The Milne Suite – Function Room Hire Terms & Conditions
Last updated: 11th September 2026
These Terms & Conditions apply to the hire of The Milne Suite at Heaton Sports Club. By making a booking, the person named as the hirer agrees to these terms and accepts responsibility for the booking and the conduct of their guests.
Please read these terms carefully before making a booking.
1. Venue
The Milne Suite
Heaton Sports Club
Lower Pools
Church Road
Heaton
Bolton
BL1 5RH
Telephone: 01204 843173
Email: [email protected]
2. Events We Do Not Accept
To protect our premises, members and neighbouring community, The Milne Suite is not available to hire for:
- 18th birthday parties
- Children’s parties
Please do not make a booking for any of the above event types. Ages 21+ are accepted.
Heaton Sports Club reserves the right to refuse or cancel a booking where we reasonably believe the nature of the event has been misrepresented.
If you are unsure whether your proposed event is suitable for The Milne Suite, please contact the Club before making a booking.
3. Making a Booking
The person making the booking must be aged 18 or over and will be regarded as the Hirer.
The Hirer is responsible for providing accurate information about the proposed event, including its nature and purpose.
A booking is not considered confirmed until any required deposit has been received and the booking has been accepted by Heaton Sports Club.
The Club reserves the right to decline a booking at its discretion where it reasonably considers the proposed event unsuitable for the premises.
4. Hire Charges
The hire charge applicable to your booking will be the price displayed or quoted at the time the booking is made.
Different rates may apply to Heaton Sports Club members and non-members.
Where a member’s rate is selected, the person making the booking must be a current eligible member of Heaton Sports Club. Membership may be checked before the booking is confirmed.
If a member’s rate has been selected incorrectly, the Club reserves the right to charge the applicable non-member rate.
5. Deposit
A £100 deposit is required to secure the booking unless otherwise agreed by Heaton Sports Club. This deposit is retained until after the event.
The booking will not be treated as confirmed until the required deposit has been received and the booking has been accepted.
The deposit will be returned 7 days after the event.
Any remaining balance must be paid by the date specified by the Club.
Failure to pay the outstanding balance when due may result in cancellation of the booking.
6. Cancellation by the Hirer
If you need to cancel your booking, please notify Heaton Sports Club as soon as possible.
The Club reserves the right to retain some or all of the deposit where a booking is cancelled.
Where cancellation occurs close to the event date and the Club is unable to rehire the room, additional charges may be payable where these have previously been agreed as part of the booking.
Any applicable cancellation arrangements will be explained when the booking is confirmed.
7. Cancellation by Heaton Sports Club
In exceptional circumstances, Heaton Sports Club may need to cancel a booking.
Where the Club cancels a booking for reasons that are not the fault of the Hirer, any room hire payments already made will normally be refunded.
The Club will not be responsible for consequential costs incurred by the Hirer, such as entertainment, decorations, catering, transport or other third-party arrangements, except where required by law.
8. Hire Times
The Milne Suite must only be used during the hire period agreed as part of the booking.
The Hirer should allow sufficient time within the agreed hire period for any setup and clearing away unless separate access arrangements have been agreed.
The room must be vacated promptly at the agreed finishing time.
Additional charges may apply where the agreed hire period is exceeded without prior authorisation.
9. Number of Guests
The number of people attending must not exceed the safe capacity of The Milne Suite or any lower capacity specified by Heaton Sports Club for the particular event.
The Hirer must provide an accurate estimate of expected attendance if requested.
The Club reserves the right to refuse entry or take appropriate action if permitted capacity is exceeded.
10. Conduct of Guests
The Hirer is responsible for the reasonable behaviour of everyone attending their event.
Guests must behave respectfully towards:
- Club staff and volunteers
- Club members
- Other visitors
- Local residents
- The premises and facilities
Threatening, abusive, violent or seriously disruptive behaviour will not be tolerated.
Heaton Sports Club reserves the right to require an individual to leave the premises and, in serious circumstances, to end an event.
11. Alcohol
Alcohol consumed on the premises must be supplied and served in accordance with Heaton Sports Club’s licensing arrangements.
Guests must not bring their own alcohol onto the premises unless expressly authorised by Heaton Sports Club in advance.
The Club reserves the right to refuse the sale or service of alcohol where required by licensing law or where staff reasonably consider it appropriate.
Anyone who appears to be under 25 may be asked to provide acceptable proof of age.
Alcohol will not be served to anyone under the age of 18.
12. Drugs and Illegal Substances
Illegal drugs and other unlawful substances are strictly prohibited on Heaton Sports Club premises.
Any suspected illegal activity may be reported to the police.
13. Smoking and Vaping
Smoking is not permitted inside The Milne Suite or other enclosed areas of Heaton Sports Club.
Smoking must only take place in designated outdoor areas.
Any Club rules concerning vaping must also be followed.
14. Decorations
Reasonable decorations may be used for your event.
However, decorations must not:
- Damage walls, ceilings, furniture or fixtures
- Obstruct exits or safety signage
- Interfere with fire detection or safety equipment
- Create a fire or other safety risk
Confetti, glitter, table confetti and similar difficult-to-clean materials should not be used unless the Club has specifically agreed otherwise.
Please ask the Club before attaching decorations to walls, ceilings or other surfaces.
All decorations must be removed at the end of the hire unless otherwise agreed.
15. Entertainment and Music
DJs, musicians and other entertainers may be permitted subject to prior agreement with Heaton Sports Club.
The Hirer is responsible for ensuring that any external entertainment provider complies with the Club’s reasonable requirements.
Music must finish at the time specified by the Club and noise levels must be kept within reasonable limits.
The Club reserves the right to require music or other noise to be reduced where necessary.
16. Noise and Neighbours
Heaton Sports Club asks all Hirers and guests to respect neighbouring properties.
Guests should leave the premises quietly, particularly during the evening.
Excessive noise, shouting, vehicle horns or other unnecessary disturbance outside the premises is not permitted.
17. Catering and Food
Where catering is arranged through Heaton Sports Club or an approved catering provider, separate catering terms or charges may apply.
Any external catering must be agreed with the Club in advance.
The Hirer is responsible for informing the Club or caterer of relevant dietary requirements and allergies.
While reasonable efforts may be made to accommodate dietary requirements, specific allergen arrangements should always be discussed directly with the catering provider.
18. Damage and Breakages
The Hirer is responsible for taking reasonable care of The Milne Suite and its contents during the hire.
Any damage or breakage should be reported to a member of the Club as soon as possible.
The Club reserves the right to charge the Hirer for the reasonable cost of repairing or replacing property damaged as a result of deliberate actions, negligence or misuse by the Hirer or their guests.
This may include damage to:
- Furniture
- Fixtures and fittings
- Glassware
- Equipment
- Decorations belonging to the Club
- Toilets
- Doors and windows
- Sporting or Club property
19. Cleaning
The room should be left in a reasonable condition following the event.
The Hirer and guests must remove personal belongings and decorations unless otherwise agreed.
Where excessive cleaning is required because of the condition in which the premises have been left, Heaton Sports Club reserves the right to charge a reasonable additional cleaning fee.
20. Personal Belongings
Heaton Sports Club cannot accept responsibility for personal belongings that are lost, stolen or damaged while on the premises except where loss or damage results from the Club’s negligence or where liability cannot legally be excluded.
Guests are responsible for looking after their own belongings.
21. External Suppliers
If the Hirer wishes to use external suppliers, such as:
- DJs
- Entertainers
- Decorators
- Caterers
- Photographers
- Equipment suppliers
this should be discussed with Heaton Sports Club in advance.
The Club may request appropriate documentation from external suppliers where relevant, including evidence of public liability insurance or electrical safety certification.
22. Electrical Equipment
Any electrical equipment brought onto the premises must be safe and suitable for use.
Heaton Sports Club reserves the right to prevent the use of equipment that appears unsafe or inappropriate.
Professional suppliers may be required to provide evidence of appropriate testing or insurance.
23. Fire Safety and Emergency Exits
Fire exits, corridors and escape routes must be kept clear at all times.
Fire doors must not be obstructed or improperly held open.
The Hirer and guests must follow any instructions given by Club representatives in the event of an emergency.
Nothing may be placed where it obstructs fire extinguishers, alarms, emergency lighting or safety signage.
24. Candles, Flames and Hazardous Items
Candles, fireworks, indoor fireworks, smoke-producing devices and other naked flames or hazardous items must not be used without the express permission of Heaton Sports Club.
The Club reserves the right to prohibit any item or activity that it reasonably considers a fire, safety or insurance risk.
25. Children and Young People Attending Events
Although The Milne Suite is not available for children’s parties, children may attend suitable family functions such as weddings, anniversaries or other approved celebrations.
Children remain the responsibility of their parent, guardian or responsible accompanying adult at all times.
They must be appropriately supervised while on Club premises.
26. Access to Other Areas of the Club
Hire of The Milne Suite does not automatically provide exclusive use of the entire Heaton Sports Club premises.
Other parts of the Club may remain open to members, sports participants or other visitors during your event.
Guests should remain within the areas made available for the function and follow any reasonable instructions from Club representatives.
27. Parking
Where parking is available, vehicles and belongings are left at the owner’s risk, except where liability arises from the Club’s negligence or cannot legally be excluded.
Vehicles must not obstruct access routes, emergency exits or neighbouring properties.
28. Right to Refuse or Terminate Hire
Heaton Sports Club reserves the right to refuse, cancel or terminate a hire where there is a serious breach of these Terms & Conditions, including where:
- The nature of the event has been deliberately misrepresented
- The event is an 18th birthday or children’s party
- There is serious disorder or threatening behaviour
- Illegal activity is suspected
- The permitted capacity is significantly exceeded
- Club licensing conditions are breached
- The premises or people are placed at significant risk
Where a booking is terminated because of the actions of the Hirer or guests, a refund will not normally be provided.
29. Liability
Nothing in these terms limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence.
The Hirer is responsible for losses or damage caused by their own deliberate or negligent actions or those of their guests, subject to applicable law.
Heaton Sports Club will not be responsible for losses resulting from circumstances outside its reasonable control.
30. Acceptance of These Terms
By submitting a booking for The Milne Suite, the Hirer confirms that:
- They are authorised to make the booking
- The information provided is accurate
- They have read and accepted these Function Room Hire Terms & Conditions
- They understand that 18th birthday parties and children’s parties are not accepted
- They accept responsibility for complying with the conditions of hire
31. Contact Us
If you have any questions about hiring The Milne Suite or these Terms & Conditions, please contact:
Heaton Sports Club
Lower Pools
Church Road
Heaton
Bolton
BL1 5RH
Telephone: 01204 843173
Email: [email protected]