Terms & Conditions

Bedroom Booking Terms & Conditions/Cancellation Policy

Bedroom Booking Terms & Conditions/Cancellation Policy

All Club bedroom bookings must have a credit/debit card supplied at the time to guarantee the booking. This card will only be charged in the event of a cancellation or ‘no show’ and not at the time of booking.

On making a reservation, members must specify the number of nights and the room type required and supply name and guest name. An email confirmation will be sent at the time of the booking.

Breakfast
Bedroom rates are exclusive of breakfast. This can be arranged on arrival.

Guests
A member can book no more than one additional room for a guest and any additional bedrooms require approval from the Club Secretary or Club Manager. Guest rates will apply to the additional room(s).

Non-members staying without a member (but introduced by a member) must have permission from the Secretary and provide home address details and debit/credit card information at the time of the reservation. Upon arrival a credit card will be pre-authorised.

Reciprocal Clubs
Members from other clubs with reciprocal agreements should present a letter of introduction covering a period of no more three months, stating that they are members in good standing of their own club before taking up bedroom accommodation. The bookings details should include the home address and credit card details for pre-authorisation.

Cancellations Policy/No Shows
Members may cancel a reservation without charge up to 12.00 noon one day prior to the scheduled arrival date. Cancellation after this time or failure to arrive (no-show), will be liable to a cancellation charge for the first night and the room will be re-let for the remaining nights.

Max/Minimum Length of Stay
A Member may not occupy a Club bedroom for more than one stay of ten consecutive nights in any period of 60 consecutive days, except with the prior authorisation in writing from the Secretary.

Check-In/Out
Members/guests must vacate the room by 11.00am on the day of check-out. Bedrooms are normally available for members checking-in after 2.00pm.

Express Check-Out
Available for members who wish to settle their bill the night before check-out. Any charges and the full bill will be posted to the card we have on file.

 

Social Events Terms & Conditions

Social Event Terms & Conditions 2018/19

Booking an Event
The Club’s social events can be booked online (www.rafclub.org.uk/whats-on) when logged into your membership account, via email events@rafclub.org.uk or by phone on 020 7399 1042.

Attending numbers
Members will be given an allowance of a maximum of six guests per member booking. Exceptions may be made for popular social events like the Christmas Lunches. At the discretion of the Events Team, certain event places may be limited.

Confirmation
The events team will contact you a week before the event to reconfirm your and your guest’s attendance, including dietary requirements. 

Changes
Should you wish to change your number of attendees for Club Lunches or Dinners, please advise the Events Team at least 5 working days before the event. Any decrease in numbers after this point will be charged at the full rate.

Dietary Requirements/Allergies
Members are requested to advise the Events Team of any dietary requirements at least 10 working days before the event. If you let the Club know at a later stage, the team will do its best to accommodate the request, but an alternative option cannot be guaranteed.

Cancellation Policy In-house Events
Full payment for all Club event will be taken at the time of the booking for all members and guests.
Refunds due to cancellation will only be applicable for Club Lunches/Dinners up to 5 working days before the event. Unless there are exceptional mitigating circumstances, no refunds will be given.

Cancellation Policy External Events
Where the Club has purchased non-refundable tickets from a third-party, no refund will be applicable in case of cancellation, except in the case of exceptional mitigating circumstances.

Events Changes
In the event the Club needs to cancel or amend an event, members will be contacted as soon as is practical with a refund applied to all those who have paid to attend the event. The Club cannot be held responsible for any other expenses the member/guest may have incurred in order to attend
e.g. train travel.

Payments
Events payments can be made in the following ways:

Online booking, providing your card details 

Card details given over the phone to the Events Team at the time of booking

Cheque to be made payable to The Royal Air Force Club at the time of booking (event not confirmed until cheque received)

BACS, quoting event name/date

Publicity after an Event
Please note that the Club takes photographs of events for the Club magazine, social media and online use. Should you object to photographs being taken, or do not wish to be pictured, please let a member of the Events Team know prior to the event or on the day. Thank you.           

 

Dining Room Terms & Conditions

Our reservation lines are open daily from 7.00am until 10.00pm Monday to Sunday. For general reservations, you can either contact our team direct on +44 (0)20 7399 1020 or e-mail at dining@rafclub.org.uk

Confirmation & Cancellation

Please note that we do not usually require credit card guarantee for Dining Room reservations.

However, there might be special dates when a credit card guarantee may be required and a cancellation fee of 50% of the menu per person will be charged for the number of guests booked and will be incurred in the event that the party fails to attend, or cancels the reservation within 24 hours of the booking date.

 Please note that no money is charged to the cardholder at the time of booking, this is just to guarantee your reservation.

Our Reservations Team will contact you by e-mail to re-confirm your booking 48 hours prior to your reservation.

We will hold your table for 30 minutes after the agreed reservation time and reserve the right to release the table after that time. If you are running late, please call the Dining Room and inform a member of team.

Booking Times

The Dining Room does not accept reservations for breakfast, and operates strictly on "first come first served" basis between 7.00-10.00 Monday-Friday, 7.30-10.30am on Saturday and Sunday and Bank Holidays

Reservations are required for lunch, brunch and dinner.

Lunch reservations are available from 12.00-14.00 Monday to Friday with last orders at 14.15. Lunch menus are not available on Saturdays and Sundays, when we serve brunch; with table reservations available between 12.30-14.00.

Dinner reservations are available from 18.30-21.00 Monday to Sunday with last orders at 21.15.

Table Allocation

We try to accommodate all requests for seating, however, requests for tables are always allocated on a “first come first served” basis from the date when the initial booking was made, therefore it may not always be possible.

We do not reserve specific tables, as we might require to change table layout to accommodate all reservations, but will always do our best to ensure that requests are taken into consideration when doing seating plan.

Table size

We regret that the largest party we can accommodate in the restaurant on one table is 8 guests at lunch and dinner. We do recommend that you call us on +44 (0)20 7399 1020 directly to check availability, as an alternative solution may be found.

We may request that larger tables choose from a restricted menu, dependant on the size of the party, the precise date and the time of the reservation.                   

Group Reservations & Private Dining

The restaurant is not available for private hire; however, we do have a small private dining room for up to 8 people and it is open seven days a week.

There is no room hire charge for booking our private dining room.

Groups of more than 8 people will be seated on separate tables for Lunch and Dinner. Maximum number for any reservation is 16 (two tables of 8).

Allergies and Dietary Requirements

Prior knowledge of any allergies or dietary requirements are very important to us in order to ensure we accommodate individual concerns.

Please advise the reservations team of any dietary requirement or allergies at the time of your booking we will then note the specific requirement in your reservation.

Information regarding any allergens that may be contained within any of our dishes can be made readily available and we would ask that you raise any concerns with a member of the Dining Room team at the time of ordering.

By completing our reservation form, you are agreeing to our terms and conditions.

Should you have any further questions please do not hesitate to contact us on +44 (0)20 7399 1020.

 

Club Shop Terms & Conditions

Royal Air Force Club Shop
Terms and Conditions

IMPORTANT:


CHRISTMAS LAST ORDER DATES:

To ensure your parcels arrive in time for Christmas, please order before the following dates:

Royal Mail 2nd Class UK – Monday 17th December

Royal Mail 2nd Class Europe/Worldwide – Friday 14th December

DPD UK – Wednesday 19th December

DPD - Monday 17th December

Standard delivery:

Royal Mail 2nd Class UK – within 3 working days

Royal Mail 2nd Class Europe – within 7 working days

Royal Mail 2nd Class Worldwide – within 9 working days

Courier service (certain items can only be shipped via courier due to their weight/size, however we offer the service for all items. The service includes full tracking and item insurance):

DPD UK – Next-day delivery. If your item is being shipped to the Channel Islands, Isle of Man, Northern Ireland, Scilly Islands or the Scottish Highlands, two-day delivery.

DPD Europe – within 4 working days

DPD Worldwide – within 8 working days

General Information

These Terms and Conditions (together with our Privacy Policy and Cookies Policy (the Terms) govern your use of the RAF Club website www.rafclub.org.uk, and your relationship with the Company.

By ordering goods from our website you agree to contract with us on these Terms. If you do not agree to these Terms, please do not register for or use www.rafclub.org.uk.

Please read these Terms carefully before ordering any goods from our site. We may amend these Terms from time to time, and the changes will take effect from the time we publish the amended Terms – any amended Terms will not apply to any orders that we have already accepted.

You may only purchase goods from our website if you are at least 18 years old.

Availability, prices and import duties

Availability. All goods are offered for sale subject to availability, and are as described (some may differ slightly from their picture). We regret that occasionally it may not be possible to complete an order if stock runs out or if it is withdrawn for any reason. If there is a problem we will let you know as soon as we can and will refund in full any money that you have already paid to us for the goods in question.

Prices. The prices displayed on our website include VAT and are in UK Pounds Sterling.

Import duties. Our postage and delivery charges include courier delivery to your address, but do not include any local import taxes / duties that may apply.  If applicable, these normally require settlement before your item is delivered. The courier company will contact you directly to arrange payment as these are your responsibility.  For more information on what these may be, please contact your local Customs Office. 

+ Ordering and our contract with you

By clicking the 'PURCHASE' button on the Confirm & Purchase Screen, you agree to these Terms. Please carefully check your order details are correct before clicking the ‘PURCHASE’ button. Our acceptance of your order will take place when we email you to accept it, at which point a contract will come into existence between you and us.

 You are responsible for ensuring the accuracy of your order and we shall supply you, subject to availability, with the quantity and specification of goods set out in your order. While your card may be debited before the contract is formed, if the order is ultimately rejected, a full refund will be made immediately.

Should, after you have placed your order or register with us, you notice that any details are incorrect, please contact us without delay in order to amend any inaccurate details. We will deliver to the address you have provided so it is important that you ensure these details are correct.

Alcohol

We cannot sell alcoholic products to anyone under 18. For this reason, we may refuse an order or refuse to make a delivery at our discretion. Orders may not be transferred from you as the customer to any other person. By placing an order (by phone or via www.rafclub.org.uk) you confirm that you and the person the order is to be delivered to, and that you are aged 18 years or over.

 We may ask you to provide proof of age before your order can be completed and delivered.

It is an offence (under the Licensing Act 2003) to purchase or attempt to purchase alcohol if you are under the age of 18. All alcohol orders are delivered via a courier service. Delivery requires a signatory upon receipt that must be signed for by an adult aged 18 years or over.

Payment

Payment may be made by any of the methods indicated on our website. Payment must be received in full before the goods or tickets are dispatched.

Delivery

Delivery shall be made to the delivery address supplied by you at the time of ordering. P&P prices are calculated on checkout depending on weight and location.

The costs of delivery will be as displayed to you on our website. Delivery will usually be within 3-5 working days of ordering. Occasionally delivery may be affected by an event outside our control.

Items may be delivered in separate packages and at different times should part of an order be dispatched directly from our supplier.

The Club uses Royal Mail for low value items and DPD for tracked delivery for higher value/fragile items.

Standard Delivery:

Royal Mail 2nd Class UK – within 3 working days

Royal Mail 2nd Class Europe – within 7 working days

Royal Mail 2nd Class Worldwide – within 9 working days

Courier service
(Certain items can only be shipped via courier due to their weight/size, however we offer the service for all items. The service includes full tracking and item insurance):

DPD UK – Next-day delivery. If your item is being shipped to the Channel Islands, Isle of Man, Northern Ireland, Scilly Islands or the Scottish Highlands, two-day delivery.

DPD Europe – within 4 working days

DPD Worldwide – within 8 working days

When you own and become responsible for the goods

You will own the goods only once we have received payment in full, but we will remain responsible for it until we have delivered it to the specified delivery address, or it has been collected by you or on your behalf.

Right to Cancel

If you change your mind, you may cancel the contract between us at any time within 14 days of receiving the goods.

If you do cancel your order before it is dispatched, you will receive a full refund of the price paid for the order within 14 days of you telling us you want to cancel.

If you cancel your order once you have received it, please return the goods to us as soon as possible, in the same condition in which you received them and not later than 14 days of you telling us you want to cancel. You will be responsible for the cost of returning the goods, and you will receive a refund of the purchase price within 14 days of receiving the goods back.

See also our Returns policy below.

Returns

When you return goods to us:

•because you have cancelled the contract between us within the 14 day cooling-off period described above, we will process the refund due to you as soon as possible and, in any case, within 14 days of the day you have given notice of your cancellation. In this case, we will refund the price of the goods in full, including the cost of sending the item to you. However, you will be responsible for the cost of returning the item to us.

•because the goods are defective, we will examine the returned goods in order to assess your entitlement to a refund. If we agree that the goods are defective, you will either be refunded in full (including a refund of the delivery charges for sending the item to you and the cost incurred by you in returning the item to us) within 14 days of receipt of the returned goods, or we will replace the goods free of charge (in which case we will refund your reasonable costs in returning the goods to us). If you do not notify us of a defect in any goods within a reasonable period of time, we shall have no liability for any defects and you will not be entitled to a refund or replacement.

•for any other reason, we will refund the value of the goods supplied or exchange the goods in question, provided that they are returned to us in their original, undamaged packaging within 14 days of delivery. If we find that the goods have not been returned to us in fully resaleable condition, we reserve the right to refuse a refund on the item, or deduct up to 20% of the original selling price from the refund amount. If goods qualify for a full refund, we will also refund the standard delivery charge. We will repay any such refunds within 14 days from receipt of the returned goods without any further charge to you except the direct cost of returning the goods.Any goods to be returned must be returned, along with their original invoice, to the address specified on the invoice for the goods. Returned goods should be sent by recorded delivery.

Tax Free Shopping/Buying from outside the European Union?

The Royal Air Force Club does not participate in tax free shopping on applicable Club Shop items, so UK VAT will be applied.


Our liability to you

We do not exclude or limit our liability to you where it would be unlawful to do so. This includes liability:

•defective products under the Consumer Protection Act 1987;

•for fraud or fraudulent misrepresentation; or

•breach of your statutory rights under sections 9-11, 13 and 14 of the Consumer Rights Act 2015 (i.e. products must be of satisfactory quality, fit for purpose and match the description provided).

+ We are responsible to you for foreseeable loss or damage you suffer that is caused by our breach of these Terms or our negligence

Loss or damage is foreseeable if it is obvious it will happen or if, at the time the contract was made, both we and you knew it might happen. We are not responsible loss or damage that is not foreseeable.

We are not responsible for failures or delays outside of our control.

If our supply of goods or services is affected by an event outside our control then we will contact you as soon as possible to let you know and will take steps to minimise the effect. Provided we do this we will not be liable for delays caused by the event, but if there is a risk of substantial delay you may contact us to end the contract and receive a refund for any goods you have paid for but not received.

 Events outside our control may include the following:

•strikes, lock-outs or other industrial action;

•civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war;

•fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster;

•impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport;

•impossibility of the use of public or private telecommunications networks;

•the acts, decrees, legislation, regulations or restrictions of any government.

How we will contact you

We will need to contact you to fulfil your orders. We are also required by law to send you certain information in writing. When using our site, you accept that communication with us will be mainly sent by email or by posting notices on our website. When contacting you we will use the contact

Who we are and how to contact us

www.rafclub.org.uk is operated by the Royal Air Force Club, which is a company registered in England & Wales.

The Royal Air Force Club
Registered Office: 128 Piccadilly, London, W1J 7PY
Company Registration Number 5321353                                           
Registered Charity 1108295
VAT No: 927 5287 92

We can be contacted by post at the above address, by telephone (Mon - Fri: 9am – 5.30pm) or by email (shop@rafclub.org.uk)

 All complaints should be sent to this address.

These terms and conditions do not in any way affect your statutory rights

Summary of your key legal rights

This is a summary of your key legal rights. These are subject to certain exceptions. For detailed information please visit the Citizens Advice website www.adviceguide.org.uk or call 03454 04 05 06.

The Consumer Rights Act 2015 says goods must be as described, fit for purpose and of satisfactory quality. During the expected lifespan of your product your legal rights entitle you to the following:

•up to 30 days: if your goods are faulty, then you can get an immediate refund.

•up to 6 months: if your goods can't be repaired or replaced, then you're entitled to a full refund, in most cases.

•up to 6 years: if your goods do not last a reasonable length of time you may be entitled to some money back.

Website Terms & Conditions

TERMS & CONDITIONS OF WEBSITE USE

Royal Air Force Club                                  

Registered Office: 128 Piccadilly, London, W1J 7PY

Company Registration Number 5321353                                          

Registered Charity 1108295

VAT No: 927 5287 92

Welcome to the RAF Club website.

If you continue to browse and use this website you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our Privacy Policy govern the Royal Air Force Club’s relationship with you in relation to this website.

The term ‘The Royal Air Force Club’ or ‘us’ or ‘we’ refers to the owner of the website whose registered office is 128 Piccadilly London.  The term ‘you’ refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:
The content of the pages of this website is for your general information and use only. It is subject to change without notice.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.

All trademarks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.

Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.

From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

You may not create a link to this website from another website or document without the Royal Air Force Club’s prior written consent.

Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Scotland and Wales.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Cookie Policy

The Website places cookies, which are small data files, on your computer or handheld device. This is standard practice for all websites. Cookies are essential for helping us deliver a high quality website and online experience for our users, and some collect information about browsing behaviour. By using and browsing the website, you consent to cookies being used in accordance with our policy. If you do not consent, you must refrain from using the website.

What are cookies?

The Website uses cookies to collect information. Cookies are placed on your computer or other mobile or handheld device (such as smart ‘phones or ‘tablets’) as you browse it. They are used to ‘remember’ when your computer or device accesses the Website. The cookies are essential to the effective operation of our Services and to enable to you shop with us online. Cookies are also used to tailor the services offered on this website.

Information Collected

Some cookies collect information about browsing behaviour by people who access this website via the same computer or device. This includes information about pages viewed and the user journey around the website. We do not, however, use cookies to collect or record information on user name, address or other contact details.

What are the cookies used for?

The main purposes for which cookies on this website are used for are:

•                For technical purposes essential to effective operation of Website.

•                To enable us to collect information about the browsing activities of visitors, including to monitor the traffic sources, browsers and devices used to access the website as well as pages visited.

Links to other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by these Terms & Conditions.

Website Disclaimer

The information contained in this website is for general information purposes only. The information is provided by the Royal Air Force Club and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.

Through this website you are able to link to other websites which are not under the control of the Royal Air Force Club. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.

Every effort is made to keep the website up and running smoothly. However, the Royal Air Force Club takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.

Copyright Notice

This website and its content is copyright of the Royal Air Force Club – © The Royal Air Force Club 2018. All rights reserved. Any redistribution or reproduction of part or all of the contents in any form is prohibited.

Conference & Banqueting Terms & Conditions: Non-Members

Non-Member Terms & Conditions
Conference & Banqueting

Confirming your booking

The Club’s function rooms can be reserved by non-members for private events. The function room(s) of choice will be put “on hold” for the person or company (‘the Client’) making the booking for a period of 5 working days. Once the deposit payment (room hire) and a copy of the signed terms and conditions are received, the booking will be classed as a confirmed reservation.

Confirmation of all function details (menu, wines, ancillary equipment or services etc) should be provided to the Club Conference & Banqueting team no later than 14 days before the event.
Should the function date be within 14 days, all arrangements should be made immediately.

Attending Numbers

Approximate numbers for any function should be advised by the Client at least 14 days prior to the event. Final numbers for catering and a mandatory guest list* in alphabetical order for security purposes should be confirmed no later than 72 hours working hours before the event and these will be the final number of guests to be charged for by the Club. Any decrease in numbers after this point will still be charged at full rate, any increase in numbers will be subject to room capacity and availability.

Food and Beverage

The Client will ensure that no food or beverage is brought into the Club by themselves or any of their guests unless a food disclaimer form has been filled out by the person, or Client.The Client agrees to pay the Club for any food, beverage or other service not previously organised but made available on request.\

Service Charge

Please note that a mandatory 10% service charge will be added to your final bill.

Cancellation Policy

Once a provisional booking is confirmed through the receipt of a non-refundable deposit (room hire), the Club’s cancellation policy will apply to a reservation. If a confirmed (deposit paid) booking is to be cancelled notification needs to be made in writing to the Conference & Banqueting department at least 8 weeks in advance. When a cancellation is made the following applies.
If the cancellation is received less than:
- 8 weeks prior to the event - 50% of the room hire charge or equivalent will be payable.
- 4 weeks prior to the event - 75% of the room hire charge or equivalent will be payable.
- 2 weeks prior to the event - 100% of the room hire charge or equivalent will be payable.
- If a cancellation is received within a week of the event full quoted cost of the event will be payable.
For events in the Ballroom only: there is a cancellation charge of 50% on all costs if cancellation occurs within 12 weeks of the event.

Cancellation by the Club

The Club reserves the right to cancel or amend any reservation should the Club or any part of it be closed due to fire, natural disaster, alteration, demolition, employee dispute or by order of any public authority, or if the Client becomes insolvent, or enters into receivership or liquidation. The Club also reserves the right to cancel any function if it might be perceived to negatively affect the reputation of the Club. Should such a decision be made by the Club Management any deposit received would be returned to the Client, unless the Club Management cancelled due to reputational risk and this became apparent within 72 hours of the event. The Club Management would discuss this and any cost borne by the Club at that stage with the Client under these circumstances.

Invoice Settlement

All quoted charges are due for payment 10 days prior to the event, any further charges incurred during the event will be invoiced and require payment no later than 14 days after the event. A credit card guarantee will be required prior to the function and will be charged for any outstanding amounts after 14 days. The Client is responsible for all of their guests during their time at the Club and is liable for charges those guests may incur. The Client’s representatives should remain on the premises until their non-member guests have departed the premises.

Club Dress Code

The Club Dress Code must be adhered to at all times by everyone entering the Club including event organisers and function guests or delegates. The Club Dress Code for all private rooms and public areas such as the corridors leading to these rooms is Informal Dress. Informal Dress is qualified as smart casual which includes tailored jeans but excludes shorts, torn jeans, sandals, sports vests and similar overly casual attire. Ladies are required to dress appropriately, using the above description as a guide.

General Conduct

The Client making the booking will ensure that all attendees of the function conduct themselves in an orderly manner without causing offence or nuisance in accordance with the directives and requirements of the Club management and in full compliance of the Club Rules and Bye-Laws (copy available on request).

Please note that non-members attending functions are not allowed to use any other areas of the Club, other than cloakrooms and W.C facilities, unless by prior permission. All other facilities are exclusively for the use of Royal Air Force Club members.

Damage to Club Property

In accordance with these terms and conditions, the Client is responsible for any damage caused by any member of his / her party, whether in the hired function room or in any part of the Club.

Loss or damage to property

The Club shall not be held responsible for the damage or loss of any property owned by the Client, or anyone connected to the Client’s event at the Club, whether the items were left before, during or following the function. We respectfully remind you that any items brought into the Club, including valuables and audio visual equipment, are brought in at your own risk. The Club accepts no responsibility for loss or damages to any valuables left on the premises.

Children

Children of all ages are welcome at the The Royal Air Force Club. Children are the responsibility of the parents and must be under parental guidance at all times.

Mobile phones

Mobile phones are permitted to be used in the Study, bedrooms, private function rooms and main corridors on the Ground and First floors only.  Silent use of Tablets and PDAs is permitted throughout the Club at all times.

Smoking

Smoking is strictly forbidden at the Royal Air Force Club. Electronic cigarettes are also not approved for use on Club premises.

Allergies and Dietary Requirements

Prior knowledge of any allergies or dietary requirements are very important to us in order to ensure we accommodate individual concerns.

Please advise the reservations team of any dietary requirement or allergies at the time of your booking we will then note the specific requirement in your reservation.

Information regarding any allergens that may be contained within any of our dishes can be made readily available and we would ask that you raise any concerns with a member of the Dining Room team at the time of ordering.

Accessibility

Should you need any assistance, please do not hesitate to mention to our Conference & Banqueting team while booking your event.

 

Name of the Client: ____________________________________________________________               


Date:____________________________________________________________________________

 

Date of the Event:_______________________________________________________________

 

Signature:________________________________________________________________________

 

By completing this Booking Form, you are agreeing to the Club’s Terms & Conditions,
as outlined above.

Conference & Banqueting Terms & Conditions: Members

Member Terms & Conditions
Conference & Banqueting

Confirming your booking

The Club’s function rooms can be reserved by Members for private events. The function room(s) of choice will be held as a provisional booking for 14 days. Whilst a reservation remains provisional the Club is able to continue to market the function room, but the conference and banqueting team will offer you the opportunity to confirm the booking should another enquiry be received for the same room and date. In order to confirm the function room(s) a copy of the contract signed may be required. Once the booking is classed as a confirmed reservation, the Club’s Cancellation Policy will apply thereafter.

Whilst Members may reserve private reception rooms to hold reunions and functions. The Member making the booking is responsible for all expenses in connection with the reservation and confirmation of all function details:

  • Menu, wines, ancillary equipment or services etc.) should be provided to the Club’s Conference and Banqueting team no later than 14 days before the event. Should the function be reserved at a date within 14 days of the event date, all arrangements should be made immediately.

Attending Numbers

Approximate numbers for any function should be advised by the client at least 14 days prior to the event. Final numbers for catering and a mandatory guest list* in alphabetical order of all attendees should be confirmed no later than 72 working hours before the event, and these will be the final number of guests to be charged for by the Club. Any decrease in numbers after this point will still be charged at full rate, any increase in numbers will be subject to room capacity and availability.

*For any event with more than 50 attendees the host must provide a representative to manage the guest list and sign in all guests in the lobby for security purposes.

Food and Beverage

The Member will ensure that no food or beverage is brought into the Club by themselves or any of their guests unless previously agreed in writing by the Club.  The Member agrees to pay the Club for any food, beverage or other service not previously organised but made available on request.

Service Charge


Please note that an optional 10% service charge will be added to your final bill.

Cancellation Policy

Once a provisional booking is confirmed, which may include the provision of a non-refundable deposit, the Club’s cancellation policy will apply to a reservation. If a confirmed 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 the cancellation is received less than:
- 8 weeks prior to the event - 25% of the estimated cost (i.e.  F&B only) will be payable.
- 4 weeks prior to the event - 75% of the estimated cost (i.e.  F&B only) will be payable.
- 2 weeks prior to the event - 100% of the room hire charge or equivalent will be payable.
- If a cancellation is received within a week of the event, the full quoted cost of the event will be payable.

Cancellation by the Club

The Club reserves the right to cancel or amend any reservation should the Club or any part of it be closed due to fire, natural disaster, alteration, demolition, employee dispute or by order of any public authority, or if the Member becomes insolvent, or enters into receivership or liquidation. The Club also reserves the right to cancel any function if it might be perceived to negatively affect the reputation of the Club. Should such a decision be made by the Club Management any deposit received would be returned to the Member, unless the Club Management cancelled due to reputational risk and this became apparent within 72 hours of the event. The Club Management would discuss this and any cost borne by the Club at that stage with the Member under these circumstances.

Invoice Settlement

If full payment for the event is not received on or by the day of the event at the Club, then payment must be made to the RAF Club Accounts department within 14 days of the function date otherwise late payment charges may be applied.

Invoices for all outstanding charges regarding the event will be made out to the Member that booked or sponsored the event the function unless agreed otherwise with the Club at the time of booking.
The Member is responsible for all of their guests during their time at the Club and is liable for charges those guests may incur. The Member sponsoring the event should remain at the Club until their non-Member guests have departed the premises.

Sponsored Events:

A Member can sponsor an event in the Club. A letter or an email dated no more than two months prior to the event date has to be sent to confirm the sponsorship. If the Club has not received the confirmation of the sponsorship 8 days before the date of the function, the Club reserves the right to apply a non-Member room hire.

Club Dress Code

The Club Dress Code must be adhered to at all times by everyone entering the Club including event organisers and function guests or delegates. If guests are using public areas of the Club, they must conform to the specific room’s dress code regulations.

The Club Dress Code is:
Formal Dress – Suit or jacket with collar shirt, tie (ties optional until 18:30), smart trousers and appropriate footwear.

Cowdray Lounge and Dining Room:
Formal Dress - from 10:00am onwards (ties optional until 18:30)
Informal Dress – Breakfast, Friday evenings, weekends and Bank Holidays

All other Club areas:
Informal dress – smart casual, which includes tailored jeans but excludes shorts, torn jeans, sandals, sports vests and similar overly casual attire.

Ladies are required to dress appropriately using the above rules as a guide.

General Conduct

The Member making the event booking will ensure that all attendees of the function conduct themselves in an orderly manner without causing offence or nuisance in accordance with the directives and requirements of the Club management and in full compliance of the Club Rules and Bye-Laws (copy available on request).

Damage to Club Property

In accordance with these terms and conditions, the Member is responsible for any damage caused by any Member of his / her party, whether in the hired function room or in any part of the Club.

Loss or damage to property

The Club shall not be held responsible for the damage or loss of any property owned by the Member, or anyone connected to the Member’s event at the Club, whether the items were left before, during or following the function. We respectfully remind you that any items brought into the Club, including valuables and audio visual equipment, are brought in at your own risk. The Club accepts no responsibility for loss or damages to any valuables left on the premises.

Children

Children of all ages are welcome at the Royal Air Force Club. Children are the responsibility of the parents and must be under parental guidance at all times.

Mobile Phones

Mobile phones are permitted to be used in the Study, bedrooms, private function rooms and main corridors on the Ground and First floors only. Silent use of Tablets and PDAs is permitted throughout the Club at all times.

Smoking

Smoking is strictly forbidden at the Royal Air Force Club. Electronic cigarettes are also not approved for use on Club premises.

Allergies and Dietary Requirements

Prior knowledge of any allergies or dietary requirements are very important to us in order to ensure we accommodate individual concerns.

Please advise the reservations team of any dietary requirement or allergies at the time of your booking we will then note the specific requirement in your reservation.

Information regarding any allergens that may be contained within any of our dishes can be made readily available and we would ask that you raise any concerns with a Member of the team at the time of ordering.

Accessibility

Should you need any assistance, please do not hesitate to mention this to our Conference and Banqueting team while booking your event.