2. Annex B. Terms and Conditions of Hire

TERMS & CONDITIONS OF HIRE - Please complete and sign this form and send with the Booking Form ( Downloadable version at the bottom of this page )

Whitecraigs Rugby Club is a fully serviced function venue. Subject to the terms of this Agreement, we will provide you the selected venue/room, between the stated start and finish times, together with additional services as indicated on the booking form.

CONTRACT PRICE

Fees and prices will be as outlined in the confirmation invoice.

YOUR RESPONSIBILITIES

To ensure our club is respected, the hirer should make themselves known to both the bar manager and security personnel and is responsible for:

· The behaviour of the guests at all times

· Ensuring the safety of the guests and ensuring the hirer’s guests conduct themselves so as not to expose themselves to risk of harm

· Ensuring that children are supervised at all times

· Ensuring our facilities and equipment are not abused or damaged.

· Ensuring that all decorations and hire equipment are removed at the end of the function – this includes balloons.

· Any damage to our club property incurred during the hire period is to the cost of the hirer

· Any lost, broken or missing equipment will be charged at a replacement cost and is to the cost of the hirer.

HEALTH AND SAFETY

In accordance with our Health and Safety policy, we are required to exercise our obligations to keep others and ourselves safe from harm. Prior to and /or on arrival our staff will provide our Health and Safety induction brief. As the person organising this event it is your responsibility to ensure your guests are also made aware of these obligations. Your main contact person, is then responsible for ensuring all your guests are aware of the hazards and evacuation processes. We may end your function before the function end time in the case of an emergency, or if there is a case of serious disorder, or where you materially breach any of your obligations under this agreement.

As part of our Health and Safety policy:

· The Club does not permit any form of glassware to be taken outside (this includes glasses, bottles etc)

· The Club does not allow Vaping inside the function hall

· The Club is not responsible for any external catering services.

· There will be no access to our Sports Facilities

DRUG POLICY

We have a zero tolerance to any form of drug taking within the club or grounds. Anyone found carrying, dealing or using drugs will be escorted off the premises and the club reserves the right to close the bar.

YOU MAY PROVIDE CERTAIN EQUIPMENT AND MATERIALS

We welcome you to decorate the function room in any way you wish – we do not allow the use of sticky tape, glitter or confetti.

Standard hire includes the setting out of long tables (with banqueting roll) and chairs. You will be responsible for the delivery, collection, safety, insurance of, any damage or loss caused by any equipment, materials or facilities you bring into our club. You will not bring into our club or permit or allow to be brought into our club, dangerous or hazardous substances, or objects of such weight that may cause overloading or strain to the flooring or walls of our club. Use of smoke or dry ice machines are prohibited unless previously arranged.

SUPPLY OF ALCOHOL

We are a Private Members Club and hold a licence from East Renfrewshire Council to sell Alcohol on our premises. We comply with the requirements of the Licensing (Scotland) Act 2005. We follow the Challenge 25 protocol and a valid form of ID will be required if anyone wishing to buy form our bars looks under 25.

Non members are not allowed in the Sport bar.

You are not permitted to bring alcohol into the premises unless discussed with the club.

LICENCING HOURS

We are licensed to serve alcohol until 11pm from Sunday to Thursday and until 01.00 on Saturday and Sunday (i.e. For events taking place on Friday and Saturday)

All guests must vacate our premises by 01.15am

DISRUPTIVE OR INTOXICATED PERSONS

We may require any persons who are intoxicated, violent, quarrelsome, insulting or disorderly (or persons who are likely to become so), or any persons causing a nuisance to other persons at club, to leave the premises. The bar staff reserve the right to close the bar if they feel threatened or at risk.

SECURITY

We will normally arrange for two SIA security officers/stewards to be in attendance at all private functions and the cost for this service will be borne by the organiser and will be included in our charges. The number of stewards will be confirmed by WRC once we have been advised of the ages and numbers attending.

WRC will not be held responsible for any personal items lost after a function, or for any items left at the Club,

FEES AND PAYMENT

Payment terms are stated clearly on the invoice.

A refundable deposit of £200 is required. This deposit will be returned in full following and inspection of the club following the event. Should there be any damage, loss or unreasonable waste or debris an invoice will be raised with costs will be deducted from the deposit . The invoice will be sent to the named organiser together with an explanation. The balance will then be refunded.

BOOKING CONFIRMATION

No booking is confirmed until we notify you via email that we have received the signed copy of this agreement. Until such time as a booking is confirmed, the club will be available for hire by third parties during the Hire Period (or part thereof). In the event that a third party wishes to hire the club during the hire period (or part thereof) before your booking has been confirmed, we will use reasonable endeavours to contact you to request that you provide us with a signed copy of this Hire Agreement.

CANCELLATION

All cancellations must be received in writing and the following terms are applicable:

· Between 7 and 14 days’ notice; you may be required to pay a cancellation fee of 25% of the total venue hire charge.

· at our discretion, we may waive part of the cancellation fee if the venue is rebooked.

CANCELLATION AND TERMINATION BY US

We may cancel your booking and thereby terminate this agreement at any time when incidents occur which are deemed outside our control and effect the clubs ability to provide the services for which it was contracted to. Any deposits paid will be refunded to you. However, should we cancel or stop the event for any of the following reasons, no deposits will be refunded.

· If you, your guests or any other persons permitted entry into the club by you or someone on your behalf do not comply with any of the conditions, requirements or restrictions referred to in this contract.

· If you materially breach this agreement

CANCELLATION AND TERMINATION BY YOU

If for any reason other than due to the default of our company, any expenses and fees incurred by us will be properly chargeable. Tentative bookings not confirmed in writing within 10 days of the initial enquiry, may be released at our discretion.

YOUR LIABILITY

You will be liable for all liabilities, losses and costs which we may incur directly or indirectly as a result of a breach by you of this agreement, your actions or equipment or the actions or equipment of any of your guests or any persons permitted entry in the club by you or someone on your behalf, including the death of or injury to any person and the damage to any property (including property owned by the club). To the maximum extent permitted by law, we will not be liable to you or your guests or any other persons permitted entry into the club by you or by someone on your behalf, for any loss, cost, injury or damage suffered or incurred by you or such other person in connection with or arising out of:

· Any act, omission, error, default or delay by our employees, agents or subcontractors.

· Any cause beyond our reasonable control or

· Any act or omission by you or any other third party; except to the extent that such loss, cost, injury or damage is caused by our negligence or wilful default. Without limitation, this includes any loss or damage to property brought into or left at the venue prior to, during or after your function and any loss or damage arising out of the your equipment (or the equipment of your guests or any other persons permitted entry into the club by you or someone on your behalf, whether the damage or loss is suffered before during or after your function.

DATA PROTECTION

You authorise us to make credit references and other enquiries as may be required for the purpose of this Agreement and you authorise any person to disclose to us any personal information for that purpose. You also authorise us to disclose personal information about you to anyone that we may appoint, to collect an outstanding debt.

FORCE MAJEURE

Neither party shall be liable for any default due to any act of God, war, terrorism, strike, lock out, industrial action, fire, flood, storm or other event beyond the control of either part.

I hereby agree to the terms and conditions set out in the above agreement:

________________________________________________ (the Hirer)

_____________________________________ (date)