Caerphilly RFC consists of three bar areas and two playing fields. 

Y Lolfa can hold up to 100  people on tables with a maximum of 140 using the standing areas. 

The main bar can hold up to 74 seated, 100 in total with standing area. 

Garnet's bar can hold up to 60 people in total. 

All of our bar areas are under refurbishment and a revised seating plan will be available once completed.

We are able to provide catering in all three bars and menus will depend on the numbers. We are offering a selection of cold buffets. Hiring is subject to the following Hire Conditions. Different hire conditions may apply throughout December, on Bank Holidays and on any other occasions as specified by the management.

1. Function Booking

1.1. Hiring is conditional upon the type of event and is subject to sensible drinking and any relevant licensing laws. Management reserves the right to refuse a booking for professional, health and safety, licensing or other business reasons. Paying a deposit of 50% of the room hire constitutes agreeing to these hire conditions, a copy of which are available from us on request and can be viewed online at https://caerphilly.rfc.wales/. These hire Conditions may be adjusted on an individual basis as agreed to in writing by the management of Caerphilly RFC. Please ask for details.

1.2. Booking Form: 

A Booking Form provided will need to be returned to us at least 8 weeks before the function.

1.3. Caerphilly RFC cannot guarantee your booking until the Hire Charge, Hire Conditions and Booking Form have been accepted.

1.4. The Total Cost of the room hire is payable eight weeks prior to your function (unless otherwise arranged and confirmed in writing by the management). You will be issued an Invoice detailing the individual charges. In case of not receiving the full payment, your booking may be cancelled and the Hire Charge payment will be non-refundable.

Hire charges:

Non Member                      

Minimum hire is 50 people.        

Room Hire         £ 250.00  ( these prices are for our newly refurbished bars)

Cleaning cost   £ 50.00    

Bond                   £ 250.00  ( these prices are for our newly refurbished bars)

Own food                £100.00    

Corkage                  £ TBD    

Buffet Option A             £ 8.95    

Buffet Option B             £ 10.95 

Vegitarian and vegan.  + £1.00

Childrens party option     £6.00 per head    

Function hire items.

Hire Items                      Cost per item    

Table Clothes                      £ 7.00                

Room Hire Training and meetings   

 All day hire of bar or lounge for corporate events £500 per full day.

Part day hire is  £ 65.00    per hour for 1 member of staff.

Ground Hire    

Field including lights, showers and club house open       £ 250.00 for pitch 

Additional cost for both pitches                                       £100.00

Festivals and presentation days will be POA. which will be agreed with the committee and customer.

Refuse removal and ground clean

Additional charges may occur for abnormal amounts of refuse brought to the club, and extensive cleaning.

We expect the client to pick up and remove all food waste and litter from the outside areas.

For presentation days and festivals we expect the client to supply their own bins and waste removal.

Member Price only.    

Room Hire             £200.00    

Bond                       £ 250.00  ( these prices are for our newly refurbished bars)

Cleaning cost         £50.00    

Own food                £100.00    

Corkage                  £ TBD

Function hire items.

Hire Items                      Cost per item    

Table Clothes                        £7.00                

Wine Buckets                        £5.00  

Fundraiser Hire only (All players)            

Room Hire         £ TBD 

Bond                   £ 250.00  ( these prices are for our newly refurbished bars)   

Cleaning cost *         £50.00   

Corkage/own food *            *Kitchen can be used - Please see guidelines. 

Ground Hire    

Field including lights, showers and club house open         £ 250.00 for pitch 

Additional cost for both pitches                                               £100.00

Festivals and presentation days will be POA. which will be agreed with the committee and customer.

Room Hire Training and meetings.            

All day hire of bar or lounge for corporate £500 per full day.

Part day hire is  £ 65.00    per hour for 1 member of staff.

Refuse removal and ground clean

Additional charges may occur for abnormal amounts of refuse brought to the club, and extensive cleaning.

We expect the client to pick up and remove all food waste and litter from the outside areas.

For presentation days and festivals we expect the client to supply their own bins and waste removal.

You must be a member for a minimum of six months to be eligable for member prices. Members can only book for direct family, parents, siblings and spouces.

2. Catering

2.1. The Menu Selection for your party needs to be pre-ordered, and the table plan and the information for name cards should be provided a minimum of 8 weeks prior to your function.

2.2. Corkage: It is highly restricted to bring any wines, spirits, food or beverage into the premises by or on behalf of any customers. This is for legal, health, licensing and trading standards reasons. We recommend you inform your guests of this. In the case where we find a customer carrying drinks or food from outside, you could lose the Hire Charge. This will be  discussed when booking.

2.3. Providing your own buffet will incur a charge of £100. details of charge on request. Kitchen not available.

3. Entertainment

3.1. DJ: We have numbers if requsted.

3.2. Live music: If you would like to source your own provider for live music this must be approved by us in advance. We will require the contact details for the provider and we will need to discuss with them our licensing requirements etc in terms of sound and volume levels etc. It will be your/the entertainment provider's responsibility to ensure any PRS, PPL, electrical tests and necessary insurance etc is fulfilled. They will need to adhere to any management requests at the event in terms of sound levels, music suitability etc.

4. Security

4.1. Subject to the nature of your party additional security measures may need to be implemented. This is typical for events where food is ancillary to the function or event and/or when young people are likely to be present. These costs must be met by you and will form part of your total cost. Any persons carrying out a security activity will be licensed by the Security Industry Authority. All 21st birthday parties must have a licensed security person on the door. All parties will be monitred by our cctv and shared with local authorities if required.

4.2. Age Verification Policy:  We reserve the right not to serve alcohol to any customer who appears to be under the age of 21 and fails to present valid identification to prove they are over 18.

4.3. Guest List: A guest list procedure may need to be implemented to control entry to your function or event. Caerphilly RFC will do their best to ensure your party is kept private and closed off to the public but will not be held responsible for any gatecrashers/intruders.

4.4. Search Policy: Caerphilly RFC reserves the right to ask for supervised voluntary searches of customers upon entry or at any time during the function or event. Anyone not wanting to adhere to this may be disallowed entry or asked to leave.

5. Cancellation

5.1. If you cancel a booking 90 days prior to your function, your Hire Charge payment will be refunded in full. After that date the following charges will apply upon cancellation of a function:

Up to 2 weeks notice: 100% of Total Cost

Up to 4 weeks notice: 50% of Total Cost

Up to 60 days: Hire Charge

The Total Cost is as detailed on the Invoice.

6. Legalities

6.1. Last orders: Last orders for drinks are at 11:15pm , with the drinking up time and leaving the club and grounds being midnight . 

6.2. The organiser of the function will be held responsible for their guests and their conduct. We reserve the right to remove intoxicated guests from our premises. Caerphilly RFC also reserves the right to call short a function if guests do not act responsibly. Any deliberate damages and breakages during the event will be billed to the organiser.

6.3. CCTV is in full operation on the premises. If Guests are identified removing any items belonging to Caerphilly RFC, the management will contact the client for the return of the items or payment to the value of the items which were taken off the premises. Matters will be taken to the Police if necessary.

6.4. Caerphilly RFC takes every measure to comply with all legal legislation, including the Licensing Act 2003. Caerphilly RFC ask you and your guests to fully support our promotion of the following four licensing objectives: the prevention of crime and disorder; the prevention of public nuisance; public safety; and the protection of children from harm.

I hereby confirm that I have read and accepted the Conditions set out for hire of the club

By entering your name below you are agreeing to Caerphilly RFC's hire conditions above.