terms for the Function Room bookings shall be paid by the hirer, and will be repaid to the hirer, as set out in the Sports Club’s Function Room Hire Rates as decided by the Sports Club from time to time.
Injury to persons and damage to property – The Sports Club and its officials or employees will not be held responsible for any damage or loss of goods, property or equipment or for personal injury (except in the case of negligence by the Sports Club) on the Sports Club’s premises or land, howsoever caused. The hirer shall indemnify the Sports Club and its officials or employees against any claims, which may be made in respect thereof. Any accident must be reported to the Sports Club and its officials or employees as soon as possible after its occurrence, but in any event, prior to departing from the facility.
Decorations and fixings – No decorations, flags, emblems, posters or any other loose articles may be fixed to walls, floors, ceilings, fixtures or fittings without the written consent of the Sports Club.
Removal of equipment – The hirer and/or contractors or others engaged by the hirer to supply decorations, fittings or other facilities will be required to remove and clear away all articles belonging to them by the end of the hire period. All reasonable instructions given on behalf of the Sports Club by its authorised officers shall be observed
Lighting and other electrical equipment – No additions or alterations to the lighting, loud speakers, microphones or other electrical arrangements may be made without the written consent of the Sports Club. Pyrotechnics of any sort must not be used without the written consent of the Sports Club. No electrical apparatus may be brought on to the premises without the written consent of the Sports Club who must be satisfied that the equipment has been checked for safety.
Fire safety – No smoking is allowed in any part of the building. The hirer shall ensure that there is no interference whatsoever during the period of hire with fire extinguishers or any other fire fighting equipment except in the case of an emergency. The hirer must not interfere with fire doors and doors fitted with automatic closures. The hirer shall keep every corridor, passage and exit of the premises clear of obstruction and ready for use in an emergency. Materials used in the construction of items or costumes or other apparatus brought on to the premises by the hirer, should be treated and maintained in a fire retardant condition in accordance with current regulations.
Insurance – The hirer may be required to provide evidence of appropriate public liability insurance. The hirer shall not do, or permit to be done, anything which, in the opinion of the Sports Club, is not covered by its policy or policies of insurance in relation to the use of the premises or which will cause any increased or extra premium to be payable, without the written consent of the Sports Club. Fees may be increased and additional conditions imposed if required by the Sports Club’s insurers in respect of additional risks.
Advertising – No advertising material shall be exhibited within the curtilage of the premises or car park without first being submitted to and approved by the Sports Club. All correspondence, posters and other publicity should refer to the venue as follows: Salisbury & South Wilts Sports Club, Wilton Road, Salisbury, SP2 9NY.
Flyposting – Flyposting is illegal. Anyone found distributing advertising posters and leaflets illegally will have their booking terminated immediately and all fees paid shall be retained.
Animals – With the exception of guide dogs, no animals shall be allowed to enter the premises without the Sports Club’s permission.
Disorderly or dangerous conduct – Any booking which, in the opinion of the Sports Club, may be contrary to decency or good manners or likely to lead to disorder may be cancelled forthwith on written notice to the hirer. The hirer shall not allow any disorderly, dangerous or improper conduct, or conduct which may endanger equipment, fixtures or fittings provided within the centre, during the course of the hiring. The Sports Club may order the immediate, total or partial, clearance of the premises, if it considers such action to be necessary. The hirer shall be liable for any extra expense that the Sports Club may incur by engaging police officers to preserve law and order.
Car park – All vehicles and property are left in the car park entirely at the owner’s risk and the Sports Club will not accept responsibility for any loss or damage however caused except where arising from the Sports Club’s negligence. The hirer shall ensure that all vehicles are parked so that no exit or carriageway is obstructed.
Licensing – The hirer shall strictly observe and comply with all conditions of music, singing and dancing and/or stage play licences issued by the local licensing authority in respect of the premises. A copy of such conditions can be inspected during normal office hours on request. No sweepstake, gambling, raffle or other form of lottery shall be promoted, conducted or held on the premises, except such lottery as is deemed lawful by virtue of any enactment relating to gambling, betting and lotteries, or any raffle for which the Sports Club has given prior written approval and the relevant licence or permit has been obtained.
Infringement of copyright – The hirer shall not use the premises for the performance in public of any dramatic musical work or for the delivery in public of any lecture in which copyright subsists without the consent of the owner of the said copyright, or in any other manner infringe any subsisting copyright. The hirer shall indemnify the Sports Club against infringement of copyright occurring during the period of hire.
Broadcasting – The hirer shall not grant sound or television broadcasting or filming rights without the prior written consent of the Sports Club. If such consent is given, the Sports Club reserves the right to be party to any negotiations as to the terms and conditions of any agreement to share any income and publicity derived there from.
Photographs – No camera or other photographic equipment may be brought on to the premises for commercial purposes without the Sports Club’s prior written consent.
Compliance with conditions – In the event of the refusal to comply with these conditions or any reasonable instructions given by the Sports Club and its authorised officers, the hirer and any persons attending the functions may be excluded from the premises. The hirer will remain liable in respect of the hire charges as herein contained.
Complaints – Any complaint connected with the hire of the premises should be made to the Sports Club within seven days of the function. The Sports Club reserves the right to amend or vary these conditions or impose additional conditions without notice.
Jurisdiction – this contract shall be interpreted and construed in accordance with the laws of England and Wales and shall be governed by the jurisdiction of the Courts of England and Wales.
Illegal drugs – If any person is found in possession of, and or taking illegal drugs on the premises, including the grounds, they will be asked to leave, they will receive a lifetime ban and the police will be informed. If the person was a member of a party taking place at SSWSC, then the party will be terminated and any monies paid will be forfeited.

Contract version – June 2019