the big christmas party nights

Christmas parties Terms and Conditions

TERMS AND CONDITIONS AGE RESTRICTIONS Shared Christmas parties held at Coventry Building Society Arena are strictly over 18s only.

DRESS CODE Smart party wear. No ripped / dirty / bleached jeans or trainers. Guests will be turned away if their attire is deemed inappropriate and no refund will be offered for guests turned away. 

Bookings can only be accepted on receipt of a completed, signed booking form and appropriate payment. Cancellations within certain time frames are subject to a cancellation fee as follows: 

MORE THAN 56 DAYS PRIOR TO THE DATE OF YOUR PARTY 

No cancellation fee (loss of deposit only) 

More than 28 days but less than 56 days prior to the date of your party: Loss of deposit plus cancellation fee equal to 50% of the balance (based on final /latest numbers booked) 

Less than 28 days prior to the date of your party: Loss of deposit plus cancellation fee equal to 100% of the balance (based on final / latest numbers booked) 

BALANCE INVOICES will be issued 8 weeks prior to your party (for payment 4 weeks prior to your party). Non-payment of the final balance on the due date will render our contract with you void. 

TICKETS will be sent out approximately two weeks prior to your event date. Deposits are nonrefundable under any circumstances and bookings (including any later additions/changes to the booking) can only be accepted from the party organiser. Any cancellations must be communicated in writing to the Christmas Team and cannot be accepted over the telephone (email is acceptable provided a reply is received from the Christmas Team to acknowledge receipt). 

We are not able to accept part payments / installments throughout the year or payments from individual guests – full payment of deposits / final balances must come from the party organiser, in full, at the appropriate time. There will be an opportunity to pre-order drinks and provide us with any special dietary requests – forms will be sent out with the balance invoice 8 weeks prior to your party date. These forms must be returned at least 14 days in advance of your party – we cannot accept pre-orders or dietary requests received after this time. 

A TABLE PLAN for shared parties, produced by Coventry Building Society Arena’s Christmas Team, will be displayed on the evening. The Christmas Team cannot provide seating plans or distribute place cards for individual parties. Tables seat 12 guests - any tables, either made up of an individual party or part of a larger party, who do not utilise all the seats on a table may be required to share with another party. 

Any alcohol purchased or pre-ordered from the venue cannot be removed from the function room. Any drinks that have not been consumed will not be eligible for refund. 

WE DO NOT ALLOW ALCOHOL to be brought onto site – this includes presents intended to be given during the event. Any gift-giving should be done away from the venue as we cannot be held responsible for items confiscated, lost, or left behind. 

Coventry Building Society Arena, its staff and security teams, enforce a zero tolerance drugs policy.

SMOKING is not permitted ANYWHERE within the venue other than the designated area – accessed from within the party area. There will be no re-entry for anyone that leaves the event throughout the night.

STROBE LIGHTING may be used throughout the event. Coventry Building Arena’s Christmas Team reserves the right to refuse admission, and to remove from the function any person whose condition, in the opinion of the staff or security team, interferes, or is likely to interfere with the enjoyment of the function by other guests. The Christmas Team will not accept responsibility for people who behave inappropriately and are either prevented from entering or asked to leave the function, and no refund will be offered for guests removed from the event. 

Coventry Building Society Arena’s Christmas Team will take great care to honour its commitments but reserves the right to amend or alter any part of the function’s programme. 

The Christmas Team regrets that it will not accept liability for errors, omissions, or cancellations. 

The Christmas Team reserves the right to make changes both to the entertainment package and the menu in the event of any shortages. 

Coventry Building Society Arena’s Christmas Team does not accept liability and shall not be liable for non-completion of the event, or for any delays arising as a result of lock outs; riots; strikes or black outs affecting any trade with which the Christmas Team is concerned; adverse weather conditions; loss damage or cancellation due to fire, flood or any other cause beyond our control. These terms and conditions are governed by English law and in the unlikely event of a dispute the parties shall submit to the exclusive jurisdiction of the English courts. The liability of the Coventry Building Society Arena or its Christmas Team in respect of any breach of these terms and conditions, including any applied terms shall not extend to any consequential losses whatsoever suffered by the client or their guests. 

Dates and timings are all subject to availability due to licensing approval.

CLOAKROOM FACILITIES Coventry Building Society Arena will provide a cloakroom facility onsite charged at £4 per item. Coventry Building Society Arena cannot be held responsible for any property left within these facilities.

LATE ARRIVALS We are unable to guarantee a reception drink will be available for guests arriving after 7.30pm as reception service will cease at this time. Guests arriving after food service has begun may find that any courses missed will be unavailable due to service restrictions.

CAR PARKING Coventry Building Society Arena has 2,000 onsite car parking spaces which are chargeable to all users. Please do not park in Car Park D as this belongs to the Casino who will charge for unauthorised cars parked in this area. Coventry Building Society Arena accepts no responsibility for cars, or the contents of those cars left overnight.

CASINO ENTRY Guests of Christmas at the Chocolate Factory can choose to visit the onsite Grosvenor Casino after their party however entry is not guaranteed because you are a guest of Coventry Building Society Arena’s party – the casino operate their own entry policy and may turn guests away if they do not meet their criteria.

It is the responsibility of the party booker to ensure that all of their party are aware of these terms and conditions.