School Proms and Ball - Requirements

All school prom / leavers balls will be conducted on the basis of these requirements

CONFIRMATION
A non-refundable deposit of £500.00 is required to confirm your booking along with a signed copy of the Prom Terms and Conditions.

PAYMENT
Your final account will be due 14 days before the date of the function, requesting full payment.

Late payments may incur an additional charge.

FINAL NUMBERS FOR THE EVENT
Final numbers must be confirmed at least 14 days prior to the event date. We regret that any shortfall in numbers less than 14 days prior to your event will result in full payment being charged. Refunds will not be given for guests that do not attend.

PHOTOGRAPHS
We reserve the right to use any photographs we take of your function or your guests in our publicity material or on our website.

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FOOD
Buffet/ hog roast/ sit down meal must be ordered for the total number of guests attending the event (including teachers and students). No outside catering is permitted at the hotel.

SPECIAL REQUIREMENTS
It is the client’s responsibility to inform the Hotel prior to the event of any special dietary requirements or food allergies of any of the function guests. Any wheelchair accessibility requirements must also be notified to the Hotel in advance of the function.

DAMAGE
The client is responsible to the Hotel for any damages caused by the client or their guests or agents. A bond of £250.00 will be required on booking and will be returned in full after the event subject to there being no damage to fixtures and fittings during the event.

ENTERTAINMENT
We require a copy of valid public liability insurance for any sub-contractor i.e. entertainment arranged by yourselves. Failure to provide a copy in advance of your function may result in access being denied.

SCHOOL TEACHERS / STAFF
The lead name of a member of staff attending is required as a contact on the evening for the Hotel. A guaranteed staff presence during the whole evening is required by the Hotel - we would expect the number of staff to represent 10% of the number of students i.e. for every 100 students we require 10 members of staff to be present.

WITHOUT THIS GUARANTEE THE HOTEL WILL BE UNABLE TO HOST THE EVENT.
FUNCTION TIMES
For up to and including Year 11 the function times are between 7pm and 11pm and should make arrangements to vacate the premises by 11.30pm. For Sixth Form Leavers and above the function times are between 7pm and 11.30pm and should make arrangements to vacate the premises by Midnight.

BAR FACILITIES
A non-alcoholic bar is made available to Year 11 students between 7pm and 11pm. The bar facility for Year 12 and above students closes at 11.30pm. A full bar is made available to members of staff.