STANDARD
BOOKING CONDITIONS FOR EXCLUSIVE USE:
1.
GENERAL:
The advertised rates include exclusive use of The Coxswain (the Venue)
between the agreed times, staffing the event and reasonable cleaning.
All rates shown include VAT at the prevailing rate. The use of equipment
is provided free of charge and the Venue Management will make every
effort to ensure that it is working correctly, beyond this, the Management
has no liability should any of the equipment cease to function before
or during the event. The Customer will be responsible for the disposal
of any materials not supplied by the Venue; there are no storage facilities
for any materials or equipment on site. Additional charges may be made
for any excess cleaning or disposal of waste or other materials as required.
The Customer will be responsible for ensuring that the Venue is cleared
of all materials and equipment at the end of the session. Guests may
be able to stay on depending on the Venue’s other commitments
although they will not have exclusive use. The standard session and
service times may be altered by agreement with the Management although
additional charges may be made if the session is extended beyond the
standard durations. The decision to accept reservations for exclusive
use is solely that of the Management and depends upon the Venue’s
other commitments and the suitability and nature of potential events.
Where an event involves any trading by the Customer, including entrance
fees, the Customer must declare this to the Management at the time of
booking and will be required to display their trading name and address
clearly on any tickets, receipts and at the entrance to the Venue. The
Venue is arranged in a fixed layout and any alteration to this layout
or the rearrangement of furniture will not be permitted.
2.
PROVISIONAL RESERVATIONS:
Provisional reservations may be made at any time. Provisional reservations
made more than three months prior to the event will be treated as an
expression of interest only. Within three months of the event a provisional
reservation should be confirmed as soon as possible. A provisional reservation
does not constitute a contract or place any obligation on either party
although the Management will offer the Customer first refusal should
another party be interested in reserving for the same session provided
that the Customer is in a position to confirm the reservation at that
time.
3.
DEPOSITS AND PAYMENTS:
Reservations may be made up to three months prior to the event although
at certain times, at the discretion of the Management, it may be possible
to make a reservation earlier. Payment of the session rate will be required
to confirm a reservation along the completion of the Booking Form and
acceptance of these standard booking conditions. Buffets, refreshments
and any pre-order drinks requirements should be ordered no later than
eight days prior to the event. After this time, it still may be possible
to order items although the Management may not be able to offer the
full menu range. A payment of 50% of the total value of these items
will be required at the point of ordering. Advance payments will be
held as a deposit and will be redeemed against the total bill. The balance
of all pre-ordered goods and services must be paid for at the start
of the event and a VAT receipt for the full amount will be issued. A
pro forma invoice or written quotation can be provided in advance and
upon request to the Management. All additional goods or services must
be paid for in full on the day of the event and at the time of ordering.
A ‘tab’ for any extra services may be set-up on request
to the Management at the start of the event; a valid credit card with
sufficient funds and in the name of person organising this will be required.
This ‘tab’ must be settled in full at the end of the event.
With the sole exception of celebration cakes, no food or drinks other
than those supplied by the Venue may be consumed on the premises.
4.
AMENDMENTS:
The Management may at their discretion accept amendments to the reservation,
for example in the number of persons attending. Changes to timings may
result in additional charge and the date of an event may not be changed.
Any changes to the nature of an event must be agreed with the Management
at least eight days prior. Changes to pre-ordered food and drink will
be allowed up to eight days before the event and all of the catering
deposit paid will applied to the revised order. An additional deposit
will be required when additional goods are requested. The value of pre-ordered
items may not fall below that of the catering deposit held. Eight days
before the event, the numbers will be considered final and the value
of all pre-ordered goods will be charged for.
5.
CANCELLATION BY THE CUSTOMER:
The Customer may cancel the event at any time in writing. Up to six
weeks prior to an event, advance payments may be transferred once only
to a new reservation within two months of the original date; if the
Customer does not wish to transfer the deposits, no refund will be due.
Where a cancellation is made within six weeks of the event, advance
payments are not transferable to any new event as above unless an alternative
reservation is secured for the same session and at the sole discretion
of the Management. If the cancellation is made eight days or less before
the event, the full session rate and the total value of all pre-ordered
goods and services will be payable.
6.
CANCELLATION BY THE VENUE:
If the Management cancels a reservation in advance, due to unforeseen
circumstances the Venue's obligations to the Customer shall be discharged
by securing a similar alternative Venue at no additional cost. The Management
may cancel a reservation without penalty or refund of payments made
if in their sole opinion (i) the event may prejudice the Venue’s
reputation, (ii) amendments made to the reservation particulars or the
numbers attending would prevent its effective running (ii) the Customer
is in arrears for any payment due to the Venue (iii) the Management
becomes aware of any significant change in the Customer's financial
situation which may be reasonably expected to affect his ability to
pay any amounts which will fall due under the reservation or (iv) the
Customer does not fulfil any of their obligations under these standard
booking conditions. If for any unforeseeable reason beyond its control,
but not limited to labour dispute, utility failure, failure of third
parties or suppliers to provide goods or services, accident, act of
war, fire, flood or other emergency condition, the Management is unable
to perform its obligations, such non-performance is excused and the
Management may terminate this Agreement without further liability of
any nature, upon return of the Customer’s advance payments. In
no event shall the Venue be liable for consequential damages of any
nature for any reason whatsoever. The Management may curtail an event
without penalty if (i) the number of guests attending is below the minimum
requirements, (ii) if required to do so by an enforcement officer, (iii)
there is any breach in health & safety or licensing law on the part
of the Customer or any guest (iv) unforeseeable events beyond its reasonable
control prevent the Venue from remaining open to the public. If an event
is curtailed all goods and services provided up to that point including
the full session rate will be payable.
8.
ENTERTAINERS & THIRD PARTIES:
The Customer may supply their own DJ who will need to bring their music
player and a mixer; this equipment will need to be capable of being
plugged in to the Venue’s system via Phono (RCA) sockets. A small
amount of compact disco lighting may be brought along. Lasers, smoke,
bubble or foam generating equipment is not permitted. The DJ may wish
to bring an amplifier and speakers solely as a back-up in the unlikely
event that the Venue’s system should fail. The Customer may choose
to bring their own music player to plug-in to the Venue’s system
provided that they legally own all of the songs that they intend to
play. If neither option is chosen, the Venue will provide appropriate
background music. The Venue cannot accommodate any bands except where
they will be capable of playing through the Venue’s system; this
rules out most rock and covers bands although pianists, dinner jazz
groups, harpists and most acoustic acts should have no problems playing.
In every case, the Management will have ultimate control over the volume.
The Customer must advise the Management of all plans for music, entertainment
or third party services at the time of booking; certain types of entertainment
may require a prior risk assessment to be undertaken and validation
of the operator’s liability insurance. All entertainment will
cease when the bar closes in line with licensing obligations. The Customer
is responsible for informing DJs and entertainers of these details in
advance of the event. When providing their own entertainment, the responsibility
for any Performing Rights Society charges rests solely with the Customer.
9.
DECORATIONS:
Table decorations such as flowers and balloons will be very welcome
although nothing may be attached to the walls or ceiling. No streamers,
confetti (foil of paper), indoor fireworks or party poppers will be
permitted. The Customer should inform the Management of any intended
decorations or embellishments at the time of booking. During the festive
season, the Venue will be decorated accordingly; these decorations may
not be removed or rearranged.
10.
LICENSING:
Children under eighteen years of age will be permitted within the premises
although may not consume alcohol. Smoking is not allowed anywhere inside
the Venue although will be permitted on the balcony provided that ashtrays
are used. The Venue has a zero-tolerance policy in respect to the misuse
of drugs; anyone found using controlled substances on the premises will
be excluded and the Police will be called. Gambling is not permitted
on the premises. The screening of films is not permitted on the premises.
The Customer will be responsible for the conduct of their guests and
the Management is required by law to suspend service to the entire party
should one member of the party’s behaviour be considered disorderly.
For certain events the Management may insist upon the provision of door
staff which will be charged as a third party service. The door staff
will act in the interests of the Venue and on the instructions on the
Management. Any security personnel will be registered with the SIA.
The Management has the right to refuse service and/or require a person
to leave the premises for any reason. Any person who is excluded from
White Hart or excluded under the local Pub Watch scheme will not be
admitted to events. The capacity of the room is one hundred and twenty
persons; if greater numbers attempt to attend an event they will be
prohibited from entering and could result in the suspension of the event
for safety reasons.
11.
HEALTH & SAFETY / FIRE SAFETY:
The Management is responsible for the health and safety of both customers
and employees. The Customer agrees to assist the Management in ensuring
that these responsibilities are observed. Certain events or activities
will require a prior risk assessment to be completed before a reservation
can be confirmed. It is the Customer’s responsibility to ensure
that guests are made aware of the Venue’s fire evacuation procedure
and meeting point; this information will be provided at the point of
booking. Fire exits must not be obstructed by furniture or equipment
and all emergency lighting must remain illuminated during events. Any
equipment cables must be run so as not to present a trip hazard to guests.
12.
DAMAGE / LOSS:
The Management cannot accept any responsibility for any damage to or
loss of Customer’s property and the use of the cloakroom facilities
is entirely at the Customer’s own risk. The Customer will be responsible
and liable for any damage caused to the Venue or Venue’s property
by their guests. |
