WEST RETFORD HOTEL LTD

TERMS OF BUSINESS FOR WEDDINGS, FUNCTIONS AND RELATED EVENTS (UK)

In order to avoid any misunderstanding in respect of this booking, the following are the terms of business, which apply to all bookings relating to weddings, functions and related events.  In these terms of the business the expression “Hotel” means The West Retford Hotel Ltd, “Client” means the person, firm or company booking or staying at the Hotel and “Event” means wedding or function and activities and events relating to that wedding or function.

1. 1 Booking confirmation
   1. Any booking is provisional until the Hotel receives a signed copy of these terms from the Client or written confirmation of booking from the Client, receipt of which will be deemed to be in the Client’s acceptance of these terms.  Before receiving such signed document, the Hotel may consider bookings for the same facilities, but will give the Client who has made the provisional booking first an option to confirm the booking
   2. Exclusivity is not guaranteed, the hotel & its grounds may be used by other guests or functions being held at the hotel
   3. We will endeavour to keep parties separate where possible; from time to time because of timing issues this may not be possible.   

1. Prices
   1. All rates include VAT at the current rate
   2. Prices quoted are subject to variation up to four weeks prior to arrival. After this date, except for variations due any change in the Client’s requirements, charges may only vary due to changes in VAT or other reasons outside the Hotel’s control, in which case they will immediately be notified to the Client.  In the latter case the Client will have the right to cancel the booking without cost.
   3. All prices are as quoted and no other discount, promotion or reward scheme may be applied in respect of this booking.

1. Availability
   1. All rooms, facilities and rates offered by the Hotel are subject to availability at the time of booking and the discretion of the Hotel Manager.

1. Guest numbers
   1. Contracted minimum numbers are written on the West Retford Wedding contract
   2. 70% of the minimum number must be adults
   3.  The Hotel’s minimum charge for the facilities booked will be based on those numbers.
   4. 14 days prior to the event date, the Client will be provided the Hotel with final guest numbers.  The final charge to the Client will be calculated using this number
   5. Where the hotel’s minimum numbers charge is not met a surcharge will be made representing the difference between the hotel’s minimum charge and the calculated charge based on the reduced numbers.
   6. If any reduction is made by the Client to the final numbers less than 14 days prior to the event, no refund will be given.
   7. In the event of a reduction in the numbers booked, the Hotel reserves the right at any time up to 14 days prior to arrival to reallocate the booking to suitable alternative facilities or accommodation within the Hotel.
   8. All wedding packages consist of a wedding breakfast and evening buffet reception. Any wedding package booked which does not include catering for both the wedding breakfast and evening reception will be liable to a supplementary charge.
   9. Evening buffets will be served at a specific time agreed by the hotel & the client together
   10. The evening buffet will be removed after a period of one & half hour after being served
   11. A supplementary surcharge will be charged for booking your own company to provide chair covers @ £75.00
   12. A supplementary surcharge will be charged for booking your own disco @ £75.00

1. Payment
   1. Payments are payable as follows
      1. On booking; a five hundred pounds non refundable deposit
      2. twelve weeks before the event date ; a further pre payment of  one thousand pounds
      3. 14 days before the event date; the balance outstanding
   2. Failure to pay any payment within 7 days of being requested to do so entitles the Hotel to treat the booking as cancelled
   3. If the Client cancels any payment made will be set against cancellation charges.
   4. Payment can be by cash, cheque or such credit and debit cards as are accepted by the Hotel. Payments made by credit card will be subject to a 21/2 % surcharge.
   5. At least 3 working days are normally required to process credit and debit card payments and 5 working days to process cheque payments.
   6. All sums payable are due for payment on presentation of invoice. In the event of any query relating to the invoice the Client must notify the Hotel within 7 days of the invoice date and the Client’s obligation to pay all outstanding balances immediately will not be effected.
   7. The Hotel may charge interest at a rate of 5% above Bank of Scotland base rate, from time to time on any outstanding balance after as well as before judgement.

1. Cancellation and postponement
   1. Cancellations or postponement by the Client must be in writing and will result in the charges below becoming due.  In each case the percentage charge is based on the advance notice of cancellation given and applies to the estimated total cost of the booking
      1. Up to 90 days before the event - 25% or 500.00, whichever is greater
      2. From 90 days to 28 days before the event – 50% or 1,500.00, whichever is greater    
      3. From 28 days to 7 days - 75%
      4. Less than 7 days - 100%
   2. The Hotel will try to re-let any cancelled facilities and may, at the sole and absolute discretion of the Hotel’s management, offer a reduction of the cancellation charge if the facilities are successfully re-let.
   3. The Client agrees to reimburse the Hotel for any costs incurred by it arising from the cancellation of the Hotel’s arrangements with third parties following the cancellation of an event.
   4. Clients will be subject to the above cancellation charges if bedrooms reserved as part of the event booking are not taken up, or are cancelled or vacated early.

1. Changes and Cancellation
   1. The Hotel may, without prior notice, change the Client’s assigned rooms(s) for one(s) of equal suitability without affecting any by the hotel’s minimum charge or other.
   2. The Hotel may cancel the booking at any time and without liability to the Client if
      1. the Client is more than 28 days in arrears with payment to the Hotel for previously supplied services
      2. the Client is unable to pay its debts as they fall due
      3. any part of the Hotel is closed or unable to operate for any reason beyond the Hotel’s control
2. If the Hotel cancels the booking for a reason other than as set out in clause 7.2, then it will use its reasonable endeavours to provide alternative facilities at another Hotel of similar or comparable standard.

1. Arrival and departure
   1. Bedrooms are usually available from 2pm on the day of arrival.
   2. Bedrooms are to be vacated by 11am on the day departure.

1. Etiquette and controls
   1. The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client, guests or representatives and the Client must take all steps necessary for corrective action as request by the Hotel.  In the event of failure to comply with management requests, the Hotel may terminate the booking or stop any event without being liable for any refund or compensation
   2. It is the policy of the Hotel not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, age, ethnic origin or disability. The Client, its employees, guests, and all sub-contractors engaged by or on behalf of the Client are expected to adhere to this policy and the Hotel may, without incurring any liability, remove from the Hotel any person offending against this policy.
   3. The Hotel and the events it hosts are subject to statutory controls, including those relating to fire, licensing, entertainment health, hygiene and safety.  These must be strictly observed by Clients and their guests and representatives
   4. Prior consent of the Hotel must be received for any entertainment or services contracted by the Client or for any display to be fixed.  All displays must with statutory codes and regulations.
   5. The Client will ensure that any outside contractor reports to the Hotel’s duty manager to sign a contractors indemnity form the Hotel may in its absolute discretion refuse access to any contractor.

1. External purchases
   1. No wines, spirits, beers or food may be brought into the Hotel or its grounds by the Client, guests or representatives for consumption or sale on the premises.

1. Liabilities
   1. Other than for death or personal injury caused by the negligence of the Hotel, the Hotels liability to the Client is limited to the price of the booking.
   2. Unless the Hotel is liable under clause 9.1, the Client indemnifies the Hotel from and against any and all liability and any claims, costs, demands, proceedings and damages resulting or arising from the booked meeting or event, the Client, its guests and any outside contractor.
   3. The Hotel will not be liable for failure to perform to the extent that the failure is caused by any factor beyond its reasonable control.
   4. The Hotel does not accept responsibility whatsoever for damage to, theft from, or theft of vehicles parked on the Hotel premises
   5. The Client is responsible for any damage caused to the allocated rooms, furnishings, utensils and equipment in them by any act, omission, default or negligent action of the Client, its guests or sub contractors and shall pay to the Hotel on demand the amount required to make good or remedy any such damage.
   6. Where valid credit card details are not held, the client will be asked to pay a cash deposit as security against  any damage which may occur.

1. General
   1. The Hotel’s name, telephone and facsimile numbers, logo or website address must not be used in any advertising or publicity without the express prior written consent of the Hotel’s General Manager.
   2.  The booking is not assignable by the Client without the prior written consent of the Hotel’s General Manager.
   3.  The information provided by the Client may be processed by the Hotel for the purposes it has notified to the information Commissioner. By confirming the booking, the Client consents to the processing of the information.
   4.  Any comment or complaint should be made at the Hotel at the time of the event so that the matter can be resolved immediately.  If any matter remains unresolved, the client must advise the Hotel’s General Manager in writing as soon as possible after the Event but in any case within 14 days of the event.
   5.  These terms are deemed to incorporate the Hotel’s General terms of business, copies of which are available on request, and which can be found on the Hotel’s website, www.westretfordhotel.co.uk
   6. These terms will be construed in accordance with English law and the Hotel and Client submit to the nonexclusive jurisdiction of the English courts.