Terms and Conditions for use of Facilities
The Surbiton Masonic Hall Limited ask customers to be aware that these conditions shall apply to all contracts for the provision of goods and services for Conferences, meetings, functions and events to the exclusion of all other terms and conditions.
The Surbiton Masonic Hall Limited is herein after referred to as Glenmore House and the company or person hiring the Facilities and services is herein after referred to as the Customer. In these conditions of use, the Customer shall mean the person signing the booking form and where the person has signed the form on behalf of an organisation, the organisation is also considered as the customer and shall be jointly liable.
The land and buildings to be accepted and/or used by the customer are herein after called the Premises. The function shall mean the Conference, meeting, function or event the premises are to be used for. The price of the facilities and services at the premises shall be in accordance with the quoted tariffs and booking form, which are inclusive of VAT. All payments shall be made to The Surbiton Masonic Hall Limited in accordance with the Booking Form.
1. Confirmation and Deposits
Bookings will be treated as provisional bookings until such time as they are confirmed in writing on an official booking form and the deposit is received in full.
The deposit will be determined by Glenmore House and will generally be £750 for a wedding booking, and for conferences, or other events 25% of the estimated total function cost, unless otherwise agreed (minimum £200).
Should the customer fail to pay the required deposit, Glenmore House will consider the booking as having been cancelled by the customer. The customer shall indicate on the booking form a good estimate of the expected numbers. Large reductions from the booked numbers and the final numbers may incur additional charges.
The deposit is non-refundable in the event of a cancellation of the booking and will be retained against any damages and/or incurred expenses until after the function has taken place. The deposit will be refunded in full, if no damage and/or expenses occur. Should damage or expenses occur the cost will be deducted from the deposit and the balance refunded. Glenmore House reserves the right to determine what constitutes reasonable damage or expenses (see paragraph 5. Damages)
The Customer must inform Glenmore House 14 days prior to the Function, the number of guests attending. The Company will endeavour to accommodate any increase over previously advised numbers, and the final invoice will be based on this number. A reduction in numbers after confirmation will not be reflected in the final invoice.
Cancellation of a confirmed booking must be made in writing. A cancellation charge is payable
calculated on the following basis.
Cancellation Period Charge.
12 months or more prior to the date of the function Non-refundable deposit.
Between 12 and 8 months prior to the date of the function 25% estimated function cost less deposit paid.
Between 8 months to 28 days prior to the date of the function 50% estimated function cost less deposit paid.
28 days or under prior to the date of the function 100% estimated function cost less deposit paid.
Any cancellation charges will be invoiced immediately upon notification of the cancellation.
However, Glenmore House will use its best endeavour to replace a cancelled function and if successful in doing so, may refund the cancellation charges.
Glenmore House reserves the right to close all or part of the premises, or prohibit the use of the facilities, at its discretion. Any amounts paid in respect of a booking will be refunded in full in such an instance.
Glenmore House is not responsible for temporary closure of all or part of the premises or interruption or cancellation of the customers booking caused by circumstances beyond its control, including (without prejudice to the generality of the foregoing) any breakdown of machinery, failure of supply of electricity or gas, leakage of water, Act of God, strike or industrial action. In these circumstances Glenmore House will use its best endeavours to assist the customer.
3. Price Variations
In the event of circumstances beyond the control of Glenmore House, e.g. an increase in the standard rate of VAT or increase in suppliers’ charges, Glenmore House reserves the right to vary the prices quoted to an extent that reflects such changed circumstances. In many instances Weddings are booked a year or more in advance, it should be noted that the prices will likely fluctuate slightly between the time of booking and the time of the function; this is similar with most banqueting venues.
Customers contacting Glenmore House through an agent will be responsible for all payments. Glenmore House will not knowingly invoice or pay an intermediary.
The customer will be fully responsible for all persons and property brought onto the premises during the period of use and shall indemnify Glenmore House from any loss or damage to property, including property of Glenmore House. The customer agrees to undertake to pay the cost of making good damages that may occur, whether to buildings, fixture and fittings, furniture, equipment, or otherwise and howsoever cause, by reason of such use.
Customers must not use nails, pins, tape, blu tac etc. to any part of Glenmore House and must ensure that all areas used are left in a clean and tidy state. Notices or decoration can only be displayed through liaison with the Glenmore House Food & Beverage Manager, Centre Facilitator or their nominated representative. Glenmore House recommends that wedding insurance is taken out, and can recommend a suitable supplier offering comprehensive cover.
6. Equipment Storage
Glenmore House will assist customers with all reasonable requests to store items of equipment but Glenmore House does not accept any liability for loss or damage to any item stored. All items stored on the premises by Customers or their guests are left at the owners risk.
7. Refreshments and Corkage
No soft beverages, wines or spirits may be brought by customers or guests for consumption on the premises unless prior consent of Glenmore House has been obtained and for which a corkage charge will be paid. Current policy dictates that Glenmore House does not offer a corkage facility, unless there are substantial mitigating factors determinable only by the Managing Director of Glenmore House.
Customers are not permitted to bring their own food for consumption onto the premises, the sole exception to this being wedding cakes.
Glenmore House or its nominee retains the right of sale of all refreshments, alcohol, and liquor.
No refreshments of any description may be brought onto the premises by the Hirer for consumption or resale. Patrons found with refreshments other than provided by Glenmore House will be required to leave the premises. There will be no separate room hire charge is numbers exceed 65 adult meals, in usual circumstances, though this is subject to the discretion of Glenmore House.
Glenmore House will not be responsible for the consumption of food prepared on the premises when removed from the premises.
8. Function Sheet
Prior to the Function two copies of the Function sheet should be forwarded. The details should be checked to ensure that they are as the Customer has requested, and then one signed copy must be returned to the Glenmore House Office, usually completion of the function sheet will be
by personal visit to Glenmore House and liaison with either the Food & Beverage Manager and/or the Wedding Co-ordinator. This form will be used for billing and forms the basis of the contract with Glenmore House. If the delivery of services for your event are delayed by late arrivals or changes on the day, not previously agreed with the Glenmore House and set out in the function sheet, Glenmore House will not be held responsible for any further delays this may cause.
9. Payment Procedures
Payment procedures for all facilities and services shall be as follows:
I) A function event may be provisionally reserved for up to 7 days free of charge.
However Glenmore House reserves the right to sell this date without prior notification. After the seven calendar day period the provisional reservation ceases without further communication.
A deposit of £750 is payable upon booking form to confirm a Reception.
II) 8 weeks prior to the function, the customer shall meet either the Food & Beverage Manager and/or the Wedding Co-ordinator or their nominated representative to discuss final details by prior appointment at a mutually convenient time.
III) Following or during this meeting, the function sheet will be completed confirming all arrangements. This must be checked, signed, dated and returned to the Glenmore House representative not less than 21 calendar days prior to the Reception.
IV) The Customer shall notify Glenmore House of final numbers not less than 14 days prior to the date of the function.
V) An invoice will be raised prior to the function for the final balance. This will be payable 14 days prior to the Reception.
VI) If the recommended Insurance is not taken out the £750 deposit shall be returned no later than 72 hours following the wedding.
VII) On a Peak Evening if the total numbers sitting down to dine are less than 65 adults then the charge for the Elizabethan shall be no less than £750 as the ‘no-room-hire’ terms are not applicable.
10. Sub Letting and Occupancy
The customer shall not sub-let premises without prior agreement with Glenmore House.
Glenmore House reserves the right of entry to the premises by its employees or other authorised agents of Glenmore House. The customer shall not permit more than the agreed number of people to use the facilities.
11. Fire Precautions
Fire precaution notices are distributed throughout Glenmore House. Customers must ensure that their guests are aware of these notices. Under no circumstances should Fire Alarms be ignored. All doors must remain clear of obstruction at all times. Some doors within Glenmore House although fire doors are kept open utilising magnetic fasteners, which will release the door(s) in the event of a fire alarm activation, it is imperative that these doors are not obstructed.
12. Confetti, Fireworks and Pyrotechnics
The use of confetti is only permitted outside the front or rear of Glenmore House, by the front gate or Elizabethan Suite external doors. No confetti should be used inside Glenmore House.
Customers must ensure that their guests are aware of this. Confetti filled balloons are not permitted inside the Glenmore House. Poppers and streamers may be used within the Elizabethan Suite.
Fireworks and lanterns are not permitted.
Pyrotechnic or smoke generating devices or displays are not permitted.
Candles may be permitted, but consultation should first be made with the Food & Beverage Manager, the Wedding Co-ordinator or their nominated representative. Lit candles must be subject of suitable supervision.
3. Noise Limiter
A noise limiter is installed in the Elizabethan Suite to comply with the requirements of the Local Authority. Glenmore House will not be held responsible for damage caused to amplifiers in the event of the voltage reduction switch cutting out when noise levels exceed the agreed levels. If the level exceeds the prescribed limit a 10 second amber to red warning light will be illuminated. After the red warning light has been illuminated for 20 seconds the power will be cut automatically, there is no override to the facility. Customers are responsible for advising entertainers of this fact. The limiter is set to a generous 100 decibels.
14. Insurance Arrangements
Glenmore House has Public Liability Insurance insofar as injuries from the defect of the Premises or of the contents of the building(s) are concerned. Glenmore House cannot insure injury arising from negligence by the Customer. Customers should therefore note that they must accept responsibility for suitable supervision and/or take out adequate insurance cover.
To conform with Health & Safety Regulations, the Hirer shall be responsible for confirming with any artist who uses their own electrical equipment during the function, that the equipment has been tested and complies with current safety regulations for public performance.
The Hirer will be responsible for facilitating the forwarding of the relevant Public Liability
Insurance Certificate, or a copy thereof, to Glenmore House.
Glenmore House recommends the use of Event Insurance Service, and will be happy to provide a leaflet. For those taking out wedding insurance through this provider then the £750 deposit paid will be credited to the final invoice, to those without insurance through this provider please see item 9 vi overleaf.
15. Admission and Liability
Glenmore House reserves the right through its Food & Beverage Manager/ Wedding Coordinator, Licensee or any other authorized person to refuse admission to, or remove from its premises any person considered to be behaving or likely to behave in a manner prejudicial to the Company.
Glenmore House shall not be liable for any delay in performing or failure to perform its
obligations as a result of fire, shortage of labour or food supplies, strikes, industrial disputes or other cause beyond the control of the Company.
The Hirer shall indemnify Glenmore House against all costs, charges, claims, expenses, demands and liabilities incurred by or made against the Company as a result of the negligence or wilful default of the Hirer or of his/her guests.
16. Licensing Laws.
The Licensing Laws pertaining to persons under the age of 18years shall be strictly enforced. The Hirer shall be responsible for the orderly conduct of any function, and shall ensure that nothing shall be done which will constitute a breach of the law or in any way cause a nuisance or be an infringement of or occasion or render possible forfeiture or endorsement of any licence for the sale of alcohol or for music or dancing. All patrons must be off the premises of Glenmore House, which includes the grounds of the premises, by the licensing law requirement. Where a bar extension is necessary a surcharge will be made by Glenmore House at the rate of £75 per hour for the extension period.
Glenmore House is in a residential area; all patrons are expected to leave the premises in a considerate manner.
Smoking is not permitted within Glenmore House. A designated smoking area is defined by the terms of the licence, the location of which will be advised to Customers. All patrons wishing to smoke must utilise the area designated, and not stand at the rear doors.
17. Approval from Superintendent Registrar – civil ceremonies only.
Prior approval and attendance of the Superintendent Registrar or his/her Deputy is required before any Civil Wedding ceremony can take place and Glenmore House accepts no responsibilities for their actions. It is the Customers responsibility to pay the Registrars fees and make all necessary arrangements for their attendance.
Any questions arising from the interpretation of these conditions and charges will be determined by the Company whose decision will be final.