Terms & Conditions

Effective Date: October 2021
Last Updated: January 2025

We are delighted that you have chosen to be part of our community here at Hamptworth Golf andCountry Club (“Hamptworth GC”, “the Club”, “we”, “our”, “us”).

These Terms & Conditions outline the rules, expectations, and general information relating to your membership and use of our facilities.

By becoming a member or using the Club’s services, you agree to abide by the following Terms & Conditions

1. Club Operations and Opening Hours

Summer Hours

• Clubhouse: Open from 7:00 AM to 9:00 PM.
• First Tee Time: 7:00 AM.
• Last Tee Time: Up to 4 hours before sunset for 18 holes.
• Operating times may vary for special events; members will be notified in advance.

Winter Hours

• Clubhouse: Open from 7:30 AM to 5:00 PM.
• First Tee Time: 8:00 AM.
• Last Tee Time: Up to 4 hours before sunset for 18 holes.

Members may book 9-hole rounds during winter months, subject to course availability.

Holiday Closures

• The Clubhouse and facilities will be closed on Christmas Day and Boxing Day.
• Operating days and hours are reviewed annually, and Hamptworth GC reserves the right to
  amend them as necessary to enhance the member experience. Any significant changes will be
  communicated in advance.

2. Membership

7-Day Members

Enjoy full access to the club Monday to Sunday.

5-Day Members

Access to the club is available Monday to Friday.

Intermediate Members

Enjoy full access to the club Monday to Sunday.

All three categories above include the privilege of joining the Members’ Roll-Up, where no tee times are required — members can simply turn up and play.

Corporate Members

Corporate membership provides access to the club Monday to Sunday after 11:00 a.m., following the Members’ Roll-Up.

Depending on the corporate package agreed, corporate members may bring clients as guests with a pre-booked tee time after 11:00 a.m.

Junior Members

Junior members have access to the club Monday to Sunday after 12:00 p.m., with a booked tee time.

All juniors must be accompanied by an adult.

Parents or guardians are required to:

• Read and sign the Junior Consent Form
• Provide informed consent
• Review and comply with the club’s Safeguarding Policies

All Members

All membership categories include the following benefits:

• 10% discount on food and drink in the bar
• Discounted range balls
• Complimentary tea and coffee served daily until 11:00 a.m.
• Access to Top Tracer facilities
• No competition entry fees

3. Guests

• Members are welcome to bring guests to play for a fee of £35 per person for 18 holes. If you plan to bring more than four guests at one time, please notify the club in advance so we can make the necessary arrangements.
• We kindly ask all members and their guests to arrive promptly for their tee time to help ensure smooth play and avoid delays for other members.
• Dress Code Terms & Conditions
• All members and visitors are expected to always adhere to the club’s dress code and etiquette standards while on the course and in the clubhouse.
• The club reserves the right to refuse entry or participation to anyone who does not comply with the dress code or who does not respect the required standards of golfing etiquette.
• Members and visitors are encouraged to familiarise themselves with the club’s dress and behaviour guidelines to ensure an enjoyable experience for everyone.

4. Photography Terms & Conditions

1. General Photography Policy

Photography and videography on club premises are permitted only with prior consent from club management. This policy applies to all members, guests, visitors, and event organisers.

2. Personal Photography

Members and guests are welcome to take photographs or videos for personal, non-commercial use, provided that:

• The activity does not disrupt play or interfere with other members’ enjoyment.
• No individual is photographed without their consent, particularly in areas such as the clubhouse, locker rooms, or practice facilities.
• Drones or aerial photography are not permitted without written permission from club management and proof of appropriate insurance.

3. Club Photography & Marketing Use

The club may take photographs and videos during events, competitions, or general play for marketing, promotional, or social media purposes.

By entering the club premises, you acknowledge and agree that your image may be captured and used by the club for such purposes, unless you specifically opt out in writing by notifying the Club Manager in advance.

4. Commercial Photography

Any professional or commercial photography, filming, or drone operation (including for advertising, sponsorship, or media coverage) must be authorised in writing by club management prior to any recording.

Additional terms, location fees, or supervision requirements may apply.

5. Data Protection & Image Rights

All photography and video content captured or used by the club will be handled in compliance with UK Data Protection Laws (UK GDPR).

Images will not be sold or shared with third parties without explicit consent, except where required by law.

6. Safeguarding

Special care is taken to protect the privacy and wellbeing of junior members.

No images of juniors will be published or shared by the club without written parental or guardian consent.

7. Breach of Policy

The club reserves the right to request the deletion of any images or videos taken in breach of these Terms & Conditions and may take further action where appropriate.

5. Food & Drink

1. General Service

All food and beverage services are provided by the club’s catering team and are available during advertised opening hours. Service times may vary seasonally or during special events, and the club reserves the right to amend opening hours without prior notice.

2. Member Discounts

All members receive a 10% discount on food and drink purchases in the bar when using their valid membership card. Discounts are non-transferable and cannot be used in conjunction with any other promotions or offers.

3. Payment Policy

Payment must be made at the point of sale. The club accepts cash, card, and approved member charge accounts (where available). Any outstanding balances must be settled promptly. Failure to do so may result in suspension of membership privileges.

5. Responsible Service of Alcohol

The club operates under a strict Responsible Service of Alcohol policy. Staff reserve the right to:

• Refuse service to anyone who appears intoxicated or underage
• Request valid photo identification for proof of age
• Remove individuals from the premises for inappropriate behaviour or non-compliance with licensing laws

6. Allergies & Dietary Requirements

While every effort is made to accommodate food allergies and dietary needs, the club cannot guarantee that any item is completely free from allergens. Members and guests are encouraged to inform staff of any dietary restrictions before ordering.

7. Events & Catering

Private or corporate events requiring food and beverage service must be arranged through the club’s Events or Catering Team. A deposit may be required, and final guest numbers must be confirmed in advance as outlined in the event agreement.

6. Events

1. Booking & Deposit

A deposit is required to secure your event date. Bookings are only confirmed once the deposit is received. Deposits are non-refundable but may be transferred at the club’s discretion.

2. Payments

Full payment is due 7 days before the event, unless otherwise agreed. Any extras (e.g. bar tabs or additional guests) must be paid on the day.

3. Cancellations

Cancellations must be made in writing.

• Deposits are non-refundable.
• Cancellations within 7 days of the event may incur charges for catering or staffing costs.

4. Final Numbers & Dietary Needs

Final guest numbers and any dietary requirements must be confirmed 7 days before the event. You’ll be charged based on the final confirmed number, even if fewer guests attend.

5. Food & Drink

All food and beverages must be provided by the club. No outside food or drink is allowed unless agreed in advance (corkage or service fees may apply).

6. Conduct & Behaviour

We ask all guests to respect the club, staff, and members. The club reserves the right to refuse service or remove anyone behaving inappropriately.

7. Damage & Cleaning

Any damage to the club’s property or excessive cleaning required after the event may result in additional charges.

8. Personal Belongings

The club cannot accept responsibility for lost, stolen, or damaged items.

9. Photography

The club may take photos or videos during events for marketing use. Please notify us in writing before the event if you do not wish to be included.

10. Force Majeure

The club is not liable for cancellations or changes caused by events outside our control (e.g. extreme weather or government restrictions).

7. Maintenance Terms & Conditions

1. Course Maintenance

The golf club regularly undertakes maintenance to ensure the course remains in optimal condition.

Maintenance activities may include mowing, aeration, top-dressing, bunker raking, tree work, and irrigation repairs.

2. Temporary Closures & Restrictions

• Certain areas of the course, practice facilities, or clubhouse may be temporarily closed for maintenance.
• The club may implement temporary restrictions (e.g., cart path only, greens closed, tee time adjustments) as required.
• Members and guests are expected to follow all signage, staff instructions, and temporary course rules during maintenance periods.

3. Tee Times & Scheduling

Maintenance work may occasionally require adjustments to tee times or event schedules. The club will make reasonable efforts to notify members in advance.

4. Member & Guest Responsibilities

• Please repair pitch marks, divots, and ball marks to assist with course upkeep.
• Follow all temporary rules, roped-off areas, and cart path-only directives.
• Avoid interfering with maintenance equipment or staff.

5. Liability

• The club is not responsible for personal injury or damage to personal property caused by maintenance activities, including moving machinery, flying debris, or chemical applications.
• Members and guests enter the course at their own risk during maintenance operations.

6. Equipment & Practice Areas

• Driving ranges, putting greens, and practice facilities may be closed or restricted during maintenance.
• Temporary mats, nets, or practice restrictions may be implemented to protect the surfaces.

7. Weather-Related Maintenance

Maintenance schedules may be adjusted due to weather conditions, including frost delays, heavy rain, or extreme heat. The club will update members as soon as possible.

8. Communication

The club will endeavour to provide updates on planned maintenance via club emails, website, signage, or staff notifications. Members are encouraged to check these updates before visiting the course.

8. Joining, Renewal & Termination Terms & Conditions

1. Joining Fees

• All new members are required to pay a £250 joining fee as specified at the time of application.
• The joining fee is non-refundable once paid, except in cases where the club is unable to offer membership for reasons beyond the applicant’s control.
• Membership is not active until the joining fee and first subscription payment have been received in full.

2. Membership Renewals

• Membership subscriptions are annual, and renewals are due on the anniversary of joining or as otherwise stated.
• Renewal notices will be sent in advance, and payment must be made before the renewal date to maintain uninterrupted membership privileges.
• The club reserves the right to adjust subscription rates annually. Members will be notified in writing of any changes at least 30 days prior to renewal.
• Memberships automatically renew on 1st January each year.
• Membership continues until the member provides three months’ written notice to terminate.
• It is the member’s responsibility to cancel any direct debit with their bank; the club does not have access to do this on behalf of the member.

Termination by Member

• Members may terminate their membership by providing written notice to the club.
• Notice periods and any applicable fees will depend on the membership type and will be specified at the time of joining.
• Membership fees are non-refundable for the remainder of the subscription period unless otherwise agreed in writing by the club.

4. Termination by the Club

The club reserves the right to terminate a membership with immediate effect in cases including, but not limited to:

• Non-payment of fees or subscription renewals
• Breach of club rules or misconduct
• Actions that could harm the reputation or safety of the club, members, or staff Members will be notified in writing of the termination, including the reasons where appropriate.

5. Refunds & Outstanding Balances

• Any outstanding fees, charges, or damages must be settled upon termination of membership.
• The club is not obliged to provide refunds for unused services, except where required by law or agreed in writing.

6. Rejoining

• Former members who wish to rejoin may be subject to a new joining fee and/or updated membership terms.
• The club reserves the right to refuse re-admission without providing a reason.