Venue Hire Terms and Conditions 2025

​

The following terms and conditions apply to venue hire bookings at Palm Beach (“the venue”), including private celebrations, weddings, adult parties, teen parties, and children’s parties.

By submitting your booking form online and paying the deposit, you confirm that you have read, understood, and agreed to these Terms & Conditions, which form a legally binding contract. This contract is governed by English Law.

​

Operator Information

Palm Beach is home to Community Projects Base C.I.C (Company No. 10290841), a not-for-profit Community Interest Company that delivers youth programmes, disability discos, and inclusive community events.

Club Palm Beach Ltd (Company No. 08118511) provides administrative support and issues invoices on behalf of the venue. All bookings are authorised by Community Projects Base C.I.C in line with its public benefit objectives.

​

1. Booking and Deposit

• Bookings are confirmed once a completed form and non-refundable deposit (as per your invoice) are received.

• Deposits are deducted from the total hire fee.

• You will receive an invoice within 24 hours of submitting the form.

• Reservations are held for 14 days. If no deposit is paid, the slot will be released.

• It is your responsibility to review the invoice and request amendments before paying.

• By paying the deposit, you accept all listed terms and conditions.

​

Date Changes

• You may request one date change per booking (subject to availability).

• If you request a date change 30 or more days before your original event date, we will accommodate the change free of charge.

• If you request a date change within 30 days of your original event date, a £50 administration fee will apply.

• The new date will only be confirmed once any applicable fee has been paid.

• Further changes after one date move will be treated as a cancellation.

​

Payment Terms

• The full hire balance must be paid by the deadline shown on your invoice.

• Late payments will accrue interest daily at 8% under Section 69 of the County Courts Act 1984.

• Failure to pay on time may result in cancellation of your booking.

​

2. Cancellations

By the Hirer

• Cancellations must be made in writing.  

• All deposits and hire fees are non-refundable. Cancellations due to personal illness, family emergencies, or lack of attendance are not grounds for refund.

• Events cancelled within 21 days of the date will still be charged the full balance.

​

By the Venue

• The venue may cancel or reschedule bookings without liability if circumstances beyond its control arise (e.g. severe weather, force majeure, licensing issues, or emergency closures).

• We will attempt to reschedule the event, but no refund is guaranteed.

​

3. Access and Set-Up

• Access is from 30 minutes prior to the start time (subject to availability).

• Events must end at the agreed time. Guests and equipment must vacate within 20 minutes.

• No extensions are permitted for children’s parties. Weddings and adult events may request late finishes in advance (additional fees apply).

• Special arrangements (e.g. weddings) may allow earlier access, confirmed in your invoice.

​

4. Decorations

• Temporary, non-marking decorations (e.g. balloons, banners) are allowed.

• Prohibited items:

  • Confetti or confetti balloons

  • Party cannons

  • Table sprinkles or glitter

  • Stickers or adhesives

  • Poppers or similar devices

​

5. Food and Drink

• Children’s parties (under 12): You may bring food and soft drinks.

• Teen and adult events: No drinks may be brought in, including water. All drinks must be purchased from the bar.

• Unauthorised drinks will be removed and charged at £15 per item.

• Outside catering is allowed (except takeaway by guests). Food safety is the hirer’s responsibility.

 

6. Cakes & Belongings

• Cakes must be taken with you on the night.

• Perishables and leftover items will be disposed of for hygiene reasons.

• All belongings must be removed at the end of the event unless arranged in advance.

​

6. Cleaning and Waste

• If you did not pre-pay the cleaning fee, you must:

  • Clear rubbish and empty bottles into the correct bins (not bin bags).

  • Wipe all tables and surfaces.

  • Sweep floors and remove all food waste.

• Cleaning supplies will be provided 15 minutes before the end.

• Failure to clean will incur a mandatory cleaning fee:

  • £45 for general events

  • £60 for weddings

• Payment due within 7 days.

​

7. Use of Premises

• The venue must only be used for the event stated in the booking form.

• Hirers are responsible for all guests' behaviour.

• Any damage or misuse of facilities will be charged.

• Certain venue areas (e.g. VIP or back seating) may be closed off at the venue’s discretion.

• No furniture or fittings may be moved without permission.

• Any event conducted under false pretences (e.g. misrepresentation of type, nature, or age of attendees) will be terminated without refund and may result in a permanent booking ban.

​

8. Supervision, Conduct & Liability

• A responsible adult preferably aged 25+ must be present at all events.

• For children’s parties, this person must supervise any equipment (e.g. bouncy castle use).

• You may request an SIA-licensed door supervisor for additional security (fees apply).

• You must ensure good order, guest safety, and full compliance with health and safety rules.

• All damages must be reported immediately and confirmed in writing within 24 hours.

• CCTV is in use throughout the premises for the prevention of crime and disorder and public safety.

• The venue reserves the right to eject individuals, or shut down the event without refund, if guest conduct poses a risk to staff, safety, licensing, or reputation.

​

9. Health and Safety

• All guests and contractors must comply with Club Palm Beach Health & Safety policies (available on request).

• Accidents must be reported immediately to staff.

• Any electrical items must have valid PAT certification.

• Outside contractors (e.g. DJs, entertainers, caterers) must hold:

  • Public liability insurance

  • Risk assessments (available on request)

• First aiders will always be present during your event

​

10. Photography and Promotion

·  You may not use the venue’s name, logo, or photos without prior written permission.

·  By accepting these terms, you grant Palm Beach Ltd permission to photograph/video your event for promotional purposes.

·  To opt out, note this on your booking form.

·  Media is captured and stored in accordance with UK GDPR, and will not be shared with third parties without consent.

​

11. Liability

·  The venue accepts no liability for:

• Death, personal injury, or loss (unless proven due to negligence)

• Loss/damage to personal or third-party property

• Event cancellation due to circumstances beyond our control

• Indirect or consequential loss (e.g. business disruption)

·  The venue reserves the right to cancel or terminate any event in breach of these terms without refund.

• Event insurance is strongly recommended.

​

12. Acceptance

·  The person completing the booking form is the “Hirer” and is legally responsible.

·  If an organisation is named, joint liability applies to both the individual and organisation.

·  Submission of the form confirms your acceptance of these terms.

·  Palm Beach reserves the right to amend these Terms & Conditions at any time without notice.

​

These Terms & Conditions replace all previous versions and apply to all venue hire bookings from 1 May 2025 onward.