terms & Conditions

1. MAKING YOUR BOOKING

(a) PROVISIONAL BOOKINGS: We may agree to you making a provisional booking with us, but this is not legally binding on either you or us unless and until our signed terms and conditions is received. If we accept a provisional booking from you but if another client subsequently wishes to book and confirm the same venue on the same date before your deposit is received and a contract is entered into, then we cannot guarantee your chosen date.

(b) A contract is only formed between you and us when we accept your signed terms and conditions.

2. DEPOSIT, METHOD OF PAYMENT AND PRICE

(a) A non-refundable deposit of £1000 is required to secure your booking and will be part of our confirmation of contract to you. The balance is due at least 30 days before your event. If you fail to pay balance on or before the due date then we regret that we may treat this as a cancellation and you will forfeit your deposit. For bookings made less than 60 days before the start of rental, the total fee is payable.

(b) A booking is not confirmed by us until the deposit has been received.

(c) Payments can be made in cash, by cheque or by bank transfer.

(d) The price of your wedding venue hire shall be as set out in our confirmation letter. Any “extra” services not set out in this letter which we subsequently agree at our discretion to provide to you will also be billed to you as and when such services are requested and we agree in writing to supply them.

(e) All prices are inclusive of VAT.

3. DAMAGE TO US Please report accidental damage or breakage if and when it happens so that repairs or replacement items can be arranged. Any damage caused to the Venue, its equipment, contents or fittings or its grounds from misuse or negligence by you or your guests will be deemed your responsibility and will be invoiced directly to you. You must comply with and use your reasonable endeavours to ensure that your guests comply with, all of our reasonable instructions intended to ensure the safety of Venue and/or people at the venue. A guest means anyone on the premises in connection with someone invited by you.

4. LOSSES AND DAMAGE TO YOU We accept no liability for loss or damage to personal effects or for personal injury or accident and we suggest you make suitable insurance arrangements to cover these.

5. YOUR RESPONSIBILITIES

(a) Registrar/celebrant It is your responsibility to book the Registrar or Celebrant for your wedding. If you have not booked the Registrar or Celebrant before making your booking application with us, we advise you to do so as soon as possible after you have received our confirmation of booking.

(b) Caterers/suppliers You will deal directly with your suppliers including caterers. You are also responsible for paying their charges directly. We reserve the right not to allow into the venue any third party suppliers who do not meet our requirements intended to ensure the safety and welfare of Venue and people at the venue. You and your suppliers may have access to our premises at a previously agreed time. No liability will be accepted for any services provided or purportedly provided by any supplier.

(c) Drink All drinks must be purchased from us whilst our bar service is open. Corkage is permitted at £10 per 70 cl bottle for the sit down meal and toast drinks only. A pre agreed quantity will be charged in your final invoice.

(d) Information You must provide us, by the dates we may reasonably request of you, with any other information we ask for no less than one month from the date of the event and so that we may meet any special requirements. You must provide your guests with such information we may reasonably request regarding arrangements to be followed at the venue (for example, in relation to car parking, ordering taxi’s and time to depart)

(e) Behaviour We reserve the right to stop any activity which we reasonably believe is likely to cause damage to the interior or exterior of the venue or to risk the safety of people at the venue, and we will not tolerate any abusive behaviour by guests to any other guests or member of staff. We reserve the right to remove any persons acting inappropriately from the event. Smoking is NOT permitted inside any parts of the Venue.

(f) Copyright If you include any images of the venue on your wedding invitations, you must ensure that you have the permission of the appropriate copyright holder. You agree that we may use some of your wedding photographs taken on the day free of charge for promotional purposes.

6. ON THE BIG DAY

(a) Decoration is permitted but we please ask that you are mindful to not damage the fabric of the building. Chinese lanterns and fireworks including sparklers are not permitted due to insurance reasons. Please notify your guests that we do allow confetti within the grounds (this can include real flower petals, or biodegradable confetti).

(b) Candles are permitted but we please ask that each candle is secured in a container so that no wax will drip onto table cloths or other surfaces.

(c) Maximum capacity of Hautbois Hall is between 130 for seated guests or 160 for evening guests.

(d) Bar/Drinks A fully staffed bar is included in the hire of the Venue, we do not permit you to provide your own bar. You may bring your own table wine and toast drink with a corkage fee pre paid. We operate a cash bar only, therefore please ensure your guests are aware before arrival.

Hautbois Hall reserves the right to confiscate any alcohol, to be returned on departure.

(e) Music & Entertainment Due to the close proximity of local residents we do ask that you are mindful of the residents and that all music and/or entertainment for the event ceases by Midnight. All guests are asked to vacate the premises by 12.30 p.m. We kindly ask your guests to keep noise levels at a respectable level when leaving the premises. Taxis and other transport should be arranged accordingly, prior to the event. Mobile signals are very poor at the venue and can not be relied upon to order taxi’s.

7. CHANGES TO THE WEDDING VENUE AND/OR YOUR WEDDING PACKAGE

We reserve the right to make changes to the interior and/or exterior of the Venue between the time we accept your booking and the date of your wedding. For example, we may make changes to the décor and colour schemes of function rooms, and we cannot guarantee that the venue and its surrounds will be free from additional structures (such as marquees or scaffolding). We will use all reasonable endeavours to ensure that no components of your wedding have to be altered. However, as a wedding plan is normally put together a long time before your scheduled date, we reserve the right to make changes to certain components if this is necessary to comply with safety requirements or other changes in law or relevant codes of practice, or to make other minor changes which we reasonably believe will not be to the detriment of your overall wedding experience. We will notify you of any significant changes, but unless the change is one which is likely to fundamentally change the nature of your wedding experience we will not offer a refund, costs or compensation.

8. CANCELLATIONS BY YOU We strongly recommend that you take out private insurance to ensure that you can meet any cancellation charges in the unlikely event that you need to cancel your event. If you want to cancel a confirmed booking, you must do so in writing to The Owner of Hautbois Hall.

The Hirer will pay Hautbois Hall a non-refundable booking fee of £1000 towards the venue hire at the time of confirmed reservation. The balance is to be paid in full 1 month prior to the event. In the event of cancellation, the following charges will be made:

Cancellation of a confirmed booking – loss of booking fee

Cancellation with less than 3 months notice – 100% of venue hire charge.

Notification of cancellation must be made in writing to the Owner of Hautbois Hall.

We strongly recommend that you take out cancellation insurance this is available at a low cost from most insurance brokers, to cover yourself in this eventuality.

9.CANCELLATION BY US

We reserve the right to cancel your booking without liability to you and without any obligation to refund your deposit if:

(a)you do not pay us the balance of your wedding package price by the date due for such payment; or

(b)we have reasonable grounds to believe that you may not pay us the balance of your wedding package price by the due date and we have requested you to explain the position and you have not done so satisfactorily; or

(c)we discover, before you have paid the balance of your wedding package price, that you have deliberately concealed information, or deliberately given us incorrect information, about your intended wedding in circumstances where (if you had not done so) it would have been reasonably foreseeable that we would not have accepted your booking; or

(d)we have reasonable grounds to believe that your behaviour or that of your guests at the wedding is likely to result in damage to the venue or to our Venue and/or injury to people.

If we cancel your booking under this paragraph, you must pay us any losses and costs we suffer because of the cancellation which were reasonably foreseeable to both you and us when the contract was entered into, whether or not we are able to resell the date. Depending on when we cancel, the cancellation charges you must pay will be determined by reference to the timings for payment referred to in these terms and conditions.

10.EVENTS OUTSIDE OF OUR CONTROL (FORCE MAJEURE) Except as set out in this paragraph, we shall not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under our contract with you that is caused by events outside our reasonable control (such as serious damage to the venue, serious adverse weather conditions, a pandemic or epidemic, or interruption or failure of utility services such as electric power, gas or water). In these circumstances, we shall use every effort to notify you as soon as is reasonably practical and to move the dates of your wedding agreement with you. If, as a result of such events, we believe we have no alternative but to cancel your booking, we shall use reasonable endeavours to help you find an alternative venue of a similar standard for a similar price but our sole liability to you shall be to refund you any money you have paid towards your wedding.

11.GENERAL If only one person is making the wedding booking, that person confirms that s/he has the authority to make the booking on behalf of both persons intending to be married. Our contract will therefore be with both such persons. Any error or omission in any information or document issued by us shall be subject to correction provided that the correction does not materially affect the contract.

Civil Ceremonies

The licensed room in which the Ceremony is held and anything within the room must be of a non-secular nature and not reflect religious beliefs. Smoking, drinking alcohol or the consumption of food is not permitted before or during the ceremony. Guests should be advised to arrive 15-20 minutes prior to the Service. The Hirer is responsible for booking the Registrar.

Accommodation

Check in times to the accommodation cottages are from 2.00 p.m & check out at 10:00 a.m.

Accommodation charges are based on a maximum of 2 adults sharing the Music Cottage, 4 adults sharing the Haybarn and 2 adults sharing the Tudor Cottage, unless otherwise stated. Additional children will be charged a supplement charge. Strictly no extra guests. You are responsible for the use of the cottages, any damages will be charged. Cottages must be locked at all times. Hautbois Hall does not take any responsibility for any lost or stolen items.

Storage

Hautbois Hall does not provide any storage rooms for wedding items and it is the wedding party’s responsibility to ensure that all items are removed from the venue. Hautbois Hall will not be left responsible for any loss of items due to the negligence of guests. Should any items be left behind by anyone within your party, you or a member of your party must contact Hautbois Hall within 48 hours of the function date to arrange collection. Wedding gifts and cards must not be stored in the barn over night.

External suppliers

Any external suppliers provided by yourself, (eg florists) are not permitted to use any other room, other than the barn, to prepare any items. All suppliers must take away any rubbish that they create. Hautbois Hall will provide crockery, cutlery, table glasses and table linen.

Smoking

Only permitted in the outside areas at designated locations.

Bouncy Castles If you wish to have a bouncy castle this must be approved by Hautbois Hall and a supervisor must be on hand at all times to supervise the bouncy castle.

Animals No animals are allowed at Hautbois Hall unless pre authorised.

Children

Whilst every precaution is taken to ensure children's safety whilst at Hautbois Hall, caution must be taken that the venue is located on a working farm with ponds, rivers and machinery which are a hazard to children. The garden is not an approved play area and has some hazards such as the pond. Children must not be left unattended in the garden and must be supervised at all times.

Cars

Cars may be left in the car park overnight, however this is at the risk of the owner and Hautbois Hall do not accept liability to any damage or theft from cars left of the estate.