Venue Policies

Deposits: To secure your booking at Toad Hall, a 20% deposit will be required at the time of confirmation via bank transfer.

Cancellation: At Toad Hall, we understand that plans may change unexpectedly. However, to ensure fairness to all of our clients and to manage our resources effectively, the following cancellation policy applies:

  • Cancellations made within 30 days before the scheduled event will forfeit the 20% deposit taken at the time of booking.

  • Cancellations made within 72 hours of the scheduled event will result in a 50% forfeiture of the total event cost.

This policy is in place to compensate for lost booking opportunities and any preparations already made for the event. By confirming the event and paying the deposit, you are accepting the terms and conditions stated above.

Venue Cancellation Policy: We strive to provide the best possible service for all of our clients. However, we reserve the right to cancel any event at our discretion, at any time, for reasons including, but not limited to:

  • Unforeseen circumstances or emergencies

  • Force majeure (e.g., natural disasters, power outages, etc.)

  • Safety concerns

  • Any situation beyond our control that would prevent the event from being held as planned

In the event that we must cancel an event, we will notify the client as soon as possible and offer a full refund of any paid deposits or fees. We will also do our best to accommodate rescheduling, subject to availability.

Indemnity Policy: The safety and well-being of all our clients, guests, and staff are of utmost importance. By booking our venue, you agree to the following indemnity terms:

1. Indemnification of Venue: You, the client, agree to indemnify, defend, and hold harmless Toad Hall, its owners, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, or expenses arising from the use of the venue, including but not limited to:

  • Injury, illness, or death to any person (including guests, employees, contractors, or other participants) during the event.

  • Property damage, loss, or theft of personal property within the venue.

  • Any accidents or incidents related to the activities, equipment, or services associated with the event.

2. Responsibility for Guests: The client is responsible for the conduct and behaviour of all guests attending the event. The client agrees to ensure that all guests adhere to the venue’s rules and regulations. Any damage caused by guests, whether accidental or intentional, will be the responsibility of the client and may result in additional charges for repairs or replacements.

3. Liability for Third-Party Vendors: If third-party vendors (e.g., caterers, entertainers, decorators) are hired for the event, the client agrees to assume full responsibility for any actions, damages, or liabilities that may arise from their services. The client must ensure that third-party vendors provide the necessary insurance and adhere to all venue policies.

4. Insurance Requirement: The client agrees to obtain appropriate event insurance, including public liability coverage, to cover any risks or incidents that may occur during the event. Proof of insurance may be required before the event takes place.

By booking this venue, you are agreeing to the Indemnity policy state above.

Setup and Clean Up: Setup and clean up must take place within the time frames agreed upon with the owners. This includes time for decorating, arranging, and preparing the venue for the event, as well as time for cleaning up after the event concludes.

Rubbish: All rubbish generated during the event must be placed in the bins provided by the venue. Any large items, excess rubbish, or items that do not fit in the provided bins must be taken with you at the end of the event. The venue cannot dispose of large or excess items left behind.

Venue Condition: The venue must be returned to the same condition in which it was found at the start of the event. Any items or decorations used during the event should be removed, and any furniture should be returned to its original arrangement.

Vacancy and Event End Time Policy: By booking with Toad Hall, clients agree to vacate the premises at the time specified in the booking agreement. It is essential that the venue is cleared and all guests have departed by this time to ensure smooth transitions between events. For evening bookings, all events must cease no later than 12:00 AM. Any events extending beyond this time will be subject to additional fees and may result in further charges.

Noise Level Policy: At Toad Hall, we ask all hirers to be mindful of noise levels during their event. To ensure a pleasant experience for everyone, we request that noise be kept at a reasonable level at all times, including while using the venue during the event and when entering and vacating the venue, especially during late hours. Excessive noise that disrupts neighboring areas or violates local noise regulations may result in additional charges or event termination. We appreciate your cooperation in maintaining a respectful and considerate environment.

Alcohol and Food: If alcohol is to be served, the hirer must comply with all relevant licensing laws. Food and drink must be arranged through the approved caterer or with prior permission from the hall manager.