Terms & Conditions - Wedding, Function & Banqueting

1. The Responsible Person

The person named in all correspondence will become known as “The Responsible Person”. He or she will remain as group leader until the activity or stay is completed. The Responsible Person will be our point of contact at all times and will be granted authority to deal with us on the behalf of every member of the relevant group. The Responsible Person accepts full responsibility for the group, and must ensure that all members of the group adhere to the terms and conditions. The Responsible Person must be present and remain sufficiently sober to deal with and assist with the Hotel’s reasonable requests.

In the preparations for a wedding the organisers will often be the bride or groom to be, but it is unreasonable to expect them to be the Responsible Person at their wedding. The bride and groom to be should therefore nominate a guest to fulfill the role on the day and inform the Hotel of their choice. (The Best Man and Father of the Bride are also unlikely to be suitable substitutes as they are generally expected to “fully enjoy the event!”.)

2. Deposits & Payments

An initial deposit amounting to 25% of the event quote or £500.00 in the case of weddings is required to secure the booking. At this time the Hotel will require an outline of services required and numbers attending, which will allow us to allocate rooms and facilities.

Three months before the planned event the Hotel shall receive confirmation of services required and numbers attending. Based on these details the Hotel will issue a pro-forma invoice and will require a further deposit of 50% of the estimated costs less the initial deposit. Seven days before the event the organisers and a representative of the Hotel will hold a final planning meeting to confirm arrangements. The balance of payments due must be paid at this meeting.

3. Amendments & Cancellations

In the unfortunate event that you have to cancel or postpone your booking at any time prior to the event, the Hotel will make every effort to re-sell the facilities on your behalf.

If we are successful in reselling the facilities we will charge you an administrative fee of 15% of the amount quoted on the pro-forma invoice, but no other charges will be due and we will refund any balance of the deposit.

If we are unsuccessful in reselling the cancelled or amended booking, a cancellation charge will be made. This will reflect the Hotels loss both in terms of expenditure and the lost opportunities to sell our facilities and services. Actual costs will be calculated and charges may exceed the amount held on deposit at any given time.

Definitive cancellation charges can only be confirmed to you after the intended date of your event.

Value added tax is deducted from cancellation charges. Should the client make significant changes to the programme or the expected number of guests, the Hotel reserves the right to amend the rates and facilities offered. This may include the addition of a room hire charge or transfer to a more appropriately sized room or loss of exclusivity. The Hotel will accept a decrease of 10% in numbers attending between the three month estimate and seven day final planning meeting without applying penalties. Thereafter full charges will apply.

Any cancellation, postponement or partial cancellation should be verbally advised to the Hotel in the first instance and you will be advised of a cancellation reference number. All cancellations must be confirmed in writing and the facilities you have reserved cannot be released for resale until this is received and acknowledged.

The Hotel strongly advises cancellation insurance, as all payments once received are nonrefundable except as stated above.

4. Amendments or Cancellations by the Hotel

The Hotel reserves the right to cancel any booking forthwith or reserves the right to offer alternative facilities without any responsibility on its part in the event of:

Any occurrence beyond the reasonable control of the Hotel which shall prevent it from performing its obligations in connection with the booking.
If the booking might, in the opinion of the Hotel, prejudice the reputation of the Hotel.

5. Additional Charges

A credit card must be provided for pre-authorisation if credit facilities are required on the day. Any such charges are to be settled before departure.

6. Code of Conduct

The Wroxeter Hotel places great emphasis on providing a pleasant and safe environment for its guests and staff. As such, we reserve the right to ask any guest who is abusive, threatening or offensive to our guests or staff to leave the Hotel immediately and incur any relevant early departure charges. Reasons for summary eviction include drunkenness, unreasonable behaviour, foul or abusive language, racist comments, making excessive noise both inside and outside the buildings, willful or negligent damage of Hotel property, suspected theft from the company or other guests, trespass in staff only areas, willful avoidance of agreed charges, consumption of food or drink other than that supplied by or through the Hotel, and suspected use of illegal drugs – although this list is not exhaustive. All of our public areas are covered by CCTV.

7. Entertainment & Decorations

The Wroxeter Hotel will not permit any strip-o-grams or any other forms of live entertainment, unless previously agreed in writing by the Hotel. The Hotel will also not permit the group to bring, wear or use props, inflatable items, printed t-shirts, fancy dress, etc. unless previously agreed in writing by the Hotel. Foil confetti may not be used outside the Hotel.

8. Third Party Suppliers

The Hotel requires three months advanced notification if party organisers are planning to engage suppliers and service providers other than those arranged by the Hotel. This includes entertainers, DJs and musicians, chocolate fountains, equipment suppliers such as bouncy castle and bucking broncos, firework displays and party decorators.

Where required suppliers will be required to submit copies of relevant documentation which may include:

Public Liability Insurance
Health & Safety Risk Assessments
Hygiene Certification
PAT Certificates
Professional qualifications

Suppliers will also be required to state what support they will require from the Hotel including space, access and power supply.

Where the Hotel’s activities are dependent on the activities of third party supplier, the supplier must conform to the Hotel’s timetable requirements.

The Hotel reserves the right to preclude suppliers that do not meet the required criteria or to add a surcharge to reflect the additional cost associated with a third party supplier.

9. Noise

It is our intention to provide an enjoyable stay for all our guests and to allow our neighbours the peaceful enjoyment of our rural environment. We therefore expect guests to be quiet and discreet in the accommodation wing and in the outside areas of the Hotel. Noise in the function rooms and bar will be controlled to prevent disturbance and guests are expected to co-operate with this noise control.

Discos, live musical entertainment and other sources of noise must be managed sensibly by the provider who must obey the instructions of the Duty Manger. Music and entertainment must cease at the time agreed. This will be 12 midnight unless agreed in writing by the Hotel.

The windows and fire doors in function rooms are not to be used for ventilation during functions where there is musical entertainment as these compromise the building’s sound proofing.

Guests are asked to be considerate when leaving functions and events at night avoiding noisy farewells in the car park, slamming of car doors and revving of engines.

10. Damage and Misdemeanor

We reserve the right to invoice our guests for damage or negligent soiling caused to any parts of our premises; accidental or otherwise. Failing to tell us about damage to our property may result in higher-than-expected maintenance or cleaning charges due to delayed intervention.

11. Food & Drink

Only food and drink served by the Hotel may be consumed on the premises (which include the car park and grounds). A corkage charge will be made for privately sourced drinks and food which are served by the Hotel. If unauthorized food or beverages are brought into the Hotel for consumption, a charge will be made equal to the Hotel’s selling price for that or an equivalent product, which shall be in the absolute determination of the Hotel. The Manager may also confiscate food or beverage until your day of departure and return it to you. The Group Leader will be expected to assist the Hotel in enforcing these restrictions.

12. Bar and Late Bar

The Lounge Bar is normally available to guests from 11:00am until 11:00pm. In the event that it is closed during these times residents should request drinks service through the Reception.

If a function bar is in operation, residents are welcome to purchase drinks from the Lounge Bar. Function bars will generally close at 12:30am unless otherwise agreed.

It is a criminal offence to serve persons under the age of 18 with alcoholic drinks, except that those over 16 may consume beer, cider or wine served with a full meal. We will challenge those who appear to be under the age of 21 to provide suitable proof of age and will not serve them alcoholic drinks if proof is unavailable.

13. Protection of Children

Children under the age of 16 must be properly supervised throughout their stay at the Hotel. They may not at any time sit at the bar and may not consume alcohol on the premises. (We will only allow those between 16 and 18 years of age to consume alcohol under special circumstances by prior arrangement with parents or legal guardians.)

After 7:00pm children under the age of 16 are only permitted in the function room allocated to the party or an accommodation room booked by their parent or guardian or a room allocated as a crèche and properly supervised. Children who need to leave the allocated room for whatever reason must be accompanied by an adult. This is especially important for children going to the public toilets, the accommodation wing and outside areas.

14. Entry to the Functions

Functions must not be advertised to attract members of the general public unless specifically agreed in writing by the Hotel. No entrance fee may be charged unless this represents the collection of payment to defray the cost of the function. No profit may be made by the organisers from ticket sales unless this is for charitable purposes and has previously been agreed by the Hotel in writing.

15. Functions Arranged Predominantly for Young People

When a function is arranged predominantly for young people special terms and conditions will apply. (As a general guide, at such a function, more than half the guests will be under 25 years of age, however this may vary depending on the type of function.) These conditions may include:

The employment of professional security staff at the host’s expense
A nominated Group Leader who will be present and sober throughout the function to act as liaison between the party and security and bar staff.
Provision of a complete guest lists including dates of birth of guests
A requirement that all those over 18 who wish to purchase or consume alcohol have satisfactory proof of age.
A deposit against willful or accidental damage or soiling.
Other measures to prevent under aged drinking, to protect minors from those who have been drinking and to maintain order.

In the event that a function is booked on the understanding that it will not be predominantly for young people and in the event the majority of guests appear the Duty Manager to be under the age of 25, the Hotel reserves the right at its sole discretion to close and cancel the function and require all guests to leave the Hotel immediately, or close the bar for the sale of alcoholic drinks.

In either case the function organiser will incur all relevant charges for the function, including loss of revenue from expected bar takings.

16. Overnight Accommodation for Guests Attending a Wedding or Function

Accommodation for wedding and function guests must be paid for in full at the time of booking. In the event of a cancellation we will offer the rooms to the wedding or function organiser for reallocation, in which case we will refund the booking fee less 15% administration fee. If the rooms are not required we will attempt to re-sell rooms and will refund 85% of the fee if we are successful.

Where the function leader has booked and paid for bedrooms on behalf of any of their guests, a full rooming list with the names of all occupants is to be supplied to the Hotel 10 working days.