Terms & Conditions
Standard Terms & Conditions for Non-Race Day Events
- The contract is between High Gosforth Park Limited and the Client specified.
- The person signing on behalf of the Client warrants to High Gosforth Park Limited that he/she has the authority to do so, failing this he/she will be personally liable under this contract.
- Confirmation of any booking, provisional or otherwise, must be made in writing by the Client for any valid agreement to exist, within ten days of their initial enquiry or from the date as postmarked of a proposal received from High Gosforth Park Limited. If during this time another enquiry is received for the same date, we will inform the Client that there is another interested party.
- The contract is not effective until the Terms & Conditions have been signed and dated by both parties and returned to and accepted by High Gosforth Park Limited. Unless Credit terms have been agreed in advance, a deposit of £250 or 20% of the event fee, whichever is the greater, is required to secure your event.
- i) The invoice charge for the event must be settled 14 days in advance of the date of the event unless credit terms have been agreed, in which case we require payment 30 days from date of invoice.
ii) Any alterations to requirements must be made in writing. The number of guests can be adjusted up to 7 days prior to the date of the event. We are unable to offer a refund against any reduction in numbers made after this time.
iii) For large events, High Gosforth Park Limited reserve the right to request a deposit and payment by instalments prior to the event, in line with the percentages and time-scales quoted in point 6.
iv)The Management of High Gosforth Park Limited reserve the right to cancel the event should payment not be received.
- If the Client shall seek to cancel or postpone the contract prior to the event, the Client will pay to High Gosforth Park Limited a cancellation fee according to the following scale: -
Period of Notice Cancellation fee
More than 8 weeks prior to date of event. 10% administration charge
Between 4 to 8 weeks, prior to event. 50% of the event booking fee
Between 1 to 4 weeks, prior to event. 75% of the event booking fee
Less than one week prior to the event. 100% of the event booking fee
The Client will also pay any other costs incurred relating to the event i.e. equipment hire, etc.
- The management of High Gosforth Park Limited reserve the right to re-negotiate prices estimated for future events. This is limited to events booked more than 6 months in advance of the event date. Any proposed changes will be notified in writing with full explanation of the reasons for the change.
- Should there be any significant cost overruns against the original estimates for the event, a final account will be submitted to the event organiser. The account must be paid within thirty days of the invoice date.
- Cheques should be made payable to 'High Gosforth Park Limited'.
- High Gosforth Park Limited reserve the right to allow only approved caterers supply alcohol, beverages and catering facilities for non-race day events.
- The Management and Staff do not accept any responsibility for any valuables and property belonging to the Client or their guests lost during the event. Any belongings left unattended on the premises are done so at the owner's risk.
- i) The Client hereby undertakes to indemnify High Gosforth Park Limited for any damage to the premises, fixtures, fittings, equipment or contents, whether or not owned by High Gosforth Park Limited, caused at an event by the client, an employee / subcontractors / suppliers of the Client, or any person attending the event.
ii) Where applicable, a Damage Waiver fee will be required, equivalent to 20% of the event fee. Should the cost of any damages be less than the Damage Waiver fee, the difference will be refunded. Should the cost of damages be higher than the Damage Waiver fee, the difference will be invoiced.
- i) The Client must ensure that all equipment supplied by the Client, for the Client's use within the boundaries of the High Gosforth Park estate, complies with Health & Safety at Work Acts and / or any other legislation that has been passed by the authorities. High Gosforth Park Limited reserves the right to refuse connection of water, gas or electricity to the Client's equipment if the said equipment is considered unsafe or a hazard.
ii) If required by the Client, High Gosforth Park Limited will endeavour to organise storage of the Client's equipment, but does not accept liability for any loss / damage which might occur.
- The use of large items that require above average electricity loads must be first agreed by the Management of High Gosforth Park Limited.
- The Client must ensure there is an appropriate Security and First Aid presence in place for events. The Management of High Gosforth Park Limited reserve the right to impose additional security or first aid facilities where it is felt necessary to ensure the safety of event attendees. Where this is applicable, the Client will meet any additional costs incurred. High Gosforth Park retains the services of Mr Steven Howe, trading as Phoenix Security, and Team Event Management for our Security of the events and the Estate.
- High Gosforth Park limited reserves the right to alter any arrangements in relation to a Client's event, due to a change in circumstances. In this unlikely event, the Client will be notified and where possible, an alternative will be offered. If the alternative is not acceptable to the Client, High Gosforth Park Limited will refund to the Client any monies paid to them at that time, however will not be liable for any further costs incurred by the client. A change in circumstances might include refurbishment or redevelopment at High Gosforth Park.
- i) High Gosforth Park Limited will not be liable for failure to comply with any Terms and Conditions of this agreement to the extent such compliance is prevented, hindered or delayed, by any cause beyond its control. This to include but not limited to fire, storm, explosion, flood, Act of God, action of any Government or Government Agency, strike or lockout.
ii) High Gosforth Park Limited does not accept any responsibility in respect of death or personal injury resulting from their negligence.
I agree to the Terms and Conditions above:
Name of Event:
Date of Event:
Venue Name: High Gosforth Park Limited Client's Name:
Signed: ..................... Signed: ..................
Print Name: Emma Gledhill Print Name: ...............
Position: Events & Venue Hire Co-ordinator Position: .................
Date: ..................... Date:.....................
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