Contents
- Purpose and Scope
- Use of Premises
- Guest Numbers and Capacity
- Alcohol, Children and Noise
- Booking Policy
- Booking Confirmation
- Payment Terms and Deposits
- Weddings – Additional Payment Conditions
- Self-Catering and External Catering
- External Suppliers and Third Parties
- Cancellations
- Termination of Hire
- Safeguarding
- Health, Safety and Risk
- Values, Conduct and Shared Responsibility
- Acting in the Best Interests of The Grange
- Integrity and Appropriate Conduct
- Objectivity and Fair Use of the Site
- Accountability and Legal Compliance
- Openness, Confidentiality and Respect
- Honesty and Conflicts of Interest
- Leadership, Cooperation and Respect
- Breach of Values or Conduct
- Liability, Responsibility and Damages
- Force Majeure
- Review and Amendments
- Contractual Agreement
Purpose and Scope
These Terms and Conditions govern the hire of rooms, spaces and facilities at The Grange by external individuals, groups, organisations and promoters.
They apply to all bookings including, but not limited to:
- community groups
- charities and voluntary organisations
- private parties and celebrations
- weddings
- corporate and commercial bookings
- cultural and promoter-led events
- festivals and outdoor events
These Terms exist to ensure:
- safeguarding of children, young people and vulnerable adults
- safety and wellbeing of all site users
- protection of a shared community and heritage asset
- clarity of roles and responsibilities
- financial and operational sustainability
All bookings are subject to these Terms and Conditions and override any informal or verbal agreements.
Use of Premises
Hirers must:
- use only the rooms and spaces agreed in the hire agreement
- comply with maximum occupancy limits
- follow site zoning, access controls and signage
- act in a respectful and professional manner at all times
- Restricted areas, including Alternative Provision and Skills Academy spaces, must not be accessed under any circumstances.
- Room hire includes agreed setup and clear-down times, with a minimum hire period of four hours. Decorations and temporary installations must be approved in advance. Naked flames, damaging adhesives, and confetti cannons, fireworks or similar effects inside the building are not permitted without prior consent. Clients are responsible for any damage caused by decorations, suppliers or guests.
Failure to comply may result in termination of the booking without refund.
Hiring outdoor spaces
Events including outdoor ceremonies may take place in the gardens where agreed. If a legal ceremony is taking place outdoors, it is mandatory to have a suitable indoor backup space available. If weather conditions or other circumstances affect the safe or practical delivery of the ceremony, the ceremony will be moved indoors. The decision to move indoors will be made at the discretion of The Grange and/or the attending registrar.
For all other events, a suitable indoor space will be required unless by exception at the discretion of the Grange.
Guest Numbers and Capacity
Hirers must provide an estimated number of guests at the time of booking.
Any increase in the number of attendees must be notified to The Grange in advance. The Grange reserves the right to refuse admission to additional guests if this exceeds the maximum licensed capacity:
- Large Hall: 200 guests maximum
- Small Ballroom: 60 guests maximum
Exceeding these limits or failing to notify The Grange of changes may result in termination of the booking, removal of guests, or other sanctions under these Terms and Conditions.
Alcohol, Children and Noise
Alcohol
- No alcohol may be brought onto the premises
- Alcohol must be purchased from The Grange
- Staff may refuse service or remove intoxicated or underage guests
- Alcohol may only be consumed in licensed areas.
The client is responsible for ensuring compliance with licensing laws and for guest behaviour regarding alcohol.
The Grange reserves the right to intervene if alcohol rules are breached, including early closure of the event if necessary.
Children
- Children must be supervised by a responsible adult at all times
- Children must leave bar areas by 9pm
- Hirers remain responsible for all minors attending their event
Noise and Neighbours
- Noise must be kept to a reasonable level when arriving and leaving
- Drivers and taxis must not sound horns while waiting
- Environmental Health requirements apply, including live, DJ and recorded music ending at 11pm and doors and windows closed by 9pm
Booking Policy
Submitting an enquiry does not guarantee your booking. We aim to hold the date provisionally for up to one week from the date of enquiry; this is not guaranteed.
Once you have agreed to proceed, an invoice will be issued and you will have 2 days to pay either the deposit or full payment to fully secure your booking. If payment is not received within this timeframe, the date may be released to other enquiries.
Payment of the invoice constitutes acceptance of The Grange’s Terms and Conditions, which will be issued with the invoice.
Where there is a legal ceremony taking place as part of the hire, the client is responsible for booking the attending registrar through Wakefield Council and for paying all registrar fees. The Grange cannot be held responsible for registrar availability, attendance, or any changes to registrar arrangements.
Booking Confirmation
A booking is only confirmed when all the following have been completed:
- a signed hire agreement has been returned
- the required deposit or full payment has been made (where applicable)
- any required insurance or documentation has been provided
- written confirmation has been issued by The Grange
The Grange reserves the right to refuse, amend or cancel bookings where safeguarding, safety, capacity, or operational requirements cannot be met.
Payment Terms and Deposits
Bookings up to £120 total hire fee
Full payment upfront is required to secure the booking; no deposit is charged.
Bookings over £120 total hire fee
A 25% non-refundable deposit is required within 2 days of invoice to secure the booking. The remaining 75% balance is due 4 weeks before the event.
Bookings made within 4 weeks of the event
Full payment is required immediately upon booking, regardless of total hire fee.
Full payment option
All hirers may choose to pay the total hire fee upfront instead of paying a deposit.
Payment plans for community groups and charities
Individual payment plans may be agreed at management discretion to support cashflow for community groups and charities. Will be agreed at discretion of The Grange.
Late or non-payment
Failure to pay the deposit or balance by the due date may result in cancellation of the booking. The Grange reserves the right to refuse access if full payment has not been received.
Note: Weddings are subject to separate staged payment terms; see section 19 for details.
Weddings – Additional
Payment Conditions
Weddings require extended planning, staffing and operational commitment. As such, staged payments apply.
Unless otherwise agreed in writing:
25% non-refundable deposit payable within 2 days of invoice to secure the date
50% interim payment due at an agreed midpoint in the planning period
Final balance due no later than 8 weeks before the event
Payment of the invoice constitutes acceptance of The Grange’s Terms and Conditions.
Failure to meet staged payment deadlines may result in cancellation in line with these Terms.
Self-Catering and External Catering
Where hirers provide their own food or use an external caterer:
- hirers are fully responsible for food safety, hygiene and allergen management
- The Grange’s kitchen and catering equipment may not be used
- food preparation must not take place onsite
- all food waste and packaging must be removed after the event
- The hirer indemnifies The Grange against all claims or costs arising from food provision.
External Suppliers and Third Parties
Hirers may appoint external suppliers (e.g. caterers, florists, photographers, entertainers) without prior approval where their activity is low impact and does not affect the operation of the site. However, any supplier, equipment, or installation that requires additional planning, access, power, or has potential safety or operational implications must be approved by The Grange in advance of being booked.
This includes (but is not limited to):
- Large equipment
- Food trucks and external catering setups
- Temporary structures or staging
- Powered equipment or generators
- Large-scale installations or unusual requests
The Grange reserves the right to refuse or restrict any supplier, equipment or installation where it is deemed unsuitable for the space, presents a safety risk or creates unreasonable operational impact.
The hirer remains responsible for ensuring all suppliers comply with The Grange’s health & safety requirements and follow all instructions issued by staff.
If The Grange is required to liaise directly with third-party suppliers to confirm logistics, access times and site requirements, an additional admin charge may apply.
The following must be provided no later than 4 weeks prior to the event:
Documentation:
- Public liability insurance (minimum £5 million)
- Risk assessment
- PAT testing certification (if applicable)
- Any relevant safety certification (e.g. gas safety where applicable)
Operational Information:
- Supplier company name and primary contact details
- Arrival, setup and departure times
- Access requirements (including vehicle details and unloading needs)
- Space required, including dimensions where relevant
- Power requirements or confirmation of generator use
Failure to provide required documentation or information may result in the supplier being refused access to site.
Inflatables and Large Equipment
Inflatables and similar large equipment (including bouncy castles, slides and rodeo or bucking broncos) are not permitted anywhere on the premises, including both indoor spaces and the gardens.
This restriction is in place to protect the building, grounds, and the safety of all guests.
Cancellations
Cancellations by the Hirer
Unless otherwise agreed in writing:
Cancellations made more than 4 weeks before the event:
A cancellation charge equal to 25% of the total hire fee will
apply.
• Where a 25% deposit has been paid, this amount will be retained.
• Where full payment has been made, 25% of the total hire fee will be
retained and the remaining balance refunded.
Cancellations made within 4 weeks of the event:
• 100% of the total hire fee is payable or retained, regardless of payment method.
Where possible, a transfer to an alternative date may be offered,
subject to availability.
Exceptional cases for community and charitable bookings may be
considered at management discretion.
If you wish to cancel your Booking, for whatever reason, you must
contact us by email to info@carletongrange.co.uk confirming
your full name, email address, phone number, date and time of event and
reason for cancelling. Unless we agree otherwise with you, your
cancellation will be effective from the date that we receive your
request.
Cancellations or Changes by The Grange
The Grange may cancel or amend bookings where:
- safeguarding or safety requirements cannot be met
- required documentation or payments are not provided
- behaviour becomes unsafe or inappropriate
- emergencies or unforeseen operational issues arise
- the booking conflicts with higher-priority safeguarding or organisational activity
Where cancellation is made by The Grange, hire fees paid will be refunded, excluding any non-recoverable costs already incurred. The Grange is not liable for consequential or indirect losses.
Termination of Hire
The Grange may terminate an event immediately where:
- safeguarding rules are breached
- staff are abused or threatened
- illegal activity occurs
- safety instructions are ignored
- behaviour exceeds agreed limits
- these Terms and Conditions are breached
No refund will be issued where termination results from hirer or guest misconduct.
Safeguarding
The Grange operates as a multi-use site that includes activity involving vulnerable young people. Safeguarding is the organisation’s highest priority.
Hirers must:
- follow all safeguarding instructions issued by staff
- ensure children are supervised by a responsible adult at all times
- immediately report any safeguarding concerns
- prevent unauthorised access to restricted areas
Events likely to attract unaccompanied minors must be discussed in advance and may
be subject to additional safeguarding conditions.
Grange staff retain full authority to pause or end activity where safeguarding concerns arise.
Health, Safety and Risk
All activity must comply with relevant health and safety legislation.
Depending on the nature of the booking:
- standard events operate under The Grange’s general risk framework
- specialist or higher-risk events require a hirer-provided risk assessment
- promoter-led events require a joint risk assessment
Hirers must follow fire safety procedures, keep exits clear and comply with evacuation instructions.
Naked flames, fireworks, sparklers, or pyrotechnics are prohibited unless expressly approved in writing.
Values, Conduct and Shared Responsibility
The Grange is a charitable, community-owned organisation. All activity on site is expected to align with our values and to protect the integrity, reputation, and purpose of the Trust.
By hiring space at The Grange, hirers, attendees, contractors, and performers agree to act in a way that reflects the following principles.
Acting in the Best Interests of The Grange
All use of the premises must support the charitable purpose of The Grange and the wellbeing of the wider community.
Hirers must not:
- seek personal, financial, or organisational gain in a way that conflicts with the Trust’s aims
- place The Grange under pressure to act outside its policies, legal duties, or safeguarding responsibilities
Integrity and Appropriate Conduct
All users of the site must act with integrity and professionalism.
This includes:
- avoiding behaviour that could reasonably be perceived as improper, unsafe, or exploitative
- not offering gifts, inducements, or incentives to staff or volunteers in connection with bookings or decisions
- respecting the impartial role of staff in managing the site
Objectivity and Fair Use of the Site
Decisions regarding bookings, access, pricing, safeguarding, and operational arrangements are made by The Grange based on:
- safety and safeguarding requirements
- operational feasibility
- alignment with charitable purpose
- fair and consistent application of policy
No booking confers preferential treatment beyond what is formally agreed in writing.
Accountability and Legal Compliance
Hirers are accountable for:
- the conduct of all attendees, guests, performers, and contractors
- compliance with all relevant laws, licences, and conditions
- adherence to these Terms and Conditions and any site-specific instructions
Hirers must not present themselves as acting on behalf of The Grange unless explicitly authorised in writing.
Openness, Confidentiality and Respect
The Grange operates transparently and expects the same from hirers.
Hirers must:
- handle any personal or sensitive information appropriately and lawfully
- respect the privacy of other site users, staff, and programme participants
- not photograph, film, or record activity in restricted or safeguarding-sensitive areas
Access to information or spaces may be restricted where required to protect individuals or the wider community.
Honesty and Conflicts of Interest
Hirers must declare:
- any conflicts of interest that may affect their booking
- any commercial activity linked to a booking
- any material changes to the nature or purpose of the event
Where conflicts arise, these must be resolved in a way that prioritises the Trust’s responsibilities and values.
Leadership, Cooperation and
Respect
All users of the site are expected to:
- treat staff, volunteers, and other site users with courtesy and respect
- follow instructions issued by staff acting in the interests of safety and safeguarding
- cooperate with reasonable requests before, during, and after events
Aggressive, abusive, discriminatory, or intimidating behaviour will not be tolerated.
Breach of Values or Conduct
Where behaviour breaches these principles, The Grange reserves the right to:
- require immediate changes to activity
- remove individuals from the premises
- terminate a booking without refund
- refuse future bookings
Serious breaches may be reported to relevant authorities.
Liability, Responsibility and Damages
Hirers accept responsibility for the conduct of all guests, performers, contractors, and suppliers.
The Grange is not responsible for:
- personal belongings or equipment left onsite
- delays caused by third parties
- financial losses linked to cancellation or disruption
Hirers are responsible for any damage caused to the premises, furniture, fixtures, equipment or grounds during the hire period. The Grange reserves the right to recover costs for repairs, replacement, or additional cleaning as necessary. Payment must be made within 14 days of invoicing for damages.
Force Majeure
The Grange is not liable for failure to deliver bookings due to circumstances beyond reasonable control, including severe weather, emergency works, or regulatory restrictions.
Review and Amendments
These Terms and Conditions may be reviewed periodically. The version in force at the time of booking will apply.
Contractual Agreement
By booking space at The Grange, the hirer confirms that:
- these Terms and Conditions form part of a legally binding agreement
- breaches may result in cancellation or refusal of future bookings
- all subcontractors, performers, and guests comply fully with these terms
