Pavilion Hire Terms and Conditions
We ask that you read and understand these Terms and Conditions of hire before confirming your booking.
Pavilion – refers to the Pavilion Building and site located at 129 Grand Drive, SW20 9LY
Pavilion Management Group (PMG) – refers to the sub-committee of Raynes Park and West Barnes Residents’ Association (RPWBRA), responsible for the management of the Pavilion
1. Members of Raynes Park and West Barnes Residents’ Association receive preferential hire rates as well as the possibility of making a booking up to six months in advance. All other users may book up to three months in advance.
2. Bookings are for a minimum of 2 hours, with half hour booking units available thereafter.
3. Hire fees must be paid in full at least a month in advance of the booking.
4. If the booking is made less than a month before the hire is taking place, payment should be made immediately. Confirmation of the booking will not be made until payment has cleared.
5. Regular long-term bookings at week-ends will not be permitted.
6. A damages deposit of £50.00 is required at the time of booking. This is returnable after the booking, unless further cleaning, repairs or replacement are needed.
7. In case of cancellation by the Hirer, the following charges will apply: 10% of booking fees if more than one calendar month notice is given; deposit returned in full. 50% of booking fees if less than one calendar month notice is given; deposit returned in full.100% of booking fees if cancelled less than 7 days before the hire period; deposit returned in full.
8. The Pavilion Management Group (PMG) reserves the right to cancel in case of an event or circumstance out of the control of the PMG. In case of cancellation by the PMG, a full refund will be issued to the Hirer.
9. The Hirer should include sufficient time for set-up and clearing away in the hire period booked. The Hirer must vacate the premises promptly at the agreed time.
10. At the start of the hire period the premises will be opened by an authorised key holder. An authorised key holder will check the premises and lock up at the end of the hire period.
11. A maximum of 40 persons inside the Pavilion is to be respected at all times.
12. The named Hirer must to be present and responsible for the duration of the hire period.
13. No sub-letting is permitted.
14. The premises must not be left unattended at any time.
15. No vehicle parking or waiting at any time on the drive shared with No.131 Grand Drive.
16. Hirers may bring their own food and beverages, including alcohol, provided that guests are not charged for these items.
17. Crockery, cutlery, pans and utensils are not provided. The Kitchen is not suitable for food preparation. If the Hirer brings food and beverages, the PMG recommends that the Hirer bring disposable plates, cups and cutlery. There are washing-up facilities but no dishwasher. Tables and chairs are included for your use. Please contact the Bookings Manager if you require an up-to-date list of what facilities and items are available. Please do not use any equipment that may be marked as "Private Property".
18. Smoking is not permitted in the Pavilion. A designated smoking area is available outside.
19. Strictly no BBQs.
20. Children must be supervised at all times.
21. Owing to the need to control noise, the use of amplified music, DJ, karaoke, public address and similar sound systems inside or outside are not permitted.
22. For the same reason, whilst the playing of quiet children’s games is permitted on Court 3, the playing of football and other noisy games are not permitted.
23. Strictly no fireworks or bonfires in the grounds.
24. The double court (Courts 1 & 2) shall only be used for the playing of tennis.
25. No animals allowed anywhere on the site.
26. Noise shall be kept to a minimum. Hirers’ and their visitors’ shall respect the Pavilion's neighbours’ privacy and quietness is required. Please be mindful of neighbours when using the Pavilion site at 129 Grand Drive and when leaving, especially in the evening.
27. Special conditions for 13 – 20 year old parties:
27.1 In respect of our neighbours, booking requests for 13-20 year olds' parties, will only be accepted discretionally.
27.2 The named Hirer, who must be over the age of 21, must provide assurances of supervision, noise levels, alcohol and planned activities. The named Hirer must also be present for the duration of the party.
27.3 A larger deposit will be taken to insure against damages.
27.4 The Hirer must permit a member of the PMG to be present during the hire period.
28. Raynes Park and West Barnes Residents’ Association takes no responsibility for personal belongings.
29. Blue tak, pins and adhesive tape are forbidden within the Pavilion.
30. The premises, equipment and furniture are to be left as found. The Hirer is responsible for sweeping, and wiping tables as needed. Cleaning spray and cloths are provided.
31. All rubbish and or decorations are to be removed from the premises and outside space (if used) at the end of the hire period. Two bin bags are provided per booking.
32. The Hirer is responsible for the cost of repairs or replacement in the event of any damage and/ or breakage to equipment and for any damage to the site (building and grounds).
33. Any damages or breakages must be reported to the key holder.
34. It is the hirers’ responsibility to make themselves familiar with the emergency evacuation procedures and the whereabouts of fire extinguishing equipment and the first aid equipment. Please ask the key holder to point these out at the start of the hire period.
35. Please inform the key holder of any accidents and/or use of the first aid equipment. The accident report book must be completed.
36. Please report any concerns regarding the safety of the building or equipment to the key holder.
37. Hirer indemnifies RPWBRA for all damage, injury or loss occurring at the premises during Hirer’s occupation.
