Palm Beach – Late Night Private Event Terms and Conditions of Hire (2026)

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Applies to bookings for ticketed events, event nights, and live performances between 11:00 PM and 4:30 AM.

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Contract & Acceptance​

These terms apply to late-night bookings at Palm Beach (“the Venue”). By submitting your booking form and paying the deposit, you confirm that you have read, understood, and agreed to these Terms & Conditions, forming a legally binding contract under English Law.

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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 & Deposits​​

• Submitting a booking form does not confirm your booking

• Your date will be provisionally held while we review your request and issue an invoice

• A booking is only confirmed once the non-refundable deposit is received

• The deposit secures your date, includes a non-refundable booking and administration fee, and is deducted from the total hire fee

• Deposit payments must be made within 14 days of the invoice, or the date will be released

• It is your responsibility to review the invoice before making payment

• By paying the deposit, you confirm acceptance of these Terms & Conditions

The venue reserves the right to release any provisional booking without notice if the deposit is not received within the stated timeframe

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2. Payment Terms

• Deposits are non-refundable. Date changes are limited and not permitted within 30 days of the event. Full balance remains payable for late cancellations.

• The full balance must be paid no later than 14 days before the event date, unless otherwise stated on your invoice

• Late payments will accrue interest at 8% under the County Courts Act 1984

• Failure to pay by the deadline will result in cancellation of the booking and all monies paid being retained

• The venue reserves the right to re-offer the cancelled date for resale without liability to the Hirer and is under no obligation to re-sell the date or mitigate losses on behalf of the Hirer

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3. Date Changes​

• Date change requests will only be considered under the following rules:

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​Date Change Rules

• Requests made 30 days or more before the event:

• May be approved, subject to availability and venue approval

• Limited to one date change only

• Deposit transferred to the new date

• Requests made less than 30 days before the event:

• No date changes permitted

• Treated as a cancellation (see Section 4)

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Conditions of Change

• A date change request must include a new proposed date at the time of request

• Open-ended postponements are not permitted

• Any further change or cancellation will result in all monies being forfeited

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Pricing, Discounts & Offers

• All discounted rates or offers are date-specific and non-transferable

• If a booking is moved, pricing may be recalculated based on the new date and current pricing

• Any revised pricing will be confirmed by updated invoice, and any additional amount due must be paid before the new date is confirmed

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Date Change Restrictions

• Date changes must be within a reasonable timeframe of the original booking date, as determined by the venue

• Requests to move bookings to peak periods (including November–December) or significantly later dates may be declined or treated as a new booking at current rates

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Operational Impact

• Palm Beach operates a structured booking schedule where multiple events may take place on the same day.

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Where a booking requires early access, extended setup, or impacts the venue’s ability to accept additional bookings:

The venue may decline any date change request, or

• Apply reasonable additional charges, including but not limited to:

• administration or rebooking fees

• loss of hire opportunity

• loss of confirmed or potential bookings on the same day

• loss of trading revenue

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Final Decision

• The venue’s decision on all date change requests is final

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4. Cancellation (Hirer)​

Cancellations must be made in writing.

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30 days or more before the event

• All monies paid to date are non-refundable

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Less than 30 days before the event

• The full remaining balance remains payable

• Failure to pay any outstanding balance may result in recovery action

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General Conditions

• The venue reserves the right to re-offer the cancelled date for resale without liability to the Hirer

• The venue is under no obligation to re-sell the date or mitigate losses on behalf of the Hirer

• The Hirer may not transfer, assign, or sell the booking or event date to any third party without prior written approval from the venue

• No refunds, credits, or transfers will be offered in the event of cancellation unless agreed at the venue’s discretion

• Failure to attend or proceed with the event will be treated as a cancellation and all monies will be retained

• Any reduction in event scale, attendance, or requirements will not affect the agreed hire fee

• Any cancellation will be handled in accordance with the agreed booking terms and invoice

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5. Cancellations (by the Venue)

The venue reserves the right to cancel, refuse, or terminate any booking in the following circumstances:

• The venue becomes unavailable due to circumstances beyond our control

• The Hirer breaches these Terms & Conditions

• Required payments are not made by the stated deadlines

• The event is deemed to pose a risk to safety, licensing, or the venue’s reputation

• Information provided at the time of booking is found to be inaccurate, misleading, or incomplete

• A force majeure event occurs (including but not limited to power failure, government restrictions, or emergency situations)

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Where possible

• The venue will make reasonable efforts to offer an alternative date

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Liability

• Cancellation due to breach of these Terms & Conditions may result in immediate termination of the booking without refund

• In all other circumstances, the venue’s liability is limited to the total amount paid by the Hirer

• The venue will not be liable for any indirect or consequential losses, including loss of profit, business, or reputation

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6. Promotions, Advertising & Fly Posting

• No event may be publicly advertised until the deposit has been received

• All promotional material (including flyers, banners, and videos) must be approved in writing by Palm Beach prior to publication

• Failure to obtain approval constitutes a breach of contract and may result in immediate cancellation without refund

• The Hirer must ensure all advertising is accurate, including event title, timings, entry requirements, and age restrictions

• Any breach (including unauthorised promotion, incorrect venue information, or inappropriate content) may result in immediate cancellation without refund

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Fly Posting

• Fly posting is strictly prohibited by law in Wellingborough, including posters on lamp posts, traffic lights, bins, and other public or private property

• If the venue is contacted by North Northamptonshire Council, all materials must be removed immediately and without delay

• Failure to comply within 24 hours will result in the venue arranging removal. A £500 charge to cover removal and associated costs will be invoiced to the Hirer and must be paid within 7 days

• The Hirer will be liable for any prosecution and all associated legal costs

• If fly posting occurs, the venue reserves the right to cancel the event without refund

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Responsibility & Liability

• The Hirer is responsible for the actions of all individuals promoting the event on their behalf (including DJs, hosts, and third-party vendors)

• Any reputational or financial loss caused to the venue may result in additional charges

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7. Security & Door Staff

• All events must have SIA-registered Door Supervisors

• Security is included in your hire fee unless otherwise stated

• The minimum ratio is 2 supervisors for the first 100 guests, with 1 additional supervisor for every 100 guests thereafter

• Door Supervisors will only be confirmed once the deposit has been received

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Venue Control & Authority

• The venue reserves the right to increase security requirements where deemed necessary for safety or licensing purposes. Any additional costs will be payable by the Hirer

• Door Supervisors and venue staff reserve the right to refuse entry or eject any individual who breaches house rules, including but not limited to:

  • intoxication

  • aggressive or anti-social behaviour

  • failure to provide valid identification where required

  • Including any member of the promotional team, DJs, or performers

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External Security (If Provided by Hirer)

• The use of external Door Supervisors is permitted only with prior approval from the venue

• Unless otherwise agreed, externally appointed security will not receive any payment from the venue and must hold their own valid Public Liability Insurance

• All external Door Supervisors must be SIA registered and must display their valid SIA badge at all times

• Any individual without a valid SIA badge will not be permitted to work, and this may impact the number of guests allowed into the venue

• All external Door Supervisors must report to the Head of Venue Security (La-Vern Haye) upon arrival for fire safety instructions and event briefing

• The Head of Venue Security will retain full authority and control over all security staff throughout the event

• All Door Supervisors must sign in on arrival and sign out at the end of the event

• A record of each Door Supervisor’s SIA badge will be taken for compliance and record-keeping purposes

8. Access Times​

• Access is from 10:45 PM, unless otherwise confirmed in writing on your invoice

• Events must end at 4:30 AM, unless a Temporary Event Notice (TENS) has been approved

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Setup & Early Access

• Any early access, extended setup, or installation of external equipment must be agreed in advance and confirmed in writing

• Early access may be restricted or declined where it impacts other confirmed bookings on the same day

• The venue reserves the right to apply additional charges where setup requirements affect operational scheduling or other events

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Pack-Down & Exit

• If using your own equipment, pack-down must be completed within 1 hour of the event end time

• Late exit will be charged at £25 per hour (or part thereof)

• Charges will be invoiced within 3 working days

• CCTV timestamps may be used to determine actual exit times

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Bar & Music Cut-Off Times

• The bar will close at 4:00 AM

• Music volume must be reduced after 4:00 AM

• All music must cease no later than 4:30 AM

• The Hirer is responsible for ensuring DJs and performers comply with these requirements

• Failure to comply may result in immediate shutdown of the event and may impact future bookings

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The venue reserves the right to reduce or stop music at ay time where required for licensing or safety reasons.

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9. Equipment, Sound, and Lighting

• All equipment brought into the venue must be PAT tested and safe for use

• The Hirer is responsible for ensuring all equipment is suitable, properly installed, and operated safely

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External Equipment

• The use of external sound systems, lighting, or technical equipment must be agreed in advance and confirmed in writing

• The venue reserves the right to refuse or restrict any equipment deemed unsuitable, unsafe, or incompatible with the venue

• All external equipment must comply with venue requirements and must not interfere with existing systems or power supply

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Power & Setup

• Any specific power requirements must be declared in advance

• The venue reserves the right to limit or control power usage where necessary for safety or operational reasons

• Failure to declare requirements may result in refusal of equipment use without refund

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Damage & Liability

• The Hirer is fully responsible for any damage caused to the venue, its fixtures, or equipment by themselves, their guests, contractors, or performers

• Any damage will be invoiced for repair or replacement and must be paid within 14 days

• Late payments may incur 8% interest in line with the County Courts Act 1984

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Compliance

• All contractors (including DJs, sound engineers, and technicians) must hold valid Public Liability Insurance

• The venue reserves the right to stop or remove any equipment or activity that poses a risk to safety, licensing, or venue operations

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The Hirer remains responsible for ensuring all contractors comply with these requirements.

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10. Food & Drink

• Palm Beach is a fully licensed venue. As such, all drinks must be purchased on-site

• No outside drinks (including alcohol, soft drinks, or water) may be brought into the venue

• Any unauthorised drinks may be confiscated and disposed of, and a £15 charge per item may be applied

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Bar & Service

• All rider items, VIP packages, and bottle service must be purchased through the venue

• Pre-ordering is recommended and must be arranged in advance of the event

• The venue operates a Challenge 25 policy. Valid ID is required for alcohol purchase

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External Catering

• External catering is permitted only with prior approval from the venue

• All caterers must hold valid Food Hygiene Certification

• Caterers must provide their own equipment, waste bins, and cleaning materials

• Food safety and compliance remain the responsibility of the Hirer and/or caterer

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Responsibility & Compliance

• The Hirer is responsible for ensuring all guests, contractors, and performers comply with these terms

• The venue reserves the right to refuse entry, confiscate items, or remove individuals who breach this policy

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11. Health & Safety

• All events must comply with the venue’s Health & Safety policies and procedures

• The Hirer is responsible for ensuring that all guests, contractors, performers, and staff comply with all health and safety requirements

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Incidents & Reporting

• Any accidents, injuries, or incidents must be reported immediately to venue staff or security

• Failure to report incidents may be considered a breach of contract

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Contractors & Insurance

• All contractors (including DJs, performers, caterers, and technicians) must hold valid Public Liability Insurance (minimum £1 million cover)

• Proof of insurance must be submitted at least 7 days prior to the event

• Failure to provide valid insurance may result in cancellation of the booking without refund and does not remove the Hirer’s responsibility for any incidents

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Safety Requirements

• The Hirer must ensure that all equipment, activities, and event elements are safe and suitable for use within the venue

• The venue reserves the right to stop or restrict any activity that poses a risk to health, safety, or licensing conditions

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Hirer Responsibility

• The Hirer is fully responsible for the safety and conduct of all attendees, contractors, and event personnel

• The venue accepts no responsibility for injury, loss, or damage arising from the Hirer’s event, except where caused by proven negligence

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Noise & Hearing Protection

• As part of the venue’s Health & Safety policy, promoters are required to provide earplugs for high-decibel events

• This is a venue-imposed requirement for guest welfare and must be made available upon request

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