Where friendships flourish
Teddington RFC Ltd / Teddington Town Sports Club Ltd
Terms of Hire for Daytime Use 2015-16 Season
Rates for Daytime Hire
£250 plus VAT Full Day or Part of a Day (Non Members)
£250 Full Day or Part of a Day (Members)*
*Member rates apply to those Members of Teddington Rugby Club and Teddington Town Cricket Club who have properly completed the Club’s subscription forms, are duly paid up Members and are booking the Club House for their personal use.
Venue Capacity
Board Room Style / 24Classroom Style / 40
Theatre / 60
Seated Dinner / Luncheon / 20-50
Buffet (Standing) / 40-80
Reception – Canapé / Drinks / 120
Daytime Hire Includes
Exclusive use of clubhouse throughout your booking
Pre-event support and advice
Use of The Club’s tables and chairs
Cloakroom facilities
Duty Manager
Power
Use of club TV screen(s), projector and associated sound system
Free Wi-Fi
Other AV equipment can be hired in by the Club as required. Additional costs will be charged to the hirer.
Please ensure that you read the following Terms of Hire carefully.
Catering & Bar
The Clubs licence covers the sale of alcohol at daytime events from 11am Monday-Friday and from 11.30am on Sunday.
All drinks consumed in the clubhouse must be purchased through the club bar. Special drinks orders can be made on request.
Should you require catering – The Club’s in house Chef can tailor menus or light refreshments to suit your individual requirements. Alternatively, outside caterers are also welcome.
Making an Event Booking
A reservation will be held for two weeks only, after which time the date will be released if another party is interested.
To secure a reservation, the enclosed booking form together with the Full Hire Fee must be returned within this period. Payment can be made by cheque, credit card or BACS transfer.
Catering / Special Drinks Orders Booking
50% of the estimated catering/special drinks orders must be paid within 4 weeks of the event. Confirmed numbers along with the final balance must be paid at least 1 week prior to the event.
Client cancellation Fees
Hire Fees
Bookings cancelled less than 1 week before the event will be charged 100% of the total Hire Fee. Cancellations between 1 and 4 weeks prior to the date of the function will be charged 50% of the total Hire Fee.
Catering / Special Drink Orders
Orders cancelled less than 1 week before the event will be charged 100% of all catering/special drink orders. Orders cancelled between 1 and 2 weeks will be dependent on any special orders made and cancellation charges will be agreed at the time of booking.
Decorations/Furniture
Clients should consult the Club Facilities Manager before making arrangements for decorations.
Club facilities staff will undertake a safety check of all decorations and equipment before guests are admitted. Candles, other than birthday cake candles, are not allowed.
The installation of decorations must not damage the fabric, decor or structure of the clubhouse. Any costs associated with damage will be taken out of the security deposit. If the damage is more extensive the client is fully responsible for the cost.
Internal furniture must not be taken outside the clubhouse.
Entertainment
The club is situated in a Royal Park and close to a residential area so clients need to ensure that the noise levels do not represent a nuisance. No music may be played after 12.30am.
Third party entertainment providers & suppliers e.g. DJs, Photo Booths, Lights etc., must provide copies of their liability insurance and test certificates for any electrical equipment used within and around the clubhouse 2 weeks prior to the event.
The club will provide a bar manager & staff, who will be present throughout the duration of the function and will be responsible for managing health & safety and security.
Car Parking & Deliveries
The Royal Parks Agency operates a strict policy regarding the nature and size of vehicles allowed access to the clubhouse area and prior notification may be required. Please discuss with Club facilities staff who can advise. No vehicles can be parked adjacent to the clubhouse. All vehicles involved in dropping off equipment must be subsequently moved to the Clapperstile Car Park in the National Physics Laboratory adjacent to the club.
Smoking
As required by Law, smoking is not permitted anywhere in the clubhouse.
Valuables
The Club takes no responsibility for any damage caused to or loss of personal items, equipment or valuables howsoever caused.
Hirer Responsibilities
The hirer must not use the venue for any purpose other than that agreed with and officially approved by the club.
The hirer undertakes to ensure that the clubhouse facilities, including the external areas within 50 yards of the clubhouse are left in a clean and tidy condition and that the site cleared of all rubbish and debris. Rubbish may only be left in the bulk bins provided on site or removed.
The hirer undertakes to be responsible for making good any damage to the buildings, land and all other property Teddington Rugby Club or the Royal Parks Agency.
Hirers must remain present throughout the function, and are responsible for ensuring no unlawful acts take place during the event. Any person found to be committing an unlawful act will be ejected from the site with immediate effect.
Venue Cancellations
Teddington Rugby Club reserves the right to cancel the booking in the event of any unforeseeable circumstances which we believe renders the clubhouse unfit for hire at time of the event. In the event of cancellation under these circumstances a full refund will be issued.
Declaration:
I have read and will abide by these Terms and Conditions.
Booking Form
Please complete, sign and return this booking form together with the Full Hire Fee. Payments can be made by cheque, credit / debit card, BACS or online. Cheques should be made payable to: Teddington RFC Ltd (for members) or Teddington Town Sports Club Ltd (for non-members)
Your Information:
Name / Function Organiser:......
Address:
......
......
......
Daytime Telephone: ...... Mobile Telephone: ......
Email: ......
Function Information:
Date of Function: ...... No of Guests: ......
Event Start Time: ...... Event Finish Time: ......
Type of Function: ......
Responsible Event Contact at the Event: ......
Organisers Declaration
I have read, understood, returned, and agree to abide by, the clubs Terms of Hire information and conditions.
Signed: ......
Date: ......
FOR CLUB USE ONLY
Date booking confirmed:
Date deposit received: Deposit paid by:
Date balance received: Balance paid by:
Damage deposit returned:
4