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JOCKEY CLUB ESTATES LIMITED
Terms & Conditions for use of the Jockey Club Rooms and Chambers Newmarket
In these Terms & Conditions Jockey Club Estates Limited is referred to as 'The Company'. The individual or organisation who books the function in the Jockey Club Rooms is referred to as 'The Hirer'.
1 Quotations
Quotations are valid for 30 days from the date of quotation after which period the Company reserves the right to change any of the quoted prices.
Quoted prices are subject to 10% Service Charge and VAT at the standard rate.
2 Acceptance of Quotations
The Company will submit a written quotation for acceptance by the Hirer in writing. On receipt by the Company of the Hirer's acceptance in writing there shall be a binding contract between the Company and the Hirer subject to these Terms & Conditions only.
3 Payment
• To confirm a booking the Company reserves the right to ask for a deposit of the quoted charges for room hire.
• After the function an invoice will be issued and will be sent to the Hirer, unless agreed otherwise prior to the function. In any event the Hirer will be responsible for payment. In the case of multiple invoices (ie made out to individuals) they may be sent out by prior arrangement to those concerned, however, failure of the individual to settle the account within 30 days of the date of invoice will render the Hirer liable. Names and invoicing addresses must be supplied prior to the event.
• Unless otherwise agreed by prior arrangement all invoices are due for settlement within 30 days of the date of invoice.
• Payment may be made by Credit Card, Cheque or Cash.
4 Exclusive Use
For those paying a Room Hire charge for exclusive use, such "exclusivity" relates to the agreed function rooms in the Jockey Club Rooms but does not relate to any bedrooms in either the Jockey Club Chambers or the Jockey Club Town House. Any bedroom accommodation is bookable separately.
5 Cancellation
In the event of cancellation by the Hirer of the function or part of the function the following percentages of the quoted charges will be charged:
Rooms
• Cancellation within 28 days of the function date (excluding the function date itself) - 50% of the quoted Room Hire Charge
• Cancellation within 14 days of the function date (excluding the function date itself) - 100% of the quoted Room Hire Charge. In the event of a cancellation, should the Company be able to re-let the Room or Rooms the cancellation charge will be reduced to 10% of the quoted Room Hire charge or the standard cancellation charge less the room rent received, whichever is the greater.
• Food
• Cancellation within 4 days of the function date (excluding the function date itself) - 50% of the quoted charge.
• Cancellation within 2 days of the function date (excluding the function date itself) - 100% of the quoted charge.
Wines, Spirits and Beers Specially Purchased
• Cancellation within 10 days of the function date (excluding the function date itself) but before delivery of wines etc - the supplier's cancellation charge + £50 or 10% of the agreed price if applicable whichever is the lesser.
• Cancellation within 10 days of the function date (excluding the function date itself) but after delivery of wines etc - 100% of quoted charge less any refund obtained from the supplier or payment by the Company for taking the drink into its own stock. Alternatively, for drinks supplied by the Hirer, he/she may arrange at their own expense for the disposal of the drink. After 2 days a rent of 50p per bottle or can per day will be levied.
The Company reserves the right to cancel the booking at any time if:
• the booking might, in the opinion of the Company, prejudice the reputation of the Club
• the Hirer is more than 30 days in arrears of previous payments to the Company
If the Company becomes aware of any alteration in the Hirers financial situation.
6 General
Should any of the delegates be unable to correct any aspect of poor behaviour or activities unacceptable to the Company, the Company reserves the right to terminate your stay. Should this occur, no monies will be refunded to you. The Manager’s decision is final
7 Variations
No variation to these Terms and Conditions will be accepted unless confirmed in writing by both the Company and the Hirer.
8 Numbers
• Quotations are prepared on the basis of specific numbers and prices are subject to alteration depending on the agreed final number of expected guests.
• Any notification of changes in the number of expected guests at a function must be received by the Company not later than 48 hours prior to 9.00 am on the date of the function.
• Should the number of expected guests be reduced and the Company is either not notified of this or is notified within 48 hours of the function, the invoice will be issued on the basis of the number of guests expected at the 48 hour deadline.
• Should the number of expected guests be increased at any time prior to the function the Company will charge for the extra guests. Bedrooms however must be reserved prior to the event.
9 Timing
The Company reserves the right to make an additional Room Hire Charge should a function run beyond the agreed time.
10 Wines
Wines for the function must be ordered no later than 10 working days prior to the function so that they can be purchased and/or prepared. If no such order is made House Wine will be provided.
11 Repeat Bookings
Unless the Hirer is advised otherwise by the Company these Terms and Conditions apply to all future bookings made by the Hirer.
12 Loss and Damage
Should any property of the Jockey Club Rooms or Chambers be damaged, broken or lost during a function in the Rooms, the Hirer will be charged at full replacement cost unless it can be proven that such damage, breakage or loss was caused by fault on the part of the Company.
13 Liability to Third Parties
The Company will not be responsible for and the Hirer will indemnify the Company against all claims for injury to person, or loss, or damage to, property, howsoever caused, unless it can be proven that such injury or damage was caused by fault on the part of the Company.
14 Force Majeure
Whilst every effort will be made by the Company to carry out their obligations, no liability is accepted by the Company for the cancellation of any function in the Jockey Club Rooms due to Act of God, War, Strikes, Riots, Lock Outs or other labour disturbances, Fire Flood or any other circumstance outside the Company's control.
15 Complaints
Any complaint regarding a function in the Rooms must be received in writing by the General Manager of Jockey Club Estates Limited no later than seven days after the date of the function concerned.
1 Dress Code
We wish to remind visitors to the Jockey Club Rooms that the Dress Code is jacket & tie for men.
2 Filming
Filming and still photography in the Jockey Club Rooms are not permitted unless prior arrangements are made with the Managing Director of Jockey Club Estates Limited; a filming fee may be charged.
3 Children
Please note that Children under the age of 12 are not allowed in the Jockey Club Rooms.
4 Mobile Telephones
The use of mobile telephones is prohibited in the Chambers and Rooms
5 Pets
Members, guests and visitors are not permitted to bring dogs into the Jockey Club Rooms or Chambers. Kennels are provided.
Data Protection
Any information that you choose to provide to The Jockey Club Estates about yourself will be held on a secure server in the United Kingdom. This ensures, among other things, that data we hold about you are processed lawfully and fairly. We aim to ensure that the personal data stored will be accurate, relevant and not excessive. You have the right to see what is held about you and correct any inaccuracies at any time. The Jockey Club Estates will not share or loan any identifiable information about you to any third party without your consent.