Terms and conditions for a pub function room

A function room is hired for celebrations and for wakes, and the terms have to work for both: the party that runs past the licence, the wake that wants its own caterer, the deposit that was never clearly agreed, and the organiser who assumed the room came with the bar spend of a wedding. I draft those terms for a fixed fee of £995, delivered in five working days.

Who this is for

Pubs, bars, hotels and clubs in England and Wales hiring a function room to consumers for parties, wakes, christenings and celebrations, and to businesses for meetings and staff events, with or without catering.

What matters in function room terms

Room hire, minimum spend and what is included

The terms should say whether the room is free with a minimum bar or food spend, or hired for a fee, and what is included: tables, staff, a bar, a sound system, cleaning. A minimum spend must be stated clearly at booking to be enforceable as a price term under the Consumer Rights Act 2015, and the terms should say what counts towards it and what happens if it is not reached.

Deposits, cancellation and specific dates

A booking for a specific date is excluded from the fourteen-day cancellation right by regulation 28 of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, so your own cancellation policy governs and must be fair. The terms should take a deposit that reflects the date being held, set a scale for late cancellation, and say when the deposit is refunded or deducted from the bill.

Times, noise and the licence

The premises licence under the Licensing Act 2003 sets the hours and conditions, including for regulated entertainment, and the terms should make the organiser responsible for keeping the event within them: the finish time, the noise limits, no drinks outside, and the right of your staff to turn music down or off. Entertainment brought in by the organiser must comply with the licence and with your safety requirements, and the terms should say that the organiser's DJ or band takes instructions from your staff on the night.

External caterers, cakes and decorations

The terms should say whether external food is allowed and on what conditions: a celebration cake yes, a caterer in your kitchen no unless agreed, with the organiser responsible for the safety of food brought in. Decorations should be limited to what does not damage the room, with confetti, candles and fixings dealt with expressly. Allergen information for your own food is your responsibility under the Food Information Regulations 2014; for food brought in it is the organiser's.

Conduct, damage and business bookings

The organiser is responsible for the conduct of the guests and for damage to the room and its contents, charged at cost, and the terms should give you the right to refuse service, remove guests and end the event where behaviour is unacceptable. Businesses hiring for meetings and staff events should be invoiced with interest on late payment under the Late Payment of Commercial Debts (Interest) Act 1998, with the business rather than the individual as the customer.

What it costs

Customer or supplier terms and conditions, £995. One set of terms, customer-facing or supplier-facing, drafted for your business. Five working days.

Review of your existing terms, £495. You already have terms and want them checked and brought up to date. Returned marked up with my amendments and an explanation of the changes. Three working days.

Email me at geoffrey@caesar.co.uk with what you need and any documents, and I will confirm the scope and the fee in writing, usually the same working day.

What you get

• A full set of bespoke terms drafted for your business, reflecting the legal requirements that apply to your business and sector
• A note in plain English explaining the terms I have drafted for you
• Liability, payment, termination and IP provisions that protect your position and are drafted to withstand scrutiny from the other side
• Guidance on how to incorporate the terms properly
• Your questions and comments answered by email or phone
• One round of amendments to finalise the terms ready for use

What is not included

• Negotiating your terms with individual customers (I am happy to quote for this as an additional service if required)
• Sector-specific regulatory compliance beyond the contract terms themselves
• Website privacy notice and cookie compliance, which I quote separately
• Terms governed by the law of another country
• Tax advice

Questions I am often asked

The party did not reach the minimum bar spend. Can I charge the difference?

If the minimum spend was stated at booking and the terms say the shortfall is payable, you can charge it. Without that term the room was free and the bar took what it took.

The organiser's DJ refused to turn the music down. What can I do?

The terms should say that your staff control noise and hours under the licence and that the organiser's entertainers follow their instructions, and should let you end the event where they do not. Your licence is worth more than any booking.

Can I refuse to let the organiser bring in a caterer?

The terms can prohibit external catering or allow it on conditions, such as food safety documentation and use of the room but not the kitchen. A celebration cake is usually allowed expressly, which avoids the dispute.

Related guidance and services

• Terms and conditions drafting, £995, the service this page describes
• Contract review, £495
• Terms and conditions for a restaurant taking private bookings
• Terms and conditions for a wedding and events venue

This page is general guidance for businesses in England and Wales, not advice on your own circumstances. Last reviewed: September 2026. Email geoffrey@caesar.co.uk.