Booking Terms and Conditions
All telephone bookings will be regarded as provisional and must be confirmed in writing following receipt of the Banquet Event Order (BEO). New clients are required to provide a letter of authorisation on their company’s headed paper including the VAT registration number and/or charity number. Charity rates cannot be granted without the charity number being provided in this manner.
Please fax your booking form to 01487 832660, or email holmewoodhall@britishsugar.com or post to the:
Conference Centre Co-ordinator
Holmewood Hall
Church Street
Holme
Peterborough. PE7 3BZ
Written confirmation of the booking will be taken as acceptance of these terms and conditions.
Terms and Conditions
The Organisation and/or individual in whose name the booking is made, unless otherwise stated, will be considered the Hirer, and shall be jointly and severally liable in respect of the booking. All the Hirer’s requirements should be detailed on the Banquet Event Order at the time of booking. The Hirer shall notify Holmewood Hall of any changes to the requirements detailed on the booking form, in writing, not less than three working days (Monday to Friday) before the function. On receipt of the signed Banquet Event Order Holmewood Hall will confirm the booking in writing including confirmation of the charges incurred by the Hirer.
Provisional Bookings
Provisional bookings will be entered on the diary and held free of charge for three weeks. At the end of this time written confirmation is required in order to retain the booking. If no confirmation is received the booking will be deleted from the diary automatically. On confirmation of the booking the cancellation policy will apply. For bookings for dates within three months, written confirmation is required within seven working days. For bookings for dates within seven days, confirmation is required within 24 hours. Holmewood Hall does not accept liability for any losses incurred due to the cancellation of provisional bookings in compliance with this policy.
Catering Services
Clients are not permitted to bring their own food and drink onto the premises for consumption. Please note that it is our policy that food left over from any function cannot be removed from the premises. This is in compliance with the Food Safety Temperature Control Act 1995.
Prices:
All prices are subject to change. Proper notification will be given when possible.
The facility will guarantee prices for a ninety (90)-day period from the date of a confirmed booking. If your Event is set for a date beyond this ninety (90)-day period, we reserve the right to raise the prices quoted to you to meet increases in the costs of supplies or operation at the time of the Event due to increases in the costs of goods or labour.
Cancellations
In the event that the Hirer cancels a confirmed booking, the following charges will be applied:
Less than 3days notice 20% of total booking,
Less than 2 days notice 50% of total booking,
Less than one working days notice 100% of room total booking
Notification of cancellations should be made in writing and will be effective on the date received by Holmewood Hall.
Holmewood Hall reserves the right to cancel the booking if the holding of the function is prevented by reason of circumstances beyond the control of Holmewood Hall.
Deposits and Payments
A 10% deposit may be due when Holmewood Hall confirms your booking. The balance will be invoiced after the function unless otherwise stated. Payment for all invoices is required within 30 days of the invoice date.
VAT
VAT is applicable to all charges at the current rate.
Collection
In the event an account is turned over to a collection agency, the undersigned agrees to pay those reasonable fees and court costs which might be associated with the collection process.
Health and Safety
The Hirer is responsible for the Health and Safety of their staff and delegates throughout the duration of the hire period, and will be expected to comply with all relevant legislation. Information regarding emergency procedures and First Aid arrangements is available from Reception and in Venue Information Packs. The capacities of each room are given on the Holmewood Hall website in the Rooms section and may not be exceeded for safety reasons.
The management reserves the right to alter proposed room layouts in order to comply with fire regulations and to refuse admission to rooms if over-crowding is liable to occur.
All electrical equipment must comply with the Health and Safety Executive electrical code of practice.
Third party personal insurance and liability
Holmewood Hall shall not be responsible for any loss or damage to property arising out of the holding of a function or any injury which may be incurred by any persons during the holding of a function arising from any cause whatsoever. Nor shall Holmewood Hall be responsible for any loss due to mechanical breakdown, failure in electricity supply, flood, fire, government restriction or act of God which may cause the Holmewood Hall premises to be temporarily closed or the function interrupted.
Personal property and vehicles
Holmewood Hall does not accept responsibility for the property of customers or guests. Any goods or vehicles deposited are left at the owner’s risk and without any liability on the part of Holmewood Hall.
Customer Liability
The customer agrees to assume full responsibility for the conduct of its guests and shall reimburse the facility for any damage, loss or liability incurred to the facility by any of the customer’s guests or any person or organisation contracted by the customer to provide any service or goods before, during or after the function.
Display and Signage
You may not use displays and/or signage unless and until we give you written approval. Nails, tacks and tape may not be used on walls.
Smoking Policy
Holmewood Hall operates a no smoking policy throughout the building. Please inform your delegates of this policy and ensure that they do not smoke whilst they are in the building or immediately around the premises. Dedicated smoking areas are provided.
Terms and conditions applicable until 31st July 2012
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