Charges and Conditions of Hire for Private Functions

For further information please contact the Bar Manager, Carole Hobbs (023 8062 6834).

To book the facilities please use the room booking form at www.hfrs.net/frm-room-booking. A copy of the details will then be forwarded to Carole Hobbs who will prepare the booking contract and forward this to you.

Room Hire


Room	Charge
Phoenix Bar	£5.00 per hour
Harland Room	£10.00 per hour
Restaurant	£10.00 per hour

* Room hire is free to HFRS personnel holding their retirement function.
* Room hire is free to HFRS personnel holding a leaving function if they have over 10 years service with HFRS.

Booking Conditions

Conditions of Hire

It is the responsibility of the person booking the facilities to ensure that the terms of the booking contract are adhered to.
You must be a serving HFRS member, PMA member, or Police social club member to hire the facilities for private functions.
The hirer/responsible person must be present for the entire duration of the event.
All attendees will be required to register their names and addresses in the ‘signing in’ book.
The hirer must sign a copy of this booking contract and return this to Carole Hobbs as soon as possible to confirm the booking and indicate acceptance of the conditions of hire.
The Phoenix Bar is not a commercial service and therefore Phoenix Bar staff are not responsible for the running of any private event. This includes the clearing/cleaning of the areas used during the function and, if the function areas have been used by another hirer immediately prior to hire, it will be the responsibility of the hirer to liaise with the organiser of the preceding function with regard to room cleanliness, etc.

Payment/Charges

A security deposit of £200 is required for certain events. This will be refunded (or cheque destroyed) within one month of the event taking place subject to any deductions for breakages, cleaning, etc.
Any damage or breakages must be reported to carole.hobbs@hantsfire.gov.uk as a matter of urgency. The Phoenix Bar reserves the right to recover costs in the event of any damage or breakages.
Payment must be made to the Phoenix Bar Manager, Carole Hobbs, Service HQ, at least one month prior to the event taking place. Cheques should be made payable as indicated on the payment slip at the bottom of this contract.
Room hire is free to HFRS/Police personnel holding their retirement function, however, a charge will be made for bar staff.
Room hire is free to HFRS/Police personnel holding a leaving function if they have over 10 years service with HFRS/Police, however, a charge will be made for bar staff.
Unless otherwise agreed, the rooms booked will be available to you from 1200 hours (weekends) and 1800 hours (weekdays) on the day of the event for the purposes of setting up. No charges will be made for this period up until the start time of your event.
Any changes that may affect the costs quoted in this booking, such as an alteration to the timings or a change in the number of persons attending, should be notified to Carole Hobbs at Service HQ (Tel:0238062 6834) as soon as possible, so that the charges may be recalculated. If this is not done, the Club reserves the right to reclaim any difference in costs at a later date.

Bar/Bar Staff

Bar staff costs are £10 per hour per bar person.
The number of bar staff depends on the number of guests attending and type of event but is usually based on 1 bar person per 40 attendees.
Bar staff charges are applicable for all functions.
Time will be added to bar staff costs to allow for setting up before the event and clearing up after the event. This will be dependent on the type of event and numbers attending.

Security/Access

The hirer must make their own arrangements to allow entrance to the building by caterers, DJs, etc, for setting up purposes.
Arrangements should be made to allow attendees access to the building and this can be via the doors to the Restaurant or Harland Room areas. If access is to be via the side entrance door from the car park, guests will be admitted by bar staff via an intercom system. In no circumstances is the side door to be left open or unlatched whilst unattended.
Under no circumstances must anyone, other than HFRS employees, gain access to the first floor of the building or to any rooms other than the designated function area and toilets.
The Phoenix Bar nor HFRS accept any responsibility for damage to property or vehicles whilst on the premises.
Prior to leaving at the end of the event, the hirer must check that all doors and windows are closed and locked.
All lights should be turned off prior to leaving.
Once all attendees have left the building, the hirer should notify Fire Control so that they can reset the alarm system (Internal number 2500) (External: 023 8064 4000 extension 2500).

Cleanliness

All rooms hired must be left clean and tidy prior to the next day. The Phoenix Bar reserves the right to make any additional charges for cleaning costs if required.
All furniture must be returned to its original position (bar staff have a room plan layout if required).
Prior to leaving, the hirer must check that the toilets and access corridors are clean and tidy.
The no smoking policy must be enforced in the building. Smoking may only take place at the designated smoking point in the courtyard.
The hirer should check that there is no rubbish or cigarette ends in the courtyard area and ensure the courtyard furniture has been returned to its original position.
Any glasses or bottles left in the courtyard area must be returned to the bar counter.
All used glasses and bottles are to be placed on the bar counter, or in a central location if the bar shutters have already been closed.
You should bring your own cleaning equipment/hoover/materials with you or make contact with the HQ Caretakers prior to the event to confirm what equipment/materials can be left available for your use and arrangements for accessing these.

Confirmation of Booking

A signed copy of the booking contract should be returned to Carole Hobbs, Hampshire Fire and Rescue Service HQ, Leigh Road, Eastleigh, SO50 9SJ, as soon as possible to confirm your booking and indicate acceptance of the conditions of hire.