Terms and Conditions
1. BOOKING
All reservations are provisional until a written confirmation is received together with the signed and dated copy of this sheet together with the requisite deposit. If an alternative enquiry is received before confirmation is received, then the provisional enquirer will be notified so that a decision may be made.
2. DEPOSIT/PAYMENTS
An advance deposit is required on confirmation of the booking.
2a. A further payment of 90% of the estimated total is required one month prior to the event to allow the event to go ahead, based on the full estimated charges including forecasted charges on bar spend. Deposits are not refundable except in exceptional circumstances and at the total discretion of the Club's Management.
2b. Credit card details are required in advance to cover any extras incurred on the day and we reserve the right to process any outstanding amounts the day after the event with an invoice supplied to confirm these charges.
3. CANCELLATION
Such charges would not be submitted until the cancelled date has passed so that if another booking is taken no invoice will be issued. They are set as a percentage of the expected total charge at these rates:
Notice of between 3-6 months 30%, between 1-3 months 50%, between 29 days – 14 days 90%, under 14 days 100%
Bedrooms: Less than seven working days in advance - Full charge
4. SERVICE CHARGE
A discretionary 7% Service Charge will be added to the final invoice for food and beverage costs.
5. BEDROOM RESERVATIONS
It is a requirement of all late evening functions with music or entertainment in the Ballroom and Finlay Suite and Riverside Pavilion for the Client to reserve bedrooms on the night of the event. The requirement for the Ballroom and Finlay Suite is 1 x Deluxe Bedroom and 7 x Standard Bedrooms. The requirement for the Riverside Pavilion is 1 x Deluxe Bedroom and 6 x Standard Bedrooms. These bedrooms are offered at our current published rates, the charges for any unsold bedrooms will be added to the Client’s main account. If the Client is allocating the bedrooms then the names and contact details of all guests resident at Phyllis Court are required.
6. FORCE MAJEURE
If the Club is prevented or hindered from carrying out its obligations by circumstances beyond its reasonable control such as government intervention, strikes, labour disputes, accidents. Acts of God etc., then the Club's liability to the Client shall be no greater than the amount paid by the Client to the Club in respect of the function. If for reasons beyond the Club's control the facilities reserved cannot be made available to the Client, the Club reserves the right to substitute similar or comparable facilities for the event and such a substitution shall be accepted by the Client as satisfactory performance by the Club of its obligations related thereto.
7. LOSS/DAMAGE
The Client shall pay for any loss or damage to any part of the premises, or to any fixtures or equipment which are damaged by the Client’s guests, employees or sub-contractors. The Club will not be held responsible for any loss or damage to any article or personal belonging brought onto the premises by the Client.
8. LICENSING ACT 2003
The Client and all persons attending any function must comply with the requirements of the Club’s Premises Licence.
9. DETAILS OF EVENT AND FINAL NUMBERS
The minimum chargeable numbers apply for the Ballroom and Finlay Suite and for the Riverside Pavilion. The minimum spend for the Ballroom is £3,500 and for the Riverside Pavilion is £2,000. Definitive information on timing, layout, drinks, menu and estimated numbers is required FOURTEEN DAYS in advance of the booked date. Final numbers are required not less than SEVEN WORKING DAYS in advance for minimum charge. If final numbers are below that stated as the minimum requirement of the booking, then the agreed minimum number will still be charged.
10. SOUND RESTRICTIONS
The decibel meter at Phyllis Court is set to 95 Db. Before securing a booking with a band/DJ the Client must ensure they are aware of this limit. The Ballroom and Finlay Suite maximum is 8 band members. The Riverside Pavilion maximum is 4 band members.
11. PROPERTY/DECORATIONS
All property left on Phyllis Court premises is left at the owner’s risk. Flowers must be collected by 12 noon the following day after the event, after this time they will be discarded.
12. DRESS CODE /MOBILE PHONES
It is the responsibility of the Client to ensure that the Dress Code is adhered to. All visitors to the Club shall be suitably and properly dressed (which may include National Dress) when within the Club premises. Denim jeans or trainers are not permitted. Specific dress codes must be observed in certain areas of the Club as detailed in the Club Dress Code information. Mobile Phones are not allowed to be used in the Club Lounge area.
13. CHARGES
Unless stated otherwise, all charges include VAT at the current rate. The Club will endeavour to hold charges as quoted at the time of confirmation, with the exception of changes to VAT and excise duty. Under exceptional circumstances prices may be subject to alteration. Food is charged on a per capita basis. Children under 12 years of age are charged at 50%. Drinks and wines are charged as ordered in advance and as consumed. Corkage is not offered. Outside catering is not permitted.
14. INVOICES
A detailed invoice will be sent within seven days of the function taking place. Full settlement, by debit card, credit card, or bank transfer is required within 30 days of the function date. If payment has not been received within 30 days, a surcharge of 2.5% of the total, per month, or part thereof, will be added.
31st May 2018
BYE-LAWS APPENDIX 2
BYE-LAWS RELATING TO VISITING MEMBERS’ MOORINGS
1. These moorings are for visiting Members only, for boats owned or hired by them not exceeding 9.1 metres (30 ft) overall in length and 2.7 metres (8.8 ft) above the waterline.
2. There are three 9.1m (30ft) moorings marked Numbers 1, 2 and 3 in front of the Riverside Pavilion. Boat owners moor at their own risk, but are asked to take care and attention to other boats as there is very little room for manoeuvre.
3. Boats must be moored centrally in each allocated mooring. (Mooring numbers are fixed in central positions). Boats of greater length and height than as specified in Bye-Law 1 of this Appendix noted above may be moored only with the prior permission of the Club Director and Secretary or his deputy.
4. Club Management has priority use of Visiting Members’ Moorings for functions (weddings etc.) and when reserved there will be a sign indicating the times required.
5. During Henley Royal Regatta, from half an hour before racing starts until the end of racing each day, Visiting Members’ Moorings are closed but may be used for setting down and picking up only. During the run up to and after the Regatta, including the Henley Festival period, whilst the course is in situ, single berth mooring is permitted, subject to any reservations made as in Note 7, on a first come first served basis, but double mooring is strictly prohibited during this period.
6. These are short stay moorings only, to allow sufficient time for attending a function or to use the Club facilities. Moorers are not permitted to self-cater or picnic whilst using the Visiting Member’s Landing Stage.
7. Reservations may be made on the day required for mooring by telephoning the Club Reception. Mooring is on a strictly “first come, first served” basis.
8. Double mooring is permitted without the first moorer’s permission, but strictly with no overlapping. The outside moorer must, upon arrival, contact the skipper of the inside boat to establish when he or she might wish to depart (see Reception for details). No double mooring is permitted during Henley Festival, (see Bye-Law 5 of this Appendix above).
9. On arrival, moorers must inform Reception and sign in with their name, membership number, boat name and berth number (1, 2 or 3).
10. Water hoses are available for top-up use only. Washing of boats is strictly forbidden.
11. Insurance Liability: It is the responsibility of the boat owning visiting Member to ensure the boat is insured against Third Party Liability to the value of £2 million (£2,000,000).
12. Overnight mooring is permitted, for one night only, provided that the Club facilities are used during the evening for dining or for functions. Departure must be by 10.00 a.m. the following day.
13. Overnight mooring is permitted for only one night in seven.
14. Phyllis Court Members Club Ltd cannot be held responsible for any damage to craft or injury to persons using these moorings however caused.
Nothing in these Bye-Laws will conflict in any way with the Rules of Phyllis Court Club and where a conflict of interest might be apparent, the Rules of the Club will prevail and the Council’s decision will be final in all matters.
November 2014