Venue Hire Terms & Conditions

Lexden Wood Ltd Venue Hire

Terms & Conditions

By confirming a booking with Lexden Wood Ltd ("LW"), the Hirer agrees to comply with the following terms and conditions. LW reserves the right to update or modify these terms at any time.

1. Booking & Payment

1.1. All bookings are subject to availability and must be confirmed with a deposit.

1.2. A non-refundable deposit of 50% of the total hire cost is required to secure the booking. If payment is not received, the space may be released.

1.3. The remaining 50% balance must be paid 14 days prior to the booking date, along with a £250 refundable security & damage deposit.

1.4. The hirer is responsible for any additional costs incurred during the event, including but not limited to additional cleaning fees, extended hire time, or damages.

1.5. A booking confirmation is only valid upon receipt of full payment and a confirmation email from LW.

2. Cancellation & Refunds

2.1. All cancellations must be made in writing and must be confirmed by LW to be considered valid.

2.2. Deposits are strictly non-refundable.

2.3. Cancellations made within 90 days of the event are subject to full charges.

2.4. Online bookings are non-refundable unless LW cancels the booking and cannot provide an alternative venue space, in which case a full refund will be issued.

3. Use of Facilities

3.1. The hire includes access to the function room, bar, and toilets.

3.2. The Hirer is responsible for ensuring that all guests adhere to venue policies and regulations.

3.3. LW supplies all food and drink unless agreed otherwise in writing. No outside alcohol is permitted. The bar will be staffed and operated exclusively by LW.

3.4. Decorations must not cause damage to the premises and must be removed after the event.

3.5. No Sellotape, pins, nails, Blu-Tack, or adhesives are allowed on the walls, floors, or furniture. Any damage will result in additional charges.

3.6. The venue reserves the right to move the event to a more suitable room if guest numbers change significantly.

4. Conduct & Liability

4.1. The Hirer is fully responsible for the conduct and behavior of their guests.

4.2. Evening events must have an appointed steward or responsible person to

oversee guest conduct. LW reserves the right to refuse entry or remove individuals who pose a risk or cause a disturbance.

4.3. The venue is not responsible for any personal belongings left by guests. All lost property is left at the owner’s risk.

4.4. The Hirer is liable for any damage caused by guests and will be charged accordingly for repairs or replacements.

5. Licensing & Regulations

5.1. LW operates under a strict licensing agreement and adheres to all legal requirements for alcohol service and venue management.

5.2. LW reserves the right to refuse alcohol service to any guest in accordance with licensing laws.

5.3. Music and entertainment must end by 12:00 AM in accordance with local noise regulations.

5.4. All guests must vacate the premises promptly at the end of the event to avoid additional charges.

6. Health & Safety

6.1. The Hirer must ensure that all fire exits remain unobstructed at all times.

6.2. Smoking is only permitted in designated outdoor areas.

6.3. The Hirer must report any accidents, injuries, or incidents to LW staff immediately.

6.4. If outside caterers or self-catering options are used, the Hirer is solely responsible for food safety and the welfare of guests.

6.5. The Hirer must inform LW of any guest allergies or special dietary requirements before the event.

7. Additional Terms

7.1. LW reserves the right to amend these terms at any time.

7.2. The Hirer agrees to comply with all venue policies and staff instructions.

7.3. Failure to adhere to these terms may result in immediate termination of the event without refund.

7.4. LW is not liable for any loss, damage, or expenses caused by unforeseen cancellations due to force majeure events (e.g., adverse weather, government restrictions, or emergency closures).

8.Drug Policy

1. Prohibited Substances
   The possession, use, sale, distribution, or solicitation of illegal drugs or controlled substances (as defined by applicable law) is strictly prohibited on venue property, including all indoor and outdoor areas, parking lots, and surrounding grounds.

2. Prescription Medication
   Guests may bring legally prescribed medication for personal use. All prescription medications must be in their original, clearly labeled container. Venue staff reserves the right to request verification of prescription information when legally permissible.

3. Suspected Impairment
   Guests who appear to be impaired, intoxicated, or under the influence of drugs may be denied entry or asked to leave the venue without refund. For the safety of all attendees, staff may involve medical personnel or security if impairment poses a risk.

4. Violations & Consequences
   Any violation of this Drug Policy may result in:

   • Immediate removal from the venue without refund

   • Confiscation of prohibited items

   • Denial of future entry

   • Notification of law enforcement where required by law

5. Legal Compliance
   All guests are responsible for understanding and complying with applicable local drug laws. The venue will cooperate with law enforcement authorities when necessary.

6. Right to Amend
   The venue reserves the right to modify this Drug Policy at any time to comply with legal requirements or enhance guest safety.

9. Refundable Security Deposit

A refundable security deposit of £250 is required to secure the booking. The deposit must be paid in full by the date specified on the booking invoice. The security deposit will be held against any damage to the venue, excessive cleaning requirements, missing property, or breaches of the Terms & Conditions.

Following the event, the venue will inspect the premises. If no deductions are necessary, the full deposit will be refunded to the hirer within 3 business days. Any deductions made for damage or additional charges will be itemised and communicated to the hirer. If the cost of repairs or losses exceeds the deposit amount, the hirer will be responsible for paying the balance.

Failure to pay the security deposit by the required date may result in cancellation of the booking.

CCTV and Video Surveillance

For the safety and security of our guests, staff, and premises, we operate CCTV cameras in and around our venue. By entering our premises, you acknowledge and consent that your image may be captured and recorded.

• Recordings are used for security purposes only, including the prevention and investigation of crime, and the protection of property and individuals.

• CCTV footage is stored securely and retained in accordance with data protection laws.

• Access to recordings is restricted to authorized personnel only.

• If you have any questions regarding our CCTV operations or wish to request access to recordings that contain your image, please contact info@lexdenwood.co.uk

Agreement

By confirming a booking with Lexden Wood Ltd, the Hirer acknowledges and agrees to abide by all the Terms & Conditions stated above.

 

 

 

• A non-refundable deposit of £30 per person is required to confirm your booking
• Deposits are non-transferable and cannot be applied to alternative dates or events
• Payment must be made by bank transfer
• All payments must be made by the group organiser in a single transaction – individual guest payments cannot be accepted

• Provisional bookings may be held for a maximum of 14 calendar days
• To confirm your reservation, the completed booking form and deposit must be received within this period
• Failure to provide both items within 14 days will result in the automatic release of your booking

• Your booking will be confirmed only upon receipt of the deposit and completed booking form
• Written confirmation will be provided via email

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• Final guest numbers and menu choices must be confirmed no later than 60 calendar days prior to your event date
• We are able to accommodate vegan, gluten-free, and dairy-free dietary requirements when notified in advance
• Christmas menus will be provided upon booking confirmation
• Menu pre-order forms will be released in July and must be completed and returned by 1st October

• The outstanding balance will be calculated based on your confirmed final guest numbers
• The final balance must be paid in full 60 days prior to your event date
• Failure to pay the final balance by the specified date will result in automatic cancellation of your booking
• All deposits paid will be forfeited upon cancellation for non-payment

• You will be liable to pay for the final guest numbers confirmed under clause 2.1, regardless of actual attendance
• Requests to increase guest numbers after the deadline are subject to availability and cannot be guaranteed
• No refunds or credits will be issued for guests who fail to attend on the night

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• All cancellations must be notified in writing via email

• We reserve the right to cancel bookings in circumstances beyond our reasonable control
• In the event of cancellation by the venue, all payments received will be refunded in full
• The venue will not be liable for any consequential losses including, but not limited to, travel expenses, accommodation costs, or alternative arrangements

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• Entry to the venue: 7:00pm
• Dinner service commences: 7:45pm
• Event concludes: 12:00am (midnight)
• All guests must vacate the premises by 12:15am

• Guests are responsible for arranging their own transportation to and from the venue
• We strongly recommend pre-booking return transport

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• This is an adults-only event. All attendees must be aged 18 years or over
• Entry will be refused to anyone unable to provide valid proof of age

• Valid passport (any nationality)
• Valid UK or EU photocard driving licence
• Valid PASS-accredited proof of age card
• Valid national identity card

• Digital photographs or screenshots of identification documents
• Photocopies of identification documents
• Expired documents

• In accordance with our licensing obligations, any person who appears to be under the age of 25 will be required to provide photographic identification when purchasing alcohol
• Failure to provide acceptable identification will result in refusal of service
• No refunds will be issued in circumstances where entry or service is refused due to inadequate identification

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• The venue operates a cashless payment system
• All bar purchases must be paid for by credit or debit card
• Cash payments are not accepted

• Drinks packages may be pre-ordered and will be placed at your table upon arrival
• All drinks packages must be paid for in full at least 60-days prior to the event date
• Drinks packages are non-refundable once purchased

• The venue does not operate bar tabs or credit accounts
• All purchases must be paid for at the point of sale by individual guests

• Guests are strictly prohibited from bringing alcohol onto the premises under any circumstances
• All bags, gifts, and personal items are subject to search upon entry
• Any alcohol discovered will be confiscated and held securely by venue staff
• Confiscated items will be returned to the guest upon departure at the conclusion of the event
• To facilitate efficient entry, we recommend presenting gifts in gift bags

• We reserve the right to refuse entry to any guest attempting to bring alcohol onto the premises
• No refunds will be issued in such circumstances
• We reserve the right to refuse service to any guest who appears intoxicated
• Our decision regarding service or entry is final

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• All guests are required to conduct themselves in a respectful and appropriate manner at all times
• We reserve the right to refuse entry to, or remove from the premises, any guest who:
• Behaves in a disorderly, offensive, threatening, or abusive manner
• Causes damage to venue property or equipment
• Poses a risk to health and safety
• Fails to comply with these terms and conditions

• The booking organiser accepts full responsibility for the conduct of all guests within their party
• The organiser will be held liable for any damage, loss, or costs incurred as a direct result of guest behaviour

• Any damage caused to the venue, its fixtures, fittings, or equipment will be charged to the booking organiser
• Payment for damages must be made within 7 days of invoice

• No refunds will be issued if a guest is removed from the premises due to breach of conduct or failure to comply with these terms

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• The venue accepts no responsibility for the loss of, or damage to, personal property
• Guests are advised to keep valuables on their person at all times

• Nothing in these terms shall limit or exclude our liability for:
• Death or personal injury caused by negligence
• Fraud or fraudulent misrepresentation
• Any matter for which it would be unlawful to exclude or limit liability

• Subject to clause 8.2, our total liability to you under these terms shall not exceed the total amount paid by you for your booking
• We shall not be liable for any indirect or consequential losses, including but not limited to:
• Loss of enjoyment
• Travel or accommodation expenses
• Alternative arrangement costs

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• We shall not be liable for failure to perform our obligations where such failure is caused by circumstances beyond our reasonable control, including but not limited to:
• Acts of God (including severe weather, flooding, or natural disasters)
• Government restrictions, legislation, or public health measures
• Industrial action or strikes
• Failure of utilities or transport networks
• Pandemic or epidemic situations

• In the event that performance is prevented by force majeure:
• We will notify you as soon as reasonably practicable
• We will refund all payments made
• We will have no further liability beyond such refund

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• We will process personal data in accordance with applicable data protection legislation
• By submitting a booking, you consent to the processing of personal data for the purposes of:
• Managing and administering your booking
• Providing the event and associated services
• Marketing communications (you may opt out at any time)

• You confirm that you have obtained the necessary consent from all guests to provide their personal data to us for the purposes described above

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• These terms and conditions, together with the booking form, constitute the entire agreement between the parties

• We reserve the right to amend these terms and conditions at any time
• The version in force at the time of your booking shall apply to your booking

• If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect

• No failure or delay by us in exercising any right shall constitute a waiver of that right

• These terms and conditions are governed by the laws of England and Wales
• The courts of England and Wales have exclusive jurisdiction to settle any dispute arising from these terms

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• • Email: events@lexdenwood.co.uk
  • Telephone: 01206 696212