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Room Booking Terms & Conditions Summary

Calderdale Music Policy Pages Header


  • On receipt of the booking enquiry form and 10% deposit (paid online) we will return a booking confirmation email which will detail all charges together with our Terms and Conditions.
  • On receipt of the booking and 10% non-refundable deposit we will issue the final invoice with a due date 14 days prior to the event.
  • Any amendments to the original booking can be made 7 days prior to the event.
  • If additional charges are due then a revised final invoice will be raised.
  • If the balance is not received 14 days prior to the event any agreement is subject to termination.
  • Refunds for any cancellation will not be given if less than 2 weeks before the event or if the cancellation request is not given in writing.
  • All refunds are less your 10% non-refundable deposit.
  • Rearrangement of dates is subject to availability and a 10% admin fee.
  • Final numbers should be confirmed 7 working days prior to the event, or on booking the event if less than 7 days.
  • If final numbers are greater than the minimum number invoices then an additional invoice will be raised.
  • If final numbers are less than the minimum numbers on the original booking confirmation email a refund will not be given.

Food and Beverages

  • All food and beverages choices should be made at least 14 days prior to the event. Otherwise, we cannot guarantee that we can meet your requirements.

Consent and Customer Obligations

  • Written permission is required if you are providing your own entertainment, services or activities. Please include these in the notes section of your booking.
  • Safeguarding of guests is the responsibility of the hirer.
  • If using electronic equipment, you should ensure that it has an up-to-date PAT test certificate
  • You must hold a minimum of £5,000,000 Public Liability Insurance (including any subcontractors)
  • You must comply with all Health & Safety policies
  • Do not bring in any hazardous items
  • Do not bring food or drink without prior agreement
  • Do not bring in any animals other than service dogs
  • You must report all accidents or near-misses
  • You must not carry out any alterations to our property without prior agreement
  • Please place all rubbish in the bin provided
  • You are responsible for everyone attending for fire evacuation purposes
  • No smoking, e-cigarettes or vaping is allowed on the premises.

Our Rights and Obligations

  • We can claim for any damage to property or equipment sustained
  • We will provide all the information to the customer detailed in the “On the Day of the Event”
  • Ensure that the rooms are set up as requested including any AV and Technology requirements
  • Additional AV charges will be made if required during the event. Costs to be agreed in advance
  • All our electrical equipment should have a current PAT test label attached to it
  • We are not responsible for signing in any guests. This is the responsibility of the customer if they need this!

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