Conference & Banqueting
Terms and Conditions for Functions and Private Events
1 Members may reserve private reception rooms to hold reunions and functions. The Member making the booking is responsible for all expenses. Confirmation of all function details (menu, wines etc) should be given no later than 21 days beforehand.
2 Final numbers for catering and a guest list of all attendees should be confirmed no later than 72 hours beforehand, after this point any decrease in numbers will be charged at full rate. Any increase in numbers will be subject to availability.
Cancellation Policy:
A provisional booking will be held for 2 weeks before it will be automatically cancelled unless it is confirmed and made into a definite booking within this 2 week period and a deposit paid. If a confirmed (definite) booking is to be cancelled notification needs to be made in writing to the Conference and Banqueting department at least 8 weeks in advance. When a cancellation is made the following applies if it has not been possible to re-let the room:If made less than 8 weeks prior to the event, then 50% of the room charge or equivalent will be payable.
If made less than 4 week prior to the event, then 75% of the room charge or equivalent will be payable.
If made less than 2 week prior to the event, then 100% of the room charge or equivalent will be payable.
If a cancellation is made within a week of the event full cost of food and room charge will be payable.
Invoice Settlement:
If full payment for the event is not received on the day of the event at the Club then payment must be made to the RAF Club accounts department within 21 days of the date of the function otherwise late payment charges may be applied. Invoices for all outstanding charges regarding the event will be made out to the host or sponsoring member of the function unless agreed otherwise at the time of booking. The host or sponsoring member is responsible for all guests during their time at the Club and therefore liable for charges those guests may incur.5 The Sponsoring Hosts or members should remain on the premises until their non-Member guests have departed the premises.
Dress Code:
If guests are using public areas of the club, they must conform to the room’s dress code regulations as stated in the Club’s rules (No. 34):Rule 34 - Dress Code:
34.1. Normal Dress Code applies in:34.1.1. The Cowdray Room from Monday 10:00 to Friday 16:30 pm;
34.1.2. The Dining Room for Lunch and Dinner from and including Monday lunchtime to Friday lunchtime.
34.2 Relaxed Dress Code applies from 16:30 on Fridays to 10:00 on Mondays:
34.2.1 In all Rooms in the Club;
34.2.2 Relaxed Dress is however permitted at all times every day in the Running Horse Tavern and also everyday for breakfast in the Dining Room.
34.3. Exceptions to 34.1 and 34.2 may be prescribed and promulgated by the Board of Trustees.
34.4. Definitions:
34.4.1. Normal Dress is interpreted as a suit or jacket with smart trousers (not jeans), a collared shirt with tie and appropriate footwear. Normal Dress excludes all sporting wear (inc. tracksuits), trainers, sneakers, jeans, T–shirts and other overly casual clothes. The Service equivalent is No 1 Home Dress.
34.4.2. Relaxed Dress is defined as Normal Dress but with or without a jacket and/or tie and includes jeans (without rips and tears), clean trainers, sneakers polo–neck sweaters and pullovers. The Service equivalent is No 2 Working Dress.
34.5. Summer Dress (1 May to 30 September, inclusive) allows Members and their guests to remove their jackets throughout the Club.
34.6. Public Holidays. Relaxed Dress Code will apply from 4.30 pm the day before a Public Holiday until 10.00 am on the day following the Public Holiday.
34.7. Ladies (Members and Guests) should dress in accordance with the above Rules.