Wedding Terms & Conditions
1. The Responsible Person
It is necessary for the Hotel to have one principal point of contact during the planning of an event and during the event itself. This person will be known as “The Responsible Person”, and our contractual relationship will be with this person.
The Responsible Person will be our point of contact at all times and must have authority to deal with us on behalf of every member of the wedding party. The Responsible Person must accept full responsibility for the group, and must ensure that all members of the group adhere to the terms and conditions. He or she must remain as group leader until the activity or stay is completed. The Responsible Person must be present and remain sufficiently sober to deal with and assist with the Hotel’s reasonable requests.
During the planning of a wedding the Responsible Person will often be the bride or groom to be, but it is unreasonable to expect them to be the Responsible Person at their wedding. In such a case the Responsible Person should nominate a guest to fulfil the role of substitute Responsible Person for 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
At the time of booking the Hotel will establish an estimated cost of the event based on core components which will include some or all of: a Ceremony Charge, Wedding Breakfast costs, Evening Reception costs and a Facilities Fee. To secure the booking, the Hotel will require a deposit of 25% of this Core Spend. If you book more than one year ahead, we will accept a £500.00 deposit, with the balance to 25% becoming due one year before the event. This will allow the Hotel 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 total costs.
Two weeks 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 time.
Sign off of function details. During your Final Planning Meeting which will be conducted approximately two weeks before the event, we will confirm with you the details of your function. At this meeting we will ask you to “sign off” our record of function details which, with our current terms and conditions, will represent a record of the principle terms of our agreement.
Customers who book exclusive use of the Hotel will be expected to pay the Exclusivity Charge along with the deposit at the time of booking.
Where a wedding party uses the Wroxeter Suite for daytime activities and then moves to the Eyton Suite for the Evening Party, the Wroxeter Suite should be vacated by 6:00pm. This will normally mean that a daytime meal should begin no later than 4:00pm. If the wedding party wishes to use the Wroxeter Suite beyond 6:00pm a charge of £200 will be due.
3. Cancellations & Amendments
In the unfortunate event that you have to cancel or postpone your booking at any time prior to the event, the Hotel will make all reasonable efforts to re-sell the facilities on your behalf.
If we are successful in reselling the facilities, for a fee equal to or greater than your pro-forma invoice price, 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, for a fee equal to or greater than your pro-forma invoice price, a cancellation charge will be made. This will reflect the Hotel’s 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.
The Hotel accepts bookings at the prices quoted based on the size and nature of a function. Whilst in most cases the Hotel is able to offer some flexibility in changing numbers, significant changes to the programme or reductions in the numbers attending each part of the function may result in the introduction of or an increase in the Facilities Charge equal to the reduction in the Core Spend (defined in clause 2 above). At the time of booking the Hotel will indicate the percentage decrease in the Core Spend which it is able to accept without the addition of or increase to a Facilities Charge.
Should the customer make significant changes to the programme or the number of guests, the Hotel reserves the right to transfer the Party to a more appropriately sized room.
Full charges will apply for all changes made with less than 14 days notice.
Any cancellation, postponement or partial cancellation should be verbally advised to the Hotel in the first instance. All cancellations or variations must be confirmed in writing and the facilities you have reserved cannot be released for resale until this is received and acknowledged.
The Hotel has noted that couples wishing to celebrate their wedding at other venues have been disappointed and faced financial loss because of accidents, ill health or the failure of suppliers. Function organisers are strongly advised to take out insurance to protect themselves from such disappointment and loss. Such insurance may also cover loss or damage caused by guests. The Wroxeter Hotel is not authorised to advise on or sell insurance, however we would be happy to provide details of insurers who have apparently satisfied the needs of previous customers. Cancellation insurance, in particular should be considered as all payments to the Hotel once received are non-refundable except as stated above. (All customers who book their celebrations after 12 January 2015 will be required by these Terms and Conditions to take out cancellation insurance.)
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.
Whilst every effort is made to maintain prices at the rate quoted, the long planning times involved in weddings may result in significant increases in commodity prices. The Hotel reserves the right to vary prices to reflect major increases in costs. Where appropriate a substitute item will also be offered at the previously quoted price.
The Hotel reserves the right to increase the quoted price to reflect increases in Government imposed duties such as VAT and excise duty
5. Outside Weddings – Inclement Weather and Other Environmental Issues
An additional fee is payable for those wishing to hold their wedding ceremony outside. This fee covers, amongst other things, the cost of preparing the outside ceremony area, as well as the necessity to prepare a secondary location for use in inclement weather. It is our practice to prepare the ceremony area inside and make a decision about moving outside as late as is practical, depending on the weather and other environmental factors.
The Registrar responsible for the ceremony may at his or her sole discretion decline to conduct the ceremony outside irrespective of the wishes of others.
Despite the decision of the Registrar, the Wroxeter Hotel, represented by the duty manager of the day, reserves the right to determine whether an outside ceremony should proceed, based on the protection of its equipment and reputation. Although the Hotel will try to accommodate the reasonable wishes of the Bride and Groom, the duty manager’s decision will be final.
As with the weather, the Wroxeter Hotel is less able to control the broader environment and its effects on an outside wedding ceremony. Whilst our rural location is well suited to “the Pastoral Idyll”, we have little control over noise, smoke, smells etc. from beyond our grounds and can accept no responsibility for them and their effect.
For the avoidance of doubt the fee for an outside wedding is not refundable if the ceremony is conducted inside due to inclement weather or other environmental issues.
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, wilful or negligent damage of Hotel property, suspected theft from the company or other guests, trespass in staff only areas, wilful 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.
Failure to leave the Hotel and premises when required to do so by the Duty Manager is a criminal offence under Licensing Law and may be reported to the police. It also constitutes trespass and renders the trespassers liable for the costs of security enforcement.
7. Entertainment & Decorations
Access to the Hotel for preparation and decoration. It is normally possible for wedding parties and their suppliers to gain access to the function rooms they will use on the morning of their function. If a room is not in use on the evening before the function, it may be possible for wedding parties and suppliers to prepare the room on the night before, but this will only be apparent in the final days before the function and may change at short notice. If wedding parties wish to guarantee access to a room on the day before their function a fee will be due, which will depend on the room required and the opportunity cost of making it available. This must be discussed with your wedding co-ordinator.
Whilst the Hotel’s staff will try to assist and accommodate the reasonable requests of the wedding party with regards to dressing the venue, Hotel staff can provide only limited assistance in decorating tables and rooms etc. Clear written instructions must be provided well in advance and name cards and simple decorations must be organised for ease of placing. Should a party require the Hotel to perform more complex decoration, this must be discussed beforehand and costs agreed.
Decorations used both inside and outside the premises must be appropriate and tasteful, and must not damage the fabric or decoration of the premises.
Confetti. The use of foil confetti and other non biodegradable confetti is forbidden in the outside areas of the Wroxeter Hotel. Whist biodegradable confetti is permitted in the grounds of the Hotel, the time this degradation takes means that it must not be used in areas where it will be unsightly for subsequent guests. Party organisers, guests and photographers are asked to refrain from using confetti in key areas such as in and around the Pavilion or any hard standing areas such as the car park or the entrance to the Hotel. In instances where confetti must be swept or picked up so that subsequent guests can enjoy our facilities, a charge will be made.
Ceremony Music. Where the Hotel agrees to co-ordinate music for a wedding ceremony, the music is to be supplied two weeks before the event in a format which can be played on a CD player. The tracks are to be clearly marked or recorded on the CD and simple written instructions for the order of play are to be given for ease of use. Failure to provide clear and timely instructions may attract an administrative fee or may result in music not being played during the ceremony. If flawless choreography is required, parties are advised to make their own special arrangements.
Displays. To maintain the goodwill of our neighbours, firework displays are only occasionally permitted. Parties wishing to hold firework displays should inform the Hotel as early as possible. Aerial Chinese Lanterns represent a fire hazard in dry or windy weather and will only be authorized on the day of the event. Such entertainment etc must be appropriate to the Hotel’s reputation and all occupants of the Hotel.
Restricted behaviour. 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.
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.
The Hotel maintains a list of recognised suppliers who have previously submitted method statements, risk assessments, safety certificates and insurance details as required. Whilst the Hotel has no objection in principle to customers using their own suppliers and contractors, (as long as they are safe, respectable and in keeping with the Hotel’s ethos,) liaison and administration represent an additional responsibility and burden for which a charge of £30 per supplier will be levied against the wedding couple. This clause does not apply to florists, photographers and videographers, wedding cake makers, hair dressers and beauty technicians and providers of incidental acoustic music, but does apply to live bands, discos, venue dressers (including chair cover suppliers), firework displays, sweet trolley and chocolate fountain suppliers, amongst others. Details of previously approved suppliers are available from your wedding co-ordinator.
Where applicable independently contracted suppliers will be required to submit copies of relevant documentation which may include:
Public Liability Insurance
Health & Safety Risk Assessments
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 who do not meet the required criteria or to add a surcharge to reflect the additional cost associated with the activities of third party suppliers. We strongly recommend that customers discuss their intentions with the Hotel before committing to a particular supplier.
Deliveries to the Hotel and recovery of supplier and private goods. The Hotel is unable to accept responsibility for deliveries by suppliers on behalf of wedding parties. The Hotel has only limited storage space for the goods and equipment of suppliers and wedding parties, and this space must not be considered “secure”. A limited number of small items may be accepted and stored on the day before the event, but large items or volumes can only be accepted on the morning of the event (unless rooms are available on the day before, as discussed above).
The Hotel requires suppliers and wedding parties to remove their goods and equipment on the morning following the event. Failure to do so may result in a storage charge. If items are left at the Hotel for more than three days we will attempt to contact their owner to expedite collection, but if they have not been collected on the fifth day we reserve the right to dispose of them without reference to the owner.
Whilst the Hotel will take reasonable care of the property of guests and suppliers, no responsibility can be accepted for their loss or damage.
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 12:00 midnight unless agreed in writing by the Hotel.
Special conditions apply to musical performance after 11 pm on Sundays, which must be discussed with your wedding co-ordinator.
The windows and fire doors in function rooms are not to be used for ventilation during functions where there is musical entertainment as this compromises part of 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.
Where brides and grooms to be wish to engage their own live band or DJ the Guarantee Payment will be increased by £50 which will be forfeited if the performers fail to respond satisfactorily to requests from the Hotel’s staff to control sound levels. The responsible person will generally be appraised of a problem and informed that the band is on notice as a part of the last warning.
For the absolute avoidance of doubt, firework displays and outside musical performance can only be permitted if sufficient notice is given for the Hotel to apply for temporary entertainment notices and warn our neighbours.
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.
Damage to the Hotel. Further to paragraph 6 and the forgoing, function organisers are reminded that they are liable for the Damage and Misdemeanour of their guests. The Hotel reserves the right to charge function organisers for its loss resulting from damage caused by, or misdemeanours performed by their function guests; or loss which can reasonable be attributed to those guests.
11. Food & Drink
It is a condition of the Wroxeter Hotel’s Licence that customers may only consume alcohol on the premises that has been supplied by the Hotel. The Hotel is only able to offer party organisers the quoted prices based on the expectation of a reasonable bar and restaurant spend. For these reasons it is strictly forbidden for guests to consume their own alcohol and food on the premises (which include the car park and grounds) and those found doing so may be evicted.
Guests bringing and consuming their own drinks. The party organiser will be required to lodge a Guarantee Payment of £100 with the Hotel as surety against illicit drinking, damage or other costs incurred. This payment will be included in the invoice and collected when the balance of payment is made two weeks before the wedding. Unless forfeit, the guarantee payment will be refunded no later than seven days after the event. Part or all of the Guarantee Payment may be forfeit if guests are discovered consuming their own alcohol or there is reasonable suspicion that guests have been consuming their own alcohol (for example bottles found in the function room). In such cases, where practical, the Responsible Person (or their substitute) will be informed of the incident and where possible those associated with it. The charge shall be in the absolute determination of the Hotel, but typically a charge of £20.00 will be made for a standard bottle of spirit and £10.00 for a bottle of wine. In cases of excessive abuse a further charge may be made against the party organiser. It is strongly recommended that organisers inform guests in their invitation that consumption of illicit alcohol is forbidden and will result in penalties.
Favours, gifts and prizes containing alcohol. When alcoholic favours, gifts or prizes are given or supplied at a function it is inevitable that some will be consumed on the premises. A corkage fee must be paid to allow the Wroxeter Hotel to supply such alcoholic goods. Failure to arrange pre payment of corkage may result in the removal of favours from the table for return to the organisers after the event or the forfeiture of some or all of the Guarantee Payment.
In exceptional circumstances and with the prior agreement of the Operations Manger the Hotel will serve privately sourced drinks, but a corkage charge will be made on all drink handled (including any returned unopened) and the Hotel reserves the right to preclude any drink which is non-compliant or would reflect badly on the Hotel’s reputation.
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.
On those occasions when a night porter or other member of staff is working in the public areas, drinks service may be available after 12:30am to residents who have attended a function. Such service is at the sole discretion of the member of staff and may incur an additional charge.
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. It is also a criminal offence to procure drinks for under aged persons, drinks so procured will be confiscated and the person who procured the drink may be required to leave the premises and reported to the Police.
It is similarly an offence to supply drinks to, or procure drinks for, someone who is drunk. Each bar server and manager has the authority to refuse to serve drinks to a drunken guest, to refuse to serve drinks which they believe are being procured for a drunken guest, or to confiscate drinks in the possession of a drunken guest. The assessment of drunkenness is at the sole discretion of the bar server or manager, but will be based primarily on demeanour, conduct, clarity of speech and steadiness on the feet.
The Wroxeter Hotel reserves the right for it or its agents to take candid photographs of those attending and performing at weddings and functions; and of room layouts, decorations and other material goods, for marketing, promotional and other commercial uses. These photographs will be owned by The Wroxeter Hotel or its agents, and selected photographs may be available for purchase via The Wroxeter Hotel company website.
Where the use of a photograph will be prominent or the subject matter might reasonably cause considerable embarrassment, the Hotel will endeavour to discuss its intentions with the principals portrayed prior to publication. The Hotel will take reasonable efforts to protect the interests of minors.
14. 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.
To minimise noise disturbance, children may not play outside the Hotel after 9 pm even when supervised by an adult.
15. Entry to the Function
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.
16. Overnight Accommodation for Guests Attending a Wedding
If the Bride and Groom to be wish to book and pay for rooms on behalf of guests, they may do so by paying a 50% deposit at the time of booking, the balance being due on departure.
Accommodation booked by wedding guests must be secured with a 50% deposit, the balance to be paid on departure.
Where brides and grooms to be wish to secure all the rooms for their guests, they may do so, and this will form part of their wedding contract and main account. Payment of this account is to be settled in part at the three month point and in full two weeks prior to the Wedding.
All accommodation guests are required to give a debit or credit card pre-authorisation on check-in against charges and costs to their room.
A limited number of rooms may be available for early check-in (before 3:00pm) however a supplement will be charged as follows: check-in at 12:00 noon £15.00, check-in at 1:00pm £10.00, check-in at 2:00pm £5.00. Check-in before 12:00 noon will incur a full room charge as this prevents us from letting the room on the night before. Where room allocation is in the hands of the bride and groom they are asked to confirm to their guests that rooms will not normally be available before 3:00pm. If the ceremony or celebration is early, brides and grooms should consider booking an accommodation room for guests to use for dressing.
In the event of a cancellation we will offer the rooms to the wedding 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 them and will refund 85% of the fee if we are successful. If it is necessary for us to discount the rooms in order to sell them, any refund will be reduced by the discount.
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 2 weeks ahead of the Wedding. Wedding guests who book directly with the Hotel may avail themselves of discounted rates. Where discounted rates apply the Hotel will expect payment in full at the time of booking. In the event that a guest cancels the booking, we will attempt to re-sell them and will refund 85% of the fee if we are successful. If it is necessary for us to discount the rooms in order to sell them, any refund will be reduced by the discount.
17. Cooling Off Period and Amendments to Terms & Conditions
Customers will be given a copy of the Hotel’s Terms and Conditions at the time of booking, when the initial deposit is paid. They are strongly advised to read the terms and conditions carefully and ask questions about any aspect which is unclear. If, on reflection, the Customer is unable to accept all the terms and condition they should notify the Hotel within two weeks of booking and payment of the deposit. The Hotel will then refund the deposit less a £30.00 administrative charge.
The Hotel reserves the right to make reasonable amendments to its Terms and Conditions to conform with new legislation or in the interests of business efficiency. Major changes will be notified to customers who have bookings, however we request that customers check our website which contains the definitive version, or periodically request a current version.
18. Trust and Expectations
The Wroxeter Hotel is dedicated to excellent customer service and a critical part of achieving this is absolute harmony between our customers’ expectations and our ability to deliver services. Similarly we must establish and maintain a relationship of trust with our customers. Very occasionally it becomes apparent that customers’ expectations significantly exceed our ability to deliver or we fail to establish or maintain a relationship of trust. In such circumstances there will inevitably be disappointment and disharmony. To avoid this, we consider it best for distrustful customers or those with inappropriate expectations to find an alternative service provider.
The Wroxeter Hotel reserves the right, at its sole discretion, to terminate its contractual relationship with a function customer up to 12 months before the event, if it considers the relationship has become unworkable. Bookings made less than 12 months before the event may similarly be terminated within the first 28 days following the payment of an initial deposit. In both circumstances any deposits paid to the Hotel will be refunded in full.
If the relationship between the Wroxeter Hotel and a customer deteriorates, such that it becomes unworkable, within 12 months of the event and after 28 days of the initial deposit is paid, the Wroxeter Hotel will meet with the customer to discuss the issues and may recommend a termination of the relationship and a refund of all deposits paid to the Hotel. In such circumstances customers will be strongly advised to seek an alternative service provider or accept the limitations of their contractual relationship with the Hotel.
19. Force majeure.
The Wroxeter Hotel accepts no liability for events beyond its reasonable control, including, but not limited to: natural disaster, severe weather, war and hostilities, terrorism, civil disorder, riot, industrial action, criminal action, fire and flood, mechanical failure or breakdown of equipment.
v5 Jan 15 (Incorporating V2Sep10 and Additional Terms and Conditions Issued 5 February 2014)