Booking Terms & Conditions

TERMS AND CONDITIONS

Definitions:

“the Booking Form” requests from the Hirer basic personal and payment information together with the number of guests that are to attend the Event. Please note that the details provided on the Booking Form are incorporated into these Terms and Conditions and can only be varied in accordance with clause 3.
“the Catering” if applicable, is the provision of food as agreed and recorded in writing by the Provider. It is subject to a strict number of guests and further details are contained in Schedule 3.

“the Deposit” is the fee to be paid by the Hirer on entering into this contract and shall be the sum agreed between the parties and entered on the Booking Form.

“the Due Date” is the date stated on any invoice as the date for payment.

“the Event” is the wedding or other function to be held at the Venue and provided by the Provider.

“the Event Date” is the date upon which the Event is due to take place.

“Extras” are the provision of goods and/or services in addition to the provision of the Venue, Catering and Standard Goods and/or Services. Further details can be found in Schedule 2.

“the Final Date” is 21 days before the Event.

“the Final Details” are to be agreed, if possible, three months prior to the Event Date but no later than the Final Date. No changes will be agreed thereafter.

“the Final Numbers” are to be provided no later than 21 days prior to the event (‘the final date’). Any additions after that date will be charged separately or on the final invoice.

“the Final Invoice” is sent to the Hirer and itemises the cost for the Event (whether paid in full or otherwise), and for providing the Standard Goods and/or Services, the Catering, Extras (if applicable) and any other costs incurred. The Final Invoice must be paid by the Final Date.

“the Hirer” is any person firm or company who enters into a contract for the provision of Standard Goods and/or Services, Extras and the Venue with the Provider.

“the Incidental Costs” will include, but is not restricted to, any costs incurred by rectifying damage of any kind, including any cleaning costs, and payment of outstanding sums due to the Provider of any kind stemming from the booking of the Venue or incurred during the Event including outstanding bar tabs and additional staff hire.

“Interest” may be payable on any amount overdue calculated on a daily basis at the rate of 5% above the Bank of England base rate from the day after the Due Date until payment is made.

“the Provider” is QHW Ltd trading as Parklands.

“the Reconciliation Invoice” is sent to the Hirer after the Event and itemises any Incidental Costs deducted from the Reimbursement Deposit together with any further costs incurred or outstanding.

“the Reimbursement Deposit” is the sum of £600.00 inc VAT to cover Incidental Costs and must be paid by the Final Date.

“the Running Order” is a record of all the details of the Event, which includes the provision of the Standard Goods and/or Services, the Catering, including guest numbers, Extras (if applicable) and any other relevant details and is sent to the Hirer no later than the Final Date.

“the Standard Goods and/or Services” include provision of items as stated in Schedule 1.

“the Venue” details are contained in Schedule 1.

“Cancellation Insurance” Full details and application forms for insurance cover offered by Wedding Insurance Services are automatically sent out to the Hirer upon confirming the booking. THE HIRER IS STRONGLY ADVISED TO TAKE OUT CANCELLATION INSURANCE, which for very little outlay can protect the Hirer from heavy costs which can arise when, often for totally unforeseen circumstances, it has no option but to cancel a booking. Full details and application forms for insurance cover offered by Wedding Insurance Services are automatically sent out upon reservation.

1. Basis of Sale
   1. The Provider contracts on these Terms and Conditions only and any contract for the provision of services by the Provider shall be subject to these conditions. It is the responsibility of the Hirer to book the Registrar (if applicable )
2. Term
   1. These Terms and Conditions shall be valid for the term commencing with the date they are entered into until the Provider is in receipt of payment of the Reconciliation Invoice or until it is cancelled under clause 15.
3. Variation
   1. Except as expressly provided for in this agreement, no variation or amendment of this agreement or oral promise or commitment related to it shall be valid unless committed to writing and signed by all parties.
4. Specifications
   1. The Event shall be arranged in accordance with written information provided to the Hirer by the Provider.
   2. The Provider will use all reasonable endeavours to accommodate the Hirer’s wishes as to any specific details or special requests (including Extras) or any changes to the Event up to the Final Date.
   3. Any change of detail must be requested by the Hirer to the Provider in writing. Any such changes are not accepted until the Provider provides written confirmation to the Hirer.
   4. No changes will be agreed after the Final Date.
5. Bookings
   1. The Hirer must confirm the booking by returning to the Provider the following:
      1. completed and signed Booking Form;
      2. a non refundable Deposit (subject to clause 15) as detailed on the Booking Form.
   2. Until bookings are confirmed the Provider cannot guarantee the availability of a date.
   3. Acceptance is based on an estimated number of guests.
6. Guests and Catering
   1. The Event must include catering and beverages for guests during the day and in the evening based on the minimum number of guests as outlined in Schedule 3.
   2. On the Booking Form, the Hirer must provide the number of guests to attend the Event during the day and evening.
   3. Staffing levels and food quantities are planned and provided in accordance with the Final Numbers. If a greater number of guests attend than the Final Numbers an additional charge of £30 per additional person will be made. In those circumstances the normal high levels of service cannot be guaranteed.
   4. No reductions will be made if the actual number of guests attending falls below the number contained in the Final Details.
   5. Only food and drink purchased from the provider may be consumed on the premises.. A charge may be incurred for any food or drink brought onto the premises.
   6. All members of the wedding party who have use of overnight accommodation must vacate the premises no later than 10.00am the day after the Event Date
   7. Any wedding party requiring use of the marquee will incur an additional charge of £400 in respect of any party less than 80 guests
7. Health & Safety
   1. We would kindly request that, for insurance purposes, the Hirer ensures that any guest attending the Event who has a disability make themselves known to the Wedding and Events Manager upon arrival.
   2. In accordance with the conditions of our Licence, we operate a strict Challenge 25 Policy in respect of the provision and sale of alcohol. Guests who appear to be under the age of 25 may be asked for proof of age. In the event they are unable to provide this, we will refuse to sell them alcoholic beverages.
   3. In accordance with the conditions of our Licence, we operate a Zero Tolerance Policy in respect of drug and solvent abuse
   4. which is strictly enforced by our staff. Guests who are in breach of this regulation may be requested to leave the premises.
   5. In the interests of the safety of all our guests, drinks should not be taken onto the dance floor at any time during an event.
   6. Pyrotechnics, smoke grenades, flares etc. of any type are not permitted at the venue, This includes the grounds as well as the approach and exit roads
      This will be strictly controlled by our management team at all times, and any guest contravening this regulation will be asked to leave the dance floor

   Parklands, Quendon Hall operates a strict zero tolerance policy toward drugs. You are responsible for the behaviour of yourselves and your guests at all times. If our staff witness any drug taking, or find evidence of drug use, we will advise you of this and ask you to ensure that it stops.

   If there are any further instances of drug use after this, we will, in accordance with our policy, have no alternative but to inform the authorities and close the venue. All guests will be required to leave the premises, including any who have booked accommodation. There will be no refunds.

   We take the issue of food allergies and intolerance seriously. If you have any concerns about the presence of allergens in any of our menu items, please ask your Wedding and Events Manager, who will be happy to help you. Please remember to ask your guests on your invitations to inform you of any special dietary requirements or allergies / food intolerances and the likely severity of their allergy and ensure this information is passed to your Wedding and Events Manager. As we do not have direct contact with your attending guests we cannot discuss their dietary requirements directly with them. You are therefore responsible for providing us with all relevant information.

   Whilst we take care to preserve the integrity of our allergen-free products, we must advise you that these products are handled in a multi-kitchen environment. All dishes are prepared in an environment that is not free from gluten, milk, egg, fish, crustaceans, molluscs, tree nuts, peanuts, sesame, celery, mustard, lupin, sulphur dioxide preservatives, or soya therefore all dishes may contain traces of these and other allergens.

8. Access & Times
   1. Access to the Venue will be available from 10.30am – until midnight on the Event Date. The Bridal Changing rooms can be accessed from 9am. Wedding ceremonies unless otherwise agreed will not be held before 12 noon on the Event Date.
   2. Licencing Extensions until 1am may be obtained if the Hirer applies in writing to the Provider as soon as reasonably possible but not later than 28 days before the Event Date and are subject to an additional venue fee. Please note that an extension has not been agreed until the relevant licence has been issued to the Provider and the Hirer has paid the appropriate fee and is in receipt of written confirmation from the Provider.
   3. The Provider reserves the right to make an additional charge of £1000 plus VAT if the above times and limitations are not adhered to.
9. Overnight Accommodation
   1. Rooms that are required for overnight accommodation will be charged at the appropriate rate.
   2. Access to the rooms will be from 12.00 noon on the Event Date unless otherwise agreed in writing.
   3. Rooms must be vacated and all personal belongings removed by no later than 9.00 am of the morning following the Event unless otherwise agreed in writing.
   4. The Provider reserves the right to charge the hirer in respect of any guest who has not vacated their room by the agreed time.
   5. Bedrooms must be pre booked by completing the Room Booking Form by the date stated. Any rooms that are not pre booked by the Hirer by this date will be available for the guests of the Hirer to reserve.
10. Prices
    1. The cost of providing the Standard Goods and/or Services, Venue and Extras (if applicable) are as quoted in writing by the Provider to the Hirer and confirmed in the Final Invoice.
    2. Prices will be held firm until the Event unless material circumstances affect the Provider or the Final Details are substantially amended. In which case the Provider reserves the right to increase the price by notifying the Hirer in writing.
11. VAT
    All prices are inclusive of VAT at current rates unless otherwise stated in writing and are subject to change if VAT rates change
12. Provision of Service
    The Provider will provide to the Hirer the Event as described in the appropriate written information and the Terms and Conditions. The provider reserves the right to vary the details of the event if the circumstances make it necessary to do so. The Provider shall immediately inform the Hirer of such variation where the Provider deems necessary to do so and where reasonably practicable to do so in the circumstances.
13. Payment terms
    1. All bookings are subject to a Reimbursement Deposit.
    2. In the event that there are no Incidental Costs, refund of the Reimbursement Deposit will be made promptly but no later than 21 days after the Event.
    3. The Provider reserves the right to deduct from the Reimbursement Deposit any sum to settle Incidental Costs and any other outstanding accounts.
    4. Any costs above and beyond the Reimbursement Deposit shall be itemised in the Reconciliation Invoice which shall be due for payment within seven days of presentation.
    5. If any payment is overdue the Provider may charge Interest. The right to charge Interest is without prejudice to any other rights of the Provider.
    6. Gratuities are not included and are at the Hirer’s discretion.
    7. In the event that any payment that has fallen due in accordance with the payment schedule in clause 13.9 has not been made by the due date you authorise us to charge such amount to the debit or credit card that has been used for any earlier payment.
    8. Payment shall be made in accordance with the following:Initial deposit – £1000 inc VAT on booking
       Further deposits as per your deposit invoice

       A re-imbursement deposit of £600.00 inc VAT along with your final payment based on final numbers is payable 21 days prior to the event.

14. Disputed Bills
    In the event that the Hirer disputes any portion of an invoice, the Hirer must pay the undisputed portion of an invoice in full, and within 10 days of receipt of said invoice submit to the Provider a documented claim for the disputed amount.
15. Cancellation
    1. If the Provider considers that it is unable to provide the Hirer with the service demanded then the Provider reserves the right to cancel the booking.
    2. In the event of a cancellation by the Provider, otherwise than by breach of these Terms and Conditions by the Hirer, the Provider shall refund to the Hirer the whole of the payments made by the Hirer to date.
    3. Failure by the Hirer to pay any invoice within 7 days of its Due Date shall constitute sufficient cause for the Provider to cancel the booking. Such cancellation is without prejudice to any right the Provider may have for payment.
    4. If, at any time and in addition to clause 15.5, the Hirer cancels the Event or the Event is cancelled as a result of the Hirer’s failure to make payment then the following will apply:
       1. ALL Deposits paid will not be refunded;
       2. When the deposit or any other sums are due but not yet paid then such sums are payable immediately
       3. The cancellation fees will become payable immediately
    5. If the Hirer cancels the Event, other than as a consequence of the Provider’s gross breach of contract, then the following cancellation fees will become payable immediately: All cancellations must be received in writing by the Hirer (if more than one Hirer, by all of them ).
    6. 1. if cancellation is twelve months or more prior to the Event Date the sum of £1000 inc VAT;
       2. if cancellation is more than six months but less than twelve months prior to the Event date a sum equal to fifty percent (50%) of the total Event costs, based on the number of attendees stated in the Booking Form subject to any subsequent variation in accordance with clause 3;
       3. if cancellation is more than three months but less than six months prior to the event date a sum equal to seventy five percent (75%) of the total Event costs, based on the number of attendees stated in the Booking Form subject to any subsequent variation in accordance with clause 3; or
       4. if cancellation is less than the three months or after the Final Date a sum equal to one hundred percent (100%) of the total Event costs, based on the number of attendees stated in the Booking Form subject to any subsequent variation in accordance with clause 3.
    7. If the Hirer wishes to change the booking to a different date, the Provider cannot guarantee that the cost will remain the same. The Provider will provide the Hirer with a revised Booking Form which must be agreed, signed and returned to the Provider before the new Event Date is confirmed. The Provider reserves the right to charge a cancellation fee in respect of the original Event Date, limited to the costs and losses incurred as a result of the change of date, but not exceeding the cancellation fees set out in clause 15.5.
16. The provider reserves the right to cancel any booking due to any contagious sickness carried by the hirer or their guests.
17. Loss and Damage
    1. Any property belonging to the Hirer or guests including wedding gifts, clothing, money or valuables are left at the Venue at the Hirer’s risk. Hirers should make their own arrangements to insure such property as the Provider accepts no liability for their loss or damage.
    2. The Provider reserves the right to require the Hirer to replace any goods fixtures or other equipment which become lost or damaged either accidentally or wilfully as a result of action taken by the Hirer or his guests and refund to the Provider any Incidental Costs incurred.
    3. The Provider has provided details of wedding insurance available to the Hirer.
18. Noise
    The Hirer is reminded that the routes to and from the Venue pass through residential areas. Hirers and their guests are requested to travel through the residential areas having due regard to the comfort of residents and maintain the 15mph speed limit within the Park. The Provider reserves the right to reduce the noise caused by any disco or live performance to such a level as the Provider shall deem appropriate. Amplified music in the marquee has to be adjusted at 10.30pm. The provider has an in-house state-of-the art sound ceiling and amplification system that all Bands and DJ’s must use.
19. Liability
    1. The Hirer and the guests using the Venue do so at his or her own risk and the Provider assumes no liability for any harm to such person(s) resulting from any cause other than the Provider’s gross negligence or wilful misconduct. The Hirer shall indemnify, defend and hold harmless the Provider from and against any claim, loss, damage, complaint and any expense suffered or incurred thereby arising or resulting from personal injury to the Hirer or guests.
    2. Notwithstanding anything else contained in the contract the Provider shall not be liable to the Hirer or any third party for loss of profits or contracts or any indirect or consequential loss arising from negligence breach of contract or howsoever caused.
20. Warranty
    The Provider hereby undertakes to provide all the services relating to the Event with reasonable skill and care.
21. Force Majeure
    The Provider will bear no liability for loss, damage or delay however arising, caused by circumstances outside his control including (but not limited to) acts of God, war, strike, civil commotion, fire, flood, drought, storm or tempest and the Provider will endeavour to notify the Hirer as quickly as reasonably possible if a Force Majeure event occurs.
22. Severability
    If any provision of these Terms and Conditions is prohibited by law or judged by a court to be unlawful, void, or unenforceable, the provision shall, to the extent required, be severed from these Terms and Conditions and rendered ineffective as far as possible without modifying the remaining provisions of these Terms and Conditions, and shall not in any way affect any other circumstances of or the validity or enforcement of these Terms and Conditions.
23. Waiver
    No delay, neglect or forbearance on the part of either party in enforcing against the other party any of these Terms and Conditions shall either be or be deemed to be a waiver or in any way prejudice any right of that party under these Terms and Conditions. No right, power or remedy in these Terms and Conditions conferred upon or reserved for either party is exclusive of any other right, power or remedy available to that party.
24. Rights of Third Parties
    For the purposes of the Contracts (Rights of Third Parties) Act 1999 nothing in this Agreement shall confer or purport to confer on any third party any benefit or the right to enforce any term of this Agreement.
25. Agency, Partnership
    This Agreement shall not constitute or imply any partnership, joint venture, agency, fiduciary relationship or other relationship between the Hirer and Provider other than the contractual relationship expressly provided for in these Terms and Conditions.
26. Assignment
    These Terms and Conditions are personal to the Hirer and the Provider and neither these Terms and Conditions may be assigned by either party without the prior written approval of the other party.
27. Proper Law and Jurisdiction
    The construction, validity and performance of any contract shall be governed in all respects by the law of England.