The individual or organisation named on your booking (‘you/’the Hirer’) shall be responsible for ensuring that these conditions are met at ALL times. If you will not be present at the time of hire/event, you must notify VALLIS FARMS LTD via email AND ensure that a named representative reads and understands the Terms and Conditions on your behalf. Before your first class/time of hire, we ask that all clients (you/’the Hirer’) sign our Terms and Conditions and be made aware of our Health and Safety and Evacuation procedures.

Our manager will take you through our procedures prior to your booking/event. We also require all clients to provide their own Public Liability Insurance for their class or event for public events. A copy must be given/shown to our manager upon request. This contract is made between VALLIS FARMS LTD and the Organiser (You/the Hirer) as per the booking form.

BOOKINGS

Bookings are offered as hourly, half day or full day booking.

HOURLY BOOKINGS

Bookings made by the hour are strict and must include time to set up and clear down the event. For example, if a class is being run for 1 hour but time is needed either side to set up and clear the space then a two-hour slot must be booked.

Any additional time taken will be invoiced and charged after the event.

It is the hirers responsibility to ensure succificent time is booked for their class to run.

It is not possible to set up the space prior to the event unless the time is pre-booked with Vallis Farms Ltd

HALF DAY BOOKINGS

Half day bookings are offered in three slots – Morning, Afternoon and Evening.

Weekday half day slots are for four hours only and are timed as follows: Morning 8:00am to 12:00pm, Afternoon 12:30pm to 4:30pm, Evening 5:00pm to 9:00pm.

Weekend half day slots are for four hours only and are timed as follows: Morning 9:00am to 1:00pm, Afternoon 1:30pm to 5:30pm, Evening 6:00pm to 10:00pm.

Booking slots must include set up and clearing down within the allocated four hours. Additional time can be added by the hour if required and the space is available.

Bookings that go over the 4 hours allocated will be charged the additional time at the hourly rate

VALLIS FARMS LTD reserve the right to ask hirers to leave the premises once their allocated slot is finished

FULL DAY BOOKINGS

Full day bookings are offered for 8 hours within the opening times below.

Weekday full day timings must be between 8:00am and 9:00pm

Weekend full day timings must be between 9:00am and 10:00pm

Booking slots must include set up and clearing down within the allocated 8 hours. Additional time can be added by the hour if required and the space is available.

Bookings that go over the 8 hours allocated will be charged the additional time at the hourly rate

VALLIS FARMS LTD reserve the right to ask hirers to leave the premises once their allocated slot is finished

GENERAL BOOKING INFORMATION

Bookings should be made at least 7 days prior to the commencement of the first event, where possible. Short Notice bookings requested less than 1 month before the event will be accommodated subject to availability and will require full payment at the time of booking.

All hirers must be at least 18 years of age. A responsible adult must make the booking for a juvenile, must be present to supervise the event and must take full responsibility for full compliance with these Terms & Conditions.

The hirer must provide a named contact to the Manager and full contact details (phone number, e-mail as a minimum) when making a booking. No booking will be accepted without this information.

Proof of public liability insurance is required in advance of the first booking for all public classes / sessions. Note that the class will not be allowed to proceed without proof of insurance and all monies paid in advance will be non-refundable.

VALLIS FARMS LTD has full discretion on the acceptance of any booking and reserves the right to cancel a booking at any time.

Under no circumstances may the hirer sub-let any of the hired space.

BOOKING PROCEDURE

VALLIS FARMS LTD will provide a quote for the time and space requested.

The quote is to be accepted electronically via the “accept” button on the quote

An invoice will follow the acceptance of a quote

The invoice must be paid in full within 7 days of receipt for the booking to be accepted and the space considered hired.

Failure to pay within 7 days may result in the space being allocated to someone else. VALLIS FARMS LTD operate on a first come, first served basis

If you do not receive instruction from VALLIS FARMS LTD about your event then the booking is not considered confirmed.

Payment of invoice renders these terms and conditions automatically accepted and a contract is entered into by both the Hirer and VALLIS FARMS LTD

These terms and conditions are final and will not be superseded by other terms provided by the Hirer.

BLOCK BOOKINGS

Please note that block bookings may be available for groups or organisations wishing to use the spaces on a regular basis. This is subject to availability and hirers are advised to contact the Manager to discuss their requirements. Block bookings need to be made for periods of at least 6 weeks at a time.

PAYMENTS

Note that all payments must be made in advance and made by electronic bank transfer using the invoice number as your payment reference. We do not accept cheques or cash.

Class hirer(s) making a regular block booking or have a rolling class booking will be invoiced for the month ahead two weeks before the 1st day of the month. Payment will be required within 7 days from receiving the invoice to maintain the security of that booking. If payment isn’t received within 7 days, we retain the right to give your slot to someone else on the waiting list.

For one oU space bookings, full payment is required in advance to secure the booking space. If payment is not received within 7 days of the issue of the invoice, we retain the right to give your slot to someone else.

CANCELLATIONS

Note that all cancellations must be made in writing to VALLIS FARMS LTD and must be formally acknowledged by the MANAGER of VALLIS FARMS LTD.

Cancellation by the Hirer within 28 days of any class booking will incur a charge of 50% of the hire charge. If the Hirer cancels any event within 7 days of the class booking, there will be no refund given.

All block bookings must be made in blocks of 6 week – if you want to retain the same slot it must be pre-booked, and a holding deposit must be paid for each block needed. The room must be hired two weeks before the end of the block booking if a rolling booking is required.

EXTREME WEATHER CANCELLATIONS

Cancellation in less than 24 hours due to extreme weather conditions and it is out of our control for both parties (i.e. snow) you will be offered an alternative event space if one is available otherwise a 50% cancellation fee applies.

If an alternative space is offered but rejected there will be no refund given.

If VALLIS FARMS LTD deem it unsafe to run the event due to extreme weather and it is cancelled by VALLIS FARMS LTD then a full 100% refund will be offered.

VALLIS FARMS LTD reserves the right to charge a higher fee for alternative spaces if the space is more expensive than the original booking.

Extreme weather does not include rain or cold but refers to weather conditions that render the site unsafe or necessary to be indoors or under cover.

FACILITIES

VALLIS FARMS LTD endeavours to provide clean and tidy spaces for all users at as reasonable a cost as possible. No guarantees are made as to the suitability of the spaces for any particular use or purpose.

Chairs and/or trestle tables can be made available upon request to the manager. A charge may be applied if significant VALLIS FARMS LTD staff time is required to move and arrange this furniture.

Any problems with any facilities (including any equipment) should be reported to the Manager immediately in person or via email if the Manager is not available.

Booking includes use of the car park on site for up to 10 cars. Parking outside of the allocated car park, on the road or in the car park at the lower field are strictly forbidden. It is asked that guests are encouraged to walk or cycle to the site.

All rooms are fully heated during booking times, where appropriate, and have free WiFi access. Please ask the Manager for the correct password.

If catering is supplied by VALLIS FARMS LTD final numbers to be confirmed 10 days prior to the event and payment in full made 7 days prior to event date.

HIRER’S RESPONSIBILITIES

It is the Hirer’s responsibility to contact the Manager to obtain access information.

The Hirer is responsible for any damage or loss to event spaces and grounds used during the hire period. Rooms and grounds used must be left in the same condition it was found.

The Hirer must ensure that they only use the space booked for their event. If the booking is for the main house then the outside gardens cannot also be used.

These Terms & Conditions must be adhered to by all who use VALLIS FARMS LTD spaces for hire. Any Hirer who fails to adhere to the Terms & Conditions acknowledges the right of the Manager to require payment in full of all hire fees, irrespective of whether the event has taken place. The hirer is also subject to extra charges for cleaning or tidying the hire space and grounds or rectifying any damage caused. The Hirer agrees to pay such charges within 28 days of receipt of such demand.

The Hirer must ensure all waste produced from their event is removed from site. We do not provide waste management facilities beyond the expected household waste for your event such as teabags, coffee grounds and food waste.

Any hazardous chemicals must be removed by the Hirer from site. No toxic or chemical waste can be poured down sinks or drains. Should any Hirer or one of their guests be found to do this a charge of £250 to clear the septic tank system will be invoiced.

The Hirer will ensure that only products for handwash and dish washing provided by VALLIS FARMS LTD may be used in the sinks.

Where the hirer is not present, the Hirer must nominate a competent person to be responsible for health and safety, including following the procedures for evacuation in case of fire, knowledge of the fire exits and assembly points.

The Hirer will incur additional charges for improper operation of the fire alarm or extinguishers during the period of hire.

The Manager reserves the right to close VALLIS FARMS LTD for an indefinite period and/or cancel any bookings in the event of any emergency or other unforeseen circumstances without notice.

The Hirer is responsible for the actions of all visitors/guests/staff members attending the class/booking for the duration of the hire period, including set up and clear down.

No person associated with the class/booking should be in the room until the Hirer is present.

The Hirer must ensure that all lights are switched oU, and all doors, fire escapes and windows are securely closed when the event ends. For hire periods which end in the evening or at times when the remainder of the Premises is unoccupied, the hirer must ensure that the Manager is present to lock the building before leaving the building

unattended. Hirers must call the Manager if their event ends prior to the notified end time.

Please switch heaters back on if switched oU during booking as they are all operated by a timer to the daily schedule of classes.

VALLIS FARMS LTD is a working farm and it is the Hirer’s responsibility to ensure that their guests do not access any of the outbuildings without consent from the Manager. Farm machinery is in use during the week and it is the Hirer’s responsibility to ensure the safety of their guests.

VALLIS FARMS LTD have several makers renting outbuildings. These are not to be accessed without prior consent of the maker in situ.

GENERAL INFORMATION FOR ALL USERS

Fireworks and any other naked flames is forbidden outside of areas designated for such items.

Candles used indoors must be in glass casings where possible and any naked flame is never to be left unattended.

Fire Doors MUST always remain unobstructed

The sale of alcohol is prohibited however Hirers may bring and consume their own alcohol within the premises by prior agreement with the Manager. Consent will be in writing via email.

Smoking is strictly prohibited within the buildings of VALLIS FARMS LTD. Please use cigarette bins provided.

Electrical equipment used within VALLIS FARMS LTD by the Hirer, or on behalf of the Hirer (i.e. Music players, Disco equipment, kettles etc.) must be PAT Certified. Evidence must be provided to the Manager upon request.

All noise must be kept to an appropriate level for a residential area and all music must be turned oU by 21:30.

No liquids or hazardous substances should be left on site.

Decorations such as balloons, banners and streamers may only be attached to the wall with the Manager’s consent. Please do not use pins or adhesive tape on the walls or paintwork. Blu-tac may be used on gloss paint or wooden panels only. All decorations must be removed before leaving the booked space.

No vehicles can be left on the premises overnight without the permission of the Manager.

Please respect our neighbours when leaving the premises by leaving quietly, especially if it is late at night.

The Manager reserves the right to change the Terms & Conditions and Hire Rates at any time and at their discretion.

Once these Terms and Conditions have been read and signed by the Hirer, they will also cover any future bookings.

MARKETING

We are not responsible for the promotion of your class but reserve the right to share and advertise classes and events as and when we see fit.

if you require promotional material (i.e. posters) we recommend our partners, Usher Studio (07958 120135)

Your event or class will be featured on our website calendar. It may include the contact information, class details and booking information provided to us.

VALLIS FARMS LTD agrees to up to 3 social media posts included in your booking providing sufficient time is available between booking date and event date (at least 28

days) This is discretionary and may be changed by VALLIS FARMS LTD at any time. Additional posts to push your event will be charged at £10 per post

From time-to-time VALLIS FARMS LTD advertise events in local press such as The List. This is at VALLIS FARMS LTD’s discretion and not guaranteed for every event booked.

WINTER WEATHER

Whilst VALLIS FARMS LTD endeavour to provide safe access to the building, in the event of snowfall or icy conditions a pathway will be cleared on site for access. No other areas will be cleared and caution is advised for all users in adverse weather conditions particularly on the access road to the farm. Management reserve the right to close VALLIS FARM without notice should conditions be deemed to be too hazardous.

PRIVACY POLICY

Any data collected during the course of the booking will be stored safely and in accordance with GDPR guidelines. With your permission we may contact you about promotions and offers, however we will not share your personal details with any third party.