Legal
Booking Policy
Last updated: May 2025. By making a booking with Players Party Rooms, you agree to the terms set out below.
Booking policy
Full payment is required to secure all Party Rooms bookings unless otherwise stated. Once payment has been received, you will receive a booking confirmation and reference number by email. Your room will then be reserved exclusively for the selected date and time. The room hire price covers exclusive use of the room and its standard features, including: - Karaoke system - Professional sound system - Screens and displays - Party lighting - Room service access - Standard room furnishings - DJ Connection plug & play (only available in Large rooms) - AC/Heating - Private toilets (only available in Medium rooms) Food, beverages, decorations, entertainment add-ons, upgrades and any optional extras are charged separately unless specifically included within a package. All bookings remain provisional until the required payment has been received. Booking amendments remain subject to availability and must be requested in writing. Players Party Rooms cannot guarantee that changes to the booking date, room type, start time or guest numbers can be accommodated. Additional charges may apply.
Main Room hire fees
Main Room hire is available through dedicated event packages, with pricing varying depending on the day of the week, event duration and event requirements. Available packages include: - 6-hour package - 10-hour package Packages start from £1,000. The Main Room is suitable for: - Private celebrations - Corporate events - Award ceremonies - Networking events - Product launches - Wedding receptions - Cultural events - Large-scale private parties Main Room bookings are payable in two stages: - 50% deposit payable at the time of booking to reserve the date - Remaining balance payable no later than one month before the event date If the event is scheduled less than one month before the event date, full payment is required at the time of booking. For a personalised quotation, please complete our Main Room Enquiry Form.
Party Rooms hire fees
Party Rooms are charged at: - £10 per guest when booked at least 24 hours in advance - £15 per guest for any additional guests added less than 24 hours before the event start time or upon arrival Additional guests remain subject to room capacity and venue availability. All Party Rooms bookings include up to 4 hours of exclusive room hire. Booking extensions may be purchased: - £75 per hour when booked online through your customer account (extensions can only be purchased online up to 24 hours before the booking start time) - £100 per hour when purchased at the venue on the day of the event, subject to availability Same-day extensions are not guaranteed and are subject to venue availability and any subsequent bookings. Extensions booked online in advance are guaranteed.
Pricing & resale
The room hire fee covers the room and its included facilities only. Food, beverages, entertainment packages, decorations and optional upgrades are charged separately unless otherwise stated. If guest numbers decrease after booking, the original booking value remains payable. No refunds will be provided for unused guest spaces. If guest numbers exceed room capacity, Players Party Rooms may require the booking to be upgraded to a larger room and the applicable price difference paid before entry. The resale, transfer or advertising of any booking for profit is strictly prohibited. Any booking found to have been resold may be cancelled immediately without refund. Businesses requiring a VAT invoice may select the VAT invoice option during the booking process.
Drinks packages & add-ons
Selected add-ons, including Drinks packages, may be purchased either during the booking process or after the booking has been confirmed through the customer's online account. Drinks packages must be ordered and paid for in full online no later than 72 hours before the event start time. Drinks Packages cannot be purchased, added, modified or cancelled within 72 hours of the event start time. All add-ons must be paid for in full at the time of purchase and are not considered confirmed until payment has been successfully received. Players Party Rooms reserves the right to amend, substitute or withdraw specific add-ons where necessary due to availability, supplier issues or operational requirements. In such cases, a suitable alternative or refund for the affected add-on will be offered where appropriate.
Setup & decoration access
For Party Rooms bookings starting at 8:00pm or 9:00pm, complimentary access to the room is available up to 1 hour before the booking start time to allow for setup and decoration. For Party Room bookings starting at 7:00pm, any setup taking place before the booking start time will be charged as follows: - £75 per hour when arranged and paid for online in advance. - £100 per hour when paid for at the venue. All requests for early access must be submitted in advance by email to hello@playerspartyrooms.com and remain subject to approval by the Players Party Rooms team. Our team will be happy to assist with room setup and decoration where possible. Customers are welcome to bring their own decorations. At the end of the event, our team will take care of decoration removal and cleanup, provided the decorations do not need to be returned to or collected by the customer. Only venue-approved fixing materials may be used.
Third-party suppliers
Players Party Rooms accepts no responsibility for services provided by third-party suppliers, entertainers, decorators, caterers, photographers, videographers or contractors engaged directly by the customer. Customers remain solely responsible for ensuring that any third-party supplier complies with venue policies, health and safety requirements and any applicable licensing regulations. Players Party Rooms reserves the right to refuse access to any third-party supplier whose activities may compromise the safety, operation or reputation of the venue.
Commercial filming, photography & content creation
Bookings are intended solely for private social, family, leisure or approved corporate events. The venue may not be used for: - Commercial photography or videography. - Music video productions. - Advertising campaigns or promotional content. - Brand, influencer or sponsored content creation. - Professional filming, broadcasting or streaming activities. - Any other commercial, promotional or revenue-generating activity. Any photography, videography or content created within the venue may not be used for commercial, promotional or advertising purposes without the prior written consent of Players Party Rooms. Players Party Rooms reserves the right to refuse entry, suspend activities or immediately terminate any booking without refund if it believes that the venue is being used, or is intended to be used, for unauthorised commercial purposes. Players Party Rooms further reserves the right to require the removal of any content published in breach of this policy and to take any action available to protect its brand, reputation, intellectual property and commercial interests.
Arrival & late arrival policy
Guests are encouraged to arrive on time for their booking. Room hire begins and ends at the times stated on the booking confirmation. Late arrivals do not qualify for an extension of the booking. Players Party Rooms will make reasonable efforts to accommodate late arrivals where operationally possible; however, no extensions can be guaranteed due to venue operations and subsequent bookings. No refunds, discounts or credits will be provided for unused booking time resulting from a late arrival.
Family Bookings (evening events with minors)
Players Party Rooms is a fully licensed venue. For evening bookings involving guests under the age of 18: - At least 50% of the group must consist of adults aged 25 years or older. A valid form of identification (passport, driving licence or other government-issued photo ID) will be required upon arrival. - Responsible adults must remain present throughout the booking. - Alcohol will never be served to anyone under the age of 18. Children under the age of 5 attend free of charge and are not included in the per-person booking fee. If the required adult ratio is not met upon arrival, Players Party Rooms reserves the right to refuse entry or cancel the booking without refund. Adults accompanying minors are responsible for ensuring all members of their group comply with venue policies and licensing laws. For dedicated children's and teenage daytime parties, please refer to our Under 18 Party section.
Under 18 Parties (afternoon events)
Players Party Rooms offers dedicated daytime party packages specifically designed for guests under the age of 18. Available party experiences include: - Teen Nightclub Experience (ages 12-18) - Kids Parties (under 12 years old) Packages start from £170 and are available in multiple sizes depending on guest numbers. All Under 18 packages include: - Private party room - Karaoke system - Professional sound system - Party lighting - Dedicated staff assistance - Event setup support - A complimentary room or waiting area is provided for parents and guardians. At least one responsible adult must remain onsite throughout the event and supervise the group at all times. Additional entertainment options, decorations and party add-ons may be purchased separately. Please refer to the dedicated Under 18 Party pages for full package details.
Identification policy
Players Party Rooms operates a Challenge 25 policy. All guests aged 18 and over may be required to present valid photographic identification upon entry or when purchasing alcohol. Accepted forms of identification include: - Valid passport - UK Driving licence - PASS-approved proof of age card - Photographs, screenshots, photocopies and digital copies of identification documents are not accepted. Guests who successfully pass the Challenge 25 assessment may be permitted to enter without presenting identification. In such cases, Players Party Rooms reserves the right to record the guest's details and take a photograph for internal security and compliance purposes. Guests who do not pass the Challenge 25 assessment and are unable to provide valid identification may be refused entry. Alternatively, a guest aged 25 or over from the same booking group, who can provide valid identification, may be permitted to complete and sign a Guardian form accepting responsibility for the unidentified guest. Where entry is granted under this arrangement: - No alcohol will be sold or supplied to the unidentified guest. - Any attempt to purchase alcohol on behalf of the unidentified guest may result in the entire group being removed from the venue without refund. Players Party Rooms reserves the right to refuse entry where age verification requirements cannot be satisfactorily completed or where doing so is necessary to comply with licensing regulations.
Venue rules
To ensure a safe and enjoyable experience for all guests, the following venue rules apply: - Re-entry is not permitted once guests have left the venue. - Outside food is permitted unless otherwise stated. - Any food brought into the venue must be consumed within the booked room and may not be consumed in communal areas due to potential allergies and for the comfort of other guests. - Outside beverages are strictly prohibited, including water, soft drinks and alcoholic beverages. - Any beverages brought into the venue may be stored behind the bar and returned upon departure. - Under licensing regulations, unfinished alcoholic beverages cannot be removed from the premises. - Customers may bring their own decorations; however, only venue-approved fixing materials may be used. - The use of nails, screws, pins, staples, strong adhesive tapes or any fixing method likely to damage venue surfaces is strictly prohibited. - The use of confetti, glitter, smoke machines, pyrotechnics, candles, open flames or any item likely to damage the venue is strictly prohibited. - The use of any electric, gas-powered or other heating equipment is strictly prohibited. - All guests must behave respectfully towards venue staff, other guests and the venue at all times. Players Party Rooms reserves the right to refuse entry or remove any individual whose behaviour is considered aggressive, abusive, inappropriate, unsafe, disruptive, intoxicated or otherwise in breach of venue policies. In such circumstances, no refund, credit or compensation will be provided. Any damage caused may result in repair, replacement, cleaning or associated costs being charged to the booking holder. Players Party Rooms reserves the right to take any action deemed necessary to protect the safety, security and enjoyment of guests, staff and the venue.
Security, bag search & prohibited items policy
To ensure the safety and security of all guests, Players Party Rooms reserves the right to carry out security checks upon entry or at any time whilst guests are on the premises. This may include: - Visual inspections of bags, backpacks and personal belongings. - Requests to open bags, containers or packages for inspection. - The use of security personnel where required. Any guest who refuses a reasonable security check may be refused entry or asked to leave the venue without refund. The following items are strictly prohibited: - Weapons of any kind. - Illegal drugs or controlled substances. - Nitrous oxide and related equipment. - Fireworks, pyrotechnics, smoke devices or flares. - Any item considered dangerous, offensive or likely to cause harm. - Outside alcoholic or non-alcoholic beverages. Players Party Rooms reserves the right to confiscate prohibited items, refuse entry or remove guests from the venue where necessary. Where criminal activity or illegal substances are suspected, Players Party Rooms may involve the police or other relevant authorities. All security measures are implemented in accordance with venue licensing requirements and to ensure a safe environment for all guests and staff.
Damage & liability policy
The person making the booking accepts responsibility for the conduct of all guests attending under that booking. Any damage caused to furniture, walls, doors, screens, microphones, sound equipment, lighting systems or any other venue property may result in repair, replacement or cleaning costs being charged to the booking holder. Players Party Rooms reserves the right to recover any costs incurred as a result of negligence, misuse or deliberate damage.
Technical issues
Players Party Rooms takes all reasonable measures to ensure that venue technology is fully operational, including karaoke systems, lighting, screens, sound systems and connectivity services. In the event of a technical issue, our team will make every reasonable effort to resolve the problem as quickly as possible. No refunds will be provided for minor or temporary disruptions. Where a significant fault substantially impacts the customer experience and cannot be resolved, Players Party Rooms may, at its sole discretion, offer an alternative room, partial compensation or another suitable solution.
Photography, videos & CCTV
CCTV operates throughout the venue for security and safety purposes. By entering the venue, guests consent to CCTV recording. Photography and videography may also take place during events for promotional, marketing and social media purposes. Guests who do not wish to appear in photographs or videos must notify a member of staff upon arrival and complete the venue's Photography & Videography Opt-Out Form. Where an opt-out request is submitted, the venue will take reasonable steps to avoid capturing images or videos of the guest within their booked room or designated event space. However, due to the nature of a live venue and shared areas, complete exclusion from all photography or videography cannot be guaranteed. Failure to notify staff and complete the required opt-out form will be deemed acceptance of image capture and use in accordance with this policy. Further information regarding the processing of personal data can be found in our Privacy Policy.
Lost property
Guests remain responsible for their personal belongings at all times. Players Party Rooms accepts no liability for lost, stolen or damaged property. Lost property enquiries can be submitted by email to: hello@playerspartyrooms.com Items recovered by the venue will be retained for up to 14 days before being disposed of, donated or recycled.
Events beyond our control
Players Party Rooms shall not be held liable for any failure or delay in performing its obligations where such failure results from circumstances beyond its reasonable control, including but not limited to: - Fire - Flood - Extreme weather conditions - Power outages - Government restrictions - Public health emergencies - Industrial disputes - Acts of terrorism - Natural disasters In such circumstances, Players Party Rooms reserves the right to apply the remedies set out in the Cancellation Policy.
Promotional offers
All promotional offers, discounts, vouchers and special promotions are subject to availability and the terms displayed at the time of booking. Offers cannot be combined unless explicitly stated. Players Party Rooms reserves the right to amend, suspend or withdraw any promotion at any time without prior notice.