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Terms & Conditions

Terms and Conditions For the Hire of the Ruckland Rooms in The Gravesend Masonic Hall

1. Definitions and Interpretations

In these Terms and Conditions the following terms have the following meanings:

1.1 "Customer" The Function Organiser or any Organisation/Association which they represent
1.2 "Company" The Gravesend Masonic Hall Co Ltd
1.3 "Premises" The building, both inside and out, and the surrounding grounds and car park which constitutes The Masonic Hall, 25 Wrotham Road, Gravesend, Kent, DA11 0PA.
1.4 "Function" The event which has been planned by the
Customer.
1.5 "Function Room/s" Ruckland Room 1 and/or Ruckland Room 2
and/or the Cellar Bar.

2. Hire of the Function Room/s

2.1 The Function Room/s will be hired out in situations where guests that are attending the Function are to be supplied with both food and drink by the Company.

2.2 An exception to this clause is when the Function Room/s is to be hired out for the purpose of daytime business conferences, where light refreshments must be supplied by the Company.

2.3 Where the Customer wishes to hire the Function Room/s without food and/or drink being supplied by the Company, the Function Room/s Hire Costs given in Clause 3 shall not be valid in this circumstance; instead the charges will be based on the individual circumstances presented by the Customer, with the charge for any such hire being decided on by the Company at their absolute discretion. The decision of the Company on the charge for any such hire shall be final.

3 Function Room/s Hire Cost

The cost of hiring each room is as follows:

3.1 Ruckland Room 1- £200.00 Inc VAT from 4pm up until Midnight and after that time a surcharge of £100.00 up until 1AM.

3.2 Ruckland Room 2- £100.00 INC VAT from 4pm up until Midnight and after that time a surcharge of £50.00 up until 1AM.

3.3 Cellar Bar- £50.00 INC VAT from 4pm until Midnight and after that time a surcharge of £50.00 up until 1AM.

3.4 Lunch Time Period- There is no charge for the use of any of the Function Room/s for a Function that is to be held over the lunchtime period of 11am until 4pm only, provided that a meal has been booked for all the guests attending and there shall be use of the Premises licensed bar.

3.5 Breakfast Meetings- There is no charge for the use of any of the Function Room/s for a Function that is to be held between 7am and 9am only, provided that a breakfast meal has been booked for all the guests attending.

3.5 Business Conferences- £100.00 INC VAT for use of Ruckland Room 1 between the hours of 8am and 5pm or any part thereof for the purpose of a Business Conference. £50.00 INC VAT for use of Ruckland Room 2 between the hours of 8am and 5pm or any part thereof for the purpose of a Business Conference. Refreshments which are to be supplied by the Company are not included in this charge and will be charged for separately.

3.6 Use of the licensed Bar on the Premises is also included in the hire of the Function Room/s from the time that the Function starts up until Midnight, or later if an extension has been applied for.

3.7 The use of the Function Room/s and Bar after Midnight up until 1AM, must be agreed with the Bar Manager in writing at least 30 days before the Function and will only be provided on this basis.

4 Bookings and Deposit Requirements

4.1 The Function Room/s can be held under a provisional booking for a maximum time of 7 days without a deposit. If a deposit has not been received by the end of the 7th day the date will become available for others to book.

4.2 A non-returnable deposit of £400.00 Inc VAT is required for each and every booking which is not a Business Conference. For Business Conferences, the hire cost of hiring the Function Room/s must be paid for on booking. Payment of the deposit/room hire charge constitutes the Customers acceptance of these Terms and

Conditions. This deposit/room hire charge is non-returnable under all circumstances and shall be automatically forfeited if the booking is cancelled by the Customer or anyone else on the Customers behalf.

4.3 Written confirmation of the deposit/room hire charge and booking will be in the form of an official receipt and this will constitute a contract with the Company. Where a

Cheque, made payable to Gravesend Masonic Hall Co Ltd, has been presented for payment of the deposit/room hire charge, the receipt will not become valid until the cheque has cleared and the monies are in the Company's bank account.

4.4 If the booking should be cancelled by the Company for circumstances outside of their control, an alternative date will be provided to the Customer where possible. If a suitable alternative date cannot be arranged the Company shall refund the Customer the full deposit amount. No other compensation will be offered or supplied to the Customer by the Company.

5 Company Supply of Food and Drink

5.1 All food and beverages/intoxicants consumed on the premises, with the exception of

Wedding/Celebration cakes, must be supplied by the Company. Any beverages/intoxicants opened or consumed on the premises which are not provided by the Company, will be liable for a surcharge of £25.00 Inc VAT per item, unless previously arranged in writing by the Company.

5.2 Wine and Champagne only may be bought in for use by the Customer, with the prior agreement of the Bar Manager, in return for the payment of £6 Inc VAT for each bottle of Wine or Champagne opened. A minimum of 14 days notice is required to be given to the Bar Manager for this facility. All other beverages/intoxicants must be provided solely by the Company.

5.3 Where it has been agreed with the Company for the Customer to supply their own food and drink for a Function under Clause 2.3, Clause 5 shall not apply.

6 Catering

6.1 Our catering facilities are NOT Nut Free Environments and the Customer has a duty to warn all guests of this.

6.2 The Chef is able to quote for menus not listed, and any variations to the suggested menus which the Customer may wish to make. This must be agreed between the Chef and the Customer before a menu has been confirmed with the Chef.

6.3 The menu selected by the Customer for a meal or buffet, must be given to the Chef at least 14 days before the Function. A confirmation of the menu selected will be provided to the Customer by the Chef on receipt of the menu from the Customer. Where a Market Price applies no firm price for catering can be given more than 7 days in advance of the Function.

6.4 The choice of menu is only available to the Customer and not individual guests. Any dietary requirements must be communicated to the Chef by the Customer at least 72 hours before the Function.

6.5 The Customer must confirm with the Chef the time they wish to dine at least 14 days in advance of the Function. A surcharge, dependant on the Function's dining factors, will be made if the agreed dining time is not adhered to.

6.6 Confirmation of the final number of diners attending the Function and a confirmed table plan must be notified by the Customer to the Chef at least 72 hours before the date of the Function; failure to do so shall entitle the Company to charge for the numbers previously notified by the Customer or the total number attending, whichever is greater. Any special dietary requirements must also be notified to the
Chef at least 72 hours before the date of the Function. No reduction will be made for absentees and the confirmed final number of diners must be paid for. Additional diners may only be added at the discretion of the Chef and will be charged pro rata.

7 Decorations and Inclusive Items

7.1 No decorations of any sort are provided by the Company with the hire of the Function Room/s.

7.2 The cost of hiring the Function Room/s includes cutlery, crockery, and glassware, white paper napkins for each guest and linen table cloths for each table. Additional charges apply for the use of round tables, extra table cloths and the use of white linen napkins.

8. Entertainment

8.1 If required by the Customer, the hire of the Function Room/s allows for live music to be played up until Midnight, or later if an extension has been arranged.

8.2 The Customer is responsible for the sourcing of any entertainment and must comply with the relevant Legislation relating to the entertainers.

8.3 Any entertainment which is considered by the management to be out of the ordinary must be discussed prior to booking the Function Room/s, with the Hall Manager; otherwise the booking may be cancelled without any explanation and without any right to a refund.

8.4 All electrical equipment used by the entertainment must be PAT Tested and must comply with all other current Legislation. Any damage or injuries, whether accidental or not, and any associated costs of such, to either property or persons as a result of non-compliance with current Legislation shall be the sole responsibility of the Customer.

8.5 Where additional Insurance Cover is required by the entertainment in order to perform, or an amendment is required to the Premises' license for this purpose, the

Customer shall be liable for any costs associated with this. The Customer must ensure that the entertainment has obtained the relevant insurance at least 14 days before the Function and must give at least 90 days notice that an amendment to the licence is required. Where the Customer has failed to do so, the Company shall, in its absolute discretion, reserve the right to cancel the Function without any explanation and without any right to a refund.

8.6 The noise resulting from or generated by the entertainment must not be excessive and must be reduced immediately where the management, in its absolute discretion, finds it to be such.

9 Any correspondence, including the Customer's terms of hire, received by the Company shall not take precedence over these Terms and Conditions unless specifically accepted by the Company and confirmed in writing. Where the Customer wishes to change or vary any of these Terms and Conditions, this should be put in writing to the Company before a booking and deposit has been taken. This will be discussed by the Company in their absolute discretion and a written response will be produced for the Customer, any decision by the Company on this matter shall be final.

10 Full payment for the total cost of the Function must be made by the Customer 7 days before the Function, based on the number of guests attending that the Customer is aware of at that time. Should there be additional numbers and charges, these shall be invoiced by the Company after the Function and any balance must be paid by the Customer within 30 days of the date of the invoice. Cheques must be made payable to "Gravesend Masonic Hall Co Ltd". If there is any money owing to the Customer by the Company after the Function, this will firstly be deducted from any additional charges incurred by the Customer and any remaining balance will be paid to the Customer, if agreed by the Company within 30 days of the date of the invoice.

11 All prices quoted on these Terms and Conditions and the menus are subject to the addition of VAT at the prevailing rate unless otherwise specified.

12 The Company reserves the right to amend prices without prior notification except where a fixed price has been agreed by the Company and the Customer in writing.

Fixed prices may, however, be varied without notice by the Company in the event of changes in rates of VAT and Excise Duties and any other taxes or duties.

13 The Customer must fully comply with and ensure the compliance of their guests, staff or agents, with the Company's Health and Safety policy, a copy of which is available on request and can be given to the Customer on confirmation of the booking; and any other policies which are specific to the premises.

14 The Company shall not be liable, whether in tort or otherwise for any damage to

Customers, or their guests, or agents property, including vehicles, or to any indirect, consequential or economic losses or loss of profit howsoever caused.

15 The Customer shall be liable for and indemnify the Company against any loss or damage, including repair and replacement costs, caused to the Premises, its furniture, fixtures and equipment which may arise as a result of the Function or from items being brought onto the Premises by the Customer, their agents, staff or guests or otherwise but excluding any such loss or damage caused by the Company, its staff or agents. The costs incurred from the loss, repair or damage shall be deducted from the deposit amount and where this is not sufficient the Customer shall be invoiced separately and full payment must be made to the Company within 30 days of the date of the invoice.

16 The Company's management reserves all rights of admission to the Premises and may at any time and at their absolute discretion, without explanation and without any right to a refund, deny entry to any persons; and/or require the customer to eject any persons, who, is behaving in a disruptive, abusive, inappropriate or threatening manner or who are intoxicated or who appear to be participating in the sale or use of illegal drugs or any other illegal substances or activity. The Customer shall be liable for the ejection of any such person and shall be responsible for all resulting costs for damage, repairs and personal injury which have arisen from removing any such person/s.

17 These Terms and Conditions shall be governed by and construed in accordance with English Law and both the Company and the Customer agrees to submit to the exclusive jurisdiction of the English Courts as regards to any claim or matter arising from these Terms and Conditions.

18 Any disputes as to these Terms and Conditions by the Customer must be put in writing to the Company. This will then be discussed by the Company and a written response produced in line with the Company's procedure. The Company's decision shall be final on this matter.

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Samples of our creations

 

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The Ruckland Rooms

25 Wrotham Road

Gravesend

Kent DA110PA

Call us directly: 07766 517582

or contact us by email

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