Terms and Conditions

A Space for All Occasions

Terms & Conditions of Room Hire at The Clubhouse

1. Definitions

  • “The Club” refers to Eastbourne Sovereign Sailing Club.
  • “The Hirer” refers to the individual or organisation booking the venue.
  • “The Event” refers to the function or gathering taking place on the premises.

2. Booking and Confirmation

  • All bookings are provisional until confirmed in writing by the Club.
  • A non-refundable deposit (amount specified at booking) is required to secure the date.
  • The balance must be paid in full no later than 14 days prior to the event unless otherwise agreed.

3. Use of the Venue

  • The Hirer agrees to use the premises only for the purpose agreed at the time of booking.
  • The Club reserves the right to refuse or terminate any event that may harm its reputation or breach licensing laws.
  • The Hirer is responsible for ensuring that all guests behave in a respectful and orderly manner.

4. Capacity and Safety

  • The maximum capacity of the venue must not be exceeded at any time.
  • The Hirer must comply with all health and safety regulations and any instructions given by Club staff.
  • Fire exits and access routes must remain clear at all times.

5. Catering and Bar

  • Catering may be provided by the Club or agreed external providers (subject to prior approval).
  • No external food or drink may be brought onto the premises without permission.
  • The Club operates under licensing laws; therefore, alcohol service is managed solely by Club staff.

6. Decorations and Equipment

  • Decorations are permitted but must not damage walls, fixtures, or fittings.
  • The use of candles, confetti, or open flames may be restricted—please check in advance.
  • Any equipment brought in by the Hirer must be approved and used safely.

7. Cleaning and Damage

  • The Hirer is responsible for leaving the venue in a reasonable condition.
  • Any damage to Club property caused during the event will be charged to the Hirer.
  • The Club reserves the right to charge an additional cleaning fee if necessary.

8. Insurance and Liability

  • The Club accepts no responsibility for loss, theft, or damage to personal belongings.
  • The Hirer may be required to hold appropriate insurance depending on the nature of the event.
  • The Hirer is responsible for the conduct and safety of all attendees.

9. Noise and Conduct

  • Events must comply with local noise regulations.
  • Music volume may be monitored and adjusted at the discretion of the Club.
  • Events must end at the agreed time unless prior arrangements have been made.

10. Cancellation Policy

  • More than 30 days before the event: Deposit retained; no further charges.
  • 14–30 days before the event: 50% of the total hire fee payable.
  • Less than 14 days before the event: 100% of the total hire fee payable.
  • All cancellations must be made in writing.
  • The Club reserves the right to cancel a booking in exceptional circumstances (e.g. safety concerns, unforeseen events). In such cases, a full refund will be provided, but no additional compensation will be payable.

11. Amendments 

  • Any changes to the booking (e.g. guest numbers, timings, catering) must be agreed in advance.
  • The Club will do its best to accommodate changes but cannot guarantee availability.

12. Acceptance of Terms

  • By confirming the booking, the Hirer agrees to these Terms and Conditions in full.