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