Club Hire Terms & Conditions
Helensburgh Cricket & Rugby Club – Terms & Conditions of Booking
These Terms & Conditions apply to all bookings for the hire of the Clubhouse, grounds, and associated facilities (“the Venue”). By making a booking, the hirer agrees to comply with the following:
1. Responsibility & Supervision
1.1 The hirer is responsible for the security, safety, and proper conduct of all persons attending the event.
1.2 The hirer must ensure that adequate supervision is provided at all times and must police all entry points and areas hired.
1.3 The hirer is liable for any damage to the premises, grounds, furniture, fixtures, or equipment caused during the period of hire.
1.4 All grounds, rooms, and spaces used must be returned to their original condition. Failure to do so will result in charges for cleaning, repairs, or replacement of damaged items.
2. Membership & Attendance
2.1 Hirer can request a closed function and until it is declared a closed function by the Club Committee, members of the Club may attend and use the bar area during the event.
2.2 Where the ratio of members to guests is less than one full Club member per three guests, the hirer must supply the names of three full members who will attend and take joint responsibility for guest conduct. These names must be provided at least 14 days before the event.
2.3 All guests must be signed into the Visitors Book with their full name and address, countersigned by a Club member.
3. Licencing & Bar Service
3.1 All alcohol consumed on the premises must be purchased from the Club bar.
3.2 Bar staff reserve the right to refuse service to anyone underage, intoxicated, or behaving inappropriately.
3.3 Standard licensing hours are:
Friday/Saturday: until 1:00 a.m.
Sunday–Thursday: until 11:00 p.m.
3.4 A Late Licence may be requested, subject to approval, for an additional fee. No admission is permitted after 10:30 p.m. at events with a Late Licence. The bar will close 15 minutes before the licensed end time.
4. Catering
4.1 All catering must be arranged with the Club’s in-house catering service.
4.2 If outside catering is required and booked by you, an additional charge will apply. This will be calculated based on guest numbers and catering requirements and must be agreed with the Club in advance.
5. Decorations & Use of Facilities
5.1 Confetti and confetti-filled balloons are strictly prohibited.
5.2 Decorations may only be hung from hooks provided or attached to woodwork/window frames using Blu Tack.
5.3 Adhesive tapes, nails, pins, or fixings to walls are not permitted.
6. Payment, Deposits & Cleaning
6.1 Hire fees are event specific and will be discussed upon booking, pending on requirements.
6.2 A Late Licence fee of £12.50 applies where requested and approved.
6.3 A £60 deposit is payable at the time of booking and will be returned after the event if the venue is left clean, tidy, and undamaged. Any excessive damaged will be charged at the total cost of the repair to return the damage back to its original condition.
6.4 Bookings are not confirmed until all fees and deposits have been received in full.
7. Cancellations
7.1 Cancellations made more than 14 days before the event and will be charged 50% of the hire fee.
7.2 Cancellations made within 14 days of the event will be charged 100% of the hire fee.
7.3 The Club reserves the right to cancel any booking in circumstances including (but not limited to) civil commotion, safety concerns, national mourning, epidemic, fire, extreme weather, or industrial action.
8. Prohibited Events
8.1 The Club does not accept bookings for 18th birthday parties under any circumstances.
8.2 The Club reserves the right to refuse any booking at its discretion.
9. Compliance
9.1 The hirer must comply with all Club rules, licensing laws, and health & safety regulations.
9.2 Failure to comply may result in immediate termination of the booking without refund.
By confirming your booking, you acknowledge that you have read, understood, and agree to abide by these Terms & Conditions.