Gate Street Barn
A perfect secluded venue set in the heart of the Surrey Hills

Definitions

‘The Barn’ shall mean Gate Street Barn; it’s Courtyard, The Gardens, The Car Parks, The Granary, The Bridal Room and The Pheasantry complex.
‘The Event Organiser’ shall mean Gate Street Barn Ltd (Company No 3865870) and previously registered as Hoop Travel & Entertainment Ltd
‘The Hirer’ shall mean the person or persons signing the Booking Form produced by Gate Street Barn Ltd or an Agent on behalf of Gate Street Barn Ltd.
An Agent’ shall mean Country House Wedding Venues Ltd
‘The Hire Period’ shall mean one day only from 1000 hours - midnight on the day specified on the Booking Form

1. The Hirer shall not sub-let The Barn or any part thereof.

2. Property of The Hirer or his agents must be delivered on the day of The Hire Period and removed from The Barn by 10.00 hours the following day. Any time before or after these hours must be authorised by The Event Organiser. The Hirer must not presume there is access to The Barn either side of The Hire Period. Any authorised access will be limited and all Terms and Conditions apply when present at The Barn at all times.

3. The Hirer is responsible for all damage to The Barn and to any property in The Barn occurring during The Hire Period and during authorised access to The Barn if caused by The Hirer, his Agents or Guests. All breakages or other damage occurring during authorised access to The Barn must be reported and paid to The Event Organiser immediately. All breakages or other damage occurring during The Hire Period must be reported to The Event Organiser within twenty-four hours of The Hire Period. Please note costs for any breakages or other damage to items with duplicates for visual displays that cannot identically be replaced will include costs for the duplicate undamaged items.

4. The Hirer and his agents must seek permission of The Event Organiser for the positioning and use of any items. This includes but is not limited to items such as gazebos, garden furniture, floral displays and any form of entertainment.

5. The Event Organiser reserves the right to refuse access to The Barn to any agents of The Hirer, such access not to be unreasonably withheld.

6. The Event Organiser reserves the right to promote The Barn by showing potential clients around within The Hire Period before guests arrive. If the Brides Room is being used for preparation The Event Organiser will not enter this room.

7. The Event Organiser accepts no responsibility for any property belonging to The Hirer, his guests or his agents at The Barn at any time.

8. The Hirer is responsible for informing The Event Organiser of all his agents involved no later than eight weeks before The Hire Period.

9. If a disco or band is required at The Barn within The Hire Period only a company approved by The Event Organiser is allowed.

10. Amplified music is only permitted inside Gate Street Barn. Music required for outside reception drinks must not be amplified, only low background live music is permitted and is not permitted after 18.00hrs.

11. The Hirer must ensure all entertainment booked for The Hire Period, with the emphasis on bands, are in possession of a current Public Liability Insurance certificate and the equipment used for The Hire Period is Portable Appliance Tested (PAT).  The Event Organiser reserves the right to request a copy of this documentation at any time and will refuse permission to any agents who do not have Public Liability Insurance and whose equipment is not Portable Appliance Tested.

12. The Barn is installed with a decibel limiter and is programmed to the County Council recommended 92 decibel limit. Bands consisting of five musicians or more usually play over this limit and as such are not suitable for The Hire Period.

13. The Event Organiser reserves the right to dictate where all entertainment is positioned within The Hire Period.

14. All music must be finished by 23.45 hours.

15. The Hirer must inform The Event Organiser of the details of a non-approved caterer as soon as possible. The Hirer must not presume permission for a non-approved caterer will be granted to cater at The Barn. The Notes to Caterers (available on request), must be signed by a manager/director of a non-approved catering company and returned to The Event Organiser at least twelve weeks before The Hire Period. A surcharge is charged for using a non-approved caterer and must be paid with the final hire fee balance.

16. Any commission due to Country House Wedding Venues Ltd must be paid by The Hirer if using a non-approved caterer.

17. The Event Organiser is not responsible for any agents contracted by The Hirer.

18. The Event Organiser shall not be responsible for any loss or damage to any property arising out of the hiring nor for the loss damage or injury which may be incurred by or be done or happen to any person or persons using The Barn during The Hire Period arising from any cause whatsoever. Or for any loss due to the breakdown of machinery failure, of supply of electricity, leakage of water, fire, Government restriction, or act of God which may cause The Barn to be temporarily closed or the hiring to be interrupted or cancelled.

19. The Event Organiser reserves the right to end or suspend The Hire Period at any time if a guest, or number of guests, behave in an anti social manner such as fighting or other aggressive behaviour. The Event Organiser may, at their discretion, charge The Hirer for any extra expense it may incur for engaging police to preserve law and order, during or after any event in The Barn.

20. The Event Organiser reserves the right of entry and may ask any person to leave The Barn who is behaving in an antisocial manner or who, in The Event Organiser’s opinion is under the influence of drugs and/or excessive alcohol consumption at any time during The Hire Period.

21. Guests under the age of eighteen are not permitted to drink alcohol at The Barn at any time. A “Provision of Alcohol Policy” notice will be prominently displayed where alcohol is served and any incidents such as refusal to serve will be recorded in the incidents and refusal book.

22. The Event Organiser will refuse alcohol to any persons under the age of eighteen. Any persons who, in the opinion of The Event Organiser, appear under the age of twenty-on and do not carry picture ID, (such as a student identity card, a driving license or a passport), will also be refused alcohol.

23. The Hirer is responsible for informing guests under the age of eighteen that they will not be served alcohol at anytime at The Barn.

24. The Hirer is responsible for informing guests under the age of twenty-one, picture ID, such as a student identity card, a driving license or a passport, may be asked for at The Barn for alcohol to be consumed.

25. If guests include ten or more children under the age of ten years, The Event Organiser insists a crèche facility is in operation for the whole period the children are present at The Barn.

26. All drink will stop being served at 23.30 hours on the day of The Hire Period.

27. Access to surrounding areas other than public footpaths is strictly forbidden. The surrounding area is a working farm and a swimming pool is in the garden adjoining The Barn. The Hirer is responsible for informing guests with young children to take appropriate precautions.

28. The maximum number of guests allowed at The Barn at any time is 180. The Barn has a seating capacity of 130, unless prior authorisation by The Event Organiser has been given.

29. The Hirer must inform The Event Organiser before The Hire Period of guests with disabilities for example guests who are deaf, blind, of limited mobility or wheelchair users. Due to fire, health and safety regulations guests with disabilities must be seated adjacent to the fire exits.

30. Seating and table layouts must be authorised by The Event Organiser before The Hire Period. The Event Organiser reserves the right to dictate where tables are placed to conform to fire, health and safety regulations.

31. If a paying bar is required at The Barn within The Hire Period only the in-house bar is allowed. A hire fee will be charged for the in-house bar and must be settled eight weeks before The Hire Period. Additional Terms & Conditions apply which are available on request.

32. Drink service after 19.00hrs must be arranged by The Event Organiser. The Hirer must inform The Event Organiser of the maximum number of guests attending at any one time after 19.00hrs and exactly what is proposed to be served. A fee for this service will be charged and must be settled eight weeks before The Hire Period. Relevant Terms & Conditions apply which are available on request.

33. If a marquee is required at The Barn within The Hire Period only an approved company is allowed. Marquees are only permitted at The Barn with The Event Organiser’s permission and The Hirer must not presume this will be granted due to the effect a marquee has to other hirers and the temporary discolouration of grass etc. A surcharge for adding a marquee extension will be charged and must be paid with the final hire fee balance.

34. All cars must park in the designated areas. Cars may only be allowed to stay overnight with prior permission of The Event Organiser. Cars with prior permission from The Event Organiser to stay overnight must park in the area stated by The Event Organiser and collected by 1100hours the following day.

35. All cars are left at the owner’s risk. The Event Organiser accepts no responsibility for cars parked at The Barn or its surrounding area.

36. The Hirer is responsible for the arrival and departure of all guests in a quiet and orderly fashion. The Hirer, his guests and Contractors must use the public road only and not the private road.

37. The Hirer shall collect any items left at the end of the Hire Period no later than 10.00 hours the following day unless other arrangements have been agreed with The Event Organiser.

38. The Hirer must arrange all departure transport for no later than midnight. The Hirer must inform all guests it is essential taxis are pre booked and not left to order later than 20.00 hours. Taxis ordered at midnight may take more than an hour to arrive. If guests are present at The Barn after 01.00 hours, The Hirer will be charged £45.00 per hour or part hour for staff to wait with guests until their transport arrives.

39.All tables and chairs inside the buildings of The Barn are not for outside use.

40. Only fresh or dried petal confetti is permitted at The Barn. There is strictly no metallic or paper confetti allowed at The Barn.

41. No nails, pins, sellotape or glue is permitted to be used anywhere at The Barn without prior consent of The Event Organiser.

42. No direction signs, balloons etc are permitted on routes leading to The Barn.

43. No night-lights or naked flames may be used in The Barn apart from candles on the tables where appropriate fire precautions have been taken.

44. No animals are permitted at The Barn with the exception of guide dogs.

45. There is strictly no smoking permitted inside the buildings comprising The Barn.

46. Fireworks are forbidden at The Barn.

47. The Hirer or a responsible person appointed by The Hirer must remain at The Barn until the last guest has departed.

48. The Hirer is responsible for informing agents and guests of these Terms and Conditions.

49. The Hirer pays a non-refundable deposit of 50% of the hire fee on booking The Barn and the remainder, including any surcharges, to be paid no later than two calendar months before The Hire Period. Any charges incurred during The Hire Period must be paid no later than four weeks after The Hire Period. At present, hire fees are exempt from VAT. Should this change at any time The Hirer is responsible for any VAT payable on the balance of the hire fee.

50. The Event Organiser insists The Hirer obtain wedding insurance for The Hire Period and a copy of the insurance document is sent to The Event Organiser within four weeks of paying the non-refundable deposit.

51. Insurance must include Public Liability and in the opinion of The Event Organiser be sufficient cover for a cancellation or a postponement of the cost of The Hire Period.

52. It is the responsibility of The Hirer to book the Registrar for a civil ceremony within The Hire Period and must inform The Event Organiser of the ceremony time. The Event Organiser cannot accept responsibility for any errors in civil ceremony arrangements.

53. Access and use of The Bridal Room at The Barn will be authorised when the agreed security deposit is received with the final hire fee amount. This security deposit will be returned immediately after The Hire Period less the cost of any damages.

54. The Hirer is responsible for any missing items and all damage to The Bridal Room occurring during The Hire Period and during authorised access to The Barn however caused. All breakages or other damage occurring during authorised access or The Hire Period to The Bridal Room must be reported to The Event Organiser immediately.

55. The cost of any damage or missing items from The Bridal Room in excess of the agreed security deposit must be paid no later than four weeks after The Hire Period.

56. The Bridal Room must not be used for baby changing. A baby changing unit is available in the disabled toilet.

57. Infants and children must not be left unattended in The Bridal Room at any time within The Hire Period.
 
This list is not exhaustive and may change at any time without notice
Correct at time of printing October 2010