Conference Terms


The Pavilion, Manor Road, Hemingford Grey, Huntingdon PE28 9BX


Contract terms

Any booking for the hire of a conference room in the Hemingford Pavilion creates a contract which incorporates the information set out in the booking form, these terms and conditions and any special instructions given to the hirer before the period of hire begins. Contracts for conference hire and services are made with the Committee of the Hemingford Sports and Social Club (“the Sports & Social Club”). The Pavilion is maintained by the Trustees of the Hemingford Peace Memorial Field (“the Trustees”).


All bookings must be made using the booking form.

Alterations to a booking must be requested in writing or by email, and are effective only when agreed by the Sports & Social Club.

Payment terms

Unless otherwise agreed, conference charges will be invoiced after the event and must be paid in full within 14 days after delivery of the invoice.

Charges exclude VAT which will be added when applicable.

Set up and cleaning

The Sports & Social Club will set up tables and chairs for the event, and will clear the room after the event.

The hirer must remove its own property, and is asked to leave the room tidy after the event.

Health and safety

The hirer or a person nominated by the hirer must be responsible for the health and safety of persons attending the event. The hirer or nominated person must familiarise themselves with the location of fire exits and evacuation procedures, and the position of fire extinguishers, fire blanket and the first aid box.

Fire exits must be kept clear of obstructions throughout the period of the hire. Fire extinguishers must not be moved except for use in an emergency, and must only be used in accordance with the instructions displayed by them.

Candles or other naked flames must not be used in the premises.

Care of the premises

The hirer is responsible for the premises during the period of hire, and for any damage to the premises or their contents caused by the actions or omissions of the hirer or their guests. Any breakages or loss or damage to the premises and/or its contents will be charged to the hirer.

Pins, tacks, nails, sellotape or blue-tac must not be used to attach charts, decorations, banners, etc to the premises. Masking tape which leaves no residue may be used for this purpose, but the hirer must remove all traces of tape after the event.

Hirers must not make any alterations to the premises or the equipment installed in them. Hirers must obtain the Sports & Social Club’s permission before using their own electrical equipment in the premises. Any hirer using their own or a third party’s electrical equipment does so at their own risk, and will be responsible for any damage or injury caused as a result of the use of such equipment.


No alcohol can be brought onto the premises for consumption or sale during the hire period.

Noise and disturbance

Hirers must respect the Pavilion’s neighbours and avoid any noise or disturbance to them during and after the event. This includes ensuring that the hirer’s guests leave the event as quietly as possible.

The Trustees and Sports & Social Club reserve the right to terminate any function and/or exclude any person or persons from any function in the event of what a Trustee or member of the Club Committee considers to be excessive noise or any other anti-social behaviour.

Car parking

Cars may only be parked in the Pavilion car park. Vehicles must not be parked on the playing field or on the roadway between the tennis courts and the Pavilion without express prior permission.


The Trustees and the Sports & Social Club have insurance in respect of their public liability for the maintenance and management of the Hemingford Pavilion. Hirers hiring rooms for business or commercial purposes must have public liability insurance for a minimum limit of liability of £2m and must produce to the Sports & Social Club evidence of this insurance before the event takes place.


Neither the Trustees nor the Sports & Social Club will be liable for any loss of or damage to personal belongings or other personal property brought to the premises by the hirer or the hirer’s guests.

Neither the Trustees nor the Sports & Social Club will have any liability in respect of the death of or any personal injury to the hirer or the hirer’s guests, except to the extent that such death or injury is caused by the negligence of the Trustees, the Committee of the Sports & Social Club or their respective employees or agents.

The Trustees and the Sports & Social Club will not under any circumstances be liable for any indirect, consequential or special damage suffered by any hirer as a result of any breach of contract by the Trustees or the Sports & Social Club.


The Sports & Social Club reserves the right to cancel any booking, if obliged to do so by circumstances outside its reasonable control.

If the hirer cancels a booking:

if 14 days’ prior notice is given, there will be no charge

if less 14 days’ notice is given, the hirer will be liable for 50% of the full charges unless an alternative date is booked.

Public health

While regulations are in force to control coronavirus infections, the Trustees and the Sports & Social Club have arranged a more extensive cleaning regime for the Pavilion. However, we all have a responsibility to take extra care during the emergency to protect our own health and the health of others. Hirers must, therefore, comply with all current Government and health authority legislation and guidance.