Venue Hire FAQs

Got a question about hiring The Clubhouse? Here are some of the things people ask most often.

If you cannot see what you need, please get in touch.

Booking & Payments

How do I book The Clubhouse?

To book The Clubhouse, complete the booking form and send it to hello@theclubhouseyateley.co.uk.

Your booking is only confirmed once we have:

  • Your completed booking form
  • Full payment, unless we have agreed a payment plan in writing
  • Any deposit required for your booking

How old do I need to be to hire the venue?

The named hirer must be 18 or over.

Do I need to stay on site during my booking?

Yes. The named hirer must stay on site for the full hire period and is responsible for the event, guests, children, suppliers, and contractors.

When do I need to pay?

The hire fee is due in full at the time of booking unless we agree otherwise in writing.

You can pay by debit card, credit card, or bank transfer.

Is there a deposit?

Yes, private bookings require a refundable deposit.

  • £50 for standard private bookings
  • £100 for weddings and larger parties, or as shown on your booking form

We return deposits within 7 working days after the hire, once checks have been completed.

Can my deposit be deducted?

Yes. Some or all of the deposit may be kept if extra costs are caused during the hire.

This may include:

  • Extra cleaning
  • Damage or loss
  • Missing keys
  • Security issues
  • Other costs caused by a breach of the hire terms

If the cost is more than the deposit, the hirer must pay the difference. We will provide a short breakdown of any deductions.

Timings, Capacity & Access

Does my hire time include setting up and clearing down?

Yes. Your booked time must include both set-up and clearing down.

If you need early access, extra set-up time, or a later finish, please ask when booking. Extra charges may apply.

What time does the venue need to be vacated?

Unless agreed otherwise in writing:

  • The premises must be fully vacated by 12:00 midnight
  • Music must finish by 11:45 pm
  • Last bar orders are at 11:30 pm, if the bar is booked

If your event overruns, we may charge an extra fee of £25 per hour.

What is the maximum capacity?

The maximum capacity is 150 people at any one time, unless agreed otherwise in writing.

For safety reasons, this limit must not be exceeded.

Food, Drink & Entertainment

Can I bring my own food or hire outside caterers?

Yes, but anyone providing food must follow current food hygiene rules.

If you use outside caterers, it is your responsibility to make sure they operate safely and follow the relevant regulations.

Can I bring my own alcohol?

No. Bringing your own alcohol is not allowed at The Clubhouse.

If you book the licensed bar, alcohol sales must go through the Clubhouse bar and be served under our licence conditions.

Can I book the bar?

Yes, if bar hire is available for your booking. When the licensed bar is booked, The Clubhouse provides the bar staff.

Can I bring my own DJ or electrical equipment?

Yes, as long as anything brought in is safe and in good working order.

Portable electrical equipment used for the event, such as DJ equipment, should have a current PAT test label where appropriate.

Decorations, Safety & Behaviour

Can I decorate the venue?

Yes, but please take care.

You must not:

  • Use nails, screws, staples, or permanent adhesive
  • Attach anything in a way that causes damage
  • Use confetti or glitter, even if it is biodegradable

Low-tack tape or Blu-Tack may be allowed if agreed in advance.

Are candles or fireworks allowed?

No, unless we give written permission first.

Candles, naked flames, fireworks, and pyrotechnics are not permitted without prior written approval.

Are bouncy castles, inflatables, or smoke machines allowed?

Not as standard. The following need written approval in advance:

  • Bouncy castles and inflatables
  • Smoke, haze, and fog machines
  • BBQs or cooking equipment brought in by the hirer
  • Generators used indoors
  • Animals, other than assistance dogs

If approved, we may ask for insurance documents and risk assessments.

Is smoking or vaping allowed?

Smoking and vaping are not allowed inside the building.

They are only allowed in any designated outdoor area, where provided. Cigarette ends must be disposed of safely.

What are the rules around noise?

Please be considerate of nearby residents.

When music is playing:

  • Keep doors closed where possible
  • Keep noise to a reasonable level

We may ask you to reduce noise if there are complaints or if it may cause a nuisance.

Do children need to be supervised?

Yes. Children must be supervised at all times.

The hirer is responsible for making sure guests behave safely and respectfully throughout the event.

Cleaning, Damage, Parking & Transport

Is parking available?

Yes, but guests must park considerately and must not block access routes, gates, or nearby properties.

The hirer is also responsible for guest behaviour in the car park and any outside areas used during the event.

Can I get public transport?

Stagecoach operates 'number 3' bus service that runs through the centre of Yateley, connecting the town to Camberley, Frimley, Mytchett, Ash Vale, Ash, and Aldershot, and the 406 from Farnborough to Finchampstead, via Eversley. The nearest bus stop is a 10-minute walk to The Clubhouse.

The nearest train station is Sandhurst (Reading to Guildford line), which is approximately a 30-minute walk.

Blackwater station is too far away for most to walk, but is handily located next to a 'number 3' route bus stop.

Can I get a taxi to/from The Clubhouse?

Here are a few local taxi services - please bear in mind these aren't recommendations:

If you're used to services like Uber/Bolt/Ola, they don't yet operate regularly in the area, so don't bank on them.

What do I need to do before leaving?

You must leave the Clubhouse, car park, and any outside areas you used clean and tidy.

Please:

  • Bag rubbish
  • Put it in the wheelie bins outside
  • Use the glass recycling in the car park where needed

If extra cleaning is required, we may charge £25 per hour plus any disposal costs.

What happens if something gets damaged?

Any damage or loss must be reported to the Clubhouse Manager as soon as possible.

The hirer is responsible for the cost of repair or replacement for damage caused during the hire, including damage caused by guests or suppliers.

What if something gets lost?

The Clubhouse is not responsible for loss or damage to personal belongings brought to the venue.

Lost property may be kept for up to 28 days, after which it may be disposed of.

Cancellations & Other Details

Can I cancel my booking?

Yes. Refunds are based on how much notice you give.

  • More than 28 days before the booking date: 100% refund
  • 14 to 27 days before the booking date: 50% refund
  • 7 to 13 days before the booking date: 25% refund
  • Less than 7 days before the booking date: No refund

Refunds are processed within 7 working days.

Can I move my booking to another date?

You can contact us to ask about moving your booking and we will do our best to help, but we cannot guarantee availability.

What happens if The Clubhouse has to cancel?

We may need to cancel in certain situations, such as non-payment, safety or licensing concerns, misleading booking information, breach of terms, or circumstances outside our control.

If we cancel your booking, we will refund any hire fee paid. We cannot cover other costs you may have arranged, such as suppliers.

Do I need insurance?

For some bookings or activities, we may ask the hirer or third-party suppliers to provide proof of suitable public liability insurance.

This may apply to things like public or ticketed events, classes, performances, inflatables, outside caterers, entertainment providers, and other higher-risk activities.

If requested, this must be provided before the booking takes place.

Planning an Event in Yateley?

Send us your preferred date, event type, timings and approximate guest numbers, and we’ll come back to you about availability, pricing and next steps.

Check Availability