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Venue Hire Terms & Conditions

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Stewarton Bowling Club - Venue Hire Terms & Conditions

Last updated: 1 March 2026

Contents

1. Acceptance and Responsibility

  • The individual named as Contact on the enquiry/booking form (the “Hirer”) is responsible for reading, signing and ensuring these Terms & Conditions are followed by all attendees, contractors and suppliers.
  • By submitting the completed booking form, the Hirer accepts these Terms & Conditions and any Club policies referred to herein.
  • Paper copies of booking forms and these Terms & Conditions can be collected from the Club.

2. Booking, Payment & Cancellation

  • Submission: Return the completed form online or fill it out online and download / print if you want to hand it into the Club.
  • Hire Fee: A payment of £80 is due 2 weeks before the event, to Stewarton Bowling Club, along with the completed form.
    BACS: Account No. 00827001, Sort Code 80-08-53 · In person: Cash/cheque can be handed in to the Club.
  • Late/Non‑Payment: If payment is not received by the due date, the Club may cancel the booking.
  • Cancellation: If the event is cancelled after the payment deadline, refunds are at the discretion of the Management Committee.
  • Force Majeure: The Club may cancel or curtail the hire due to events beyond its reasonable control (e.g., emergency, safety issues, licensing requirements, extreme weather, utility failure). Fees will be refunded in such circumstances.

3. Purpose of Use

  • The use of the premises shall not be for self‑financial gain (no commercial ticketed events or profit‑making sales activities without prior written consent).
  • The Hirer must not sub‑hire or assign the booking to any other party.

4. Premises Care

  • Damage: Full repair costs will be incurred if the Club fabric/building is damaged in any way. The Hirer is responsible for damage caused by attendees, contractors or suppliers.
  • Decorations: If decorating the hall, please use Blu‑tack only. Do not stick anything to varnished surfaces. No nails, screws, pins, adhesives or tape on walls, woodwork or ceilings.
  • Green Access: No member of the party should be on the green at any time.

5. Noise, Neighbours & Doors

  • The Club is committed to good relations with neighbours. Noise must be kept to a minimum when entering and leaving the Club.
  • The Fire Door must remain shut to reduce noise, except in an emergency.
  • The Hirer must ensure that any music or amplified sound is kept within reasonable levels and stops at the agreed finish time.

6. Smoking, Alcohol & Licensing

  • The Club is a non‑smoking area. Smokers must use outdoor cigarette bins and be considerate of neighbours.
  • Alcohol: Any alcohol consumed within the Club must be purchased from the Club bar. No BYOB permitted.
  • Under‑18s: Due to licensing laws, children must be seated away from the bar, on the linoleum area. The Hirer must ensure no alcohol is purchased by or for under‑18s.
  • All attendees must comply with Scottish licensing laws and any directions given by the Club’s Premises Manager/Bar Staff.

7. Accessibility & Special Requirements

  • Please inform the Club of any access requirements or needs of guests with disabilities in advance, so reasonable adjustments can be considered.

8. Kitchen, Food & Hygiene

  • The kitchen can be used to heat items only.
  • All food safety and hygiene responsibilities rest with the Hirer (the named Contact). The Hirer must ensure safe handling, allergen awareness, temperature control and cleanliness.
  • The Hirer is responsible for suitable serving equipment and ensuring any caterers comply with UK food hygiene standards.

9. Safety, Electricals & Fire

  • Prohibited items: No candles, heating appliances or personal electrical items requiring a socket may be used in the Club. (Includes domestic kettles, heaters, wax warmers, hair straighteners, etc.)
  • Keep Fire Exits clear at all times.
  • Fire Procedure: In the event of a fire, the Contact is the Fire Warden. They must clear the hall and move everyone to the street outside, await the Fire Service, and not re‑enter until permission is given by the Fire Service.
  • Any portable electrical equipment brought by entertainers (e.g., PA systems) must not be plugged in unless authorised in writing by the Club and accompanied by current PAT certification. The Club may refuse connection.

10. Animals

  • No animals may be brought into the Club (except registered assistance dogs, by prior arrangement).

11. Conduct & Supervision

  • Personal data provided on the booking form will be handled in accordance with applicable data protection and UK GDPR laws.
  • The Hirer must ensure they have obtained the necessary consents from attendees if sharing any personal information with the Club.
  • The premises may operate CCTV for safety and security.

12. Accidents & Insurance

  • Reporting: Please report any accidents resulting in injury to the Club by the next day – in writing or notify the Club in person.
  • Liability: The Club will not be held responsible for any third‑party injury claims made in connection with the event, except to the extent required by law.
  • The Hirer is responsible for their own public liability arrangements and those of any third‑party suppliers (e.g., entertainers, caterers).

13. Data Protection & CCTV

  • Personal data provided on the booking form will be handled in accordance with applicable data protection and UK GDPR laws.
  • The Hirer must ensure they have obtained the necessary consents from attendees if sharing any personal information with the Club.
  • The premises may operate CCTV for safety and security.

14. Cleaning & Waste

  • The Club should be left tidy. All rubbish must be collected and removed by the Hirer.
  • Tables/chairs should be returned to their original positions unless otherwise agreed.

15. Compliance & Termination

  • The Club reserves the right to terminate the event immediately if these Terms & Conditions are breached, or if behaviour is unsafe, unlawful or disruptive.
  • Directions given by Club Committee members regarding safety, licensing and neighbour relations must be followed immediately.

16. Queries & Contact Details

  • Any general concerns or queries should be relayed to the Club as soon as possible on 01560 484230 or email hire@sbc.scot.
  • Booking form and queries: you can send your hire request form online or download and print if you want to hand it in at the Club.

 

 

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