This Venue Hire & Booking Policy explains the process for booking and using our bar venue for birthdays, celebrations, corporate gatherings, social events, and other small private functions.
- Booking Enquiry
Customers may contact us to enquire about venue availability.
When making an enquiry, customers should provide:
Preferred event date
Preferred start and finish time
Expected number of guests
Type of event
Preferred venue area, if applicable
Seating requirements
Other relevant requirements
An enquiry does not guarantee availability or reserve the venue.
- Booking Confirmation
Before payment is made, we will confirm the key booking details with the customer, including:
Event date
Event time
Venue area
Expected guest numbers
Venue hire fee
Deposit requirements
Cancellation terms
Agreed venue arrangements
Once the required payment or deposit has been received, the booking will normally be confirmed within 1 business day.
- One-Time Booking
Each venue hire booking is a one-time purchase for the specific event date and agreed booking period.
Venue hire does not create a subscription, recurring payment, or automatic renewal.
- Payment and Deposit
Any required deposit or booking payment will be clearly communicated before payment is requested.
The booking must be paid in accordance with the payment terms confirmed to the customer.
Where a balance remains outstanding, the applicable payment deadline will be stated in the booking confirmation.
- Booking Changes
Requests to change the event date, time, guest numbers, seating arrangement, or other booking details should normally be submitted at least 7 days before the scheduled event date.
Changes are subject to availability and cannot be guaranteed.
If a requested change results in additional venue hire or service costs, the customer will be informed before any additional payment is required.
- Guest Numbers
Customers should provide an accurate estimated number of guests when making the booking.
Any significant change to the expected guest number should be communicated at least 7 days before the event, where reasonably possible.
The maximum permitted number of guests remains subject to venue capacity and applicable safety requirements.
- Booking Period
The customer may use the booked area only during the agreed booking period.
Customers should arrive within the agreed access time and leave the venue by the confirmed end time.
Requests for additional time should be made before the event and are subject to availability and any applicable additional charges.
- Seating and Reserved Areas
Where agreed, we may assist with seating layouts and designated or reserved areas.
Any seating or layout arrangement will normally be finalised before the event date, subject to practical and operational requirements.
We may make reasonable adjustments where necessary for safety, accessibility, or venue operations.
- Event Preparation
Customers should provide any special venue requirements as early as possible and preferably at least 7 days before the event.
Requests made less than 7 days before the event may not be able to be accommodated.
- Decorations and Equipment
Customers must obtain approval before bringing decorations, furniture, entertainment equipment, or other items into the venue.
Any approved setup should normally be agreed at least 7 days before the event.
Items that may damage the venue or create a safety risk may not be permitted.
- External Suppliers
If customers wish to use external DJs, entertainers, decorators, caterers, equipment providers, or other suppliers, prior approval may be required.
Details of external suppliers should normally be provided at least 7 days before the event.
- Customer and Guest Conduct
Customers are responsible for ensuring that their guests behave appropriately and comply with reasonable venue rules and staff instructions throughout the booking period.
The venue may take reasonable action if conduct creates a safety risk, causes significant disruption, or breaches applicable law.
- Damage
Customers may be responsible for reasonable costs arising from damage caused by themselves or members of their party through negligence, misuse, or intentional conduct.
Where applicable, such costs may be deducted from a deposit or requested separately after the event.
Any additional charge arising from confirmed damage will normally be communicated to the customer within 5 business days after the event, where reasonably practicable.
- Cancellation
Customers wishing to cancel should contact us as soon as possible.
For the best available refund treatment, cancellation requests should normally be submitted at least 7 days before the scheduled event date.
Cancellations made less than 7 days before the event may be subject to the cancellation terms confirmed at the time of booking.
- Refunds
Where a refund is approved, we will normally process it within 3–5 business days.
Dependingon the customer’s bank or payment provider, the refunded funds may take an additional 3–10 business days to appear in the customer’s account.
- Cancellation by the Venue
If we need to cancel a confirmed booking, we will notify the customer as soon as reasonably possible.
Where a refund is due, it will normally be processed within 3–5 business days after the cancellation has been confirmed.
Where practical, we may also discuss an alternative booking date with the customer.
- Exceptional Circumstances
If circumstances beyond our reasonable control affect the venue or scheduled event, we will notify the customer as soon as reasonably possible.
Where practical, we may offer an alternative date, subject to availability.
- Final Booking Details
The specific booking confirmation provided to the customer will contain the final details applicable to that booking.
Where there is a difference between general information on the website and the customer’s individual booking confirmation, the booking-specific arrangements will apply.
- Contact
For booking enquiries, changes, or other venue-related questions, please contact:
PICTUREPERFECTPUBS LTD
Hunters Way Bunkers Lane
Rookley, Ventnor
England, PO38 3NJ
Email: ayoubhaerter40@outlook.com
Tel: +44 (0)7347 017 182
Website: pictureperfectpubs.co.uk