Private Hire Terms & Conditions

The Green Duck Emproium RTW Limited  is a limited company that manages The Green Duck Events Space & Bar – Emporium Events LTD makes available for hire its facilities as detailed below. These terms and conditions aim to protect all parties setting out a clear understanding of contractual obligations of both the client and venue when confirming a booking.
 

Definitions: The ‘company’ and ‘we’ means The Green Duck Emporium RTW Limited. The ‘venue’ refers to The Green Duck Event Space & Bar . The ‘client’ and ‘you’ mean the party who hires the venue for an event.
 

1.Venue Hire

1.1. The venue is not licensed for civil ceremonies.

1.3. The venue may require the client to sign an inventory.

1.4. Non-legal blessing ceremonies can be held at the venue for an additional cost.

1.4.2 As a result of ongoing woodland management there may be some changes to the natural woodland blessing area.

1.4.3. Electricity is available within Courtyard. The hire of this area does not include a PA/sound system. The client will need to hire in a PA/sound system if required and all equipment will need to be PAT tested.

1.5. Full Event Co-ordination for your day is included in the hire charge.

1.6. The client may wish to arrange its own insurances in respect of the costs of cancellation and its liabilities under the terms & conditions or otherwise arising from venue hire.
 

2. Hire Period

2.1. Access to the venue is permitted from 9.00am to 6.00pm on day of your event with pre-arranged time and a fee

2.2. Additional set-up timings during the days prior to your event must be pre-arranged.

2.4. All decorations and fixing methods must be agreed in advance, if damage occurs through unauthorised fixings a cost will be implemented.

2.4.1 Decorations brought in and assembled by you must removed by the agreed time with the company.

2.5. The following are not permitted: fireworks, sky lanterns, metal or paper confetti, confetti canon or rice.

2.6. The company is unable to receive/store deliveries until the day of your Events, unless agreed in advance. 

2.7. Final hire timings must be agreed 4 weeks in advance. The finish time of all Events must not exceed 01:00am. The site must be completely vacated by 01:00am.

2.8. The client is responsible for the arrival and departure of all guests in an orderly fashion.

2.9. The client or an appointed person must remain at the venue until the last non-resident guest has departed.

2.10. If the venue is not vacated by 01.00am, the company reserves the right to charge the client for any expenses incurred as a result of the delay in vacation.

2.11. Should guests act in an improper or disorderly way, the company reserves the right to remove disorderly persons or in extreme circumstance terminate your Event. Should this occur, no monies will be refunded; the manager’s decision is final.

2.12. The client shall ensure that all its property and the property of its guests are removed by an arranged time at the discretion of the company.

2.14. Cars are not permitted on the property.
 

3. Bookings

3.1. All initial and subsequent telephone and viewing reservations must be confirmed in writing by you, this must include a firm date and provisional guest numbers. A booking form will be sent to you and needs to be signed and returned with the deposit. A formal meeting will then be required within four weeks of receiving your deposit to finalise requirements.

3.2. The contract is formed by the booking form and these terms and conditions.

3.3. All bookings are considered provisional until both the contract and the deposit has been received. Once the contract is signed, and minimum numbers agreed, this will then constitute a legally binding contract.

3.4. The contract will detail the maximum numbers agreed at the time of booking. Final numbers must be given four weeks prior to the Event

3.6. Any variation in booking, guest numbers and/or arrangements must be confirmed in writing.

3.7. The venue shall not be used for any purposes other than what is stated on the booking form.

3.8. Full pre-payment is required for all Events.

3.10. Final payment is due 1 Month before event for any food or Extra's. If this payment is not made on time we have the right to cancel you booking without refund. 

3.11. In addition to the final payment a £100 security deposit May need to be paid, this deposit will be kept and drawn if damage occurs. If damage is found, we will notify the client the amount for damages. 

3.12. VAT is applicable.
 

4. Cancellation

4.1. If you must cancel your booking for any reason, we reserve the right to make a cancellation charge.

4.2. The company will endeavour to re-sell the venue, if successful; we may waive a proportion of the cancellation charge. 

4.3. Cancellation charges:

4.3.1.The Venue Hire is non-refundable.

4.3.2. 3 months prior – 50% balance 

4.3.3. 1 months prior – 100% balance

4.4. The company reserves the right to cancel an event under the following circumstances:

4.5. The Green Duck Event Space & Bar , or any part of it including the Road, is closed due to circumstances beyond the companies’ control. In this event a refund of any advance deposit will be paid but the company would have no other liability.

4.6. If the client is more than 30 days in arrears with any payment.

4.7. If the company becomes aware of any alteration in the client’s financial situation.

4.8. We have the following cancellation policies in place in response to the covid-19 pandemic:

4.8.1. If your date is affected by lockdown and government restrictions that legally prevent your wedding from going ahead then your contract becomes frustrated. In this scenario, we would cancel the event and offer a full refund of payments made to date. 

4.9.1. All requests for the transfer of the event date must be notified in writing and are subject to availability.

4.9.2. A request by the client to transfer the event date may only be revoked with the written consent of the venue. 

4.9.3. The client acknowledges that the amounts (including, but not limited to, any venue hire fees), may change as a result of the transfer of and to the new event date.

4.9.4. The venue’s then prevailing terms and conditions apply to all bookings. The new event date will be booked under the venues’ then prevailing terms and conditions and will supersede any previous terms and conditions of The Green Duck Event Space & Bar.

4.9.5. The following fees and charges are payable by the client in respect of any transfer of the event date:

4.9.6. in any case, an administration fee of £50, which is due and payable by the client at the date the venue sends to the client a new booking form in respect of the new event date pursuant to clause 4.13 above.
 

5. Suppliers

5.1. The company reserves the right to approve any externally arranged services. The client is responsible for informing the company of all the suppliers in advance.

5.2. Suppliers are required to make a site visit to the venue and to sign the company’s supplier contract.

5.3. All electrical and audio-visual equipment must comply with the IEE Regulations and Safety Standards current at the time of the event. Utility connection and consumption charges will be payable by client where appropriate. 

5.4. The company cannot be responsible for any contracts between the suppliers and the client.

5.5. The company cannot take responsibility for and payments from the client to their suppliers on the day.

5.6. If the client hires in any additional tables or chairs from an external company; the client is responsible for receiving delivery of the furniture, laying the furniture out in the Venue and dismantling furniture ready for collection in the manner of which it was delivered.

5.7. The company may impose an additional charge for the removal of the company’s furniture from the Venue This will be agreed with the client upon booking.

5.8. The client should agree a photography arrangement with the venue in advance of your wedding. If you would prefer the venue to not use any of your photographers’ images in the venue marketing, please notify the company in writing.

5.8.1 The venue staff reserve the right to use any photographs taken at your wedding for venue marketing.

5.8.2 The company reserves the right to approach your photographer directly and agree the use of images for marketing the venue.
 

6. Catering & Bar

6.1. The client shall use catering provide by The Green Duck Event Space & Bar only 

6.2. The client will deal directly with the Venue to choose relevant packages and services.

6.3. The client must agree in advance any additional supplier requirements such as meals, drinks, seating areas etc. The company is not obliged to cater for any suppliers without prior arrangement.

6.7. If you wish to serve a poured toast drink, this needs to be booked in advance and will come at an additional price.

6.9. There is no option for you to supply your own bar at the venue.

6.10. The company shall be entitled at its discretion to terminate the sale/supply of alcoholic beverages if either the caterer or the client breaches any terms of the venue licenses.

6.11. The client shall pay the venues’ charges for any additional goods and services provided by the venue at the request of the client or any person purporting to act on behalf of the client and having ostensible authority to do so unless covered by other provisions of this Contract.

6.12. Any special requests, incentives, discounts or other indulgences shall only be binding if agreed and confirmed in writing by the venue.

6.13. No food, wine, beer or spirits may be brought into the venue by the client or the client’s guests, for consumption on the premises, unless the prior written consent of the venue has been obtained and an additional charge has been agreed upon and paid.
 

8. Health and Safety

8.1. The maximum capacity for the venue is 80; this number cannot be extended under any circumstances. 

8.2. The client must not bring into the venue any hazardous or dangerous items that may harm any persons.

8.3. Any accident or injury must be reported.

8.4. All electrical equipment brought into the venue must comply with regulations and must be PAT tested. The company disclaims all responsibility for all claims and costs arising out of any such equipment that does comply. 

8.5. There is to be no use of ladders.

8.6. There is strictly no smoking / Drinks Out the Front of the Venue

8.7. Emergency fire exits are signed within the marquee for access out of the venue. The fire assembly point is in the car park.

8.8. Fire-fighting equipment shall be kept in visible places within the marquee venue and only used for its intended purpose.

8.9. Highly flammable substances shall not be brought into, or used, in any part of the venue.

8.10. No internal decorations of a combustible nature shall be used without consent.

8.11. No unauthorised heating appliances shall be used.

8.12. Litter shall not be dropped; it must be disposed of in the waste bins, this includes cigarette ends.

8.13. Except in the case of trained dogs for the blind, animals shall only be permitted in the venue unless by prior arrangement.

8.14 You are not permitted to leave the venue once you arrive if you leave the venue you will not be able to return,
 

9. Child Safety Policy

9.1. The company has a childcare policy in place for the protection of all children at the venue.

9.3. The company including any member of its events team will not be responsible for the care of or supervision of children.

9.4. All children under 12 years of age must be always supervised by an adult.

9.5. It is the responsibility of the client to ensure all parents/guardians with children in attendance have read and understood the companies Health and Safety Policy.

9.6. It is the responsibility of the parents/guardians and therefore the clients to always ensure the good behaviour of 

9.9. The company reserves the right to ask any children who are not keeping good order or under the influence of alcohol, in the opinion of the Event Manager to leave the venue at any time during the event.
 

10. Liabilities

10.1. The client shall not sub-hire or use the venue or allow the venue to be used for any unlawful purpose or in any unlawful way.

10.2. The company shall provide electricity, water, drainage and sewerage at the venue. The company shall not be responsible for any disruption to such services or the consequences thereof unless disruption is due to the companies’ negligence.

10.3. The client shall be liable for and shall indemnify the company from and against.

10.4. All expenses, losses, claims or proceedings arising under any statute or at common law as a result of personal injury to or the death of any person arising out of or during or caused by the occupation of the venue by the client save to the extent that the same is due to the negligence of the company its employees.

10.5. In respect of any injury or damage whatsoever to any property in so far as such injury or damage arises out of the occupation by the client of the venue, to the extent that the same is due to any act, omission or neglect of the client or its guests.

10.6. Any loss or damage to the venues or companies’ property and/or fittings (including any items hired by the company for your use).

10.7. Injury to anyone including the company’s staff arising because of your event.

10.8. Personal and guest possessions including presents and gifts received during an event are left at entirely at the client’s own risk.

10.9. The company shall be responsible and liable for:

10.9.1. The effective supervision of the venue.

10.9.2. Injury or loss and damage only where and to the extent we have been negligent. Otherwise, there shall be no liability whatsoever. We regret that we cannot be responsible for the security of your property, though we will do our utmost to look after it.

10.9.3. The orderly and safe admission and departure of persons to and from the venue.

10.9.4. The orderly and safe vacation of the venue in case of emergency. Meeting Point Noble Wines

10.9.5. The preservation of good order and decency in the venue.
 

11. Complaints

11.1. The client should notify the company in writing of any complaint in as soon as is reasonably practicable, giving full particulars of that complaint.

11.2. The company shall on receipt of a written complaint, use its reasonable endeavours to investigate thoroughly and report back to the client, or procure such an investigation. The client shall notify the venue in writing again, as soon, as is reasonably practicable, if it is dissatisfied with any investigation, report or remedy from the company.

All conditions are subject to the law of England and Wales. This list is not exhaustive and may change without notice.

 

The Green Duck Event Space & Bar -  Terms & Conditions 2023-2024. Version 2: Updated Jan 2023