Palm Beach – Late Night Private Event Terms and Conditions of Hire (2025)

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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

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These terms and conditions apply specifically to bookings for late-night events at Palm Beach (“the Venue”). This contract is between you and us. 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.  These Terms are governed by 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

• 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.

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2. 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.

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3. 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.

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4. Cancellation (Hirer)

• Cancellations must be made in writing.

• All deposits and hire fees are non-refundable.

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

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5. Cancellations (by the Venue)

We may cancel or reschedule your event if:

• Parts of the venue become unavailable due to reasons outside our control.

• The event breaches these terms or may damage our reputation.

• Outstanding fees are not paid by the deadline.

• Force majeure event occurs (e.g. police orders, power failure, or other events beyond its control).  In such cases, every effort will be made to reschedule the event, but no refund is guaranteed and the venue will not be liable.​

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6. Promotions, Advertising & Fly Posting

• No event should be publicly advertised until the deposit is received. 

• All promotional material (flyers, banners, videos) must be approved in writing by Palm Beach before publication.  Failure to obtain prior approval for promotional materials will constitute a breach of contract and may result in immediate cancellation without refund

• Promoters must ensure accurate event titles, start/finish times, entry requirements, and age restrictions are clearly stated in all advertising.

• Any breach (e.g., unauthorised fly-posting, incorrect venue information, inappropriate graphics) may lead to immediate cancellation without refund.

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

• If we are contacted by North Northamptonshire Council, you must remove all materials immediately.

• If you fail to comply, we will remove materials and charge a £500 fee.

• You will also be liable for any prosecution and associated legal costs.

• If fly posting occurs, we reserve the right to cancel your event without refund.

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

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7. Security & Door Staff

·  All events must have SIA-registered Door Supervisors. These are usually included in your hire fee unless stated otherwise.

·  The ratio is 2 supervisors per first 100 guests, and 1 additional for every 100 after.

·  Door Supervisors are confirmed only after deposit is paid.

·  All Door Staff reserve the right to refuse entry or eject guests who breach house rules, including intoxication, aggression, or age verification failures.

 

8. Access Times

• Access is from 10:45 PM. (Unless confirmed otherwise on your invoice)

• Events must end at 4:30 AM. (Unless a TENS application has been approved)

• If using your own rig, pack-down must be completed within 1 hour.

• Late exit = £25 per hour, invoiced within 3 working days. CCTV timestamps may be used to determine actual exit time.

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9. Equipment, Sound, and Lighting

• 3-phase power is available in both rooms.

• All brought-in equipment must be PAT tested.

• Promoters must provide public liability insurance.

• You are liable for any damage to venue PA/lighting systems.(Damage to our PA system or lighting will result in invoicing for repairs. Payment due within 14 days. Late payments accrue 8% interest).

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10. Food & Drink Policy

• No outside drinks (including water) may be brought into the venue.

• All rider items and VIP bottles must be bought through the bar. Pre-ordering is advised one week in advance.

• Unauthorised drinks = £15 fine per item.

• Outside caterers must hold valid Food Hygiene Certification and provide their own waste bins and cleaning supplies.  

• Food safety remains the responsibility of the hirer or caterer.

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11. Health & Safety

• All events must comply with our Health & Safety policy.

• Incidents or injuries must be reported immediately.

• As part of our Health & Safety policy, promoters are required to supply earplugs for high-decibel events. This is a venue-imposed requirement for guest welfare.

• Contractors (e.g., DJs, caterers) must provide public liability insurance.  Proof of valid Public Liability Insurance (minimum £1 million cover) covering the date of the event, especially when bringing in external contractors (e.g. sound engineers, DJs, caterers). Must be submitted at least 7 days before the event. Failure to do so will result in cancellation without refund.

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12. Emergency Evacuation & Fire Safety
You and any contractors (e.g. DJs, performers) must:

• Familiarise yourself with exits and procedures and communicate this to your team (including DJs, hosts, and vendors)

• Do not block exits or routes.

• Follow staff/emergency instructions immediately.

• Non-compliance will result in cancellation with no refund.

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13. Venue Capacity & Overcrowding
The maximum permitted capacity for events is:

• Main Room: approx 500 standing

• Lounge Room: approx230 standing
  Door Supervisors and venue staff will monitor capacity throughout the night.

If overcrowding occurs, Palm Beach reserves the right to pause entry, remove guests, or shut down the event without refund.

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14. Use of Premises & Conduct

·  Events must match your booking form.

·  You are responsible for crowd behaviour.

·  No stickers, confetti, party poppers, or cannons allowed.

·  Any damage will be charged to you.

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

 

15. Licensing & Alcohol
Palm Beach is a fully licensed premises. As such:

• Only alcohol purchased on-site may be consumed.

• Bringing in outside alcohol or water is strictly prohibited and may result in fines, ejection of guests, or event cancellation.

• The bar operates a Challenge 25 Policy: valid ID is required for alcohol purchase.

• Bar closes at 4:00 AM and music must stop at 4:30 AM sharp.​

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16. Noise Control & Public Nuisance

• You must comply with any sound limitations imposed by licensing. DJs and sound engineers are expected to monitor volume levels. If levels exceed agreed thresholds or disturb nearby properties, Palm Beach may request the DJ to reduce volume.

• Repeated noise complaints or disturbance to neighbouring residents may result in your event being stopped early and future bookings refused.  

• Outdoor smoking and queueing areas will be monitored to prevent disruption to neighbours. Shouting, engine revving, and loitering will not be tolerated.

• Repeat complaints from neighbouring properties may lead to event curtailment without refund.

• Ear plugs must be made available for guest comfort

• The hirer is responsible for instructing DJs or sound engineers to comply. Failure to do so may result in the event being shut down.

• The Hirer is responsible for ensuring music ceases by the licensed end time and guests vacate promptly as directed.

• Breach of licensing conditions (e.g. noise complaints, overcapacity) may result in immediate closure of the event and jeopardise future bookings.

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17. Drugs, Weapons & Crime Prevention Policy

Zero Tolerance Policy
Palm Beach operates a strict zero tolerance approach to:

• Illegal Substances

• Weapons

• Violence or Anti-social behaviour

• Gang affiliation

• Disorderly conduct

Palm Beach reserves the right to refuse entry, eject, or detain any individual suspected of possessing or using such items.

The venue will immediately report all incidents to the police and cooperate fully with investigations.

No refunds will be issued for individuals or the event as a whole if shut down for these reasons.

Promoter Responsibility
The hirer is responsible for ensuring:

• Any suspicious activity is reported immediately to Palm Beach staff or security.

• Artists, DJs, and guests understand the consequences of non-compliance. 

• Event organisers and promoters are expected to fully cooperate with staff and security in maintaining a safe environment.

Consequences of Breach Breaches of this policy will result in:

• Immediate termination of the event.

• Loss of all payments and deposits.

• Future bookings refused.

• Reports to Police where appropriate.​

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18. Security & Incident Reporting 

• All security incidents, fights, medical issues, or antisocial behaviour must be reported immediately to Door Supervisors or venue management.

• Failure to notify venue staff may be considered a breach of contract and impact future bookings.

• If an event is deemed to pose a risk to public safety, staff, or licensing, Palm Beach reserves the right to terminate the event immediately.

• CCTV footage is recorded for security purposes and may be used to settle disputes or shared with authorities where necessary.

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19. Refusal of Entry

• Palm Beach reserves the right to refuse entry to any person deemed intoxicated, aggressive, or under the influence of substances.

• No refunds will be issued for refused or ejected guests.

• The final decision on entry rests with the Head of Venue Security and / or Management, not the event organiser or promoter.​

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20. Waste Management & Post-Event Cleaning

• If excess mess is left behind (e.g. broken bottles, excessive waste, vomit), Palm Beach reserves the right to charge a cleaning surcharge of £60–£150 depending on the scale of the issue.

• Promoters are responsible for ensuring VIP areas and staging zones are kept tidy and free from damage.​

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21. Performer Conduct & Responsibility

• The Hirer is fully responsible for the conduct of all DJs, artists, influencers, support crew, and performers.

• Any performer engaging in aggressive behaviour, inciting the crowd, drug use, or offensive language will be removed and may trigger immediate event shutdown.

• The venue reserves the right to deny future bookings to Hirers or performers who breach these standards.​

 

22. Social Media & Public Statements

• The Hirer and anyone associated with the event must not post defamatory, misleading, or damaging content about the venue, staff, or other attendees online.

• Any public disputes or false accusations made on social media may result in legal action for defamation and an immediate ban from future bookings.

 

23. Liability

·  The venue is not liable for:

• Personal injury or death (unless proven negligence).

• Loss or damage to guest/promoter property.

• Cancellation due to unforeseen circumstances.

• Consequential or business loss.

The venue may cancel events that breach terms, without refund.

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24. Acceptance

·  The person submitting the online booking is the legal Hirer.

·  If a company/promoter is listed, both the individual and company are jointly responsible.

·  We reserve the right to amend these terms without notice.

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