Terms of Hire
The Clubhouse at Sean Devereux Park (“the Clubhouse”)
1) About these terms
These terms apply to all hires of the Clubhouse, unless we agree on something different in writing.
By paying to hire the Clubhouse, the named hirer agrees to follow these terms.
2) Who the hirer is
The hirer must be 18 or over.
The hirer must stay on site for the full hire period.
The hirer is responsible for all guests, children, suppliers, and contractors on the premises and in the outside areas used for the event.
3) Making a booking
To book, complete the booking form and return it to hello@theclubhouseyateley.co.uk.
A booking is only confirmed once we have:
- The completed booking form, and
- Full payment (unless we agree on a payment plan in writing), and
- The deposit (where required).
4) Payments
You must pay the hire fee in full at the time of booking, unless we agree otherwise in writing.
You can pay by debit/credit card or bank transfer.
Bank details are shown on the booking form.
All hire prices and charges shown by the Clubhouse include VAT where VAT applies. Refundable deposits are not a hire charge, but deductions made from a deposit may include VAT where VAT applies.
5) Deposit and condition of the venue
Private bookings require a refundable deposit:
- £50 for standard private bookings
- £100 for weddings and large parties (or as stated on your booking form)
We return the deposit within 7 working days after the hire, once checks are complete.
We may keep some or all of the deposit to cover:
- Extra cleaning needed to return the Clubhouse to the condition it was in before your hire
- Damage or loss to the building, fittings, furniture, equipment, or grounds
- Missing keys or security issues caused during the hire
- Any costs we reasonably incur due to breaches of these terms
If costs are higher than the deposit, the hirer must pay the difference within 7 days of an invoice.
We will provide a short breakdown of any deductions.
6) Set-up, clearing down, and leaving the venue
Your hire time must include set-up and clearing down.
You must leave the Clubhouse, car park, and any outdoor areas you used clean and tidy.
Please bag rubbish and place it in the wheelie bins outside.
Glass recycling is available in the car park.
If you need an early access time, a late finish, or extra set-up time, request this when booking. Extra charges may apply.
7) Closing time, bar times, and overruns
Unless agreed otherwise in writing:
- The premises must be fully vacated by 12:00 midnight
- Last bar order is 11:30 pm (if the bar is booked)
- Music must finish by 11:45 pm
If your event runs beyond the agreed hire time, we may charge an additional fee of £25 per hour including VAT, and this may be taken from the deposit.
8) Cancellation by the hirer
If you cancel, we apply the following to the hire fee paid:
- 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
We process refunds within 7 working days.
If you want to move your booking to a new date, please contact us. We will try to help, but we cannot guarantee availability.
9) Cancellation by the Clubhouse
We may cancel a booking if:
- Payment is not received on time
- We believe the booking creates a safety, legal, or licensing risk
- The hirer has provided misleading information about the event
- The hirer breaches these terms (before or during the event)
- Circumstances outside our control make the Clubhouse unsafe or unavailable (for example, serious damage, power failure, flooding)
If we cancel, we will refund any hire fee paid. We are not liable for other costs you may have incurred (for example, suppliers).
10) Behaviour, supervision, and safeguarding
The hirer must make sure that:
- Guests behave in a safe and respectful way
- Children are supervised at all times
- Emergency exits and routes are kept clear
- No one enters staff-only, storage, or restricted areas
If we believe behaviour is unsafe, illegal, or likely to cause damage, we may end the event early. No refund will be due.
11) Capacity
The maximum number of people allowed in the Clubhouse at any one time is 150, unless agreed otherwise in writing by the Clubhouse.
The hirer must make sure this limit is not exceeded at any point during the hire.
For safety reasons, the Clubhouse may require numbers to be reduced if the maximum capacity is exceeded.
12) Fire, health, and safety
The hirer is responsible for following the Clubhouse’s fire safety procedure and for telling guests what to do in an emergency.
Emergency exits must not be blocked at any time.
The Clubhouse operates a no smoking policy inside the building. Smoking/vaping is only allowed in the designated area(s) outside (if provided). Cigarette ends must be disposed of safely.
You must report accidents, injuries, or serious incidents to the Clubhouse Manager as soon as possible.
13) Electrical equipment and PAT testing
Any electrical items you bring in must be safe and in good working order.
Portable electrical equipment used for the event (for example, disco/DJ equipment) must have a current PAT test label, where appropriate.
14) Catering and food hygiene
If you provide food, you must follow current food hygiene rules.
If you use external caterers, you must make sure they follow current regulations and operate safely.
15) Alcohol, bar hire, and licensing
If you book the licensed bar, the Clubhouse will provide bar staff.
Alcohol sales must only take place through the Clubhouse’s licensed bar and under the Clubhouse’s licence conditions.
No unauthorised alcohol sales are permitted.
Bringing your own alcohol (BYOB) is not permitted at the Clubhouse.
16) Noise and neighbours
Please be considerate of nearby residents.
Keep doors closed where possible when music is playing.
We may ask you to reduce noise if we receive complaints or believe it may cause a nuisance.
17) Decorations, fixings, and confetti
You must not attach items to walls, ceilings, fixtures, or fittings in a way that causes damage.
Do not use nails, screws, staples, or permanent adhesive.
Only use Blu-Tack/low-tack tape where agreed.
Confetti/glitter is not allowed, even if it is biodegradable.
Candles, naked flames, fireworks, and pyrotechnics are not permitted unless we give written permission.
18) Higher-risk items and activities
The following are not permitted without written approval:
- Bouncy castles and inflatables
- Smoke machines, haze machines, and foggers
- BBQs or cooking equipment brought in by the hirer
- Generators used indoors
- Animals (except assistance dogs)
If approved, we may require evidence of suitable insurance and risk assessments.
19) Damage, loss, and repairs
The hirer must report damage or loss to the Clubhouse Manager as soon as possible.
The hirer is responsible for the full cost of repair or replacement of any damage caused during the hire, including damage caused by guests or suppliers.
Normal wear and tear excepted.
20) Personal property and lost items
The Clubhouse, its trustees, and staff are not responsible for loss or damage to personal belongings brought to the premises.
We may hold lost property for 28 days, after which it may be disposed of.
21) Parking and outside areas
Please park considerately and do not block access routes, gates, or neighbours.
The hirer is responsible for guest behaviour in the car park and outside areas used for the event.
Do not leave litter or glass in outside areas.
22) Cleaning standards
You must leave the Clubhouse as you found it.
If the Clubhouse needs extra cleaning, we will charge the hirer. We may deduct this from the deposit.
Our cleaning charge is £25 per hour including VAT, plus any disposal fees.
23) Insurance
The Clubhouse reserves the right to require the hirer, or any third-party supplier engaged by the hirer, to provide proof of suitable public liability insurance for certain bookings or activities.
This may include, but is not limited to, public events, ticketed events, classes, performances, inflatables, external catering, entertainment providers, and any higher-risk activity.
Where requested, proof of insurance must be provided before the booking takes place. If suitable insurance is not provided, the Clubhouse may cancel the booking or refuse the relevant activity.
24) Data and communications
We use your booking details to manage the booking and contact you about it.
We will not sell your details. We may share necessary information with staff or volunteers who help manage bookings.
25) Governing law
These terms are governed by the laws of England and Wales.
Yateley United Community Centre Ltd T/A The Clubhouse
Sean Devereux Park, Yateley, Hampshire, GU46 7SZ
Version: 2.1
Date: June 2026