In these terms and conditions (“terms”) which apply to all bookings the expression “The Hotel “means Hadlow Manor Hotel, being a trading name of CQK Limited, company number 656763, of Cambridge House, Cambridge Road, Harlow. Essex CM20 2EQ 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 28 days prior to arrival the Client will provide the Hotel with up to date guest numbers.
2.3 At least 14 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 For conferences and meetings only, if giving at least 7 days notice the Client can reduce the original numbers by 10% without any charge. If there is a drop of more than 10%, the cancellation charges in 3 below will apply to the shortfall.
2.5 If the actual number attending a function is 90% or less of the final number booked, the Hotel may change the allocated function space.
2.6 When there is an evening buffet at weddings, 100% of additional evening guests must be catered for along with a minimum of 50% of the wedding breakfast guests.
3 Cancellation and Postponement
3.1 Cancellations or postponements of the event will result in the charges below becoming due. In each case the percentage charge is based on the estimated total cost of the booking. All cancellations must be made in writing.
More than 6 months: Deposit only
3 – 6 months: 50%
1 – 3 months: 75%
Less then 1 month: 90%
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 Clauses 8.2, 8.3 and 8.4 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 The Client or the Hotel becomes insolvent or in the case of an individual becomes subject to a bankruptcy petition.
4.1.4 If, in the sole discretion of the Hotel, the booking might damage the reputation of the Hotel. In these circumstances you will get any advance payments back, but the Hotel would not have any other liability.
4.1.5 Any part of the Hotel is closed or otherwise unavailable due to circumstances beyond the Hotel’s control.
5.1 For weddings a non-refundable deposit of 25% or £750, whichever is the greater, will be required. A second non-refundable deposit of an equivalent amount (25% or £750) will be payable 4 months prior to the event and full settlement of the balance will be required 14 days prior to the event.
For banquets/parties/events/functions a non-refundable deposit of 25% or £250, whichever is the greater, will be required. Full settlement of the balance will be required 14 days prior to the event.
For conferences and meetings a non-refundable deposit of 25% will be required, with full settlement of the balance 14 days prior to the meeting date, unless credit facilities have been agreed.
5.2 In the event of cancellation by the Client any deposit paid will be non-refundable.
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 notified to the Client.
6.2 The Client agrees to pay the Hotel in full for any additional food, beverage or other services requested by, or on behalf of, the Client.
6.3 Payment is by cash, cheque, bankers draft, BACS, on-line banking transfer or such credit cards as are recognised by the Hotel.
6.4 All sums payable under this agreement are due for payment on presentation of the invoice. For Clients having an approved credit account, payments should be made in sterling within 28 days of invoice date.
6.5 In the event of any query on part of the invoice, the Client must notify the Hotel within 7 days of the invoice date and must settle that part of the invoice not queried on the due date. The part queried (suitably adjusted where necessary) will be due as soon as the problem is resolved.
6.6 The Hotel reserves the right to charge interest at a rate of 1.5% per month or part thereof above bank base rate on any outstanding balance and reserves the right to charge all recovery costs.
6.7 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 Bedroom Terms and Conditions
8.1 Check-in is from 2.00pm and access to bedroom accommodation cannot be guaranteed before 2.00pm on the day of your arrival. All residents should vacate their bedroom accommodation no later than 11.00am on the day of departure, otherwise a late check-out fee will be charged.
8.2 Our cancellation policy for a single reservation is before 12.00 noon on the day of arrival. Should a reservation be cancelled after 12.00 noon, the full bedroom charge will be incurred if the room is not re-let. The same cancellation policy applies for 2 bedrooms.
8.3 For the cancellation of between 3 and 10 bedrooms, we require 5 working days’ notice. Should a block of rooms be cancelled after this time, the full bedroom charge will be incurred for every room not re-let.
8.4 For the cancellation of more than 10 bedrooms, we require 10 working days’ notice. Should a block of rooms be cancelled after this time, the full bedroom charge will be incurred for every room not re-let.
8.5 All reservations must be guaranteed with a headed fax/letter/email or with a credit card. Reservations that are not guaranteed will be released by 12 noon on the day of arrival for re-letting. In the event of a ‘no-show’ of a guaranteed reservation, the full bedroom charge will be incurred.
8.6 Credit card details obtained at booking will act as a guarantee and be kept securely on file. Should any further charges arise for damages, smoking, or bar/restaurant dockets not put through, the credit card holder will be liable for payment.
9 Etiquette and Controls
9.1 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 an event without being liable for any refund or compensation.
9.2 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.
9.3 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 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.
9.4 The Hotel is a non-smoking area and should Clients, their guests or subcontractors smoke in bedrooms or any other area the full cost of cleaning will be charged, subject to a minimum £250 charge. A designated smoking area is available outside the Hotel.
9.5 The Hotel does not allow pets (unless guide dogs) and if a pet damages the Hotel the full cost of cleaning and repairing the rooms affected will be charged, subject to a minimum £250 charge.
9.6 Access will be available 30 minutes prior to the start time of the event. Any Client wishing to gain earlier access should contact the Events Office to see if this can be arranged.
10 Outside Services
10.1 Prior consent of the Hotel must be received for any entertainment or services contracted by the Client.
10.2 Prior consent of the Hotel must be received for any display to be fixed and all displays must comply with statutory codes and regulations.
11.1 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.
11.2 Unless the Hotel is liable under clause 11.1 the Client agrees to 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.
11.3 The Client is responsible for any damage caused to the Hotel or its property by 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.
11.4 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 are deposited at the owner’s risk and without any liability to the Hotel.
12.1 After all this you might well consider it worthwhile arranging some insurance. This can be done for a very small premium and can cover the cost of cancellation and other liabilities. The Hotel has details of one of these policies and will be happy to supply this on request. Any contract of insurance should be made by you direct with the insurance company.
13.1 This contract is non-assignable by the Client without prior written consent of the Hotel.
13.2 This contract will be interpreted in accordance with English Law and the Hotel and Client submit to the jurisdiction of the English courts.