Terms and Conditions

Horsmonden Social Club Booking Terms and Conditions

Booking Terms and Conditions for use of the Institute Building, Green Road, Horsmonden, Tonbridge, Kent, TN12 8JS (“the Premises”), occupied by Horsmonden Social Club (“the Club”) – Effective for bookings accepted after 1st July 2025

Booking requests may be submitted by adult members of Horsmonden Social Club (“Member[s]”) only, by completing and submitting the booking request form on the Club’s website (“Booking Request Form”). Junior members may not submit booking requests. Booking requests will be considered by the Horsmonden Social Club Committee (the “Committee”).

The person submitting the Booking Request Form (the “Event Organiser”) agrees to the following terms and conditions.

General matters

  1. Members may submit requests on behalf of organisations with whom they are affiliated.
  2. Members submitting booking requests must have been Members for at least one year.
  3. The Event Organiser is responsible for the event and the behaviour of persons attending. They must remain at the event for its duration
  4. The Committee reserves the right to refuse any booking request. The Committee’s decision shall be final.
  5. The following booking requests will be automatically refused:
    A. 18th or 21st birthday celebrations
    B. requests made on behalf of political organisations
    C.     requests not made with sufficient notice in advance of the event.
  6. Bookings for children’s party will normally be required to end by 21.00.
  7. Children must be supervised at all times
  8. Members are invited to make a donation for the use of the Club
  9. The Event Organiser agrees to familiarise themselves with the Fire Evacuation Procedures, to abide by them and inform the other attendees at the event of them.

Liabilities and deposit

  1. Neither the Club or any member of the Committee shall be liable for any loss or claim incurred or made by the Event Organiser, or any other person connected to the booking, as a consequence of cancellation of a booking by the Committee for any reason.
  2. Any Event Organiser wishing to cancel a booking must contact the Club Secretary as soon as they become aware that cancellation is necessary.
  3. The Club must be vacated by 00.30, with any music or other entertainment concluding by midnight. Members and guests must leave the Club and the neighbouring area quietly and respectfully.
  4. Use of Blu Tac, Sellotape and other adhesives or materials that may damage paintwork, furniture or fittings is not permitted. Balloons, banners, etc., may be tied up with string.
  5. A cash or cheque deposit of £100 to cover any breakages, damage or potential cleaning costs will be required. This must be presented at the Club (during opening hours and at least two weeks prior to the date of the event) in an envelope clearly marked with the name of the Event Organiser and the event date. In the event of loss or damage to the Premises or property owned by the Club, or any breach of these Booking Terms and Conditions or the Club’s Constitution, the amount of the deposit required to reimburse any loss or damage will be retained by the Club, and the Event Organiser shall be personally liable for reimbursing the Club and/or the owner of the Premises in respect of the full cost of any cleaning, repair or replacement expenses that may be incurred as a result of such loss, damage or breach.

 

During and after the function/event

  1. The Club will remain open to all Members for events held during its usual opening hours.
  2. After the event has ended and before the Club’s next scheduled reopening, the Event Organiser shall ensure that the Premises are cleared up and left clean, including but not limited to cleaning of all table surfaces (with warm water only, no detergents), vacuum cleaning of the floor, and removal of, and taking away from the Premises, all waste from food or other items brought on to the Premises before the Club is next due to reopen. The waste bins outside the Club are not to be used for any of this waste disposal.
  3. Limited parking may be available on Green Road. However, the Event Organiser and their guests must not park obstructing the entrance or fire exits and must be considerate towards the occupiers of neighbouring properties.
  4. No alcoholic or other beverages are to be brought into the Club.


Use of the Club bar

  1. The Committee will endeavour to ensure the bar is adequately stocked for the event. Special requests for bar stock must be submitted a minimum of two weeks in advance of the event date.
  2. Access to the area behind the bar shall be restricted, exclusively, to the Club’s bar team. No other persons shall be allowed behind the bar.
  3. Alcohol will not be served to any person under the age of 18.
  4. The Club’s bar team have the right to refuse to serve anyone who is unable to provide proof of age or who they deem to be acting inappropriately.


Use of the Kitchen Facilities

  1. If the kitchen or any kitchen facilities are used for the event, the Event Organiser will ensure that only competent persons are permitted to use the kitchen appliances. A tour of the facilities can be arranged in advance by submitting a request to info@horsmondenclub.org.uk.
  2. Children are not permitted in the kitchen area at any time
  3. The kitchen must be cleaned following use
  4. All power within the kitchen area, including the dishwasher but not the fridge, should be turned off at the end of the event.
  5. The dishwasher should be drained at the end of the event and instructions regarding the use of the dishwasher are located in the kitchen.
  6. The fridge and kitchen bins should be left empty


Special restrictions

  1. Smoke machines are not permitted due to the sensitivity of the Club’s smoke detector system. E-cigarettes and any form of naked flames are also not permitted.
  2. Any person acting in breach of these Booking Terms and Conditions or the Club’s Constitution, or in an inappropriate or unacceptable manner, will be asked to leave the Premises, and the event may be cancelled. Any decision as to whether such act has occurred will be made at the sole discretion of the Club’s bar team, and the Event Organiser shall assist with the ejection of any person asked to leave the Premises by the Club’s bar team.
  3. Event Organisers are required to ensure that the Premises are returned to the condition they found them in upon their arrival.
  4. Event Organisers are responsible for providing their own cleaning equipment.
  5. No booking will be confirmed without approval from the Committee. Confirmation will
    be sent in writing, or by email.