In these terms and conditions (“terms”) which apply to all bookings the expression “The Hotel “means Hadlow Manor Hotel and “the Client” means the person, firm or company booking the hotel.
1 Booking Confirmation
1.1 We can hold a date for 7 days only. To make a firm booking we will require your signed copy of this contract and a deposit will be required as per 5 below.
1.2 Any booking is provisional until the Hotel receives a signed Copy of these terms from the Client or written confirmation of the booking from the Client which will be deemed to be the Client’s acceptance of these terms.
1.3 Payment of the deposit will also be deemed acceptance of these terms.
2.1 Provisional minimum numbers will be required at the time of booking and the hotel’s minimum charge will be based on these numbers.
2.2 At least 36 days prior to arrival the Client will provide the Hotel with up to date Guest numbers.
2.3 At least 28 days prior to arrival the Client must provide the Hotel with final guest numbers. The final charge to the Client will be calculated using this number or the actual number attending whichever is the greater, provided that the minimum charge is exceeded.
2.4 If the actual number attending a conference is 90pct or less of the final number booked, the Hotel may change the allocated function space.
2.5 100 pct of all evening guests and 50 pct of all day guests must be catered for on evening buffets.
3 Cancellation and Postponement
3.1 Cancellations or postponements of the event will result in the charges as 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.
Weddings, banquets and other functions
Where a cancellation of an event is made the following charges will be made:
More than 6 months NIL
4 – 6 months 30 pct
2 – 4 months 50 pct
1 – 3 months 70 pct
Less than 1 month 90 pct
3.2 The Hotel will try to re-let the allocated conference or function space and any related bedrooms and a reduction in the cancellation charge may be made at the Hotel’s discretion.
3.3 In addition to the charges payable in Clause 3.1 the Client agrees to reimburse the Hotel for any costs incurred by it occurring from any consequential cancellation of the Hotel’s arrangements with third parties.
3.4 Clients will be subject to the cancellation charges in Clause 3.1 if bedrooms reserved by the booking are not taken up or cancelled.
3.5 A charge will be made for anticipated lost bar revenue.
4 Changes and Cancellation by the Hotel
4.1 The Hotel may cancel the booking at any time without liability to the Client if:
4.1.1 The Client is more than 28 days in arrears with payment to the Hotel
4.1.2 The Client is unable to pay the debits as they fall due
4.1.3 Any part of the Hotel is closed or unable to operate for the specified designation due to circumstances beyond the Hotel’s control
5.1 For weddings 25 pct or £750 whichever is the greater
For banquets/parties 25 pct or £250 whichever is the greater
For conferences to be agreed on an individual basis
5.2 In the event of cancellation by the Client any deposit paid will be non refundable.
5.3 Full settlement of the balance will be required 1 month prior to the event.
6 Prices and Payment
6.1 Prices quoted are subject to variation up to 12 weeks prior to arrival after which, except for variations due to Client requirements, they may only vary due to changes in Value Added Tax or other reasons outside the Hotel’s control in which case they will be immediately notified to the Client.
6.2 Payment is by cash, cheque, bankers draft or such credit cards as are recognised by the Hotel.
6.3 All sums payable under this agreement are due for payment on presentation of the 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 any outstanding balances immediately will not be affected.
6.4 The Hotel reserves the right to charge interest at a rate of two percentage points per year above bank base rate on any outstanding balance.
6.5 The Hotel reserves the right to charge an additional amount should the Client wish to use the Hotel outside the agreed hours.
7.1 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 without the express written consent of the Hotel and for which a charge may be made by the Hotel and indemnity forms required.
8 Etiquette and Controls
8.1 The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client, guests or representatives and the Client shall take all necessary steps for corrective action. In the event of failure to comply with management requests, the Hotel reserves the right to terminate the booking or stop any event without being liable for any refund or compensation.
8.2 It is the Hotel’s policy not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, ethnic origin or disability. The Client, its guests and all subcontractors engaged by or on behalf of the Client are expected to adhere to this policy and the Hotel reserves the right without incurring any liability to the Client to remove from the Hotel any person or persons offending against this policy.
8.3 The Hotel and the events it hosts are subject to statutory controls including those relating to fire, licensing and entertainment and must be strictly observed by the Clients and their guests and representatives. If for any reason an event is closed by an Outside official source the Hotel will not be liable for compensation in any way.
8.4 The Hotel is a non smoking area and should Clients, their guests or subcontractors smoke in bedrooms or any other area and should professional cleaning be required , a charge will be levied. Designated smoking areas are available outside the Hotel.
9 Outside Services
9.1 Prior consent of the Hotel must be received for any entertainment or services contracted by the Client.
9.2 Prior consent of the Hotel must be received for any display to be fixed and all displays must comply with statutory codes and regulations.
10.1 Other than for death or personal injury caused by negligence the Hotel its manager and staff will not be liable for any loss, damage or expense to any person or thing however caused.
10.2 Unless the Hotel is liable under clause 10.1 the Client will indemnify the Hotel from and against any and all liability and claims, costs, demands, proceedings and damages resulting or arising from the booked event or function, the Client, its guests and any outside contractors.
10.3 The Client is responsible for any damage caused to the allocated rooms furnishings utensils and equipment in them for any act default or neglect of the Client, its guests or subcontractors and shall pay to the Hotel on demand the amount required to make good or remedy any such damage. This includes bedrooms.
10.4 The Hotel cannot accept liability for any loss or damage to any property of the Client, their guests or subcontractors. Cloakrooms are provided for the convenience of customers but any goods deposited in the cloakrooms are deposited at the owner’s risk and without any liability to the Hotel.
11.1 This contract is non assignable by the Client without prior written consent of the Hotel.
11.2 This contract will be constructed in accordance with English Law and the Hotel and Client submit to the jurisdiction of the English courts.