Boston Room and Lounge Bar. Up to 150 persons seated meal/disco or buffet Up to 200 persons theatre-style seating/presentations

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1 Function Tariffs Boston Room and Lounge Bar Up to 120 persons seated meal/disco or buffet Up to 150 persons theatre-style seating/presentations 12noon to 6pm 175 6pm to midnight 290 1pm to midnight 420 Vincent Room Up to 150 persons seated meal/disco or buffet Up to 200 persons theatre-style seating/presentations Boston Room 12noon to 6pm 210 6pm to midnight 350 1pm to midnight 500 Lounge Bar Up to 40 persons 12noon to 6pm 90 6pm to midnight 150 1pm to midnight 215 Free Function Room Hire for Charity Events We offer free function room hire for charity events on Fridays. The only payment required is for bar staff. Bar Staff 50 (per 65 guests) Vincent Room Tables Dimensions Seats Available Rectangular 186 x 67cm (72 x 30 ) 8 13 Large Round 180cm (70.5 ) 10 6 Small Round 152.4cm 8 4 Chairs Available Blue 190 Burgundy 68 Chair Dimensions for Seat Covers H82cm x W48cm Squab W43cm x D34cm Seat to Floor 43cm Further Information If you require any further information or a viewing, please contact our staff on or send an to. Lounge Bar

2 Bookings Policy 1. Provisional bookings may be taken and will be held for no more than two weeks. If notification of intention is not received within this time, the booking will be removed from the calendar. When booking an event, adequate time must be included in the booking time to allow for setting up and clearing down - please note that this time will be charged for. 2. Bookings are not considered confirmed until a booking form has been received together with a full payment equal to the room hire incurred. Once a booking form and payment are received, a letter of confirmation will be issued. 3. Full discussion of event details should be arranged one month prior to your function or the earliest possible date in the case of short booking notice. 4. You must advise us of the final guest numbers expected for your event no less than seven working days prior to your event. For children s parties requiring catering, the final numbers given to us are the numbers that will be charged for. Food must be paid for on the day. 5. A credit facility (tab) can be requested for the function, an amount should be agreed and the service manager advised immediately. For security reasons, money to the agreed amount or a credit/debit card must be held behind the bar upon the commencement of the function. 6. Where required, table plans should be submitted five days prior to the event. Brentwood School Enterprises are able to prepare a final draft for the client, but it should be noted that the company cannot be held responsible for any misunderstandings that may arise. 7. All prices quoted are inclusive of VAT and valid for 30 days. 8. We reserve the right to alter the allocation of rooms if numbers increase or decrease, and to charge for any additional space or services that may be entailed. 9. We reserve the right to make any adjustments to the goods supplied that may be required due to availability of stocks and seasonal variations. 10. In the event of cancellation, there is NO REFUND of any monies paid unless two months prior notice have been given. However, you are able to transfer your booking to an agreed day and time that is equivalent to your booking. 11. Normal closing time is 12pm; music and bar sales must also cease at this time. Our license can apply on your behalf to the Magistrates Court for a license extension in order to extend the closing time to 1am. A minimum of six weeks notice is required for all license applications and a fee will be charged. 12. You are responsible for the provision of all decorations and catering. The Sports Centre will supply tables, chairs and bar staff in all bookings to an agreed maximum. 13. Please notify us two weeks prior to the event if you wish to have specific drinks. 14. If you are organising external caterers for your function, we must obtain the following documents prior to your booking: The company s contact details Their delivery and pick up times Company s Public Liability Policy PAT Testing sheets for all electrical items over a year old Annual Service Testing of Equipment (if required) and/or inflatables Risk assessments Food Hygiene Rating 15. All alcohol, soft drinks and bar snacks (such as crisps or nuts) must be provided by the Sports Centre and purchased through the bar. If customers wish to bring their own bottles of wine or champagne to their functions, a corkage fee will be charged for each bottle that is opened. 16. All customers must adhere to the terms and condition of room hire. 17. Functions can only be booked for paying customers, paying members or immediate family. 18. Members cannot book a function for a third party (excluding immediate family). 19. Staff of the school must pay for the cost of bar staff, drinks and food on the day. 20. At the end of the evening, the room must be cleared and prepared for cleaning. Customers may request to leave boxed items held overnight for collection the following day subject to the pattern of bookings available. 21. Confetti/glitter or similar items may not be used during functions. Exclusions 1. We regret that the Sports Centre does not hold political or religious bookings or 18th, 21st or 25th birthday parties.

3 External Services Requirements Food and Drink Brentwood School Sports Centre (BSSC) is the sole providor of all alcohol, soft drinks and snack items for functions held on site. Functions customers may not serve any items of food that they have prepared themselves, with the exception of birthday/wedding cakes. All other food items must be provided by a licensed commercial caterer, who must supply details of appropriate insurance cover and hygiene standards. Furniture and Decoration BSSC provides tables and chairs for the function, and will set these out in a pre-agreed layout. We do not dress the room or tables; you will need to provide table linen, crockery, cutlery, room decorations and music provisions. If you have any questions about our terms and conditions, please contact our reception staff who will be happy to assist with your enquiry. Bookings Provisional bookings may be held for two weeks pending payment. Bookings cannot be accepted less than two weeks before an event without confirmation from the Centre Manager. Documentation from Contractors Please provide BSSC with all the documents that are appropriate to your function from the list below before the start of the event. Failure to comply may delay or prevent the booking from taking place. All Contractors Company s contact details Company s public liability PAT testing on all electrical items over a year old Delivery and pick up times Catering Contractors Food hygiene inspection rating Non-catering Contractors Annual service testing of equipment

4 Frequently Asked Questions What rooms are available? The Sports Centre has three function rooms, ranging in capacity from 40 to a maximum of 200 guests, depending on the nature of the function and the number of tables required. Please contact our reception desk regarding your event and you can arrange a viewing to discuss your requirements in further detail. What facilities are provided? Your hire fee covers the cost of the rooms themselves, the staff that serve at the bar and the provision of any tables and chairs that we hold on site. You will need to make your own arrangements for dressing the chairs or tables, providing balloons, flowers, DJs or performers for your function. Do we have to use your caterer? The Sports Centre does not conduct catering for any functions held on site; instead, we allow you the choice of a commercial catering operator. As you would expect, to safeguard standards there are a number of criterion that these caterers must meet: The nominated caterer must provide documented proof to us that they are licensed by their local authority and insured as a commercial food operator before being allowed to deliver or prepare food for your function. If there is a need to prepare food on site, your caterer must view the kitchen facilities in advance and discuss their requirements with a member of the Duty Management Team. Please note that an additional hire fee is charged for the hire of the kitchen areas on such occasions. There is no charge for chilled storage of cold food from commercial providers that is brought in on the day of the function, but all foods must be adequately covered for hygiene when left within refrigerated areas. Please note that to guarantee set standards of hygiene and safety, the Sports Centre does not allow customers to bring function food on site that has not been produced by licensed caterers. Are there any other restrictions? Please be aware: All alcohol, soft drinks and bar snacks (such as crisps or nuts) must be provided by the Sports Centre and purchased through the bar. If customers wish to bring their own bottles of wine or champagne to their functions, a corkage fee will be charged for each bottle that is opened. If you have a specific request for a certain drink or snack, please let us know in advance and we will ensure it s available for your function.

5 Function Enquiry Form Contact Name Contact Address Address Contact Number Preferred Function Date Nature of Booking / / Food Arrangements Bar Requirements Equipment Requirements Additional Information Office Use Only Date of Enquiry Date Booking Form Sent Member Non-Member Charity