Terms & Conditions
Terms and Conditions for Business Meeting and Conferences at Hestercombe
Account Customers
BOOKINGS Provisional bookings may be made by telephone and will be held for up to two weeks. Should there be other interest in the date during the two weeks, the hirer will be contacted. After this time, the booking must be confirmed in writing.
The booking is accepted as per the terms of your original quotation and a maximum of 10% reduction in numbers is allowed to this quotation.
INVOICING Our terms are strictly 7 days from receipt of invoice. The invoice will include any increase in numbers and additional services not included in the original quotation.
All payments should be made by cheque made payable to Hestercombe Gardens Ltd. Payment by Credit Card will be subject to a 2% charge. Payments by Debit card will incur no charge.
CONFIRMATION
OF NUMBERS Final numbers and menu choices must be confirmed at least 7 days prior to the function and these will be the numbers catered for. Numbers of vegetarians or any other special dietary requirements should also be notified at this time at the latest.
CANCELLATIONS Hestercombe Gardens may cancel the booking without liability in the following circumstances:
1. On three months written notice – in this case all monies paid by the hirer to Hestercombe will be refunded.
2. On as much notice as practicable if Hestercombe is or will be prevented by any cause outside its reasonable control from complying with its obligations under this agreement – in this case all monies paid by the hirer will be refunded.
3. On seven days written notice if any payment that is due has not been made by the hirer in accordance with this agreement – in this case there will be no refund of monies already paid.
4. On immediate written notice if, having consulted with the hirer, we believe that the hirer is (or will be) unable to meet any of the financial or other terms of this agreement – in this case there will be no refund of monies already paid.
In the case of cancellation by the hirer, charges may be incurred according to the notice given and based on the total value of the booking and will be invoiced accordingly:
1 week or less 20%
up to 2 weeks 10%
We would advise you to take out insurance cover against unforeseen cancellation.
OTHER TERMS The Hirer acknowledges that the event may be brought to an immediate end, after consultation with the hirer and without refund, if there is abuse of the premises or the facilities which we feel cannot be prevented or remedied in any other way. The decision of Hestercombe Gardens is final.
The use of the premises and facilities is restricted to the specific facilities, dates and times specified in the confirmation letter. All cars must be parked in accordance with the directions provided.
The hirer, delegates or agents are responsible for all Health and Safety aspects of their event. They must also comply with all Health and Safety regulations and guidance displayed at or in relation to the premises or facilities. The hirer must take all reasonable care to safeguard and protect premises from loss or damage.
No food or drink may be brought onto the premises without prior, written consent of Hestercombe Gardens.
Hestercombe Gardens operates a strict non-smoking policy within our Visitor Centre / Courtyard. There is a designated smoking area outside the main doors of the Bampfylde Hall
INSURANCE Hestercombe Gardens does not undertake to maintain any insurances except those required by law. The hirer must inform Hestercombe of all material matters of which its insurers should be informed in relation to the intended use of the premises or facilities.
LIABILITY & The hirer, guests, delegates and agents use the premises at Hestercombe Gardens INDEMNITY at their own risk and shall bear the entire risk of all or any of the following:
1. Liability and claims for personal injury and death not caused by negligence of Hestercombe Gardens.
2. Damage, destruction, theft or loss in relation to the premises and the property of the hirer and his/her guests, delegates or representatives, whether or not the property was in the custody of Hestercombe Gardens.
3. Cancellation, except as otherwise provided in these conditions.
4. Complaints or claims of any nature in relation to the premises and facilities.
5. All loss or damage by or to any equipment or chattel brought onto the premises by the hirer and his/her guests, delegates or representatives.
6. Consequential losses whatsoever.
7. Hestercombe Gardens reserves the right to amend these terms and conditions giving 14 days written notification
Full Names of Organiser/Hirer ……………………………………………................................................
Contact Address of Organiser/Hirer ……………………………………………................................................
…………………………………………….................................................................................................................
Tel Nos: Day/Office………………………................... Evening…………………………………….......
Email Address:…………………………………………………………………………….
SIGNATURES ………………………………………… ......................................................................
DATE…………………..
AND ALSO:
Terms and Conditions for Business Meeting and Conferences at Hestercombe
Non-Account Customers
DEPOSITS Provisional bookings may be made by telephone and will be held for up to two weeks. Should there be other interest in the date during the two weeks, the hirer will be contacted. After this time, the booking must be confirmed in writing when a Deposit Invoice will be raised (unless otherwise agreed in writing) being 25% of the value of the booking, which will be due for immediate payment. Deposits are non-refundable and non-transferable. Please complete and return the booking form and the terms and conditions to confirm your booking.
Once a booking has been made with a deposit we will confirm the booking and all the details. The booking is accepted as per the terms of your original quotation and a maximum of 10% reduction in numbers is allowed to this quotation. Where invoiced, terms are strictly 7 days from receipt. Invoice for payment after the event must be agreed in writing at the time of the booking.
FINAL PAYMENT The final payment will be required 1 month prior to the date of the event. This will be the estimated total cost of the event less the deposits pre-paid. The estimate will include any increase in numbers and additional services not included in the original quotation.
All payments should be made by cheque made payable to Hestercombe Gardens Ltd. Payment by Credit Card will be subject to a 2% charge. Payments by Debit card will incur no charge.
CONFIRMATION
OF NUMBERS Final numbers and menu choices must be confirmed at least 7 days prior to the function and these will be the numbers catered for. Numbers of vegetarians or any other special dietary requirements should also be notified at this time at the latest.
CANCELLATIONS Hestercombe Gardens may cancel the booking without liability in the following circumstances:
1. On three months written notice – in this case all monies paid by the hirer to Hestercombe will be refunded.
2. On as much notice as practicable if Hestercombe is or will be prevented by any cause outside its reasonable control from complying with its obligations under this agreement – in this case all monies paid by the hirer will be refunded.
3. On seven days written notice if any payment that is due has not been made by the hirer in accordance with this agreement – in this case there will be no refund of monies already paid.
4. On immediate written notice if, having consulted with the hirer, we believe that the hirer is (or will be) unable to meet any of the financial or other terms of this agreement – in this case there will be no refund of monies already paid.
In the case of cancellation by the hirer, charges will be incurred according to the notice given and based on the following percentage of monies already paid:
1 week or less 50%
up to 2 weeks 25% (loss of deposit)
We would advise you to take out insurance cover against unforeseen cancellation.
OTHER TERMS The Hirer acknowledges that the event may be brought to an immediate end, after consultation with the hirer and without refund, if there is abuse of the premises or the facilities which we feel cannot be prevented or remedied in any other way. The decision of Hestercombe Gardens is final.
The use of the premises and facilities is restricted to the specific facilities, dates and times specified in the confirmation letter. All cars must be parked in accordance with the directions provided.
The hirer, delegates or agents are responsible for all Health and Safety aspects of their event. They must also comply with all Health and Safety regulations and guidance displayed at or in relation to the premises or facilities. The hirer must take all reasonable care to safeguard and protect premises from loss or damage.
No food or drink may be brought onto the premises without prior, written consent of Hestercombe Gardens.
INSURANCE Hestercombe Gardens does not undertake to maintain any insurances except those required by law. The hirer must inform Hestercombe of all material matters of which its insurers should be informed in relation to the intended use of the premises or facilities.
LIABILITY & The hirer, guests, delegates and agents use the premises at Hestercombe Gardens INDEMNITY at their own risk and shall bear the entire risk of all or any of the following:
1. Liability and claims for personal injury and death not caused by negligence of Hestercombe Gardens.
2. Damage, destruction, theft or loss in relation to the premises and the property of the hirer and his/her guests, delegates or representatives, whether or not the property was in the custody of Hestercombe Gardens.
3. Cancellation, except as otherwise provided in these conditions.
4. Complaints or claims of any nature in relation to the premises and facilities.
5. All loss or damage by or to any equipment or chattel brought onto the premises by the hirer and his/her guests, delegates or representatives.
6. Consequential losses whatsoever.
7. Hestercombe Gardens reserves the right to amend these terms and conditions giving 14 days written notification
Full Names of Organiser/Hirer ……………………………………………................................................
Contact Address of Organiser/Hirer ……………………………………………................................................
…………………………………………….................................................................................................................
Tel Nos: Day/Office………………………................... Evening…………………………………….......
Email Address:…………………………………………………………………………….
SIGNATURES ………………………………………… ......................................................................
DATE…………………..