1. Making Your Booking
a. Reservations
The hotel will provide confirmation of your booking upon request. Please check the confirmation carefully as soon as you receive it. Contact us immediately if any of the details or information on the confirmation appear to be incorrect or incomplete as it may not be possible to make changes later.

b. Group Reservations
A group reservation consists of 10 or more rooms. Group bookings can be held on a provisional basis until 8 weeks prior to the arrival date, at which point the booking must be guaranteed by the lead bookers credit/debit card. The hotel reserves the right to release any provisional group bookings without prior notice. The Lead Booker must be authorised to make the booking by all persons named on the booking and by their parent or legal guardian for all group members who are under 18 years of age when the booking is made. The Lead Booker must be at least 18 years of age or more at the time the booking is made. The Lead Booker is responsible for all payments due to us for non arrival or late cancellation of any rooms under their group reservation. The Lead Booker is responsible for all other charges incurred by group members in the event of non payment by named individuals on the group.

All rooms must be named 7 days prior to the arrival date, any un-named rooms left on the group will be charged in full as per group cancellation terms which are as follows:

1-2 rooms 48 hrs prior
3-5 rooms 7 days prior
6-9 rooms 14 days prior
10+ rooms 28 days prior

c. Third Party Reservations
When making a booking on behalf of another individual the booker is responsible for any non arrival or late cancellation fees. Charges will be made against the payment details provided at the time of booking. It is the booker’s responsibility to make sure correct billing instructions are provided prior to the guest’s arrival so that we can endeavour to fulfil any such requests. When the hotel is requested to charge any part of the guest bill to a third party card, payment will be taken at the time of booking upon completion and return of a third party payment authorisation form and will appear as a deposit against the reservation. This amount is refundable as per our cancellation terms & conditions.

2. Payments
The hotel reserves the right to carry out security checks when taking payments and can refuse services should we feel the payment method being offered is not secure. The hotel can terminate any bookings made in this instance and is not in breach of any previous contracts.

a. Pre Authorisation
Credit & debit cards may be pre authorised at check in & card details (including C.V.C) will also be entered into a secure field on the hotel system. The amount pre-authorised will be equal to the total room rate for the entire stay and £50 to cover any additional spend. Long stays will have the option to pre-authorise each week or to pre pay the total room rate for the following week on check in. Long stays must settle accounts weekly before pre-authorising or pre paying for the following week. Exceptions where pre-authorisation may not apply are: Pre paid internet reservations (incl. Lastminute.com bookings), Advance Purchase or other pre paid bookings & Company account holders where an extras account is not required. The hotel will complete sale using the pre-authorised amount on the day of departure (Not applicable to long stays). Unused pre- authorised funds will be released by the hotel on the day of departure and may take up to 10 working days to appear on your statement. In your absence at check-out the hotel will charge any unpaid items on your invoice, which are not covered by any pre-authorised amounts, to the card details being held on the system. This will appear as a second transaction. A receipt for these charges will be forwarded via e-mail or sent to the address provided on your registration.

b. Cash
The full total room rate for your stay must be paid on arrival. An extras account can be set up by pre authorising a minimum of £50. You can choose to release funds from the card and pay cash at the required time for these items. When extra charges reach your account limit the account will be suspended until paid. Where no card can be provided an amount of contingency money (£50) must be left at reception with a valid form of photo ID which will be copied and the original returned. Copies of ID will be destroyed after the final invoice has been settled.

Valid forms of ID include driver’s license (photo card), ID card & Passports.

c. Cheques
Cheques are only accepted as pre payment at least 3 weeks prior to arrival at the hotel. If a cheque bounces the hotel reserves the right to terminate any reservations held and will not be in breach of any previous contracts or agreements.

d. Bill Back Accounts
You can set up a credit account with the hotel by requesting a credit application form from reception. Fill in all the details and post to the hotel-accounts department. Credit applications can take up to 28 days to be approved. During this period you must continue to confirm bookings and make payments by previous methods.

Invoices on account must be settled within 7 working days from the date of issue and can be settled by BACs payment, credit or debit card or cheque. Any queries relating to charges on the account must be raised immediately with the hotel or credits may not be issued.

The account holder has overall responsibility for any charges incurred by guests during their stay. The hotel will take notice of instructions for accounts charges made in writing by the booker and will endeavour to carry out these instructions. However in the event an individual refuses to or is unable to settle their part of the invoice the amount owed will remain the responsibility of the account holder and it will remain their responsibility to re coup these amounts from the individual. In this instance the individual will sign the invoice to pass on the charges to the account holder. If an individual leaves without settling and payment can not be obtained from them this amount will also remain the responsibility of the account holder.

e. Third Party Payments
To pre pay for accommodation a photocopy showing both sides of the card being used for payment is required. Information regarding the amount to be processed from the card, the card holder’s name, address, contact telephone number and if any additional charges will also be accepted must be received by the hotel prior to the guests arrival at check-in.

For companies, a 3rd party payment authorisation form must be completed and returned to the hotel 24 hours prior to the arrival date. Forms can be provided upon request from the hotel reception.

At check-­‐in the same card used for pre payment must be presented. If this card is not presented another card must be provided and an additional pre authorisation for the room rate for the entire stay will be processed. This will then be released upon check-­‐out. If a card is not provided for additional pre authorisation, photographic ID must be provided and the facility to make charges to room accounts will be suspended.

Acceptable forms of photographic ID are a passport, driving license or national ID card.

f. Express Check-Out
Express check out is available. Pre-authorisation is required at check in to allow for express check out facilities. If you want to dispute any charge processed during express check out please call reception or send an e-mail to reservations@grimsdyke.com

3. Your Contract
A binding contract between us comes into existence when either we dispatch our confirmation or, for on line bookings, when the final page of the booking confirmation procedure gives you a booking reference. This contract and all matters arising out of it are governed by English law. We both agree that any dispute, claim or other matter which arises out of or in connection with this contract or your holiday will be dealt with by the Courts of England, Wales, Scotland or Northern Ireland as appropriate. Changes to these Booking Conditions will only be valid if agreed by us in writing.

4. The Cost of Your Stay
There are different ways of confirming the final price of your break with us depending upon whether you book by telephone or on line.

5. By Telephone
We reserve the right to increase or decrease the prices of unsold accommodation at any time. The price of your chosen break will be confirmed at the time of booking.

We reserve the right to correct errors in both advertised and confirmed prices. We will do so as soon as we become aware of the error. Hotel rates and meals as described in the hotel entry may not apply over Easter/Christmas/New Year or certain dates associated with special events.

6. Online Reservations
For reservations made via all other websites you must refer to the terms & conditions that appear on your booking confirmation from the named website. The hotel is not responsible for waiving cancellation charges or for any amendments made to these bookings as your agreement is with the named website. The prices shown on our website are for guidance only until you enter our secure server, when the rates shown are guaranteed, subject to reasonableness with regard to any rates shown that are clearly incorrect. A total price of your chosen break will be given before you confirm your booking which you may accept or not.

Please note, the information and prices shown in brochures may have changed by the time you come to book your stay. Whilst every effort is made to ensure the accuracy of the brochures and prices at the time of printing, regrettably changes and errors do occasionally occur. You must therefore ensure you check all details of your chosen dates (including the price) with us.

7. Provisional Holds
Subject to availability the hotel will sometimes agree to hold rooms on a provisional basis. All provisional rooms are released two weeks prior to arrival date. The hotel will not contact you in this instance. A provisional reservation is only confirmed when secured with valid credit or debit card details. The hotel reserves the right to cancel any provisional bookings at any time.

8. Changes by You
Should you wish to make any changes to your confirmed break, you must notify us (by post or email) as soon as possible. If a person is prevented from travelling, we will agree to that person’s booking being transferred to another person who satisfies all the conditions applicable to the booking, subject to both persons accepting joint and several liabilities for full payment of the booking and our charge for confirming the transfer and any additional costs arising from the transfer. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such requests. Additional invoice requests or multiple changes to your reservation may be subject to an administration fee at the manager’s discretion.

9. Cancellation by You
Should you or any member of your party need to cancel your booking once it has been confirmed, the booker must immediately advise us (by post or email). It is recommended that you request written confirmation of changes from the hotel. The following cancellation charges will be payable.

Individual reservations can be cancelled up to 4:00pm the day prior to arrival. Corporate reservations can be cancelled up to 4:00pm on the day prior to arrival.
Group reservations:

1-2 rooms 48 hrs prior
3-5 rooms 7 days prior
6-9 rooms 14 days prior
10+ rooms 28 days prior

Where a reservation is cancelled outside of the hotel’s cancellation policy a charge equal to one night’s total room rate will be charged to the card given at the time of booking per room cancelled.

All cancellations must be made in writing to the hotel. Where a cancellation has not been confirmed in writing, the hotel reserves the right to charge any applicable cancellation fees.

Advance Purchase reservations are non refundable and non transferable under any circumstances.

10. Non- Arrivals
If you have a guaranteed booking with us but do not arrive at the hotel a charge equal to one nights total room rate will be made to the card provided at the time of booking. This charge will be made after 11am the following day.

For multiple nights the hotel will try to contact you to confirm if you are still arriving. If no contact is made by 12pm the following day a charge equal to 2 nights total room rate will be made to the card given on booking. At 11am the following day the hotel will assume you are not going to arrive at all and will cancel the remainder of your stay.

11. Cancellation by the Hotel
The hotel may cancel bookings under the following circumstances:

a. If the hotel or any part of it is closed due to circumstances outside its control.
b. If the client becomes insolvent or enters into liquidation or receivership.
c. If the client is more than 14 days in arrears with any payments to the hotel
d. If it might prejudice the reputation of or cause damage to the hotel.
e. To avoid a breach of these conditions.

12. Complaints and Problems
In the unlikely event that you have any reason to complain or experience any problems with us while staying in our hotel, you must immediately inform us of the service(s) in question. Any verbal notification must be put in writing and given to the hotel as soon as possible. If you are still dissatisfied, you must notify us at the earliest opportunity. Until we know about a problem or complaint, we cannot begin to resolve it. If you remain dissatisfied, however, you must write to our General Manager within 7 days of the end of the break you have purchased from us giving your booking reference and full details of your complaint. In the event that you do not notify us of the complaint within the above period, this may affect the company’s ability to investigate complaints and may impact on the way that your complaint is dealt with.

13. Liability
a. The hotel will be liable to the client and/or persons staying at the hotel for injury to persons or loss or damage to property only where and to the extent that it has been negligent but otherwise be under no liability to them whatsoever.

b. The client will be liable for any loss or damage to the hotel’s property including walls, light fittings and equipment (including items hired for their use) or injury to any person including the hotel staff and shall indemnify the hotel against any loss of liability (other than the hotel’s liability in (a) above arising from the stay in the hotel).

c. The full cost of repairing or replacing the hotel’s property as a result of damage or breakage or removal of the hotel’s property will be charged to the client and the owners and managers of the hotel shall not be liable for any claim for personal injuries (including death) nor any loss or damage of any kind whatsoever which may attribute to any property belonging to the owners and managers of the hotel or third parties on, of or in consequence of any activities or operations whatsoever carried on by the client excepting any claims which may arise as a result of the negligence of the owners and managers of the hotel or their representatives.

14. Behaviour
When you book to stay with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct to us at the hotel. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.

We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the booking of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. If found to be smoking in room a minimum £150.00 per day charge will be applied at the discretion of the management, if the smell of smoke is so strong the management feels they cannot sell the room to another guest that night a charge equal to one nights accommodation will be charged. The rate charged will be based on the availability in the hotel.

15. Special Requests
If you have any special request, you must advise us at the time of booking but we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part. Confirmation that a special request has been noted will be on your confirmation. Unless and until specifically confirmed, all special requests are subject to availability. Please may we respectfully advise you that prior written consent is required from the hotel for guests wishing to take formal photos in our house or grounds.

16. Children and Infants
Extra beds are charged at £25.00 per child and the rate includes breakfast for the child. Beds are designed for use by children aged 12 and below. Adults can book these beds but the hotel accepts no liability for any issues arising from the size restrictions of the bed. If 2 children share a bed a £35.00 charge will apply which includes breakfast for both children. Additional breakfasts are charged at £9.50.

Sofa beds are also available for the same £25.00 charge- the same terms apply. If children are sharing existing beds & bedding with adults the hotel must be advised for fire purposes but no charge will apply. If the child has breakfast on this basis it will be charged at £9.50.

17. Pet Policy
Small dogs are allowed but must be accompanied by the owner at all times. Dogs are not to be left in the room un- attended due to noise complaints from other guests. A £25.00 charge for carpet cleaning will be applied for each nights stay. The hotel reserves the right to terminate a booking if dogs are unruly or are left un–attended. Any damages to the room not covered by the carpet cleaning charge can be applied at the discretion of the management.

18. Hotel Disabled Access Policy
The hotel has a specific policy regarding access to the Main House. We do not currently have a lift within the main house and no accessible washroom facilities on the ground floor. This is due to restrictions set out which relate to the buildings listing status.

We have full access to adapted guest rooms in our Garden Lodge and Gilbert’s Restaurant. The Main House has limited access downstairs via the Library Bar. (Gravel path/small step).

Unfortunately there is no access to the upper levels due to the restrictions set out in Fire, Health and Safety Regulations.

The hotel has undergone a full audit and has actioned all possibilities to improve our access and facilities.

19. Privacy Statement
For the purposes of the Data Protection Act 1998 we, are a data controller. In order to process your booking, we need to collect certain personal details from you. These details will include, where applicable, the names and contact details of party members, credit/ debit card or other payment details and special requirements. If we need any other personal details, we will tell you before we obtain them from you.

We would also like to store and use your personal details for future marketing purposes (for example, sending you a brochure or details of a promotion including by email). All details you give us in connection with your booking will be kept but we will use only names and contact details for marketing purposes (unless you have asked us not to).

We may need to disclose our customer database, including any personal data relating to you contained therein, to a third party who acquires or attempts to acquire all or substantially all of the assets or stocks in our company or our website service whether by merger, acquisition, reorganisation or otherwise.

If you do not want us to do any or all of these things, please let our Marketing Department know as soon as possible. We are entitled to assume you do not object to our doing any of the things mentioned in this statement unless you tell us otherwise in writing.

Except where expressly permitted by the Data Protection Act, we will only deal with the personal details you give us as set out above unless you agree otherwise. We have appropriate security measures in place to protect this information.

You are generally entitled to ask us (by letter or e-mail) what details of yours are being held or processed, for what purpose and to whom they may be or have been disclosed. We will charge a fee to respond to such a request. We promise to respond to your request within 40 days of receiving your written request and fee. In certain limited circumstances we are entitled to refuse your request.

If you believe that any of your personal details which we are processing are inaccurate or incorrect please contact us immediately.

Where your booking has been made via a website, this privacy statement covers websites owned and controlled by us only. Links to other websites, and any information collated by these sites, are not covered by this privacy statement.

As our privacy statement may change due to developments in the law, we would encourage you to reread our privacy statement from time to time so that you are aware of any changes in how we gather and use personal information.

All conferences, banquets and functions booked at the hotel by the client are subject to
written acceptance by the hotel and are made upon the following terms and conditions.
1. Numbers Attending
i The client will advise the hotel of the number of persons attending the function 14 days prior
to the event. Final numbers of persons are required at least three full working days prior to
the function. Catering and charging will be based on such numbers notwithstanding that the
number of attendees may be less. If more than the guaranteed number attend the function
the client will be charged according to the total number attending, but the hotel cannot be
responsible for a number in excess of 10% above the guaranteed minimum number.
ii If any dispute arises as to the number of those who attend the function the hotel shall
determine the number and such determination will be final and binding to the parties.
iii Where the booking includes bedroom accommodation the full rooming list is required not
less than 14 days prior to the date of arrival.
iv The hotel reserves the right to release banqueting space proportionately should the
bedroom accommodation contracted reduce by more than 25%.
2. Information
The client shall provide on request by the hotel, all such information which is available in
relation to the function as may be necessary to enable the hotel to make a fully informed
assessment of its obligations to provide the services.
3. Amendments
The client agrees that the hotel may accept any verbal amendments to the arrangements given
during the course of the function or its preparation, by the client, or by anyone acting or
purporting to act on the clients behalf, and the client agrees to pay for any additional service
so provided.
4. Charges
i Account facilities will only be granted to companies which have established credit facilities
in advance.
ii The client agrees to pay all hotel charges on the due dates, failing which interest will be
charged at a daily rate of 3% over the hotel bankers base rate.
iii Any function for which advance payment is overdue by more than 7 days may be cancelled
by the hotel and the cancellation fees detailed in clause 8 will become payable immediately.
iv If there are any queries on any part of an invoice, the client will pay the undisputed balance
of the sum owing on the date due and the remainder on resolution of the query.
v The hotel reserves the right to withdraw credit facilities at any time without notice.
vii The company reserves the right up to 14 days before function to request payment of a
deposit at any time prior to the date of the function the amount of which shall be determined
by the company. Should the client fail to pay such a deposit within 7 days on being requested
to do so, the hotel may take the booking as being cancelled by the client.
viii Any complaint arising out of the function must be made in writing to the company within
7 days of the function. The company will not give consideration to such complaints unless
received in such a manner and within such time limit and thereafter be entitled to claim full
sum due from the customer in respect of the function.
5. Advertising
If the general public are admitted to the function the client should not use the hotel’s name(s)
or trademark(s) without its prior written permission and must show all tickets, posters and
advertising material to the hotel for its approval in writing. (In all other circumstances this
information should be provided if so requested by the hotel.)
6. Client’s use of the Hotel
i The clients and persons attending the hotel shall
a. Comply with all licensing, health and safety and other regulations relating to the hotel.
b. Not carry out electrical or other works at the hotel including amplification and lighting
without the hotel’s prior written consent.
c. Not bring any dangerous or hazardous items into the hotel.
d. Not act in any improper or disorderly manner, leave promptly at the appropriate time and
comply with any reasonable requests made by the hotel’s employees.
e. not bring or allow to be brought liquor from outside the hotel for consumption during a
function at the hotel.
f. Not consume any food or drink in the hotel not supplied by the hotel or its authorised
caterers without the hotel’s prior written consent.
g. Any person or item in breach of these conditions may be refused admission to or be
removed from the hotel.
7. Cancellation by the Hotel
i The hotel may cancel the bookings under the following circumstances:
a. If the hotel or any part of it is closed due to circumstances outside its control.
b. If the client becomes insolvent or enters into liquidation or receivership.
c. If the client is more than 14 days in arrears with any payments to the hotel.
d. To avoid a breach of these conditions.
e. If it might prejudice the reputation of or cause damage to the hotel.
ii If in such an event the hotel will refund any advance payments except the initial deposit
made but will have no further liability to the client if the client cancels a reservation(s) less
than 6 months in advance the hotel reserves the right to claim the following sums, unless a
booking is obtained for the same date(s) from a third party on no less favourable terms.
8. Cancellation by the Client
i If the client cancels a reservation(s) less than 6 months in advance the hotel reserves the
right to claim the following sums, unless a booking is obtained for the same date(s) from a
third party on no less favourable terms.
a. Cancellation between 6 and 12 months in advance deposit forfeited.
b. Cancellation between 3 and under 6 months in advance – 30% of total estimated charges.
c. Cancellation between 1 and under 3 months in advance – 50% of total estimated charges.
d. Cancellation between 15 and 30 days in advance – 70% of total estimated charges.
e. Cancellation between 7 and 14 days – 85% of total estimated charges.
f. Cancellation between 3 and under 7 days in advance – 90% of total estimated charges.
g. Cancellations less than 3 days in advance – 100% of total estimated charges.
9. Liability
i The hotel will be liable to the client and/or persons attending the function for injury to
persons or loss or damage to property only where and to the extent that it has been negligent
but otherwise be under no liability to them whatsoever.
ii The client will be liable for any loss or damage to the hotel’s property including walls, light
fittings and equipment (including items hired for their use) or injury to any person including
the hotel staff and shall indemnify the hotel against any loss of liability (other than the hotel’s
liability in (i) above arising from the function).
iii The client is advised to consider arranging insurance for the function covering public
liability and loss or damage to it’s property and that of persons attending the function.
iv The full cost of repairing or replacing the hotel’s property as a result of damage or
breakage or removal of the hotel’s property will be charged to the client, whether this was
caused directly by the client or by a sub-contractor working on the client’s behalf the owners
and managers of the hotel shall not be liable for any claim for personal injuries (including
death) to any person employed by the client, the hirer of the banqueting areas nor any loss
or damage of any kind whatsoever which may attribute to any property belonging to the
owners and managers of the hotel or third parties on, of or in consequence of any activities or
operations whatsoever carried on by the client the hirer in and upon the banqueting area not
for any claim, demands, proceedings cost, charges and expenses whatsoever in respect thereof
or in relation thereto excepting any claims which may arise as a result of the negligence of the
owners and managers of the hotel or their representatives. It shall be the sole responsibility
of the client to effect what insurance or insurances they think fit in respect of the employment
of any performer, entertainer or otherwise and such equipment as required during the
occupation of the banqueting areas.
10. General
i The hotel will take all responsible steps to fulfil the reservations to the best of its ability and
in accordance with the details provided. However, it reserves the right to provide alternative
services of at least an equivalent standard at no additional cost to the client and the client
shall have no claim in respect of such alternative services.
ii This contract is non assignable by the client and shall be governed in all respects by English
law.
iii The hotel reserves the right to pass on to the client any additional costs incurred by them
for goods and services requested during the course of the function or caused by the client not
adhering to the agreed times for services.
iv Whilst the company has taken all reasonable steps that the information contained in its
brochures, tariffs, leaflets and advertisements are accurate it reserves the right to alter,
substitute or withdraw any service, facility or amenity without notice if necessary.
v No variation of these conditions shall be effective unless in writing and signed on behalf of
the hotel and the client.
vi The level of noise, especially that produced by sound equipment, must be kept to a
reasonable volume. The hotel’s determination as to “reasonable volume” will be approved by
the Local Authority.
vii Vehicles
a. If the client is desirous of displaying motor cars/or motor cycles, such requests must
be notified to the hotel in writing 6 weeks in advance and can only be approved by the
appropriate Local Authority.
b. Prior to the vehicle being brought into the hotel building, the fuel tank(s) will be drained
off and filter(s) locked and sealed, the battery(s) will be removed from the vehicle.
c. The vehicle(s) shall not be installed or removed when the display etc is in progress.
The vehicle(s) must be secured as to ensure that they cannot be moved from the approved
position.
d. Suitable drip trays will be positioned under the vehicle(s).

Definitions

In this agreement:

‘Booking Contract’ means the attached booking contract which sets out your requirements and the

price payable

‘Booking Value’ means the total price payable as shown on the Booking Contract

‘Booking Value Difference’ means the difference between the Booking Value and the Revised Booking Value

(less the permitted 10% reduction, if applicable in accordance with clause 2.

‘Contracted Numbers’ means the number of delegates as shown on the Booking Contract;

‘Event’ means the event as set out in the Booking Contract

‘Hotel’ means the Best Western Plus Grim’s Dyke Hotel

‘Revised Booking Value’ means the total price payable following a reduction in Contracted Numbers;

 

1. CONFIRMATION OF YOUR BOOKING

Confirmation of your booking shall only be accepted once the Booking Contract is signed by you and returned

to the Hotel. Until this date your reservation remains provisional.

 

2. CANCELLATION OF EVENT

In the unfortunate circumstances that you need to cancel or postpone your confirmed booking you must tell Us

by telephone and confirm in writing within 3 working days.

 

2.1 Total Cancellation by you

In the event that you need to cancel or postpone your entire booking the following cancellation charges will be

levied:

Over 121 days before the first day of the Event: 25% of the Booking Value

91-120 days before the first day of the Event: 50% of the Booking Value

32-90 days before the first day of the Event: 75% of the Booking Value

31 days or less before the first day of the Event: 100% of the Booking Value

We will make every effort to re-let the space and will deduct this from any cancellation charges levied

 

2.2 Reduction in Contracted Numbers or required facilities

3.2.1 If you give the Hotel at least fourteen days notice before arrival you can reduce your original

Contracted Numbers by up to 10% without charge.

3.2.2 If there is a drop of more than 10% in Contracted Numbers any time after your booking has been

confirmed cancellation charges will apply as follows:

Over 121 days before the first day of the Event: 25% of the Booking Value Difference

91-120 days before the first day of the Event: 50% of the Booking Value Difference

32-90 days before the first day of the Event: 75% of the Booking Value Difference

31 days or less before the first day of the Event: 100% of the Booking Value Difference

2.2.3 Should Contracted Numbers fall below 10, room hire prices together with individual prices (details of

which can be provided on request) will replace the delegate package prices.

2.2.4 If you make any reductions in your Contracted Numbers or facilities booked (including AV equipment

or Conference Room hire) less than fourteen days prior to arrival the Booking Value will still be

payable .

2.2.5 If Contracted Numbers are reduced the Hotel reserves the right to re-allocate the room for your Event

to one of a more appropriate size.

 

3. CANCELLATION OF BEDROOMS

 

3.1 Total Cancellation of Bedrooms

If you cancel your contracted numbers of bedrooms 60 days or more before the arrival date – no charge will be

made.

If you cancel your contracted numbers of bedrooms between 60 and 31 days before the arrival date – 50%

cancellation charges will apply.

If you cancel your contracted numbers of bedrooms 30 days or less before the arrival date – full charges

will apply.

 

3.2 Reduction in Contracted Numbers or required facilities

30 days or more prior to the arrival date – contracted bedrooms can be reduced by 10% of the contracted

number without charge

Between 30 and 7 days prior to the arrival date any cancelled bedrooms will be charged 50% cancellation

charge

7 – 1 days prior to the arrival date any cancelled bedrooms will be charged in full.

Cancellations or no-shows on the arrival dates will also be charged in full.

An early departure fee of £50.00 applies.

 

4. PAYMENT TERMS

4.1 All accounts are to be prepaid in advance.

4.2 If you have credit arrangements the account settlement is required 14 days from the date of invoice (which will

be sent to you following your event).

4.3 We reserve the right to charge 2% interest per month (pro rata) on overdue accounts once our credit terms

have been exceeded.

4.4 Credit facilities can be arranged after duly completing the necessary credit application forms. The process

takes approximately two weeks and must be in place prior to the start of the event.

4.5 If you have a query on the final bill, the balance should be paid on the due date, the part queried will be due as

soon as the problem has been resolved.

 

 

 

 

 

 

5. AMENDMENTS OR CANCELLATION BY THE HOTEL

5.1 The hotel may cancel your booking in the following circumstances:

5.1.1 If the Hotel, or part of it, is closed due to circumstances beyond our control;

5.1.2 If you become insolvent;

5.1.3 If you are more than 30 days in arrears with payment to the Hotel for previous events;

5.1.4 If, in our reasonable opinion, we consider that the Event or the persons associated with it might

damage the reputation of the Hotel or otherwise cause damage to the Hotel;

In the event of cancellation for any of the reasons specified in clauses 6.1.1 to 6.1.4 the Hotel will refund any advance

payments, less any costs already incurred in organising your Event. In the event of cancellation in accordance with

clause 6.1.5 the Hotel will refund any advance payments in full. The Hotel shall not have any further liability to you.

5.2 Should the Hotel for reasons beyond our control, need to make any amendments to your booking the Hotel

reserve the right to offer an alternative choice of facilities within the Hotel and of a similar standard. Any

amendments to your booking will be undertaken after discussion with you and the Hotel will offer the option of

a refund at our discretion.

 

6. REQUIREMENTS AND RESTRICTIONS

6.1 We must give our prior approval to any external, suppliers including bands or entertainers, which you want to

use in connection with your booking; we may refuse approval for any reason.

6.2 You must not fix anything to the walls, floors or ceilings of the Hotel without prior permission.

6.3 No food or alcohol may be brought into the Hotel unless you have prior permission.

6.4 If any member of your party or any external suppliers behave in an inappropriate manner, we may ask you

and/or the relevant people to leave the Hotel.

6.5 We have to comply with various licensing and statutory regulations when running the Hotel; you agree to act in

accordance with our reasonable instructions in complying with such regulations, rules and requirements.

 

7. EXCLUSION OF LIABILITY

7.1 Although nothing in this agreement excludes or limits our liability for death or personal injury caused by

our negligence we shall be under any liability to you for any indirect loss or expense (including loss of profit,

loss of business, depletion of goodwill, loss of goods, loss of contract, loss of use or any special, indirect,

consequential or pure economic loss, costs, damages, charges or expenses) arising out of a breach by the

Hotel of this contract.

7.2 The maximum liability of the Hotel shall be no greater than the amount paid by the client in respect of any

booking.

 

8. INDEMNITY

You will indemnify the Hotel from and against any and all liability and claims, costs, demands, proceedings and damages

resulting or arising from the Event, you, your delegates or any outside contractor.

 

9. DAMAGE

It is the policy of the Hotel to charge for any damage caused to its property by any activity undertaken as part of the

Event. Where necessary the Hotel will call upon the services of an independent arbitrator to undertake an evaluation of

any damage.

 

10. THIRD PARTIES

This contract is made for the benefit of the parties to it and (where applicable) their successors and permitted assigns

and is not intended to benefit, or be enforceable by, anyone else.

 

11. SEVERANCE

11.1 If any clause (or part of a clause) of this agreement is found by any court or administrative body of competent

jurisdiction to be invalid, unenforceable or illegal, the other provisions will remain in force.

11.2 If any invalid, unenforceable or illegal provision would be valid, enforceable or legal if some part of it were

deleted, that provision will apply with whatever modification is necessary to make it valid, enforceable and

legal.

 

12. ENTIRE AGREEMENT

This agreement constitutes the entire agreement and understanding of the parties to it and supersedes any

previous agreement between the parties relating to the subject matter of this agreement.

 

13. GOVERNING LAW

This agreement shall be governed by and construed in accordance with the law of England and Wales. Each

party irrevocably agrees to submit to the sole jurisdiction of the courts of England and Wales over any claim or

matter arising under or in connection with this agreement or the legal relationships established by this agreement.

 

I have read, understood and agree to be bound by the above terms and conditions

 

 

All Afternoon Tea booking booked at the hotel by the client are subject to written acceptance by the hotel and are made upon the following terms and conditions.

“BOTTOMLESS PROSECCO” TERMS & CONDITIONS

·DRINK SENSIBLY
·WAITER/ESS WILL TOP UP AS IT NEEDS
·BOTTLES/JUGS NOT LEFT AT THE TABLE
·LIQUOR & LICENSING LAWS APPLY
·90 MINUTES DRINK UP TIME FROM THE FIRST GLASS POURED
·WE RESERVE THE RIGHT TO REFUSE TO SERVE DURING THE 90 MINUTES PERIOD IF THE CUSTOMER APPEARS TO BE INTOXICATED
·WE RESERVE THE RIGHT TO WITHDRAW IF ANY OF THE ABOVE HAS BEEN BREACHED