Booking Terms & Conditions

TERMS & CONDITIONS

Definitions:

“The Booking Form” requests basic details from the Hirer together with the number of guests that are to attend the Event.

“The Reimbursement Deposit” is the sum of £1,000 plus VAT to cover Incidental Costs and must be paid by the final date on your deposit invoice.

“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.

“Extras” are the provision of goods and services in addition to the venue.

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

“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 Invoice” is sent to the Hirer for 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 the Venue and Extras (if applicable)with the Provider.

“External Contractor” a person, company or organisation appointed by the Hirer to carry out any function at the Event.

“The Incidental Costs” will include, but are 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 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, Quendon Hall, Quendon, Essex, CB11 3XN.

“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 Running Order” is a record of timings, capacity requirements, locations and other relevant details applicable to the Hire and is sent to the Hirer no later than the Final Date.

“The Venue” details are contained in Schedule 1.

“The Venue Fee” is a non-refundable fee for the hire of the Venue and is paid in accordance with clause 5 to the Provider by the Hirer.

“Cancellation Insurance” 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.
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. Unless otherwise agreed only one ceremony, civil or religious may take place at the venue on the Event Date. In the event that both a civil and an additional ceremony does take place by agreement, it is a legal requirement that the civil ceremony must take place first.
   2. The Provider will provide up to 450 chairs and tables to seat up to 450 guests. Any additional chairs may be hired in by the Hirer or at the Hirer’s request by the Provider. The venue can be set up to accommodate numbers greater than 450 up to a maximum of 650 for theatre style and 500 for banqueting style. Any numbers greater than 450 must be notified before The Final Date and will be charged at £10 per person.
   3. Any changes or alterations to requirements agreed at time of booking 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. 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
5. Bookings
   1. The Hirer must confirm the booking by returning to the Provider the completed Booking Form, signed Terms and Conditions and a non-refundable deposit (subject to clause 15), which is a proportion of the Venue Fee. Unless otherwise agreed in writing the non-refundable deposit will be charged and the payment of the venue fee will be made as follows:
      1. Complete and Signed Booking Form
      2. A no refundable deposit (subject to clause 15) as detailed on the booking form
      3. Payment of any balance including the re-imbursement deposit will be payable by the Final Date
   2. Until bookings are confirmed the Provider cannot guarantee the availability of a date.
6. Cleaning and Clearing
   1. The cleanliness of the Venue (as defined in Schedule 1) is the responsibility of the Hirer throughout the Event.
   2. Provider will provide a large bin for bagged food waste only. The quoted venue fee includes the compulsory hire of a skip for £250 which is required for all functions. This is arranged by Parklands.
   3. The Provider reserves the right to deduct from the Reimbursement Deposit any costs incurred as a result of cleaning the Venue or clearing of rubbish in the event that the Hirer is in breach of clauses 6.1 and 6.2 above.
   4. It is the responsibility of the Hirer to ensure the venue is cleared of all items belonging to the Hirer and any External Contractors, and cleaned in accordance with our instructions, no later than 2 hours following the end of the event as detailed in Clause 7. Failure to do so will result in a charge being made to the Hirer
7. External Contractors
   1. Names, addresses and contact details (telephone and email) and proposed functions of all and any External Contractors appointed by the Hirer must be provided to the Provider no later than 45 days prior to the Event Date. It is the Hirer’s responsibility to ensure all such documentation is completed and returned with the required paperwork as listed in Schedule 2.
   2. All External Contractors will be required to adhere to the Health and Safety standards of the Provider.
   3. Any External Contractor who is carrying out any catering operation, and is not one of the Provider’s approved caterers, must provide documentation to the Provider to enable the Provider to carry out sufficient checks to confirm Health and Safety competence. Schedule 2 is a list of documentation that is required and includes an agreement to be signed by the External Contractor to indicate the Terms and Conditions upon which they are allowed to operate within the Venue. It is the responsibility of the Hirer to ensure all documentation is received by the Provider no later than 45 days prior to the Event Date, together with a fee of £500 plus VAT.
   4. Attached on Schedule 3 is a list of External Contractors approved by the Provider.
   5. Failure to provide said paperwork within the set time will result in the Contractor not being allowed into the Venue.
   6. Non-payment will result in the fee being deducted from the Hirer’s Reconciliation Invoice.
8. Access & Times
   1. 1. Access to the Venue and facilities will be as specified below: –
         7.30am Access to the staff car park and rear garden, the marquee, designated catering areas and kitchens for catering and service providers ONLY.
         8am Access to the Bridal Changing Rooms for the immediate bridal party only (max 15 persons)
         10am Remainder of venue available for set up, including house and front lawn.
         10.30am Earliest time for guests to access the House (by prior arrangement only)
         11am First ceremony is permitted
         12.00pm (Midday) Access time for guest rooms
         11.00pm Event finish if Monday to Thursday
         12.00am (Midnight) Event finish. Amplified music must cease at this time (unless a 1.00am extension has been arranged and paid for in advance).
         All 3rd party suppliers and materials such as chair covers, mandaps, DJ equipment, decorations, lighting must be removed from premises.
         (there is a maximum of 2 hour clear down after the event has finished)

   Access outside these timings, at additional cost, must be by prior arrangement with the Provider, confirmed and agreed in writing in advance, and paid for before the Final Date.

   1. Extensions can 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. Please note that an extension has not been agreed until the relevant license has been issued to the Provider and the Hirer has paid the appropriate fee and is in receipt of written confirmation from the Provider.
   2. If you or members of your party do not adhere to the access times and limitations as set out above, a further charge of £1000 will be made against you.
   3. Early Access will only be allowed via the North Gates, no access will be allowed to the main house until 10am confirmed in writing by the provider. A charge will be levied for early access depending on your booking.
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 12pm midday on the Event Date unless otherwise agreed in writing.
   3. Rooms must be vacated and all personal belongings removed by no later than 9.30am of the morning following the Event.
   4. The Provider reserves the right to charge any guest staying, or the hirer, if the accommodation has not been vacated 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 Hirer’s guests to reserve.
   6. The Hirer must ensure that any bedroom keys or key cards are returned before departure. Any that are not returned will be charged at £30 plus VAT
10. Prices
    1. The cost of providing the Venue is 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 Venue
    1. The Provider will provide to the Hirer the venue as described in the appropriate written information and the Terms and Conditions. The Provider reserves the right to vary the details of the venue-hire if circumstances make it necessary to do so. The Provider shall immediately inform the Hirer of such variations where the Provider deems necessary to do so and where reasonably practicable in the circumstances.
    2. The Provider will set up the venue as agreed in writing with the hirer only once at the beginning of the day. It is the responsibility of the hirer or their staff to move any chairs, furniture or arrange any turn-around throughout the event, unless agreed in writing, in advance, with the provider.
    3. Any additional costs incurred on the day of the Event, as a result of actions taken by the Hirer or External Contractors engaged by the Hirer for the Event, that have not been previously agreed in writing with the Provider may be deducted from the Reconciliation Invoice
    4. Please be aware that no food is to be consumed in The Drawing Room, this includes sweet carts, chocolate fountains, popcorn and candyfloss machines.
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. Payment shall be made in accordance with the following:
       Initial deposit paid on booking £1000
       Further deposits to be paid as per your deposit invoice
       All Re-imbursement Deposits also to be referred to as per your deposit invoice

    For bookings made less than 6 months before the Event Date different terms will be agreed

14. Disputed Bills
    1. 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, other 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, within 14 days of cancellation.
    3. Failure by the Hirer to pay any invoice within 28 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. The Deposit paid will not be refunded;
       2. Where the Deposit is due, in accordance with clause 5, but not yet paid the Deposit will become payable immediately; and
       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, the following cancellation fees will become payable immediately:
       1. The sum of the deposit paid or due to be paid if twelve months’ or more notice is given prior to the Event;
       2. A sum equal to fifty percent (50%) of the total Event costs if more than six months’ but less than twelve months’ notice is given;
       3. A sum equal to seventy five percent (75%) of the total Event costs if more than three months but less than six months’ notice is given; or
       4. A sum equal to one hundred percent (100%) of the total Event costs if less than 3 months notice is given.
    6. 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 an administrative fee for costs incurred arising as a result of such changes.
    7. In the event of the original date being transferred to a later date, cancellation fees will apply based on the date originally booked.
    8. In the event of the original date being brought forward to an earlier date, cancellation fees will apply based on the revised date.
16. 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, external contractors 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.
17. Noise
    1. 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 15 mph 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. The provider has an in-house state-of-the art sound ceiling and amplification system that all Bands and DJ’s must use.
18. Liability
    1. The Hirer, external contractors, 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.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 intolerances seriously. If you have any concerns about the presence of allergens in any food provided directly by the venue e.g. bridal refreshments or breakfast 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.

    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.
19. Warranty
    1. The Provider hereby undertakes to provide all the services relating to the Event with reasonable skill and care.
20. Force Majeure
    1. 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.
21. Severability
    1. 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.
22. Waiver
    1. 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.

     

23. Rights of Third Parties
    1. 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.
24. Agency, Partnership
    1. 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.
25. Assignment
    1. 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.
26. Proper Law and Jurisdiction
    1. The construction, validity and performance of any contract shall be governed in all respects by the law of England.

Parklands, Quendon Hall is a trademarked company. If you wish to use our venue logo for any of your own wedding literature, including wedding websites then we will require written permission regarding this before the logo is used. Please contact your wedding & events Manager for further information.