‘TRFC’ means Tewkesbury Rugby Football Club

‘You’ means the person who is hiring our facilities and entering into a contract with TRFC when you complete our booking enquiry form.

Deposit:  A deposit in addition to the Hire Charge is required. Your confirmation invoice will detail this. If you or any of your guests cause any damage to our premises during your period of hire TRFC may, at our discretion, charge the cost of repair to You by taking the cost from your deposit and repaying you any balance. If the cost of repair exceeds the deposit, You will be liable for the excess.  Your booking will not be secure until the deposit has been paid.

Payment:  Payment for the outstanding amount must be paid in full within 14 days prior to the event taking place. If payment is not received your booking will be cancelled and your deposit will be non-refundable.

Cancellation:  In the event of cancellation, you must inform us immediately. Your deposit will not be refunded if you cancel within 48 hours of your event taking place. 

Hire Period:  Please ensure you include any set-up time and take-down time within your booking.  The period of hire will run from the hours stipulated by You in your booking form.

Licences:  The clubhouse bar has a licence that permits us to serve alcohol to anyone over 18 years of age.  We reserve the right to request identification of age.  Entertainment is permitted until 11.00 pm. Special licences/extensions to licences must be requested in advance and any additional costs incurred will be charged to You.

Use of Facilities:  You may only use the facilities you have hired.

Catering: TRFC has a preferred supplier who will supply a range of menu options to You. TRFC does not accept any liability for the provision of catering via any caterer. You may use your own caterer or bring your own food to the premises providing all waste is removed and taken away from the premises. Use of the kitchen is permitted but dishcloths, washing up liquid, and tea towels are not provided. Use of deep fat fryers is not permitted.

Corkage:  Wine (red, white, rose, sparkling, champagne) for your specific event may be brought into the clubhouse, however, a corkage fee will be applied per bottle.

Crockery: Crockery/tableware is available to hire. Any damaged/broken items will be charged.

Health & Safety: You are responsible for the health and safety of children and those under 18 years of age whilst on our premises. You must ensure that there are no more than 100 people in the clubhouse for seated entertainment or receptions, and no more than 150 where seating is not available for all persons 80 people for dances.

Risk Assessment:  Depending on the number of people attending your event we may require a risk assessment to be undertaken.

First Aid: In the event of injury a member of staff will record details of the injury using an injury/accident report form which must be signed by a responsible adult if Under 18.

Fire:  Fire exits and assembly points are clearly marked.  If a member of TRFC staff is not on duty then you are required to appoint a minimum of one Fire Warden for your party who will be responsible for calling the emergency services and assembling your party in the designated areas.  Details of assembly points and calling emergency services can be found on the noticeboards in the foyer and in the clubhouse. 

Room Decoration: You may not use table confetti or similar, but you may affix banners and balloons to the walls, however, please take care.  No nails, glue, or heavy-duty adhesive is permitted.  If in doubt please ask. All decorations must be removed and taken away with You after the event.

Cleaning: You are responsible for leaving the premises and surroundings in a clean and tidy condition.  TRFC will make a charge of £20.00 per hour for cleaning if the premises are not left in the condition, you found them.  Any waste must be placed in dustbin bags – taken outside and placed in the green ‘wheelie bins’, recyclable materials placed in the blue wheelie bin. If full, any excess rubbish must be taken away.

Inflatables: You may use inflatables such as bouncy castles outside the clubhouse.  Specific areas have been designated for such purposes.  TRFC does not accept any liability for injuries or loss sustained.   Any damage caused to the area through the use of such inflatable may be charged. Power supply for these must be indicated on the hire booking.  Please see insurance section.

Insurance:  We do not require public liability or third-party insurance if you are hiring our clubhouse for a family celebration/occasion. 

Clubs/Organisations/Business:  If you are hiring our grounds e.g., pitches/car park then you will be required to send us a current public liability/third party insurance certificate.  You will be held responsible for any damage caused to the playing surfaces of any of our pitches and associated equipment such as railings, fencing, lighting.

Individuals:  If you are hiring our grounds e.g., pitches/car park for a social event and wish to use inflatables please refer to our inflatables section.  For recreation such as a rounders game you do not need to provide public liability/third party insurance however you will be held responsible for any damage caused to the playing surfaces of any of our pitches and associated equipment such as railings, fencing, lighting.

Third-Party:  If you are hiring our clubhouse/grounds and wish to use a third-party business e.g., entertainment, caterer, inflatables, etc., then you must provide the club with a copy of the business’s third-party/public liability certificates as part of your booking.

Behaviour: You are responsible for ensuring that all visitors adhere to our Code of Conduct and for the behaviour of all persons using the premises, whatever their capacity. Our Code of Conduct can be located on our foyer noticeboard or on our website.  On departure, please ensure that everyone leaves in a quiet and thoughtful manner so as not to disturb our neighbours.

Smoking: Smoking is not permitted inside the clubhouse.

WIFI:  WIFI is available in the clubhouse and is free of charge.

Indemnification: You shall indemnify TRFC for the cost of repair of any damage done to any part of the property including the curtilage, or the contents of the buildings that may occur during the period of hiring or as a result of the hiring.

Our disclaimers: We accept no responsibility for the loss of or damage to the hirer’s or hirer’s guests’ property, vehicles in the car park, or their contents.

If our premises, or any part of it, is rendered unfit for the use for which You have hired it, we shall not be liable for any resulting loss or damage whatsoever.

Data Protection

TRFC controls the ways and the purposes for which Your personal data is processed by Us and is the “controller” for the purposes of the data protection laws that apply to Us: General Data Protection Regulation (GDPR).

We process Your personal data in accordance with our Privacy Policy. For more information on the personal data that we collect about You, how we protect it, how and why we process it, who we disclose it to and what your data protection rights are, please view our Privacy Policy on our website.

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