Booking Form

Date of event: ______

Contact Details

Surname ……… …………………………….. First name: ………………………………….

Address:……………………………………………….…………………………………….…..

………………………………………..…………. Postcode:……………….…………………

Tel (day) ……………………………..….… (eve) ………………………..…………………

Mobile …………………………………….. Email ………………………………………….

About your event
(please delete as appropriate)
Birthday party, anniversary party, Christening, fundraising event, corporate, lunch event,

or other:…………………………………………………………….…………………………………

(entry to the property is no earlier than 8am and departure no later than 12.30am. Music strictly off by 12.00am. Alcohol sales stop by 12.00am)

Approximate number of guests expected for sit down meal ……………

Approximate number of guests expected in the evening ……………….

Do you require a band? Yes/No. Do you require a disco? Yes/No

Who is your chosen caterer? (If known) ……………………………………………………
(From our approved list)
Please state what time you would like us to open the bar……………………………..…

Signature………………………………………….. Date: ………………………………………
(by signing this you are agreeing to our terms and conditions overleaf)

TERMS AND CONDITIONS

Prior consent of the Clock Barn Hall management must be sought for any entertainment or service contracted for the function by the client. We reserve the right to judge acceptable levels of noise or behaviour of the clients, guests or representatives and the client must take all necessary to correct. In the event of failure to comply with management requests, we reserve the right to terminate the contract and stop the event without being liable for any refund or compensation.

  • Final numbers are required 14 days prior to the function.
  • No wine or other beverages or food may be brought into the hall or grounds by the client or guests for consumption on the premises, unless pre-agreed by the hall management.
  • We do not charge corkage on reception drinks. Reception drinks is limited to “Bubbly” or Pimms and lemonade (not both). The Hall request a minimum spend behind the bar: Up to 60 guests a min spend of £400 is required. Up to 90 guests a min spend of £500 is required. 100 + guests a min spend of £600 is required. If this amount is not taken behind the bar on the night then we will be looking to the client for the balance by invoice following the event.
  • All provisional bookings will be held for 14 days then automatically cancelled unless a letter of confirmation is received along with a deposit of 50% of the hire fee which is not refundable, and a signed copy of this agreement.The 50% deposit will not appear on the final invoice.
  • A further returnable security deposit of £250 will be invoiced at the same time as the balance 30 days prior to the event. Thiswill be kept as a security bond until after the function has taken place. This will be returned less any cost for damages following the function. The client will be responsible for any damage caused to the hall by themselves, a subcontractor or their guests and shall pay for such damage or loss of business caused as a result.
  • If a client cancels a reservation less than 12 months in advance, the hall reserves the right to claim the following sums, unless a booking is obtained for the same date from a third party on no less favourable terms.
    Cancellations in advance between:
    6 and 12 months – 50% of the total charges; 3 and 6 months – 65% of the total charges
    1 and 3 months – 75% of the total charges; Less than 30 days – 100% of the total charges
    In all instances, notification of cancellation must be made in writing and will be effective on the date received by the Hall.
  • The remaining balance will be paid 30 days prior to the function.
    Payment is preferred by cheque made payable to “Clock Barn Hall” or by BACS.
  • We are licensed until 12.00am and therefore music is to be switched off by this time and no further alcohol will be sold after this time. All guests are required to leave the premises by 12.30am at the latest.
  • Guests are required to leave the premises quietly and are required to consider the estate’s neighbours. No car horns are to be sounded.
  • Guests are not permitted to walk to the end of the drive and are required to wait inside the hall for taxis. We would request that taxis are ordered in advance to minimise the chances of waiting for late taxis.
  • It is the client’s responsibility to ensure that all waste and dirty items generated by their guests are removed from the premises by the end of the function. This includes any balloons, decorations and any other items brought into the Hall.
  • Clock Barn Hall will not take responsibility for poor service/food served by the catering company used. It is the client’s responsibility to ensure that the catering company are to remove all dirty crockery and cutlery off the premises by the required agreed end time of the function.
  • The Hall management have three preferred caterers. If the client requires the use of their own specified catering company then this is permitted only with the prior consent of the Hall management. Please note that a £500 nominal charge will be made to a non recommended caterer for the use of the hall’s kitchen equipment. A copy of the visiting catering company’s public liability insurance is required by the Hall management.
  • It is the client’s responsibility to ensure the hall, kitchen and other areas of the hall are left in a tidy state.
  • Clock Barn Hall will provide the cleaning of the hall and toilet areas, however the catering company is responsible for leaving the kitchen area in a clean and tidy condition.
  • It is the client’s responsibility to set out tables and chairs in the required positions before the event.
  • Whilst every effort is made to safeguard clients’ property Clock Barn Hall does not accept any liability for any loss or damage caused. Nor can we be responsible for wedding gifts or decorations that have been delivered to or, handed over to a representative.
  • Clock Barn Hall management and caterers will not take responsibility of the handling of cash payments to other sub-contractors. It is the responsibility of the client to ensure that all sub-contractors are paid before the function.
  • By accepting these terms and conditions you agree that any account outstanding from your guests attending your function however caused remain your responsibility and you hereby agree to pay for such accounts, first from the security bond retained by the Hall and secondly, by your own payment should such accounts extend beyond the security bond.
  • Liability. The hall accepts no responsibility for death, bodily injury or disease, howsoever arising to clients or their guests excepting only such as arises due to the negligence of the Hall. Its servants or agents acting strictly in accordance with the terms of their employment, sub-contract or other agreement between such servants and agents of the hall. The hall is not liable for any frustration of this contract caused by strikes, labour disputes, accidents or any other cause beyond the Hall’s control and outside the ordinary and reasonable contemplation of the parties at the time of this contract. In such an event the Hall’s obligation to the client extends up to, and is limited to, the full refund of any deposits held.
  • Clock Barn Hall accepts no responsibility for loss of electrical power due to a power cut in the area.
  • Strictly no smoking inside the premises but is permitted outside at designated areas where ash trays are present. Strictly no smoking near the stables.
  • Clock Barn Hall is situated on a private estate and as such clients are requested to ensure that their guests do not intrude or enter into any of the private areas of the estate’s private family quarters, gardens, barns or horse yards.
  • Clients are requested to ensure that their guests and representatives do not interfere or feed any of the livestock on the farm which includes horses. Nor are they to interfere with any farm machinery.
  • All children are the responsibility of the client and should be supervised at all times.
  • Please be aware that electric fencing is present around the field fences.
  • Fireworks are strictly prohibited. No sky lanterns.

Clock Barn Hall, Clock Barn Farm, Hambledon Road, Godalming, Surrey GU8 4AY
Tel: 01483 414147 Email: