Hotel Terms and Conditions
Hadley Park House General Terms and Conditions
These Terms and Conditions are intended for Bedroom reservations and General Hotel Terms. Please also see separate Terms and Conditions for Conference, Wedding and Functions.
a. “Arrival” – means the date on which the Facilities are to be provided or shall start to be provided by the Hotel;
b. “Client” – means the person for whom the Hotel has agreed to provide the services in accordance with these Terms;
c. “The Hotel” – Hadley Park House Ltd
d. “Contract” – means the contract for which the provision of the Services including these Terms as appropriate;
e. “Services” – means the provision of accommodation, function room hire and/or supply of food and beverages and other Services by the Hotel for the Client described in writing by the Hotel and on its website or in its brochure
f. “Standard Charges” – means the charges shown in any brochure of the Hotel or other published literature relating to the Services in force from time to time
g. “Term” – means these terms and conditions
2. PROVISIONAL RESERVATION
a. It is necessary for all our reservations to be confirmed in writing by email or guaranteed with a valid credit/debit card number, the full statement address of the card holder, expiry date and last 3 digit code from the back of the card.
b. The Hotel reserve the right to release or cancel reservations without further notice if either this information is not provided in a timely manner or if a pre-check in authorisation is not obtained when the hotel seeks the same from the relevant credit card authorities.
c. Where Account/Credit Facilities have been confirmed no Deposit is required but the Account is payable in full on receipt of invoice.
3. CONFIRMATION OF RESERVATIONS
a. If the Hotel confirms the reservation this Contract is conditional on the Client supplying credit card details and the authority for charges to be deducted (including cancellation charges). We will require the credit card number, valid expiration date, full name and billing address of the credit card holder.
b. If credit card details and payment authority is not given to the Hotel by the Client then, subject to any outstanding obligation due to the Hotel from the Client, the Contract will cease to be of effect. The Services that are the subject of the provisional reservation will be released and be resold without any further notification to the Client.
4. SUPPLY OF THE SERVICES
a. The Hotel shall provide the Services to the Client subject to the Contract.
b. The Client shall, at its own expense, supply the Hotel with all necessary data or other information relating to the Services within sufficient time to enable the Hotel to provide the Services in accordance with the Contract. The Client shall ensure the accuracy of all such information. Specific information requirements are contained in the Schedule. The Hotel may at any time without notifying the Client make any changes to the Services which are necessary to comply with any applicable safety or other statutory requirements, or which do not materially affect the nature or quality of the Services.
a. The charges payable by the Client shall be detailed in writing by the Hotel. If no charges are specified or additional and varied Services are provided to the Client, the Client shall pay the Standard Charges at the prevailing rate on the day the Services are provided and any additional sums which are agreed between the Hotel and the Client for the provision of the Services.
b. The Hotel may vary the Standard Charges from time to time.
c. All charges quoted to the Client for the provision of the Services are inclusive of any Value Added Tax at the applicable rate at the tax point unless otherwise stated.
5. DEPOSIT PAYMENTS
a. Deposits are non refundable
a. The payments to the Hotel to be made by the Client (including Deposits) are to be made on the date(s)
b. If any services under the contract are varied prior to arrival then the payment made will reflect the latest details contained in the written details of the Hotel
c. Any additional charges due to the Hotel from the Client for the Services shall be paid by the Client on presentation of an invoice.
d. Advance to the Hotel Rate: For room reservations made using the advance purchase rate full payment will be take at the time of booking. This payment is not refundable in the event of any amendment or cancellation.
e. We accept all major and recognised Debit/Credit cards.
7. BOOKING AMENDMENT/MODIFICATIONS
a. Reservations may be amended in line with the reservation conditions accepted at the time of original reservation/s.
b. Changes may be made subject to those conditions and any deposit/prepayment held is subject to the cancellation/amendment terms applicable at the time of the original reservation.
c. Where the reservation permits, any change to the arrival date, departure date or room type is subject to availability and any specific terms that may relate to the amended details at the time the change is requested. Such amendment may result in a rate change.
a. Your booking confirmation will include the hotel’s cancellation policy.
b. Cancellation policies may vary from hotel to hotel and usually refer how much notice you need to give to cancel your reservation without incurring a cancellation charge.
c. The cancellation notice is 24 hours before arrival i.e. You have to inform us of any cancellation 24 hours before the arrival date. If the cancellation is made after this time, the hotel will charge your credit card for the first night’s charges. Please note this does not apply to bedrooms booked via a wedding allocation. Please see T’s & C’s below.
d. The Hotel will provide a cancellation number to a Client in the event of the Client making a cancellation and that number must be used in any future dealings with the Hotel.
9. NO SHOWS
a. The Client agrees to pay charges to the Hotel in the event of cancellation of the Services or if the Client and/or their guests fail to take up the Services at the time and on the day specified in the Contract.
b. In this case a non-arrival fee will be charged against your credit card, normally equal to the cost of the first nights charges.
10. GROUP BOOKING (5 ROOMS OR OVER)
a. Provisional bookings will be held for a period of 7 days after which time that space will be automatically released unless an extension has been formally agreed.
b. We reserve the right to request a deposit upon confirmation. Full payment is requested prior to arrival, unless credit facility has been formally agreed.
c. The client agrees to advise the hotel in writing at least 14 days prior to the arrival date of the final numbers and provide a full rooming list. This represents the final number chargeable.
d. Cancellation by the client/reduction in numbers; the hotel reserves the right to raise the following charges:
- Up to 28 days prior No Charge
- 28 Days to 14 days prior 50 % of quoted rate
- 14 days to 7 days prior 75 % of quoted rate
- 7 days prior or less 100 % of quoted rate
11. LIABILITY OF THE HOTEL
a. When the Hotel supplies the Services which include any services supplied by a third party, the Hotel does not give any warranty, guarantee or other term as to their quality, fitness for purpose or otherwise, but shall, where possible, assign to the Client the benefit of any warranty, guarantee or indemnity given by the person supplying the services to the Hotel.
b. The Hotel shall have no liability to the Client for any loss, damage, costs, expenses or other claims for compensation arising from any instructions supplied by the Client which are incomplete, incorrect, inaccurate, illegible, out of sequence or in the wrong form, or arising from their late arrival or non-arrival, or any other fault of the Client.
c. Except in respect of death or personal injury caused by the Hotel’s negligence, or as expressly provided in these Terms, the Hotel shall not be liable to the Client by reason of any representation (unless fraudulent), or any implied warranty, condition or other term, or any duty at common law, or under the express terms of the Contract, for any loss of profit or any indirect, special or consequential loss, damage, costs, expenses or other claims (whether caused by the negligence of the Hotel, its servants or agents or otherwise) which arise out of or in connection with the provision of the Services (including any delay in providing or failure to provide the Services) or their use by the Client, and the entire liability of the Hotel under on in connection with the Contract shall not exceed the amount of the Hotel’s charges for the provision of the Services, except as expressly provided in these Terms.
a. The Hotel may (without limiting any other remedy) at any time terminate the Contract by giving written notice to the Client if the Client commits any breach of these Terms, or if the Client goes into liquidation, becomes bankrupt, makes a voluntary arrangement with its creditors or has a receiver or administrator appointed.
13. CLIENT RESPONSIBILITY
a. The Client is responsible for the behaviour of his, her or its guests at the Hotel and in particular for the orderly conduct of guests attending any function or staying in the Hotel or otherwise making use of the Services. The Client must ensure that no noise or nuisance is caused either for the Hotel or its other guests and Clients. The Client must comply with any reasonable request of the Hotel and with any policies of the Hotel as may apply to the Services from time to time.
b. Should a resident of the hotel wish for any item to be received or held by the Hotel prior to arrival or following departure, advance notice will be required. The Hotel retains the right to deny receipt of such items. Any costs incurred for return will be borne by the sender. All items are left at the owners risk and may be subject to search. Please note that should an item be locked or sealed, it is the responsibility of the owner of the item to facilitate access. The Hotel is not liable for any flood, fire or damage to the items.
14. SMOKING POLICY
a. No smoking is permitted in any of the Hotel’s facilities. There will be a £150.00 penalty for non-compliance.
a. Pets except guide dogs are not allowed in any of The Hotel’s premises.
16. CCTV, PHOTOGRAPHY AND FILMING
a. CCTV is in operation in the public areas and therefore video recordings may be made. This activity is carried out for security reasons only. Any Photography or filming for anything other than personal or Hotel use, must obtain the express permission of the Directors.
a. The Contract constitutes the entire agreement between the parties, supersedes any previous agreement or understanding and may not be varied except in writing between the parties. All other terms, express or implied by statute or otherwise, are excluded to the fullest extent permitted by law.
b. No failure or delay by either party in exercising any of its rights under the Contract shall be deemed to be a waiver of that right, and no waiver by either party of any breach of the Contract by the other shall be considered as a waiver of any subsequent breach of the same or any other provision.
c. English law shall apply to the Contract, and the parties agree to submit to the non-exclusive jurisdiction of the English courts.
What information do we collect?
We collect information from you when you register on our site, book a room or subscribe to our newsletter.
When booking a room or registering on our site, as appropriate, you may be asked to enter your: name, e-mail address, mailing address, phone number or credit card information. You may, however, visit our site anonymously.
What do we use your information for?
Any of the information we collect from you may be used in one of the following ways:
- To improve our website (we continually strive to improve our website offerings based on the information and feedback we receive from you).
- To process transactions.
- Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever, without your consent, other than for the express purpose of delivering the purchased product or service requested.
- To send periodic emails, the email address you provide for processing your room booking, will only be used to send you information and updates pertaining to your room booking. If you decide to opt-in to our mailing list, you will receive emails that may include company news, updates, related product or service information, etc.
Note: If at any time you would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email.
How do we protect your information?
We implement a variety of security measures to maintain the safety of your personal information when you book a room or access your personal information. We offer the use of a secure server. All supplied sensitive/credit information is transmitted via Secure Socket Layer (SSL) technology and then encrypted into our Payment gateway providers database only to be accessible by those authorized with special access rights to such systems, and are required to keep the information confidential.
After a transaction, your private information (credit cards, social security numbers, financials, etc.) will not be kept on file for more than 60 days.
Yes (Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your Web browser (if you allow) that enables the sites or service providers systems to recognize your browser and capture and remember certain information).
Do we disclose any information to outside parties?
We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others rights, property, or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.
Terms and Conditions
Hadley Park House
Hadley Park East
Telephone: 01952 677269
Hadley Park House Conference, Wedding and Special Events Terms & Conditions
1.1 Any arrangement you enter into for the supply of goods, services and facilities is a contract and it’s important for the parties to any contract to understand exactly what is being arranged and what their rights and obligations are.
1.2 The parties to the contract are ourselves (for convenience now referred to as “the Hotel” meaning Hadley Park House) and yourself (for convenience now referred to as “the client” meaning the individual, firm or limited company requesting and ordering the supply of goods, services, or facilities to be supplied by the Hotel)
1.3 The contract will be governed by the Terms and Conditions set our below and no others, but if the Hotel agrees, they may be amended with the written agreement of the Hotel General Manager. The contract may not be assigned to the Client.
1.4 The Client’s signature is not required on the Hotel Schedule, however we strongly advice your read through the Terms & Conditions and put in writing any concerns or questions you may have within 14 days of receiving. After 14 days this will automatically confirm acceptance of these Terms and Conditions.
1.5 It is the Clients responsibility to arrange the marriage service, conducted by the registrars or Church
1.6 Please note that it is compulsory that wedding insurance is taken out at the time of booking.
1.7 All weddings are booked with Non-Exclusive Use, unless otherwise agreed and upgraded with the wedding team with the fixed rate added to the wedding account.
1.8 Bedrooms are not automatically booked when a deposit is received, this will need to be arranged in writing to the wedding team, identifying how many rooms are required. This then will be booked for you.
- Booking Procedure
2.1 Provisional Booking
- a) The Hotel will accept bookings provisionally, should there be availability
A provisional booking is not a confirmed arrangement and no contract is entered into at this stage.
- b) Within 14 days of the provisional booking the Hotel will send to the Client confirmation of the provisional booking, whilst the clients arrange wedding insurance and contact the registrar or church to arrange the marriage service.
- c) The provisional booking will be cancelled automatically without notification to the Client, 14 days after the date of the provisional booking letter, unless a non-refundable, non-transferable deposit has been made.
- d) A non-refundable or transferable deposit is required to secure a wedding date of £1,000.00, This deposit cannot be transferred to another date or refunded. The Deposit required to secure non wedding functions is £300.00, which is non-refundable.
- e) At this stage the Hotel will require confirmation of the times booked, by the bride & groom, for the marriage service. Which should have been booked with your registrar or church.
2.2 Confirmed Arrangements
- a) The Hotel will issue a contract once the first non-refundable or transferable deposit of £1,000 has been paid, which will have the effect of confirming the arrangements subject to these Terms and Conditions. The confirmation will be based on the information supplied by the Client at booking stage, and will be amendable from the first schedule as long as the final copy prior to the Event is also signed.
- i) By January the year of your wedding, a further non-refundable or transferable deposit of £1000 should be paid.
- ii) No less than 12 weeks prior, a further non-refundable or transferable payment is due of your total package price. The Client will also notify the Hotel of finer details. These details will then be regarded to calculate the next payment: details of timings on the day, menus, dietary requirements, room requirements. At this stage, the number of guests should be identified but will not be regarded as fixed, provided the Hotel are notified of any changes by the client so that the costs can be recalculated.
- b) Following receipt of the details mentioned above the Hotel will calculate a provisional estimate of final cost and will issue an interim invoice representing the estimated final cost, including VAT at the current rate at that time.
- c) Not more than 21 days, but not less than 4 weeks prior to the event, the Client will supply final numbers, along with a table plan if required. The Hotel will then recalculate final charges and determine the balance to be paid. The Schedule will then be forwarded to the client for the balance to be settled no later than 4 weeks before the event. Please see the section about cancellation if the invoice is not paid when due, which terms will apply in the case of a default in payment.
- d) The Hotel will at its discretion consider accepting final adjustments to the number of persons attending the event no later than 72 hours before the event. Should numbers drop, the Hotel may consider offering a full or partial credit of that amount which will be offset against outstanding balances or a credit note will be issued. Cash will not be refunded.
- Supplementary provisions
3.1 In the case of weddings, a minimum spends of £7000.00 will apply to Saturday dates throughout the Year. The Hotel may negotiate this for off peak months or late availability bookings.
3.2 Wedding Clients are required to select a set menu for their guests i.e. one starter, one main course and one dessert. Should Wedding Clients choose to offer a choice to their guests the Hotel must be sent a table by table pre-order totalling how many of each choice is required prior to the Wedding.
3.3 There will only be 1 Wedding booked to a day, however the Hotel reserve the right to sell another function and restaurant bookings on the same date.
3.4 Clients wishing to have exclusive use of the Hotel, Hotel facilities and staff will be required to pay an exclusivity fee, plus all 22 rooms must be filled. The Hotel cannot guarantee exclusive use without the payment of the fee. All bedrooms must be filled to guarantee exclusivity, any not filled must be paid for by the Client
This gives you the hotel from midday on the day of your wedding until 11am the following morning. Our Exclusivity fee is £5,000 (2023), which is inclusive of all 22 bedrooms, plus exclusive use of the hotel, all function rooms & grounds. If your guests pay for their own rooms, then the fee will be reduced, but all rooms must be filled. (Our Exclusive Use Fee, will be an added fee on top of your wedding package, unless you have selected our Exclusive Use & A Happy Ever After Wedding Package)
Rates: 2023 – £5,000 2024 – £6,000 2025 – £7,500
3.5 The Hotel will not hold any bedrooms until notified by the Client of an approximate number of rooms they require, this must be done on time of booking or once the first schedule is issued. More rooms may be held at a later stage subject to availability.
3.6 All rooms are subject to availability; the Hotel cannot guarantee any to be available particularly Bridal Suites in the event of a late Wedding Booking.
3.7 Bedrooms can be held on a allocation. Rooms must then be organised via wedding guests independently.
Wedding guests will then be required to pay their own individual deposits of £50.00 per room. Any rooms remaining unnamed by the Client 8 weeks before the event, shall be released without prior notice.
3.8 Day and Residential Conference inclusive packages are based on the assumption that a minimum of people will attend. Should numbers fall below 8 either before on the day, the Hotel reserves the right to recalculate costs for individual services accordingly. These charges must then be paid on the day of the event, unless otherwise agreed by the General Manager.
- Cancellation or Movement to a New Date
4.1 Should the Client wish to cancel or move to a new date, then the Client must give notice in writing to the General Manager as soon as possible. Non payment of any sums due to the Hotel when they fall due will result in the cancellation of the event. The Client will be obliged to pay the Hotel compensation for their loss within 14 days based on the scale below. Please note that any deposits paid are non-refundable or transferable to a new date.
4.2 The Hotel will take steps to re-sell the components of the day to mitigate the loss, any refunds that may be due, will be refunded back to the client after the contracted date of wedding.
4.3 The charges calculated on the Schedule, based on the latest information received from the Client, prior to the cancellation, will form the basis of the calculation for the cancellation fee. Please note all deposits, listed above, are non-refundable or transferable.
|Between 12 months & 6 months 50 %||Between 3 months & 28 days 25%||Between 28 days and 14 day 50%|
|Between 6 months & Under 100%||Between 28 days & 15 days 50%||Less than 14 days 100%|
|Less than 14 days 100%|
4.4 The Client, in addition to the Hotel cancellation fee, will compensate any third party in respect of arrangements already made for the event.
4.5 It is now compulsory for the Client to organise wedding insurance upon booking, as listed above in section 1.6
- Changes in facility
5.1 The Hotel reserves the right to change the assigned room(s) for one(s) of equal suitability without notice.
5.2 In the event of building works being carried out, the Hotel shall endeavour to provide facilities of a similar nature to those originally booked.
5.3 In the event of no suitable alternative room being available on that date, an alternative date may be offered.
5.3 Should the Client decide to not accept alternative offers, any refunds or discounts will be at the Directors discretion.
- Cancellation by the Hotel
The Hotel may cancel the contract and all arrangements made under it at any time without incurring liability to the Client if any of the following events occur:
6.1 The Client fails to pay any sum due to the Hotel when it becomes payable under these terms and conditions
6.2 The Client or Hotel become insolvent, bankrupt or goes into liquidation or has an administrator or receiver appointed over its affairs
6.3 All or any individual part of the Hotel is closed due to fire or water damage or due to alterations or redecoration enforced by public or statutory authority.
6.4 The Hotel is forced to close all or part of the building due to reasons beyond the Hotel control, such as natural disaster, pandemics, burst pipes, malicious damage and enforced Government or Local Authority closure.
6.5 A disruption in services such as water, gas or electricity.
6.6 Industrial action by the Hotel staff or suppliers
6.7 Bookings cancelled by the Hotel, due to circumstances out of the Hotel’s control, will, where possible, be offered an alternative date. All monies paid by the Client will be transferred to that date.
6.8 Alternative dates will not be offered to Clients that have failed to pay all or part of their booking to the agreed schedule.
6.9 The Hotel will not be liable for any losses incurred by the Client, from a third party as a result of the Hotel closure and strongly advises the Client organises insurance.
6.10 Bookings moved to alternative dates will incur an agreed rate of inflation.
7.1 Credit facilities may be granted at the sole discretion of the Hotel
7.2 Payment is due on presentation of the invoice. Any queries must be raised within 14 days, however the Client is still obliged to pay the invoice on presentation.
7.3 The Hotel reserved the right to charge interest every 28 days, or part thereof, on any outstanding balance. The rate will be based on the current Lloyds TSB Base Rate.
7.4 Should the Hotel have to issue court proceedings to recover any sum from the Client, the Client will be liable for all legal costs and expenses incurred by the Hotel.
- Supply of Food and Drink by the Client
8.1 The Hotel does not permit any beverages, not purchased from the Hotel, for consumption on the premises or grounds, without the express written permission of the General Manager. Corkage charges will be made.
8.2 The Hotel reserves the right to confiscate any beverages being consumed by the Client or a representative of the Client that the Hotel believe have not been purchased from the Hotel. The items will be returned after the event.
8.3 The Hotel reserves the right to refuse any requests for the supply of food, not prepared by Hotel staff on Hotel premises. Any agreement must be in the form of written permission from the General Manager and a disclaimer notice must be signed by the Client prior to the event. The Hotel reserves the right to charge for this service.
8.4 Please note that wedding cakes made of cheese will incur a service charge of £75, Pork Pies and other additional food items are not permitted and will be classed as outside catering, which sadly is not authorised.
8.5 Suppliers can set up for a civil ceremony or a wedding breakfast from 10.30am, evening receptions from 5.30pm.
- Compliance with regulations and standards
9.1 The Hotel and its functions are the subject of statutory and licensing controls in relation to such things as fire, health & safety, licensing and entertainment. Clients and their representatives must observe these controls.
9.2 The Hotel reserves the right to judge acceptable levels or noise and behaviour of the Client and the Clients representatives. If in the judgement of the Hotel the Client or the Clients representatives do not exhibit the behaviour required, the Hotel reserves the right to eject the individuals, or if necessary, stop the event. No compensation, refund or repayment will be made.
9.3 The Hotel reserves the right to charge for any wilful damage.
- Personal belongings
10.1 The Hotel accepts no responsibility for any property or goods that are lost or stolen whilst on the Hotel premises.
10.2 If the Hotel agrees to provide storage and subsequently fails to take reasonable care of such property, the Hotels liability will be limited to £100 per item.
10.3 The Hotel reserves the right to dispose of any items left behind for 14 days or more prior to a Wedding/Function.
Should the Hotel fail to perform its obligations contained in these terms and conditions, within or at the time specified, this will not constitute a breach of contract and will not give rise to any claim for damages.
In the event of holding a firework display, written consent must be given by the Hotel, additionally we require 2 weeks’ notice in order to inform local services and neighbours. The latest time permissible for fireworks is 10pm.
- External Suppliers
- i) Any external suppliers that the Client wishes to engage the services of for the purpose of entertainment, must provide the Hotel with proof of public liability insurance and PAT testing, 2 weeks prior to the event. In the event of the documents not being supplied the Hotel reserves the right to decline the supplier performance.
- ii) Please note out sourced suppliers requiring use of electric will incur a service charge. Dj’s & Bands will be charged £100 fee.
iii) Any suppliers sourced by the Hotel on behalf of the Client will be vetted and supplied in good faith. The Hotel will verify that the supplier holds the relevant public liability insurance and PAT testing documentation.
iiii) The Hotel reserved the right to change suppliers in the event of the nominated supplier not be available or should the Hotel deem the supplier not suitable.
Photographs taken during Weddings/Events may be used by the Hotel for future advertising purposes across all platforms including our website, social media outlets and within Hotel literature. The Client must select below if they wish to restrict their photographs being used. I give my consent for my images to be used by the Hotel I do not wish to give my consent for my images to be used by the Hotel
The Law governing this contract shall be the law of England and Wales and any dispute shall be dealt with in the Courts of England and Wales.
- Wedding Insurance
Wedding insurance is a specific type of insurance that means you are protected from any financial loss that occurs as a result of cancellations, accidents, illness, supplier failure. We note that Wedding Insurance is a compulsory requirement to all our couples and must be completed upon booking and confirming your wedding date with us. A copy of your Wedding Insurance certificate may be requested during yoru planning changes
- Terms & Conditions – No Signature Required
Please note there is no signature required whilst entering into your wedding agreement.
You here by have 14 days to dispute your Terms and Conditions, after this time scale the contract is then legally binding.