All enquiries are dealt with and thereafter processed by the hotel completing a Contract Form, a copy of which will be sent to the client(s) within 5 working days of the date of intimation by the client(s) of confirmation of the booking. The client(s) shall be obliged to respond in writing by signing and returning the contract within 5 working days of the receipt. The date of receipt shall be deemed to be 48 hours after the Postmark.
Payment is due in full 28 days before the date of the event/wedding. The invoice will reflect the total indebtedness then known and due to the Hotel, but subject however to the continuing liability of the client(s) to make Payment for any items which may then not (or the value of which) may not be known to the Hotel and which relate to the contract. Payment terms may be varied only by agreement with the Hotel in writing. Failure to pay on time will result in interest running at the rate of 4% per annum above Bank of England base ending rate from the due date. Any queries on any invoice must be raised within 5 working days of the date of the invoice. Should any such queries remain unresolved within 3 working days thereafter it will be the obligation of the client(s) to make immediate payment of the undisputed amount as provided for in (a) above. The Hotel reserves the right to withdraw credit facilities, which may be in existence without explanation. If payment is made in cash the hotel requires a credit card to pre-authorise for 50% of the full value of the event or a cash deposit of that amount to cover for possible damage to property, vandalism or drug abuse VARIATION OF TERMS AND CONDITIONS AS CONTAINED IN THE CONTRACT FORM Changes in numbers: It is the obligation of the client(s) to provide details of final numbers attending the event when requested to do so by the Hotel and, in any case, not less than 3 working days before the event. Should the client(s) desire to increase the previously agreed numbers it will solely at the discretion of the Hotel as to whether any increase will be permitted. Should there be any decrease in numbers from those intimated as provided for in “3a” above, the Hotel reserves the right to charge in full in respect of the total numbers as intimated and thus contracted.
CANCELLATION OF EVENTS:
By the Hotel:
The event may be cancelled should any of the following circumstances occur: The Hotel, or any part of it, is closed due to circumstances outside the control of the Hotel. The insolvency of the client(s) Where a deposit and instalment payments are being made to account for any future event, then should there be arrears outstanding for more than 14 days the Hotel reserved the right to cancel the contract. Any other circumstances which the sole opinion of the Hotel would lead to either the reputation of the Hotel being damaged, or damage being caused to the property of the Hotel. As a direct result of any of the above consequences occurring, the Hotel will refund any advance payments made, subject to any cost involved and absolves itself from any further liability.
By the Client(s) Should the client(s) cancel a confirmed booking less than 6 months in advance, the Hotel reserves the right to impose the following charges: The cancellation less than 28 days in advance – 100% of the Total contract charges. Cancellation between 28 days and 12 weeks in advance – 75% of the contract charges. Cancellation between 12 and 26 weeks in advance – 50% of the contract charges.
Please note that all deposits paid are non-refundable and non-transferrable. The hotel recommends that you purchase Wedding Insurance. Should there be extenuating circumstances, ie death, it is at the hotels discretion if the non-refundable deposit is refunded, if such event occur and the non-refundable deposit is returned an admin fee of £175.00 is required to cover hotel costs.
CLIENT(S)/GUESTS USE OF THE HOTEL
The Hotel has statutory obligations, and without prejudice to that generality such as those incumbent upon the Hotel related to liquor licensing, Fire Regulations, Health, Safety and Hygiene and others. It is therefore the obligation of clients and their guests to comply with these requirements as may be directed and enforced by staff at the Hotel. Consumables must be as supplied only by the Hotel or its authorised agents and without prejudice to the foregoing generality also excludes the consumption of prizes won at any event. Clients and their guests shall not act in an improper or disorderly manner. They shall also leave promptly at the appointed time and comply with reasonable demands of the hotel personnel.
The client(s) shall be liable for any losses or damage caused either to the property of the Hotel, its patrons, or any item within the curtilage of the Hotel whether in the ownership of the Hotel or not. No confetti is allowed on hotel premises and if confetti is used or thrown a £150.00 clean up charge will be incurred.
The Hotel will take reasonable steps to fulfil its obligations in respect of any event to the best of its ability, and in accordance with the details provided, but it reserved the right to provide alternative services of at least an equivalent standard at no extra cost to the client(s). Notwithstanding the above terms and conditions, the Hotel will not be liable for any failure to perform its obligation to the client(s) in whole or in part as a result of any of the following circumstances: i) Strikes or industrial action. ii) Fire. iii) Flood. iv) Civil Commotion. v) Act of God. vi) Failure of Services. vii) Planning or regulatory constraints.
Prices quoted are subject to annual review to be effective from January 1st and the Hotel reserved the right to alter the prices without notice. This is also applicable to confirmed bookings. Price increases, which will be in line with economic circumstances, will not result in client(s) being entitled to resign from contracts. The Hotel also reserves the right to add any new or additional tax/levy imposed by lawful authority, which was not known at the time of the contract, was made.
The attention of clients is drawn to the notices relative to the Hotel proprietors Act and others displayed in the Hotel and also Car Park with regard to the exclusion of liability by the hotel. The hotel reserves the right to facilitate more than one event at anyone time within the confines of its property. This includes but is not limited to weddings, conferences, meetings, dinners, balls and team building events. Please be advised that we require all children under the age of 16 to be supervised at all times by a suitable adult. If providing own entertainment, we require copies of PAT certs and valid Public Liability Insurance documents on file and the minimum level of cover has to be £5 million.
When booking the Pagoda for a wedding ceremony, we will always ensure there is a function room available inside the hotel in case of bad weather. The final decision of moving the ceremony to the room inside the hotel lies with the registrar.
All decorations & hired in equipment is to be collected by 11am on the morning after the Wedding by the company/guest that has provided this. This is the Bride & Grooms responsibility to inform all companies/guests of this policy. Alcohol is not allowed to be brought onto the premises. This includes alcoholic wedding favours, Gin/Prosecco vans etc. The hotel does not permit equipment such as bouncy castles, inflatable items including play areas, bucking broncos etc. to be brought onto or used on the premises. If these are brought on the premises the customer will be asked to remove them. If the items are not removed the event will be liable to cancellation without compensation. The hotel must be advised in advance and in writing of any additional items of equipment of any kind which the customer proposes to use for an event, together with the supplier public liability insurance, any risk assessment documentation and electrical compliance and testing certificates as appropriate. The hotel will assess items and advise whether their use will be permitted. The hotel is likely to refuse to allow the use of such equipment if prior authorisation has not been sought