1. General Conditions
1.1 The Event Organiser is responsible for ensuring that all participants behave appropriately, adhere to Sweetwoods Golf Club’s dress code, and comply with allocated tee times.
1.2 All players are advised to have adequate insurance to cover personal injury, loss, or damage. Sweetwoods Golf Club accepts no responsibility for lost or stolen property.
1.3 All play must be conducted from the Silver or Green tees. Slow play must be avoided at all times.
1.4 The Event Organiser accepts full responsibility for any damage caused by any member of their group.
1.6 Sponsorship signage or promotional material is only permitted with prior written authorisation from the General Manager.
1.7 Failure to comply with these Terms and Conditions may result in individuals being asked to leave the course or clubhouse without refund.
1.8 Each player must have their own set of clubs; sharing is not permitted.
2. Booking Confirmation and Payment Terms
2.1 To confirm a booking, a non-refundable deposit of £100 is required. Bookings are not confirmed until the deposit is received and written confirmation is issued by Sweetwoods Golf Club.
2.2 Larger bookings over 50 players will require a larger deposit based on the number of players.
2.3 The final player numbers and balance must be paid in full at least 72 hours prior to the event.
2.4 The Event Organiser is solely responsible for the full payment of the event. Sweetwoods Golf Club will not collect payments from individual participants.
2.5 In the event of cancellation due to adverse weather or course conditions, the deposit will be retained by the Club and credited towards a future booking. Any payments made in excess of the deposit will also be retained by the Club and applied to a future society booking.
2.6 Green fee rates are subject to seasonal variation and apply from 1st April to 31st October (summer season) and 1st November to 31st March (winter season) each year. Any transferred bookings will be charged in accordance with the rates applicable to the new date and time of the revised booking.
Accepted payment methods: Credit/Debit Card or BACS transfer. A payment confirmation can be provided upon receipt of deposit. Contact the Club office for bank details.
3. Cancellation Policy
3.1 Deposits
• All deposits are non-refundable.
• Where applicable, a deposit may be transferred to an alternative date if cancellation is made at least 21 days prior to the scheduled event date, subject to availability.
• If the booking is moved at a later stage due to weather or course conditions, the deposit will be transferred to a new date.
3.2 Cancellations made 21 days or more in advance:
• The deposit will be retained and the booking may be moved to a new date.
3.3 Cancellations made within 7 days of the event:
• If the golf society booking is cancelled within 7 days of the booked date, 50% of the total booking fees will be payable.
3.4 Cancellations made within 3 days of the Event:
• If the booking is cancelled within 3 days of the event date, and a full or partial payment has already been received, no refund will be issued nor will the booking be transferred.
3.5 Failure to Attend
Failure to attend on the day of the event without prior notice will be treated as a late cancellation and no refund will be given, nor will the booking be transferred.
3.6 General
All cancellation notices must be made in writing to Gary.Gilligan@sweetwoods.co.uk or Carolyn.gravely@sweetwoods.co.uk.
The golf club reserves the right to waive or amend these terms at its sole discretion in exceptional circumstances.
4. Player Commitment and Adjustment Policy
4.1. The final number of tee times must be confirmed 21 days prior to the event. After this point, the confirmed number may vary by up to three players, with the final participant count due 7 Days before the event. No adjustments can be made within 7 Days of the event, and any cancellations during this period will require full payment. The organiser will be liable for payment of any unused tee times after this deadline.
4.2 All shotgun start bookings require a minimum of 72 players to facilitate a full course closure, with one group per tee. If the final number of players falls below this minimum, the organiser will be charged the remaining green fees required to reach the 72-player threshold, along with 50% of the pre-booked food cost.
4.3 Catering charges are determined at the full discretion of Sweetwoods Golf Club, depending on the meal selected.
5. Dress Code
On the Course (including practice areas and putting greens):
Acceptable Golf Wear:
• Golf trousers or shorts
• Collared shirts or recognised golf manufacturer collarless/crew neck tops
• Golf Shoes must be worn on the golf course
Unacceptable Golf Wear:
• Blue denim, cargo trousers, or tracksuit bottoms
• Non-tailored shorts or ¾ length trousers (for men)
• T-shirts, football, or rugby shirts
• Trainers or non-golf footwear
In the Clubhouse:
• Golf shoes are not permitted in the clubhouse.
6. Food and Drink Policy
6.1. Only food and beverages purchased from Sweetwoods Golf Club may be consumed on the premises.
6.2. Any unauthorised food or drink brought in may be subject to a surcharge equal to the Club’s selling price, at management’s discretion.
7. Alcohol Policy
7.1. Sweetwoods Golf Club operates a responsible drinking policy.
7.2. Guests may not bring their own alcohol for consumption on the premises.
7.3. Any unauthorised alcohol will be confiscated and may be returned at the discretion of management.
7.4 Society organisers are responsible for managing the behaviour and conduct of their group while on the premises. We operate a zero-tolerance policy regarding the abuse of staff, aggressive behaviour, or the use of foul or inappropriate language in or around the clubhouse.
7.5 Staff reserve the right to request that any person leave the property if their behaviour is deemed unacceptable or disruptive.
7.6 Individuals who are intoxicated will not be served and may also be asked to leave and make their way home safely.
8. Slow Play and Course Etiquette
8.1. Players must adopt the 'Ready Golf' approach to maintain a suitable pace of play.
8.2. Rounds exceeding 4.5 hours are not acceptable.
8.3. Organisers are encouraged to select formats that promote continuous play (e.g. Stableford).
8.4. Marshals and Golf Professionals will monitor play. Players failing to maintain pace may be instructed to leave the course without refund.
9. Damage and Liability
9.1. The Event Organiser assumes full responsibility for any damage to Club property or grounds caused by any member of their group.
10. Cancellation by the Club
10.1. Sweetwoods Golf Club reserves the right to amend or cancel bookings. The Club will endeavour to notify the Event Organiser as soon as practicable in such circumstances.
11. Course Maintenance Responsibilities
Players are reminded of the three ‘R’s’:
• Replace divots
• Repair pitch marks
• Rake bunkers
Please leave the course as you would wish to find it.
12. Buggy and Trolley Usage
Players must adhere to all buggy and trolley rules and signage. Prior to hiring a buggy, individuals will be required to sign a Buggy Disclaimer Form, acknowledging and agreeing to the club’s terms and conditions for buggy hire.
Prohibited actions include:
• Driving onto putting surfaces or tee areas
• Driving between greens and bunkers
• Entering Ground Under Repair (GUR) areas
Players are encouraged to use designated paths wherever possible.
13. Acknowledgement and Acceptance
By paying the deposit, the Event Organiser:
• Confirms understanding and acceptance of the clubs Terms and Conditions.
• Accepts full responsibility for payment of all associated costs.
• Confirms the authority to act on behalf of the named Golf Society.