Terms & Conditions

Conference and banqueting agreement

1.    Definitions

“The Client”    Means any person, company, organisation or entity wishing to book the services of the club
“The Club”    Means Gloucester rugby Ltd
“The Premises”    Any suite, room, or area owned by the club and situated in Kingsholm stadium

2.    Confirmation of booking

All bookings are provisional only until such time as this agreement is completed and signed by the clien and the club whereupon these terms and conditions shall become binding

3.    Deposits

A non refundable deposit amounting to 25% of the expected total cost or £250, whichever is the greater will be required to confirm a booking with a further 50% required 60 days prior to the function date.

4.    Cancellations

All cancellations must be made in writing by recorded post to Gloucester Rugby Ltd, Kingsholm Stadium, Kingsholm road, Gloucester, GL1 3AX. In the event of cancellations the following charges shall be payable.

Up to 12 weeks prior to the function – loss of deposit paid
Up to 6 weeks prior to the function – loss of 75% of expected total cost.
Less than one week prior to the function – loss of 100% of the expected total cost.

5.     Payments

Full settlement of the account is payable within 7 days of invoice. In the event of any queries on such account, 90% of the outstanding balance must be paid within 7 days of the invoice date with payment of the remaining balance to be made within 7 days of settling any such query.
The club reserves the right to charge interest at 4% above the base rate on any payments outstanding after the due date.

Vat at the prevailing rate will be added to all prices quoted.

6.    Amendments to Numbers

The suite allocated to the client for the function is based upon  estimated number of attendees as shown in the front of this agreement and in the event of a significant reduction, the club reserves the right to change the allocated suite

7.    Extras

The club will make all reasonable efforts to comply with any additional or amended requirements which the client may have either before or on the day of the function, but cannot be held liable if it is unable to comply. In the event the club does meet any additional requirements all costs and expenses in relation thereto will be added to the pro-forma costs previously agreed and invoiced accordingly.

8.    Corkage

The client may not bring food or drink onto the premises without prior written consent of the club, for which a charge will be made.

9.    Rugby fixtures

The club has accepted this function in good faith but reserves the right to cancel in the event of a rugby fixture being arranged for such date. In the event the club will, offer an alternative date and help the club make alternative arrangements. The club will not be held responsible for any difference in costs occurred by the client

10.    Security/Door staff

For all functions beyond 6:00pm, door staff/security must be hired at a cost to the client previously arranged with the club.

11.    Liability

The club accepts no responsibility for any property brought onto the premises by or on behalf of the client, its servants, agents or guests. All electrical equipment bought onto the premises must be pact tested.

12.    General

Should ant delegate, guest or 3rd parties employed by the client behave in such a manner that is considered unacceptable to the venue, the venue reserves the right to remove such party from the premises and/or terminate the contract. In this event no monies will be refunded to the client.
The client shall pay for the cost of repairing  any damage caused to the venue, contents or ground by the client, guests of 3rd parties.

13.    Force Majeure Event

“Force Majeure” is considered any circumstance beyond the control of the venue including but not limited to acts of God, fire, explosion, adverse weather conditions, flood, terrorism, earthquake, acts of government/council and its offices, lack of power and delays by suppliers or materials shortages, but for the avoidance of doubt, nothing shall excuse the client from any payment obligations under the contract. If the event is prevented or hindered from hosting the event by a force majeure event, the venue