The hirer shall sign the booking form and agree to be found by its terms and conditions. As a members club the hirer will be required to complete a social membership form if not already a member which will be valid between 1st September – 31st August of the current season. Social membership entitles the hirer to bar membership prices only. Guests who are non-members will not be entitled to bar membership prices.
Tewkesbury RFC (TRFC) reserves the right to refuse or cancel any booking should the hirer fail to disclose the true purposes of the hiring or make any representation as to the hiring which is false or fail to disclose any such detail to TRFC.
Capacity: The maximum capacity is 110 seated (round tables and chairs).
Exclusive Use: Exclusive use is by special arrangement. The club cannot guarantee exclusive use, particularly during the playing season.
Use of Facilities: You may only use the facilities you have hired and for the period outlined on the booking form.
Catering: TRFC does not accept any liability for the provision of catering provided by the hirer. You may use your own caterer or bring your own food to the premises providing all waste and food waste is removed and taken away from the premises at the end of the hire period. 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.
Fire: Fire exits and assembly points are clearly marked.
Room Decoration: You may not use table confetti or similar. You may affix banners and balloons to the walls, but not the ceiling, however, please take care. Nails, glue, or heavy-duty adhesive IS NOT permitted. If in doubt please ask. All decorations must be removed and taken away with You at the end of the event.
Cleaning: You are responsible for leaving the premises and surroundings in a clean and tidy condition. Any waste must be must be taken away on departure.
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. On departure, please ensure that everyone leaves in a quiet and thoughtful manner so as not to disturb our neighbours.
Smoking: Smoking/Vaping is not permitted inside the clubhouse.
Quotation: TRFC will provide a quotation of costs based on the information you have provided. Once you have accepted the quotation your booking will be secure.
Deposit: The hirer maybe required to  pay a deposit the size of which will depend on the total booking. A deposit invoice will be issued and payment be BACS transfer. 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. An invoice will be sent to you for the outstanding amount to be paid by BACS transfer. If payment is not received your booking will be cancelled and any deposit will be non-refundable. Bookings for less than 14 days to the date of hire must be paid in full.
Hire Rate: The hourly hire rate includes one member of staff. For guests over 30 we recommend an additional member of staff otherwise we cannot guarantee a high level of service.
In the event of cancellation, you must inform us immediately. Your deposit will not be refunded if you cancel within 14 days of your event taking place. Cancellation within 5 days will incur non repayment of any monies paid. In the event of TRFC cancelling your event you will receive a full refund.
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 01.00am. Last orders will be called 30 minutes prior to the end of the booking time.
Damage/Breakages: You accept liability for any damage and/or breakages to our premises/grounds/equipment. We reserve the right to charge you for any damage/breakages.
Insurance: We do not require public liability or third-party insurance if you are hiring our clubhouse for a family celebration/occasion. If you are hiring 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. Failure to provide such documents may result in TRFC refusing entry to the provider.
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.
Our disclaimers: We accept no responsibility for the loss of or damage to the hirer’s or hirer’s guests’ property including vehicles in the car park, or their contents. Cars left in the car park overnight are at owners own risk. Gates are locked overnight therefore the hirer must make guests aware that collection may be delayed depending on the club’s opening hours.
We accept no responsibility or liability for any injury sustained to the hirer and/or their guests whilst using our premises.
Data Protection: 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.

Tewkesbury Rugby Football Club Limited
Gander Lane, Tewkesbury, Gloucestershire GL20 5PG
www.tewkesburyrfc.co.uk email bar@tewkesburyrfc.co.uk telephone 01684 294364


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