TERMS & CONDITIONS

CLUBHOUSE RULES

• Access & Opening Hours
• Membership & Guests
• Membership Levels
• Fitness & Wellness
• Work & Electronics
• Private Hire
• Food & Beverage
• Conduct
• Other
• Force Majeure
• Liability

ACCESS & OPENING HOURS

OPENING HOURS

For Individual/Adult, Partner, Under 30, Resident Desk and Private Office memberships, members are granted access to the clubhouse at the following times:

Mon: 7am-7pm Fri: 7am-10pm

Tues: 7am-7pm Sat: 7am-10pm

Wed: 7am-7pm Sun: 8am-4pm (winter opening 8am-3pm)

Thurs: 7am-10pm

Social memberships are granted access from 5pm each day and all day Saturday, Sunday and Bank Holidays.

The exemptions to this are

Christmas Eve: CLOSED**

Christmas Day: CLOSED

Boxing Day: CLOSED

New Years Eve: CLOSED**

New Years Day: CLOSED

Easter Sunday: CLOSED

**If members wish to access the clubhouse between 8am and 12pm on these days please contact management on 07966230603 From the 27th to 30th December we will be offering reduced service (8am-3pm), should members which to use the clubhouse outside of these hours, please email manager@barnsgrove.com and arrangements can be made. These times are all subject to review.

ACCESS

• Members are able to check in at reception using their membership fob. This fob cannot be transferred or borrowed by anyone else.
• If lost, the member must inform reception. A replacement fee of £15 will be charged for a new fob.
• The member’s fob are only to be used by the member themselves. If a member’s fob is lost or stolen, this must be immediately reported for replacement. Should someone be discovered using another member’s fob at reception, it will be taken, the member notified and necessary measures will be implemented.
• Resident Desk and Private Office members are able to access their workspace via the back entrance.

PARKING

• A limited number of car parking spaces are available on site.
• Car parking spaces cannot be reserved and are on a first-come, first-served basis.
• Electric car charging is available and can be accessed using the membership fob. Any costs incurred will be charged to the member’s account.
• Vehicles are parked at the owner’s risk. Barnsgrove accepts no liability for loss, theft, or damage to vehicles or their contents.

 

MEMBERSHIP & GUESTS

GENERAL

• Each member profile shall have an up-to-date photograph of the member (sent during the application process). Members should update their photo every 5 years.

MEMBERSHIP TIERS

• Further information about the tiers and fees is available on the website.

• Individual/Adult: Membership for adults of 30 years old and over.
• Partner: For partners or spouses who live in the same address.
• Under 30: For members under the age of 30 but over 18.
• Social: For members who require access to the clubhouse from 5pm on weekdays, Saturdays and Sundays. Access also granted on bank holidays.
• Resident Desk: For Individual members who have a permanent allocated desk space.
• Private Office: For Individual members who have a permanent allocated office for of agreed number of people. The person or entity who applies for a Private Office membership (the ‘Designated Member’) must give the names of all individuals who will be occupying the office. The named individuals will automatically become Individual members and must agree to these terms and conditions.
• Corporate:   For businesses or companies who have a pre-approved list of 20 employees who may use the clubhouse facilities where daily access is limited to 5 users per day.

UPGRADING MEMBERSHIP

• Individual, Partner, Under 30 and Social members may, subject to availability, upgrade their memberships to Resident Desk or Private Office memberships at any time during their membership.

MEMBERSHIP FEES

• Joining fees are paid on confirmation of membership and are non-refundable.
• Private Office memberships require a 1 month’s deposit to be paid up front which will be kept in Barnsgrove’s Deposit Protection Scheme.
• Memberships are 1year subscriptions paid upfront for the year at the start of the membership, or on a monthly basis. Access to the club/other facilities will not be possible until such subscription fees are paid.
• For Private Office memberships, the  Office Lead Member is responsible for the payment of fees, the individual members will not pay individual membership fees.
• Members who have (subject to availability) upgraded to the Resident Desk or Private Office memberships will begin paying the corresponding membership fee on upgrade either as a 1-year subscription or on a monthly basis (as selected by them).
• Subject to availability and consultation with Barnsgrove, Private Office memberships may add an extra member for £450 plus VAT per extra member per month.
• All fees are subject to increase on renewal, as reviewed by Barnsgrove.

CARD ON FILE

• We may, if you choose, store your card details in connection with payment of your fees and any other sums due to us hereunder. The terms relating to this can be found HERE.

MEMBERSHIP SUSPENSION AND EXPULSION

A member may be subject to expulsion or suspension if such member is alleged to have:

• Acted in breach of the clubhouse rules and/or the policy of conduct
• Engaged in conduct whether inside or outside the clubhouse which is dishonest or prejudicial.
• Been involved with the direct or indirect discrimination or victimisation of persons, including staff, because of race, colour, ethnic or national origin, nationality, citizenship, sex, sexual orientation, age, status, disability, religion or political persuasion.
• Once expelled or suspended from Barnsgrove; such member may not return to Barnsgrove as a guest.

RESIGNATION OF MEMBERS

• All individual – Adult, Partner, Under 30 and Social memberships, collectively Clubhouse memberships, are annual contracts.  By joining, members commit to a full 12-month term.  Memberships automatically renew for successive one-year periods on each annual renewal date unless cancelled in accordance with the notice period below.
• Should Clubhouse Members wish to resign they may resign giving 30 days’ notice in writing to membership@barnsgrove.com prior to the end of their annual renewal date.
• However, if they wish to re-join, they will have to re-join the waitlist, a joining fee will be applicable and current rates at that time will apply.
• Resident Desk and Private Office members may resign from such Resident Desk or Private Office membership (as applicable) at any time by giving 3 months’ notice, such notice to expire no earlier than the end of their year’s subscription if such member has originally signed up for 1 year. Subject to the foregoing, after the 3-month notice period, their membership reverts to their original Individual, Partner, Under 30 or Social membership. Any Private Office member who is not the Designated Member automatically loses their membership but may sign up in their individual capacity as an Individual, Partner, Under 30 or Social member at any time.
• For Private Office memberships, following the 3-month notice period, the deposit (or any balance thereof) is repayable after Barnsgrove’s inspection of the office.
• Corporate members may resign, through the lead Corporate Member at any time by giving 3 months’ notice, such notice to expire no earlier than the end of their year’s subscription if such member has originally signed up for 1 year. Any Corporate member who is not the Lead Corporate Member automatically loses their membership but may sign up in their individual capacity as an Individual, Partner, Under 30 or Social member at any time.

RENEWAL

• Renewals occur annually. They are not automatic and will be reviewed every year at time of renewal.
• Members will be given 1 month’s notice prior to their annual renewal date. If the membership fee has not been received by this date, the member will be given 14 days’ grace. Following this, access to the club will be denied if the payment is not settled. Any late payment will be backdated to the renewal date due.
• Upon turning 30 years old, Under 30 members will transfer to  Adult members and the Adult membership rate at that time will be applicable at the member’s next renewal date.
• For a Partner membership, both members need to be active at time of renewal to benefit from the lower rate. Barnsgrove reserves the right to request proof of address at annual renewal. Should there be a change in circumstances which would no longer entitle the Partner membership, members should inform the Membership team and the change in rate will apply at renewal.
• The Membership team reserves the right to freeze a membership. This request must be submitted in writing to the Membership team.
• Every member shall inform the Membership team of any change of their address, email or other contact details, as well as any change to payment details that may affect the renewal of membership. All personal data collected in relation to a specific membership shall be handled and processed by Barnsgrove in accordance with the Barnsgrove privacy and cookies policy – see here.
• Membership is non-transferrable.

GUESTS

• All guests are asked to sign in at reception where they will wait for the member to accompany them into the clubhouse.
• Guests are welcome into our bar and lounge area, as well as into a meeting room if this has been booked.
• Members (including any members of a Private Office) are gifted three (3) guest passes a month which can be used in any one month, during the hours 7am-5pm. After 5pm every day, members are able to bring up to 3 guests at any one time.
• Members are welcome to invite guests to the Clubhouse. However, an individual guest may attend no more than three (3) times per calendar month, regardless of which member invites them. Should a guest wish to visit for a fourth time (or more) within the same month, they will be required and are very welcome to purchase a Day Pass at the current prevailing rate, subject to availability.
• When booking events, members are welcome to invite up to 3 guests at any one time to the clubhouse.
• If a meeting or private dining room has been booked, members are welcome to host as many guests as the capacity of the room.
• The workspace, fitness and wellness facilities (excluding padel) are reserved for members only.
• Barnsgrove requires members’ guests to leave when they do, and that they do not become separated whilst in the club.
• Where guests are visiting private offices, they are required to register at reception, where the member will be able to take them to their office area.

GUESTS’ BEHAVIOUR

• Members are reminded that they are responsible for the behaviour of any guests they are hosting in the clubhouse.
• If a member’s guest’s behaviour is inappropriate, the guest may be asked to leave the club and the member may be required to meet with the Membership team.

DRESS CODE

• We maintain a smart casual code within the clubhouse.  While we encourage personal style we recommend:
  • Suitable footwear to be worn at all times while on the premises
  • We kindly ask that clothing is free from significant rips, heavy soiling or offensive slogans or graphics.
  • Men are required to wear sleeved tops at all times. Vest tops, tank tops, and sleeveless shirts are strictly prohibited; shoulders must remain fully covered. (Excluding in the gym and padel courts only)
  • When using the gym, studio and padel courts members must wear appropriate sports trainers. Tops are to be worn at all times

CHILDREN

• Barnsgrove is designed for adults and asks that its members respect their 18+ age limit during the week at the management’s discretion.
• Children are welcome in Palmers at Barnsgrove on the weekends and bank holidays up until 5pm.

PETS

• There are no pets allowed into the clubhouse except for service animals.
• Well-behaved pets are welcome to sit outside the clubhouse in the alfresco dining areas, but must be kept on a lead at all times.

DAY PASSES

• A Barnsgrove Day Pass grants the holder access to Palmers and Orchards and standard club amenities for a single business day between 08:00 and 18:00 unless otherwise stated
• Day Passes are strictly limited to a maximum of three (3) per person per calendar month.
• Day Passes are subject to daily capacity limits and we recommend booking in advance to ensure space is available by emailing office@barnsgrove.com
• The Day Pass is priced at £30 per day.  This fee is non-refundable and must be paid in full at the time of booking or on arrival at reception.
• The pass fee covers entry and workspace access only.  All food and beverages purchased at Barnsgrove are billed separately at our bar.
• Day Pass holders are invited to enhance their visit with our wellness and sporting facilities. These are additional option and are not included in the £30 rate.
• Wellness Classes:  Access to scheduled classes is available for £10 per session.  Note: these are subject to availability and should be booked at Reception and a waiver form must be signed.
• Padel: Off peak: £12 per person. Peak £15 per person. Note: these are subject to availability and should be booked at Reception and a waiver form must be signed
• Day Pass holders are expected to adhere to the Barnsgrove Code of Conduct.
• While we encourage a relaxed atmosphere, we ask that phone calls and meetings in co-working spaces are kept at a respectful volume
• Day Pass holders are not permitted to bring additional guests into the club.  Anyone accompanying a pass holder must purchase their own Day Pass.
• Barnsgrove reserves the right to amend or withdraw day passes at any time without prior notice.

 

MEMBERSHIP LEVELS

RESIDENT DESKS

• Resident Desk memberships allow for a permanent allocated desk for 1 person.
• The membership is a 1-year subscription paid upfront for the year at the start, or on a monthly basis.
• The person or entity who applies for the membership is responsible for the payment of fees.
• The renewal of the membership occurs annually but is not automatic and will be reviewed at the time of renewal.
• The membership can be terminated by giving 3 months’ notice (which cannot expire before the end of the year’s subscription).
• Members are not allowed to install cabling or light candles or incense.
• Members have access to the printing facilities and kitchenette, and have 2 hours’ free meeting room and zoom pod hire per month.
• Members cannot use the club’s address as their registered office address, unless otherwise agreed in writing by the membership team, but they can receive post.
• Hazardous, dangerous, inflammable or explosive materials are strictly prohibited.
• Barnsgrove will provide basic assistance with setting up desks, connecting to standard Wi-Fi, as well as help with other technical equipment if applicable.

PRIVATE OFFICES

• Private Office memberships allow for a permanent allocated office for a team of an agreed number of people.
• They require a 1 month’s deposit to be paid up front which will be kept in Barnsgrove’s Deposit Protection Scheme.
• The membership is a 1-year subscription paid upfront for the year at the start, or on a monthly basis.
• The person or entity who applies for the membership is responsible for the payment of fees.
• The renewal of the membership occurs annually but is not automatic and will be reviewed at the time of renewal.
• The membership can be terminated by giving 3 months’ notice (which cannot expire before the end of the year’s subscription). On termination, the deposit is repayable after an inspection of the office confirms no damage.
• Members are not allowed to decorate the offices, install cabling or light candles or incense.
• Members have access to the printing facilities and kitchenette, and have 2 hours’ free meeting room hire per month.
• Members cannot use the club’s address as their registered office address, unless otherwise stipulated in writing, but they can receive post.
• Hazardous, dangerous, inflammable or explosive materials are strictly prohibited.
• Members may not install cabling or telecoms in their offices without first notifying and then receiving approval from the Barnsgrove management team. If requested, Barnsgrove will provide basic assistance with setting up printers, connecting to standard Wi-Fi, as well as help with other technical equipment applicable.

KITCHENETTE FOR THE PRIVATE OFFICE & RESIDENT DESK MEMBERS

• Complimentary tea, coffee and fresh fruit is provided on a daily basis.
• There is a fridge and microwave where members may store and cook food.
• When using Palmers Bar or Orchards Cafe, members are asked not to bring any ‘brought in’ food or drink into this space.
• Kitchenettes will be regularly cleaned but members should leave it as they’d like to find it.
• Members should not operate any other cooking appliances which have not been provided by Barnsgrove on the premises.
• Any items left in the fridge past their use by date will be discarded.

POST, DELIVERIES & LOCKERS FOR PRIVATE OFFICE & RESIDENT DESK MEMBERS

• Members’ post will be kept behind reception. Should any deliveries arrive requiring a signature, the reception team cannot accept these on behalf of a member. The team cannot store any large items being delivered and these must only be received by Private Office members.

CORPORATE MEMBERSHIP

• The membership is a 1-year subscription paid upfront for the year at the start or on a monthly basis.
• The person or entity who applies for the membership is responsible for the payment of fees.
• The Corporate Member may provide a pre-approved list of up to 20 named employees who are authorised to use the Club’s facilities.
• Daily access is limited to 5 users from your approved list. Each user must sign in at Reception to collect a temporary access fob, which must be returned upon departure. The Corporate Member is responsible for managing this daily rotation. Barnsgrove reserves the right to refuse entry once the 5-person limit is reached.
• While the daily access is flexible among the 20 listed individuals, the employee list itself may only be updated once per quarter, unless otherwise agreed upon in writing with the Membership Team.
• The renewal of the membership occurs annually but is not automatic and will be reviewed at the time of renewal.
• The membership can be terminated by giving 3 months’ notice which cannot expire before the end of the 1-year subscription.
• Nominated users have full day access to Clubhouse social spaces, including Palmers and Orchards, during standard operating hours. Use of the gym, sauna, padel and access to the wellbeing class schedule (subject to availability) must be booked with reception on arrival.
• Nominated Users are eligible to attend the wider Barnsgrove events programme at the standard member rate.
• The Corporate Member is held secondary liable for any damage to property or breach of Clubhouse Rules caused by their employees or their employees’ guests.
• While the Clubhouse is a space for flexible working, members are reminded to be mindful of others. Large team meetings (exceeding 5 people) should be booked via our events team.
• Standard guest rules apply to all nominated users on-site. However, please note that colleagues that are part of the 20 corporate members do not qualify as guests. Any staff member from the corporate member organisation entering the club will be counted toward the daily limit of five users, regardless of the time of day.

TERMINATION OF AGREEMENT

• Barnsgrove has the right to terminate the agreement if a member provides them with details which they know to be false when applying for a membership. This includes becoming insolvent, bankrupt, going into liquidation, or becoming unable to pay debts as they fall due. At this point, the member will be in breach of these Terms.

 

FITNESS & WELLNESS

GYM & STUDIO

• Each member will have the opportunity to book an induction explaining how to use the equipment safely, and will be asked to sign a waiver.
• Members cannot use equipment until they have signed the waiver. By signing the waiver you confirm that you are capable of using all equipment in the gym correctly.
• Members must not use any gym equipment if they are injured or do not feel comfortable or competent enough to do so. All members must sign a waiver form stating that they are medically fit, after injury.
• The gym and studio must not be used whilst under the influence of alcohol, narcotics or any medication or substance that could affect the member’s ability to exercise safely.
• No food or drink apart from water is permitted in the gym and studio area. No glass bottles or containers are allowed to be used for water.
• Members are required to bring their own towels.
• Cleaning of the gym and studio will be provided throughout the day. However, members will also be required to wipe down the equipment after use with the products provided.

WELLNESS FACILITIES & TREATMENTS

• All treatments are booked direct with the therapist and any changes to or cancellations of appointments will be directly with the therapist. Where members book any third party service at Barnsgrove, Barnsgrove isn’t liable for the service provided by the third party provider.

PERSONAL TRAINING, CLASSES & GYM BOOKINGS

• When booking a personal trainer, the member may request their preferred choice of trainer, but their availability cannot always be guaranteed; every attempt will be made to accommodate the member’s request.
• A minimum of 24 hours’ prior notice of any cancellation of any personal training session, class or gym booking is required.
• Any sessions cancelled after the 24 hours’ notice period will be charged for and deducted at the full price.
• Where a session needs to be rebooked due to a trainer not being available, the Barnsgrove team will always endeavour to offer an alternative option.
• If a member is late for a session, the session’s duration will be accordingly reduced.

PADEL

• Use of the courts is entirely at the player’s own risk.
• Players must ensure they are physically fit to participate and must not use the courts if injured, unwell, or otherwise unable to play safely.
• Players must behave in a safe, respectful, and sportsmanlike manner at all times.
• Unsportsmanlike conduct, aggressive behaviour, or abusive language will not be tolerated.
• Players must follow all safety guidance and any instructions given by Barnsgrove staff.
• Players must remain aware of their surroundings at all times, including stray balls entering the court.
• Children under the age of 18 must be accompanied and supervised by a responsible adult at all times.
• The supervising adult is responsible for the child’s safety and behaviour on and around the courts.
• Only appropriate non-marking court shoes are permitted on the courts; outdoor shoes are strictly prohibited.
• Players must wear appropriate sporting attire at all times; topless play is not permitted.
• All rackets must be fitted with a wrist cord, which must be worn during play at all times.
• Players must arrive on time for their booking and vacate the court promptly at the end of their allocated time. Play must not continue beyond the booked time slot.
• All personal belongings are brought onto the premises at the player’s own risk, and Barnsgrove accepts no liability for loss, theft, or damage.
• Smoking and vaping are strictly prohibited on or around the padel courts.
• CCTV is in operation in and around the padel facilities for the safety and security of players and staff.
• Players may be held responsible for any damage caused to courts, equipment, or facilities through misuse, negligence, or failure to follow these rules.
• Coaching, private lessons, or any commercial activity on the courts is not permitted without prior written approval from Barnsgrove.
• To the fullest extent permitted by law, Barnsgrove shall not be liable for any injury sustained while using the courts or for any loss or damage to personal property.
• Nothing in these terms excludes or limits liability where it cannot legally be excluded.
• Barnsgrove reserves the right to refuse access to, or terminate use of, the padel courts at any time where these rules are breached or where it is necessary to ensure safety, security, or proper operation of the facilities.

SAUNA

• The sauna is to be used at the member’s own risk.
• Members must have signed the relevant waiver confirming that they are medically fit before using the sauna.
• Members should ensure that sauna use is appropriate for their individual health and wellbeing and seek medical advice if unsure.
• Members must wear appropriate clothing whilst using the sauna and when travelling to and from the sauna area.
• Members must shower before entering the sauna and sit on a towel at all times.
• No food, glass containers or electrical devices are permitted in the sauna.
• Children under the age of 16 are not permitted to use the sauna unless otherwise authorised by Barnsgrove.
• Sessions should be limited to a safe duration. Members are responsible for monitoring their own wellbeing and must exit immediately if they feel unwell.
• Barnsgrove reserves the right to close the sauna at any time for maintenance, cleaning or operational reasons.

PERSONAL BELONGINGS AND EQUIPMENT

• Members’ belongings must not be left in the lockers overnight.
• We advise all members and guests to keep their belongings with them at all times.
• Members are responsible for their possessions at all times on the premises. Barnsgrove will not cover any loss, damage or theft of members’ possessions (including any equipment brought by a member into the premises at any time).
• Any electronic equipment must be PAT tested and Barnsgrove reserves the right to confirm this at any time, requiring the member to remove such equipment if it does not then comply.

CHANGING ROOM POLICY – MEMBERS & U18’s

At Barnsgrove, we provide a safe, respectful, and comfortable environment for all members. To ensure an enjoyable experience for everyone using the clubhouse facilities, we ask that you adhere to the following guidelines for the changing rooms:

General Guidelines for All Members

• Changing rooms are for the exclusive use of Barnsgrove members and their guests.
• Members must always respect the privacy and comfort of others while using the changing rooms.
• Mobile phones and cameras are strictly prohibited in the changing rooms to ensure privacy for all users.
• Any inappropriate behaviour, including harassment or misconduct, will not be tolerated and may result in suspension or termination of membership.
• Please leave the changing room in a tidy condition after use. Dispose of any personal items and litter in the appropriate bins.
• Personal lockers are available for securing belongings. Valuables left in the changing room are left at the owner’s risk. The management accepts no liability for loss, theft, or damage.

Policy for Visitors Under 18 (U18)

• Visitors under the age of 18 must adhere to the same changing room guidelines as adults.
• U18 visitors are expected to respect the privacy of others and avoid any inappropriate behaviour in the changing room.
• Mobile phones and cameras are not permitted in the changing rooms, including for U18 visitors.

Compliance with Barnsgrove Staff

• All members are required to follow the instructions of Barnsgrove staff regarding the use of changing room facilities.
• Any concerns or complaints regarding the changing rooms should be reported promptly to a staff member or management.

 

WORK & ELECTRONICS

WORKING CONDUCT

• Members should not leave unattended belongings on tables and chairs in the clubhouse space for more than 60 minutes. Belongings may be removed by staff and will be kept at reception for collection.
• Members should not leave belongings on chairs or tables in order to reserve spaces.
• Members should not ask the reception/ hosts to do secretarial work. They will of course assist with any problem arising from the use of any of the facilities.
• Any items left at the clubhouse will be kept at reception for 14 days. If unclaimed after this period of time, items will be donated to charity.
• Members should not use the club’s address as their registered office address unless otherwise stipulated in writing by the membership team. Resident Desk and Private Office members may, however, use the club for the purposes of receiving post.
• Space cannot be guaranteed in the clubhouse and is on a first-come, first-served basis.

ELECTRONICS & TECHNOLOGY

• Phone calls or video calls are expected but members are required to keep noise to a minimum in common areas and earphones used whenever possible. The club’s zoom rooms or meeting rooms are recommended for any louder calls.
• Zoom rooms are non-bookable but members are requested not to use them for more than 90 minutes at a time.
• Pictures, recordings and videos must not be taken of other members or guests without their consent.
• There may be a professional photographer at certain events. If a member and their guests would prefer not to be photographed, they should inform the Membership Manager upon arrival.
• Pictures, recordings and videos are strictly prohibited in the gym and studio unless agreed by the Club Manager.
• Laptops and other electronic devices can be used in the clubhouse, but, in Palmers, all electronic devices must be put away at 6pm.
• For any persons using Barnsgrove’s wireless internet, such persons’ computers, tablets, mobile devices and other electronic equipment must be (a) kept up-to-date with the latest software updates provided by the software vendor and (b) kept clean of any malware, viruses, spyware, worms, Trojans or anything that is designed to perform malicious, hostile and/or intrusive operations. Barnsgrove reserves the right to remove any device from their networks that poses a threat to the Barnsgrove networks or users until the threat is remediated.
• Persons using the Barnsgrove space may not, without prior approval, operate any equipment at Barnsgrove that has a higher heat output or electrical consumption than in a typical office environment, or places excessive strain on the Barnsgrove electrical, IT, HVAC or structural systems.

MEETING ROOMS

• Meeting rooms are available for members to book (subject to availability) for a minimum of 1 hour per booking.
• To book a meeting room and receive room rates, members may contact reception or email events@barnsgrove.co.uk.
• Private Office and Resident Desk memberships are allocated 2 hours’ free meeting room hire per month. Bookings must be made as above, and availability cannot be guaranteed. These hours cannot be rolled over.
• Payment for meeting rooms will be taken at the time of booking.
• If a member wishes to cancel a meeting room, this needs to be done at least 24 hours prior to the booking. Otherwise, 100% of the booking will be charged.
• Complimentary tea and coffee  can be arranged in the meeting room prior to the booking.
• If the member requires additional food and drink for the meeting, this needs to be pre-ordered 48 hours in advance.
• Members seen using a meeting room without a booking will be asked to vacate the room. If refused, the member will be charged accordingly.
• Members must not exceed the capacity limit for the room.

PRINTING

• There are no printing facilities available at the clubhouse.
• Private offices and resident desk members are given a monthly printing allowance of 100 pages. Additional pages will be billed at the beginning of each month for additional copies used.

 

PRIVATE HIRE

GENERAL

• Barnsgrove may close part of the premises to members and their guests from time to time for private events or for maintenance or repair. They will seek to notify members of this with as much advance notice as is practically possible in the circumstances. The club shall not be liable for any losses suffered by a member as a result of such closure.

RESERVATIONS & EVENTS

• Where there is an event including food and beverage, tickets will be available for purchase in advance through the members’ portal.

• Members may book tickets for themselves and guests to attend events; the number of guests will be dependent on the type of event.
• Paid-for events will not be refunded if cancelled with fewer than 24 hours’ notice of the scheduled start time of the event.

• Bookings of the events spaces at Barnsgrove are accepted on the understanding that the signer, accepts these terms and conditions. Barnsgrove is a part of Frank Butler Farms Ltd.

• All bookings must be made in writing to the Events Coordinator. We are unable to hold dates, and events are only confirmed upon receipt of a signed copy of our T&Cs and the deposit fee.
• Any changes to a booking must be agreed upon and confirmed by both parties in writing.
• The Hirer will be held responsible for any damages or loss of furniture or equipment. The Hirer shall pay to Frank Butler Farms Ltd, on demand, the amount required to make good or remedy any such damage.
• For all events 50% of the booking fee will be payable on confirmation of all bookings with the remaining 50% payable 14 days prior to the event taking place.
• Cancellation charges prior to the event booking will be applied as detailed below:
  • Up to 28 days – No Charge
  • 28 to14 days – 50% of the total cost
  • 14 days or less – 100% of the total cost
• Notice of cancellation must be made in writing and will become effective on the date received. Frank Butler Farms Ltd trading as Barnsgrove reserves the right to cancel a booking if the holding of the event is prevented by circumstances beyond their control. Frank Butler Farms Ltd will refund any monies paid in advance. Frank Butler Farms Ltd does not accept any liability for losses incurred due to the cancelation of an event.

CATERING

• One serving of tea and coffee is included in the cost of all bookings.
• Additional catering options are available at an extra cost and will be discussed with the hirer at the time of booking the private hire room.
• Please note, we do not allow any external food or beverages to be brought onto the premises. If external food or beverages are brought onto site, a corkage fee will be charged.

HEALTH & SAFETY

• If you find or suspect a fire, or hear the fire alarm, please raise the alarm immediately and make your way to the nearest fire exit. Ensure fire exits are not blocked.
• Make your way to the fire assembly point in the car park, and ensure you are a safe distance from the building.
• If no one else has already done so, call 999 and provide the following details: Barnsgrove, White Lane, Greywell, RG29 1GF.
• The hirer is responsible for ensuring everyone in their party is accounted for at the assembly point.
• Please await further instructions from staff. Staff wi l provide guidance on when it is safe to re-enter the building.
• No Smoking: In accordance with legislation, no smoking is permitted anywhere on the premises.
• Hirer Responsibility: The Hirer is the responsible person for all Health and Safety matters related to the event and must be present during the event to address any such issues.
• If the Hirer delegates this responsibility to another person, that person must also be present at the event. The name of the responsible person must be provided at the time of booking if it is not the Hirer.
• Vehicle Safety: The Hirer is responsible for ensuring that vehicles using the car parks are driven safely and parked in a manner that does not obstruct access for emergency vehicles.
• Emergency Evacuation: The Hirer must hold a list of all attendees in case of an emergency evacuation.
• Fire Evacuation Procedures: The Hirer must ensure that all attendees are made aware of the fire evacuation procedures.
• Conduct and Behaviour: The Hirer is responsible for the conduct and behaviour of all attendees.
• Frank Butler Farms reserves the right to terminate the event without refund if the conduct or behaviour is deemed unacceptable.
• Event Staff: Barnsgrove staff will be available throughout the event to assist as needed.
• Contacts are as follows:
  • Jo Butler – Founder
  • Charles Deane – Club Manager
  • Reception – 01256 533135
• Frank Butler Farms Ltd accepts no responsibility for the property of persons attending or organising an event. Vehicles and their contents are parked in the car parks at their owners’ risk.
• Frank Butler Farms Ltd accepts no responsibility for any loss or damage incurred thereto. Any property brought on to the premises or left in the car parks is done so entirely at the owner’s risk.

END OF HIRE

• Hirers will be expected to vacate their guests and equipment within 30 minutes of the end of their hired period.
• Every effort has been made to ensure the accuracy of all information provided. Frank Butler Farms Ltd does not accept liability for any errors or omissions and reserves the right to amend any information at any time.

 

FOOD & BEVERAGE

PAYING IN THE CLUB

• Members will be required to order at the bar and pay for all items upon ordering, or by card on file, if this is a chosen payment method.
• Before leaving the club, members must ensure any charges incurred by them or their guests are paid in full.

OUTSIDE FOOD & BEVERAGE

• Members and guests may only consume food and beverages provided by the club on site.
• We ask that no food should be consumed in gym, studios, treatment rooms or zoom rooms.

 

CONDUCT

BULLYING, HARASSMENT & MISCONDUCT

The Club is committed to providing a safe, respectful, and inclusive environment for all members, guests, staff, contractors, and visitors.

Bullying, harassment, discrimination, or any form of abusive or inappropriate behaviour will not be tolerated under any circumstances.

This policy applies to:

• All members and their guests
• Staff, contractors, and suppliers
• Conduct on Club premises, at Club events, and in any Club-related communication, including online platforms, messaging groups, and social media

Definitions

For the purposes of these rules, misconduct includes (but is not limited to):

• Verbal abuse: insults, threats, offensive jokes, or derogatory language
• Physical intimidation: unwanted physical contact, aggressive behaviour, or threatening gestures
• Psychological abuse: exclusion, humiliation, spreading rumours, or coercion
• Discriminatory behaviour: conduct targeting individuals based on any protected characteristic
• Sexual harassment: unwanted sexual advances, comments, or conduct of a sexual nature
• Online harassment: abusive or harmful communication in any Club-related digital space

Expected Standards of Behaviour

All members, staff and guests must:

• Treat others with dignity and respect at all times
• Refrain from any behaviour that may cause distress, fear, or discomfort
• Comply with all reasonable instructions given by Club staff
• Take full responsibility for the conduct of their guests

Reporting & Investigation

Any individual who experiences or witnesses inappropriate behaviour is encouraged to report it to Club management.

Reports may be made:

• In person to a member of staff or management
• In writing (including email or formal complaint)

All reports will be treated seriously and handled with appropriate sensitivity and confidentiality, where reasonably possible.

The Club reserves the right to investigate any alleged breach of this policy and may take action based on its findings.

Disciplinary Action

Any breach of this policy may result in immediate action, including:

• Verbal or written warnings
• Suspension of membership or access
• Permanent termination of membership without refund
• Removal from the premises
• Referral to relevant authorities where appropriate

The Club reserves the right to take immediate action, including suspension or removal, where it reasonably considers this necessary to protect the safety, wellbeing, or reputation of the Club or its members.

No Retaliation

Retaliation against any person who raises a concern or participates in an investigation is strictly prohibited and will be treated as a serious breach of these rules.

 

OTHER

ALCOHOL & ILLEGAL SUBSTANCES

• Neither members nor their guests shall do anything at or from the premises which is illegal, unlawful, immoral, unsafe or dangerous.
• Alcohol is only permitted in certain areas of the club and should not be consumed in the private offices or resident desk area.

 

CHANGES TO THESE RULES

• These rules may be revoked, added to or changed by Barnsgrove at any time, provided they are updated on the website 14 days prior to implementation. A member’s continued use of the club following such changes constitutes their consent to such changes.

CLUB RULES

• Each member shall be bound by these rules and ensure that their guests permitted, attend in accordance with these rules as well.

GAMING

• No illegal betting, wagering or game with dice (except for backgammon for no stake) may take place on the premises.

SMOKING

• Smoking is permitted in designated areas.
• All smoking including vapes and e-cigarettes are not permitted inside the clubhouse.

SECURITY

• CCTV is in place to safeguard members, staff and the clubhouse.

COMPLAINTS POLICY

• Please find a link to the complaints policy here

FORCE MAJEURE

The club shall not be in breach of these rules nor liable for delay in performing, or failure to perform any of its obligations under these rules including the services, if such delay or failure results from events, circumstances or causes beyond its reasonable control including:

• Acts of God, flood, drought, earthquake or other natural disaster;
• Epidemic or pandemic;
• Government-imposed restrictions or other social gatherings or lockdowns (including as a result of epidemic or pandemic);
• Terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo or breaking off of diplomatic relations;
• Nuclear, chemical or biological contamination or sonic boom;
• Any law or any action taken by a government or public authority;
• Collapse of buildings, fire, explosion or accident;
• Interruption or failure of utility service.

If a Force Majeure event makes it impossible for the club to provide services, the club shall be entitled to amend services in order to ensure that they continue as best they can.

Members agree that they do not have the right to terminate, suspend or cancel their membership or receive any form of refund where a Force Majeure event occurs that impacts on the services of the opening of the club.

LIABILITY

Nothing in these rules limits any liability which cannot legally be limited, including liability for:

• Death or personal injury caused by negligence;
• Fraud or fraudulent misrepresentation; and
• Breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982.

The club shall not be liable to the member for any:

• Loss of profits;
• Loss of sales or business;
• Loss of agreements or contracts;
• Loss of anticipated savings;
• Loss of use or corruption of software, data or information;
• Loss of or damage to goodwill; or indirect or consequential loss.

Other than the liability which cannot be legally limited as set out above, the club’s total liability to any member whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall be limited, in the aggregate, to the total fees paid by the member in the 12 months preceding the event giving rise to the liability.

 

ENTIRE AGREEMENT

These rules constitute the entire agreement between each member and Barnsgrove. Each party acknowledges and agrees that they do not rely on any statement, representation, assurance or warranty (whether made innocently or negligently) that is not set out in these rules. Each party agrees that they shall have no claim for innocent or negligent misrepresentation based on any statement in these rules.

THIRD PARTY RIGHTS

These rules do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any terms of these rules.

GOVERNING LAW AND JURISDICTION

These rules and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter or formation shall be governed by and construed in accordance with the law of England and Wales. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these rules or their subject matter or formation.