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Home / Legal & Policies / Training Room Hire T&Cs
Home / Legal & Policies / Training Room Hire T&Cs

Training Room Hire T&Cs

Created 21/12/18 Review date 24/5/21

Terms and Conditions for Training Room Hire

Rutland Sailing Club (RSC) has rooms available that can be hired for meetings or events on a daily basis. Please read these terms and conditions carefully before booking with us. The booking will form the basis of the contract with us. In making the booking you are confirming that you are authorised to do so on behalf of all persons named on the booking and that all such persons agree to be bound by the terms and conditions. Applications for room hire will be accepted only if the nature of the function is considered appropriate by the RSC. The Club reserves the right to refuse a booking. The club also reserves the right to withdraw the use of the room(s) if, in the opinion of the RSC, the customer has mis-represented the purpose of the booking.

Facilities

The facilities include:

  • a) Training Room Capacity 20 people. Tables and chairs provided. This is a wet room.
  • b) Commodores Room Capacity 15 people. Tables and chairs provided. This is a dry room.
  • c) John Merrick Room 1 Capacity 30 people. Tables and chairs provided. This is a wet room.
  • d) John Merrick Room 2 Capacity 30 people. Tables and chairs provided. This is a wet room.
  • e) Wet bar Capacity 30 people. Tables and chairs provided. This is a wet room.

A box can be collected from reception that contains whiteboard markers, flipchart markers, whiteboard duster/cleaner and extension leads.

Rates

Unless otherwise specified the room rates are displayed in pounds sterling per time period including VAT. All rates and charges are provisional until the booking is confirmed by RSC. Confirmation will be sent via email to the email address associated with your booking or otherwise verbally at the time of your booking. Please keep a copy of the confirmation for your records. We reserve the right to change room rates from time to time but will not, with the exception of correcting any errors or adjusting VAT rates, change the price of your booking once confirmed. Should the VAT rate change between the time of booking and the event RSC reserve the right to adjust the price in align with such change.

RSC reserves the right to charge cancellation fees, see clause +++ below and to charge interest on any unpaid and outstanding bills at a rate of 4% per annum over base rate of the Bank of England for time being.

Bookings

Hire of any meeting room should be booked via the website. The office can be contacted via telephone 01780 720292 or email sailing@rutlandsc.co.uk. Payment is required which confirms the booking. In some cases and with prior agreement you will be invoiced post visit. If you need to amend your booking please contact the Club as soon as possible. Amendments may be subject to availability and may be subject to a cancellation charge. RSC may agree to a provisional booking but this will not be legally binding by the customer or RSC until the contract is formalised by a written agreement or payment received. By entering into a contract the customer is accepting responsibility for paying all charges.

Cancellation of bookings

If it becomes necessary for you to cancel the booking a confirmed booking will only be deemed cancelled when RSC receives written notification of the cancellation from the customer. Reasonable notice should be given and the following cancellation charges will apply:

  • cancellations between 2 - 6 weeks before the booked date RSC will retain 25%;
  • cancellations received less than 2 weeks from the booked date 100% will be retained by RSC;
  • cancellations after the commencement of booked period will be charged at 100%.

If the customer fails to make payment of any charges by the due date RSC shall, without liability to the customer, be entitled to cancel the provision of services and to charge the customer any charge outstanding and the cost of recovery thereof. If under unforeseen circumstances the Club has to cancel the booking you will be informed as soon as is practicably possible. Any payments shall be reimbursed in full. We shall however have no further liability to you arising out of any such cancellation including any other costs, losses or expenses incurred by you or any other person as a result of the cancellation.

Additional Information

The premises are covered by Public Liability insurance. No responsibility can be accepted for property left unattended or injury caused by users' negligence. Users must arrange their own insurance for their activities if necessary.

Health and Safety

Customers must comply and ensure full compliance of all sub-contractors and guests with the Club's Health and Safety Policy, a copy of which is available on request. Customers shall at all times maintain free access to fire exits.

Availability

The customer does not acquire any claim for the availability of a particular room unless the club has confirmed the availability of that room in writing. Booked rooms are available to the organiser from 09:00 to 17:00. The customer agrees to begin and end the event at times agreed with RSC. Should the event overrun the agreed end time, with or without agreement, the customer will reimburse the Club for any additional expenses. Items for an event may be brought into club premises for storage 24 hours prior to the event. RSC will accept no liability for any items left on site. At the end of the hire period the customer shall remove from the venue within 24 hours anything brought to the venue for the purpose or in connection with the event. The customer shall ensure that all rooms used are left clean, undamaged and free from rubbish, other than in the receptacles provided. If, in the opinion of RSC, the customer has failed to comply RSC may, in place of the customer but at the customer's expense, do all the necessary to comply with the above requirements.

Numbers

The number of participants must be agreed with the Club. An increase in the agreed number requires the consent of the Club, owing to insurance requirements. The club reserves the right to levy an additional charge if deemed appropriate.

Accessibility

If you or any member of your party has any accessibility requirements that may affect your stay please contact us by telephone 01780 720292 or by email sailing@rutlandsc.co.uk so that we can make provision for the particular needs of the person concerned or advise you if we are unable to make such provision.

Animals

Service dogs are allowed anywhere on site. Domestic dogs are only allowed in the main carpark and cruiser park areas and must be on a short lead at all times. For further information please refer to the RSC Dog Policy.

Technical equipment and connections

The Club provides basic facilities depending on the room booked. Details of the equipment and facilities provided are listed above. Requirements should be discussed with the Club Manager at the time of booking. Projectors can be made available upon request. If the club procures technical or other equipment from a third party to support the event it deals in the name of the organiser with the authority of and on behalf of the customer. The customer is liable for the handling the equipment with care and for its proper return. It absolves the club from any claim by third parties for relinquishment of the hired in equipment. The use of the organiser's own equipment requires the prior written consent of the club. All such equipment must comply with any statutory codes and Regulations. Disruption or damage of the club's equipment caused by the use of the organiser's equipment will be repaired at the cost of the organiser, if the club is not responsible. The club may include a flat rate for the power costs which arise through the use of the customer's equipment. Affixing any items to the walls or surfaces is not permitted. RSC reserves the right to charge at cost for any damage incurred.

Corkage

No wines, spirits, food or beverage may be brought into the club by any or on behalf of the customer or guests for consumption on club property unless prior consent from the club is obtained for which a charge will be made.

Use of Outside Caterers

Some groups may prefer to use outside caterers for day events. If this is so the provision of outside food or beverages must be discussed with the club no less than 2 weeks before the event. The club reserves the right not to admit outside services or permit outside food or beverages to be brought onto the premises if, in the club's opinion, to do so would result in a risk of causing danger to Health and Safety; cause an offence; or commit an offence or breach against any legalities applicable to the club.

Car Parking

There is adequate car parking at the club. Vehicles and their contents left on RSC premises are left at the owner's risk. We do not accept responsibility for loss, theft or damage to or from any vehicle left on RSC premises.

Smoking and drugs policy

The club property is a no-smoking venue. No smoking, e-cigarettes nor the use of drugs are permitted anywhere on the premises.

Alcohol

RSC holds a liquor licence. The customer will observe permitted hours for selling intoxicating liquor on club premises as advised by the club. If an entertainment or additional licence is required at least 6 weeks prior notice will be required and an appropriate charge made. The club reserves the right at absolute discretion to decline applying for an entertainment or an occasional licence. No alcohol will be served to anyone under 18 years of age. The club reserves the right to remove alcohol from anyone who cannot prove that they are over 18.

Behaviour

You and all visiting delegates are requested to conduct yourselves appropriately at all times during your time at RSC and to comply with the procedures and reasonable requests with regard to conduct and respect for property of the RSC facilities, employees and other guests and their health and safety. We reserve the right to refuse services or to remove you, individual members of the group and delegates from the site if we consider that this provision has been breached. If we do so a cancellation charge will be levied and we shall have no obligation to refund you or any other person for lost accommodation, other services or any other loss or other expenses incurred.

Complaints and Feedback

We welcome comments positive or negative. If you are dissatisfied with any part of your booking please contact the manager.

Limitations of liability

Matters beyond our control

We do not accept responsibility for unforeseen circumstances or events beyond our reasonable control that may affect or prevent the performance by us of our obligations to you. These circumstances include but are not limited to adverse weather conditions, fire, riot, war, terrorist activity industrial dispute, natural disaster, interruption or failure of utility supplies or injuries or death of an individual (s) through accidental circumstances unconnected with us. You are advised to ensure that you have the appropriate insurance in place to cover you should any such circumstances affect your booking. Nothing in these terms of use excludes or limits our liability for death or personal injury arising from our negligence or fraudulent misrepresentation or any other liability that cannot be excluded or limited by English law.

Organiser's liability

The organiser is liable for all damage to the club building and the equipment which was caused by the organiser, event participants, event visitors, the organisers staff or any third parties working in its domain. The club can demand appropriate securities from the organiser (Insurance, deposits, guarantees etc) from the organiser to protect from any exposure to liability.

Website

Whilst all reasonable effort is made to ensure the accuracy of information on the website we do not accept responsibility for errors or omissions on the website and reserve the right to amend, cancel or vary any other arrangements featured on the website without notice.

Last updated 17:43 on 23 November 2021

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