The Barn at Birkwood – Terms & Conditions
Last Updated: [Date]
These Terms & Conditions (“Agreement”) set out the terms governing the rental of meeting and training rooms at The Barn at Birkwood (“Venue”) by businesses and individuals (“Client”).
By booking a room, the Client agrees to the following terms:
1. Booking & Payment
1.1. Booking Confirmation
•All bookings are subject to availability and must be confirmed in writing via email or our online booking system.
•A booking is only confirmed once payment (or a deposit where applicable) has been received.
1.2. Payment Terms
•Full payment is required at the time of booking unless otherwise agreed.
•For recurring bookings or large events, a 50% deposit may be required, with the balance due 7 days before the event.
•All payments must be made via bank transfer, debit/credit card, or an approved payment method.
1.3. Late Payments
•Any overdue payments will incur a 5% late fee, applied every 7 days after the due date.
2. Cancellation & Refunds
2.1. Client Cancellations
•More than 14 days’ notice: Full refund or option to reschedule.
•7-14 days’ notice: 50% refund or option to reschedule.
•Less than 7 days’ notice: No refund, but rescheduling may be considered at management’s discretion.
2.2. Venue Cancellations
•If The Barn at Birkwood cancels a booking due to unforeseen circumstances, a full refund will be provided or an alternative date offered.
•The Venue is not liable for any indirect costs, losses, or inconvenience caused by cancellations.
3. Use of the Venue
3.1. Permitted Use
•The rooms are to be used strictly for business meetings, training, workshops, seminars, and professional events.
•Events must not cause disruption, excessive noise, or damage to the Venue.
3.2. Room Setup & Equipment
•Clients must specify their preferred room layout (e.g., boardroom, classroom, theatre) at the time of booking.
•Any changes on the day of the event may be subject to availability and additional charges.
•Clients are responsible for bringing any additional specialist equipment unless pre-arranged with the Venue.
3.3. Catering & Refreshments
•Catering services can be arranged upon request.
•Clients are permitted to bring their own refreshments, but external catering must be pre-approved.
4. Health & Safety
4.1. Fire & Emergency Procedures
•Clients must comply with all fire safety regulations and keep exits clear at all times.
•Emergency evacuation procedures will be outlined at the start of the booking.
4.2. Liability & Insurance
•The Venue holds public liability insurance, but Clients are responsible for ensuring their own insurance covers any loss, damage, or injuries related to their event.
•The Venue is not liable for lost or stolen personal belongings.
5. Damages & Responsibilities
5.1. Client Responsibility
•Clients are responsible for ensuring the space is left clean, tidy, and in its original condition.
•Any damage to furniture, fixtures, or equipment caused by the Client or their guests will be chargeable.
5.2. Deposit for Large Events
•For large bookings, a refundable damage deposit may be required. This will be returned within 7 days, subject to a post-event inspection.
6. Wi-Fi & Technical Support
6.1. Wi-Fi Access
•Complimentary Wi-Fi is available for all bookings.
•The Venue is not responsible for internet service disruptions beyond its control.
6.2. Technical Support
•Basic AV equipment is available on request.
•Clients are encouraged to test any presentation materials in advance to avoid technical issues.
7. Confidentiality & Data Protection
7.1. Confidential Meetings
•The Venue respects the confidentiality of meetings held on-site.
•Clients are responsible for safeguarding sensitive information during their use of the space.
7.2. Data Protection
•Client details will be handled in accordance with UK GDPR regulations and not shared with third parties without consent.
8. Force Majeure
•The Venue is not liable for failure to provide services due to circumstances beyond its control, including natural disasters, power failures, severe weather, or government restrictions.
9. Amendments & Governing Law
•The Venue reserves the right to amend these terms at any time, with notice provided for significant changes.
•This Agreement is governed by the laws of England and Wales.
By making a booking, the Client agrees to these Terms & Conditions.
For any queries, please contact:
📧 [Your Email]
📞 [Your Phone Number]
