Functions and venue bookings terms and conditions

Here are the booking terms and conditions for functions held at Woodpecker Café Bar and Queen's Park Golf Course, owned and operated by BCP Council.

Full Functions Terms and Conditions

1. Payment

1.1 Booking Deposit: Payment of the Booking Deposit amounts to acceptance of these Terms and Conditions in full. Payment of the room-hire fee will be taken as a nonrefundable deposit to secure your booking. Where room hire is not required, a nonrefundable £50.00 deposit will be taken, deductible from your final bill.

1.2 Catering and Services: Pre-arranged catering, equipment-use and other services constitute the balance of the account with the Council, of which a minimum of 50% of the total must be paid no later than 1 month prior to the function date. The remaining balance must be settled in cleared funds no later than 7 days prior to the function date. If a booking is made within 7 days of the function date, payment in full is required upfront.

1.3 Security Deposit: The Council reserves the right to apply a pre-authorisation security
payment hold to parties and other events at the Council’s discretion, giving prior notice of this decision. A pre-authorisation may be taken and any costs incurred by the Client/guests through damage to the venue, excess cleaning fees, use of additional resource and service, or the failure to comply with any of these terms and conditions will be charged against this card or the card used at the time of booking.

1.4 Post-Event: Final bar tabs and additional costs must be paid within 48 hours of the function end.

1.5 Invoicing: Where invoicing is applicable, invoices will not be generated for functions post-event. Invoices will be generated prior to the event and must be settled 4 weeks prior to the event date. Invoicing is not applicable for wakes and other short-notice events.

Please note that payments can be made over the phone and are payable by card. Cheques will not be accepted as payment unless received 4 weeks prior to event and funds have been cleared. Cheques must be payable to BCP Council.

2. Numbers Attending

2.1 The Client shall give details of final numbers attending the function not less than 7 days beforehand, but the acceptance of any increase over the previously advised numbers will be at the Council’s discretion and may not exceed the capacity of the venue.

2.2 The Council reserves the right to charge in full for any decrease from the given number of attendees.

3. Third Parties

3.1 The Client shall provide information of any third-party supplier/entertainer that has involvement with the event e.g. delivery details, equipment requirements or electricity requirements, to enable the Council to make a fully informed assessment of our obligations to provide the services.

3.2 The Council requires that any third-party supplier holds current public liability insurance to the value of £5 million and a current risk assessment for any relevant activities taking place as the venue. Copies of the relevant documents be provided no later than 7 days prior to the date of the booking.

3.3 The Council reserves the right to refuse the involvement of a third party if either current insurance documents or risk assessments have not been provided, or if they are deemed unsuitable or unsafe for the venue.

3.4 Should a third party employ heavy equipment or similar items, under no circumstances may these be transported using the venue lift. Heavy items must be transported via the staircase.

3.5 Equipment may be stored at the venue for 1 day before or after an event, depending upon the availability of the Council’s storage facilities, and at the Council’s discretion. The circumstances of storage must be agreed in advance with the Council. The Council accepts no responsibility whatsoever for any damage or loss to equipment stored at the venue belonging third parties.

4. Guests’ Use of the Venue

4.1 The Client and persons attending the function shall:

i. Comply with all licensing, health and safety and other regulations relating to the Council
ii. Not allow the function to over-run the agreed time slot (including set-up and packdown) subject to a fee of £25.00 per additional 30 minutes.
iii. Not consume any food or drink at the venue that has not been supplied by the Council or its authorised caterers and suppliers, unless prior written consent has been granted by the Council. Where such consent is given, additional conditions apply as outlined in Section 6.4.
iv. Be responsible for their guests at all times
v. Not act in an improper or disorderly manner, leave promptly at the appropriate time and comply with any reasonable requests by the Council’s employees.

4.2 Any person or item in breach of these conditions may be refused admission to or be removed from the venue. We may ask you and/or any member for your party to leave immediately if your conduct results in Police attendance or is considered by us to be inappropriate, likely to cause harm or impair the enjoyment, comfort or safety of anyone, or is likely to, in our belief, cause a breach of this agreement. No refunds or compensation will be given in these circumstances and we reserve the right not to accept further bookings from you or any member of your party.

4.3 The Client may store personal property at the venue for 1 day before or after an event, depending upon the availability of the Council’s storage facilities, and at the Council’s discretion. The circumstances of storage must be agreed in advance with the Council. The Council accepts no responsibility whatsoever for any damage or loss to personal property stored at the venue belonging to the Client or their guests.

4.4 The Venue:

i. The Client may not use tape, glue dots, sticky or foam pads or any adhesives that leave residue or marks to apply decorations to the venue. Push pins, blu tack or low-tack tape may be used. The Client must discuss with Management an appropriate method for applying decorations to the venue.
ii. Under no circumstances may glitter, foiletti, confetti, confetti balloons or similar substances be used to decorate or as part of the function. Breaking of this condition will automatically incur a minimum £25.00 cleaning fee.
iii. Heavy equipment and other similar items must not at any point be transported by the Client or associated parties in the venue lift. Heavy items must be transported via the staircase.

5. Liability

5.1 The Council will accept no responsibility or liability for any loss or damage whatsoever to any property belonging to the clients.

5.2 Should the Client involve a third-party provider it is their sole responsibility to ensure that they have appropriate public, product liability insurance to a minimum of £5,000,000 and Employers liability insurance to a minimum of £10,000,000 and DBS checks if working with children. Copies of these insurance documents must be provided to the Council no later than 7 days prior to the event.

5.3 The Client is responsible for any damage sustained to the venue, caused by their guests or associates prior to, during or after the function. The venue constitutes the building, the building facilities, the surrounding environment, fixtures, fittings, furniture and equipment. The Council reserves the right to impose a cleaning fee, and recover costs for any loss or damage to the site as a result of the booking.

5.4 Should the Client allow themselves or their guests to cause excessive soilage of toilet facilities or other parts of the venue due to the irresponsible consumption of alcohol, it is the sole responsibility of the Client to ensure the prompt clean-up of these facilities. Should it become necessary that the Council enact this cleaning, a minimum £50.00 cleaning fee will automatically be incurred.

6. Catering

6.1 Our kitchen works with nuts and other common allergens, and due to our multifunctional cooking facilities and procedures within our kitchens, all fried items may contain traces of allergens. Fish and chicken may contain bones. If the Client or their guests has any allergies, intolerances or other dietary requirements, the Council must be notified no fewer than 3 days in advance of the function.

6.2 The Council will endeavour to provide the Client with their chosen meal items as specified to our employee when booking. The Council reserves the right to replace any item with a reasonable equivalent should unforeseen circumstances mean that the Client’s choice is unavailable. The Council will inform the Client of any replacements made.

6.3 To ensure food safety and compliance with legal standards, catering produced by the Council for an event at the venue is intended for consumption on the premises. Should the Client or their guests choose to remove food from the venue, this is done entirely at their own risk. The Council accepts no responsibility or liability for the safety, quality, or condition of any food once it has left the premises.

6.4 The Council does not permit external catering provided by businesses or professional caterers under any circumstances. Client‑provided food (by private individuals) may be permitted only in limited circumstances and subject to prior written consent from the Council. For social events including parties, weddings, wakes and similar celebrations, permission for client‑provided food will only be granted where one of the following conditions is met:
i. Catering is purchased from the Council for a minimum of 80% of the expected guests, based on the venue’s minimum value catering packages; or
ii. Where catering is purchased for fewer than 80% of guests, is supplemented by client‑provided food, or is not provided by the Council, a minimum bar spend of £800.00 applies. Light refreshments or partial food orders (for example tea, coffee and cake) do not constitute catering for the purposes of these conditions.

For children’s parties, the 80% requirement applies only to the expected number of children attending. Where food is to be consumed by the wider group, including adults, the requirement applies to all attendees.

6.5 Where prior written consent has been granted for the Client to bring their own food to the venue, the following conditions apply:
i. Only cold food may be brought onto the premises; the use of buffet heating stations or similar equipment is prohibited.
ii. The Client is not permitted to access or use the Woodpecker Café kitchen, food preparation areas, or storage equipment.
iii. Where a minimum bar spend of £800.00 applies and is not met by guest spend during the event, the Client will be responsible for settling the outstanding balance within 48 hours of the event’s conclusion.

The Council is unable to store any client‑provided food after the event. Any such food must be removed at the end of the booking or will be disposed of for food safety reasons.

7. Cancellation 

7.1 Cancellation by the Client

i. All booking deposits are non-refundable.
ii. Deposits are non-transferable within 3 months of the original booking date.
iii. Deposits outside of 3 months may be transferred to another date within the same calendar year, subject to availability.
iv. The Council reserves the right to charge up to 100% of the booking value, depending on notice given and whether a replacement booking is secured.
v. The Council is not obligated to promote or fill availability resulting from cancellations.

7.2 Cancellation by the Council

i. The Council reserves the right to cancel or reschedule an event due to unforeseen circumstances, including repairs, emergencies, or operational needs.
ii. If cancellation occurs, the Council will offer a suitable alternative date or refund any payments made.
iii. The Council is not liable for any indirect losses or costs incurred by the Client.
iv. The Council may cancel without notice if the event deviates significantly from the agreed plan or breaches these terms.

8. Privacy Statement

8.1 Woodpecker Café and Queen’s Park Golf Course (BCP Council) are committed to respecting your privacy. We have structured our website so that, in general, you can visit the Queen’s Park Golf Course website without identifying yourself or revealing any personal information. Once you choose to provide us with any information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement. Our privacy statement is available to view online.

8.2 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 organisational controls to safeguard the information we collect online.

9. Governing Law

This agreement and any dispute between us will be governed by and construed in accordance with the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the Courts of England and Wales over any matter arising out of our agreement or your booking.

v. 13.05.26