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Terms & Conditions

Darlington Rugby Football Club Room Hire Policy

Thank you for choosing Darlington Rugby Football Club for your event. To ensure a smooth and transparent booking process, please read and agree to the following terms and conditions.

1. Booking & Payment Terms

1.1 Booking Confirmation

  • A booking is only confirmed once the required deposit has been paid.
  • Provisional bookings are held for a maximum of 24 hours and may be released without notice if payment is not received.

1.2 Deposit Requirement

  • A non-refundable deposit of 50% of the total room hire fee is required to secure your booking.
  • The deposit must be paid within 24 hours of making the booking.
  • If the deposit is not received within 24 hours, the booking will be automatically cancelled and the date released.
  • The deposit will be deducted from the final balance but remains non-refundable under all circumstances, including cancellations made more than 30 days before the event.

1.3 Final Payment

  • The remaining balance is due 5 days prior to the event.
  • Failure to pay by this date may result in the booking being cancelled and the deposit forfeited.

1.4 Changes to Bookings

  • We will do our best to accommodate requested changes.
  • Any changes made within 5 days of the event may incur additional charges or result in forfeiture of the deposit.

2. Cancellations

2.1 Cancellation by the Hirer

  • All deposits are non-refundable.
  • Cancellations must be submitted in writing (email is accepted).

2.2 Cancellation by the Club

  • The club reserves the right to cancel bookings due to unforeseen circumstances or safety concerns.
  • If the club cancels your event, all payments made will be refunded in full.

3. Venue Rules & Conditions of Use

3.1 General Rules

  • No vaping or smoking indoors.
  • A surcharge of £2 per person is applicable for providing your own buffet.
  • Only drinks purchased on the premises may be consumed.
  • No table or balloon confetti is permitted.
    • A £50 cleaning charge will be applied if confetti is brought in or used.

3.2 Outside Alcohol & Illegal Substances

  • Anyone found in possession of outside alcohol or illegal substances will be removed immediately.
  • The police will be notified where necessary.

3.3 Behaviour & Conduct

  • Staff may refuse service to any guest who appears intoxicated.
  • Fighting, aggressive behaviour, or abuse towards staff or guests will result in the event being shut down immediately and all attendees asked to leave.
  • The hirer is responsible for the conduct of all guests.

4. Damage & Liability

4.1 Damage Deposit

  • A £100 refundable cash deposit is required upon booking to cover damages or anti-social behaviour.
  • This deposit will be returned after the event if:
    • No damage has occurred
    • No anti-social behaviour took place
    • No excessive cleaning is required

4.2 Additional Charges

  • If damage exceeds £100, the hirer will be invoiced for the full cost of repairs or replacement items.

5. Additional Rules for 16th, 18th & 21st Birthday Parties

5.1 Alcohol & Age Verification

  • No underage drinking – ID will be checked throughout the event.
  • All drinks will be served in plastic cups.

5.2 Responsible Adult Ratios

  • A minimum ratio of 1 responsible adult per 5 guests aged 18 must be maintained at all times.

5.3 Guest Conduct

  • Any guest found with outside alcohol or illegal substances will be removed from the premises and the police may be informed.
  • Any fighting or serious misconduct will result in the immediate closure of the event.

6. Safety & Compliance

  • Fire exits must remain unobstructed at all times.
  • Guests must follow all safety instructions given by club staff.
  • The club cannot accept responsibility for loss or damage to personal belongings.

7. Closing Times & Access

  • The hirer will be notified of set-up and access times. This is a maximum of 1 HOUR prior to the event. If additional time is needed this will be chargeable.
  • Music, bar service, and entertainment must end at the times specified in accordance with our licensing regulations.
  • All guests must vacate the premises promptly at the agreed closing time.

8. Cashless Payments

Darlington Rugby Football Club is moving towards becoming a cashless venue in order to improve service speed, security, and convenience for our guests.

Where possible, card and contactless payments are preferred for all purchases made within the venue, including bar and food service. While cash may still be accepted in certain areas during the transition period, guests are encouraged to bring a debit or credit card for payments.

We appreciate your understanding and cooperation as we modernise our payment systems.

9. Acceptance of Terms

By paying the deposit and confirming your booking, you agree to comply with all conditions set out in this Room Hire Policy.