“The Hall Barns” is the property where the Event is to be held, and which is owned by the Trustees of Mrs PM Babington Smith’s 1966 Settlement. The property is managed by Edward John Packe-Drury-Lowe, as beneficiary of the same trust, and trades as the Prestwold Hall Conference & Function Centre.
“Manager” or “we” is Maverick Venue Management Ltd, company number 05681465 and whose registered office address is at Prestwold Hall, Prestwold, Loughborough, Leicestershire, LE12 5ST who shall be responsible for the delivery and performance of the Assignment.
“Client” or “you” is the person (or persons) who received the Booking Form (where more than one they are joint and severally liable)
“Assignment” is the project of works, goods and services set out in our Booking Form and provided by the Manager.
“Venue” – is all the parts of Hall Barns where the Event shall be delivered, and the immediately surrounding grounds, as set out in the Booking Form. Where we specify that you have exclusive use of the Venue, it is in relation to these defined areas only.
“Accommodation” is Laundry Cottage defined in the Booking Form and also provided by us. Please refer carefully to our Guest Rules which tells you how the Accommodation is to be used.
“Event” is the event to be held at the Venue under the Assignment.
“Supplier” is any third party (person, organisation, business or company) supplying goods or services to the Client for the Event which do not form part of the Assignment and are not provided by the Manager.
2. Price and payment
2.1 The price for the Assignment is set out in our Booking Form.
Where VAT is applicable it is included within our published prices; it is set out on our invoice and charged at the prevailing rate from time to time.
The price includes advance preparations and delivery of services at the Event, as detailed in our Booking Form. Any extras or expenses shall be separately agreed by the parties and invoiced and paid at least 6 weeks before the Event. The price is paid as set out in this clause.
2.2 A deposit payment (“Deposit”) of £2,000.00 shall be paid to the Manager upon entering this agreement (to secure the date at the Venue for your exclusive use at the Event)– please refer carefully to Clause 3. You will be sent the Booking Form and these terms and conditions for acceptance. You have 14 days from receipt to return the Booking Form and the terms and conditions to secure the Assignment for the date of your Event. If you decide to not progress with the Assignment within those 14 days, you may cancel, and we shall return any paid Deposit.
2.3.1 A second payment of £2,000.00 as above shall be paid 6 months after the Deposit is paid to the Manager.
2.3.2 A final payment of the balance of the price shall be paid no less than 6 months before the Event to the Manager– please refer carefully to Clause 3.
2.4 The provision of Accommodation for the Event is part of the Assignment save where it is provided to, paid for and booked by the Client’s guests and agreed in writing, and subject to separate Terms and Conditions.
2.5 Security Deposit – We require a refundable £500.00 Security Deposit to be paid 6 weeks before arrival. We expect all of our facilities used to be left as you have found them. Any damage found at the Venue (including Accommodation) after the Event will be the responsibility of the Client and will be chargeable from this Security Deposit. The Security Deposit will be refunded within 14 days of the Event subject to any damages or costs being incurred.
2.6 The payments will be paid after invoices rendered from time to time. Payment terms are on invoice, and payment is not deemed to have been made until paid in full. Payments are by bank transfer only and cheques are not accepted. All related bank charges are your responsibility. If payment is not made in full and within time the Assignment may be suspended and payment in advance may be required before the Assignment is re – commenced.
2.7 If payment is not made in accordance with the above clauses, the Manager reserves the right to charge an administration fee of £25.00 on late payments and interest at the rate prescribed by the Late Payment of Commercial Debt (Interest) Act 1998 from the date payment was due until the date payment is made.
3. Cancellation of agreement
3.1. The Assignment can be cancelled by either party in writing or by email to email@example.com, subject to the matters set out in this clause.
3.2.1 If the Manager cancels the Assignment, save under clause 3.2.2 below, any sums paid will be repaid to the Client within 14 days of cancellation, and no further refunds, sum or compensation will be payable to the Client by the Manager arising from such cancellation.
3.2.2 The Assignment may be terminated if payment of the payments are not made in accordance with these terms; or if the Client commits a material breach of any of these terms and fails to remedy the breach within 14 days of being notified in writing; or the Client makes any statements or behaves in any way or requests the Manager to undertake any actions that are discriminatory, illegal or immoral; or if the Client enters into any form of insolvency arrangement, or suspends its business. Upon termination under this clause, the Client shall immediately pay any outstanding payments due and/or for all work done under the Assignment to that point, to the Manager.
3.3 If the Client seeks to cancel this Assignment more than 14 days after entering into the agreement and more than 6 months before the Event then the Deposit, and second payment (if paid), set out at clause 2.2 and 2.3.1 respectively shall be forfeited. No further sums will be due from the Client.
3.4 If the Client seeks to cancel the Assignment less than 6 months before the Event then the Deposits set out at clause 2.2 will be forfeited and a cancellation fee of 100% of the price will be immediately due to the Manager, which shall be paid, or shall already have been paid by the Client (under Clause 2). No further sums will be due from the Client.
3.5 The Manager will use reasonable endeavors to resell the date of the Event to another customer in the circumstances set out in clauses 3.3 – 3.4, and if successfully resold, the Client will be refunded all sums paid except the Deposit.
3.6 We recommend that the Client considers event insurance cover for the Event.
4. Guest numbers
The Client shall confirm expected guest numbers to the Manager at least 6 weeks before the Event.
Final numbers and venue or dietary requirements must be confirmed 7 days in advance of the Event.
Accommodation and Venue capacity are set out in the Booking Form and details are also available on our website.
Fire Safety regulations limit the numbers of people at the Venue and must be adhered to at all times.
Our Guest Rules also apply to your use and occupation of the Venue and the Accommodation and these are separately provided and form part of these Terms and Conditions.
No deliveries to the Venue can be accepted unless they have been agreed in advance – this includes deliveries by any Suppliers on your behalf. Any deliveries that are accepted are stored at your risk and the Manager cannot be responsible for any loss or damage in any circumstances.
5. Confidential Information
The Manager will keep any confidential information or personal data supplied confidential and secret, and only use it for the purposes of supplying the goods and services at the Event, or otherwise making proper use of the Venue. It will share personal data only with its suppliers where it is necessary for the Assignment, and to deliver the goods and services contracted to be provided. Each party recognises and accepts its obligations with regard to the control and the processing of personal data under the current data protection legislation and regulations. For more information on this, please see our Privacy Notice on our website at http://thehallbarns.com/privacy-policy/
6. Finishing Times
Weddings and Events start and finish times are set out in the Booking Form, or shall otherwise be confirmed in writing by the Manager.
The Venue must be vacated 30 minutes after the Event finish time, save for those guests using the Accommodation.
On the day after the Event, checkout is 10.30 am, and the venue must be cleared by this time.
7. Price Variation
The Manager reserves the right to increase its prices, or to make minor changes to the goods or the services offered, in the event of the Client requesting changes to the Assignment, or in circumstances beyond its control such as to reflect changes in relevant laws and regulatory requirements, or to implement minor adjustments and improvements. Inflationary increases on food and drink will be charged. Any changes will be set out in writing and agreed.
The Manager also reserves the right to review its food and drink prices annually. Changes to VAT or other taxes or duties by government may be reflected in any prices charged.
Clients are responsible to the Manager for any damage to property or theft of property caused by the Clients, their guests, agents or employees.
We recommend that the Client takes out a ‘Wedding or Events Insurance Policy’ which covers loss or damage to the property and covers cancellation, and loss of Deposit.
The Manager and Hall Barns hold appropriate insurance cover for the property and its use as a wedding venue.
The Manager will use reasonable care and skill in delivering the Assignment. Where any valid claim in respect of the goods or services provided by the Manager is made, the Client may be entitled to a refund of the Price, or a portion of the Price.
The Manager’s liability in respect of any loss of good will, loss of business, loss of profits, loss of anticipated savings, loss of use or for any other consequential, special or indirect loss or damage will be NIL.
Nothing in these Terms will exclude or limit liability for death or serious injury caused by the Manager’s negligence.
If the Manager and or Hall Barns are limited or hindered from hosting the Event or providing any facility, booked by the Client due to circumstances beyond its control eg: Government intervention, Acts of God, civil disturbance, war, national or local disaster, strikes, labour disputes, epidemic or pandemic, we will discuss our proposed steps to minimise the impact of this on the Event and your options with you. These options will differ on a case-by-case basis depending on the nature of the Assignment.
If the Manager and or Hall Barns are limited or hindered from hosting the Event or providing any facility, booked by the Client due to circumstances beyond its control eg: Government intervention, Acts of God, civil disturbance, war, national or local disaster, strikes, labour disputes, epidemic or pandemic, then the liability of the Manager to the Client shall not exceed the amount paid by the Client to the Manager in respect of the Event. The Deposit set out in clause 2.2 shall usually be not refundable (being an approximation of the just expenses incurred and or the value of goods or services already rendered) and (where the value of the just expenses incurred, or goods or services already rendered to the Client is greater than the value of the Deposit) we shall be entitled to be paid additionally for all just expenses and goods and services delivered to the Client up to that point. We shall refund any difference to you if appropriate or may at our discretion invoice you for any additional sums due.
The Manager will not be liable for any additional losses suffered by the Client as a result of such circumstances.
The Manager is responsible for the provision of the Event, the Accommodation, and the Venue plus Catering and Bar Services set out below in clause 11.
Styling and Decoration
Subject to obtaining our written consent in advance of the Event, we are happy for you to provide your own styling or have a styling Supplier, but we are aware that the Venue has little additional storage and you must arrange for the removal of all boxes and packaging at the end of styling completion by your Supplier. It is your responsibility to ensure that all waste associated with decoration and styling is removed from the Venue. You must make good any damage caused to the Venue by your Suppliers.
11. IN HOUSE Catering and Bar Services
The agreed catering services are set out in the Booking Form or will be agreed in writing from time to time.
Quotations are based on minimum numbers. All attendees over 12 years old (we have separate options for children under 12 years old) must be allocated an adult meal provision from our menu options and be catered for to ensure no catering shortfall.
We have a minimum number for catering which is detailed in the Booking Form.
Final numbers for catering purposes must be received in writing from the Client at least 7 days before the Event.
If numbers upon which the quotation is based increase, or decrease, we reserve the right to change the quoted price and/or increase the quoted price per head accordingly. The price will however not decrease below the minimum number of guests per Event.
No other food or drink Suppliers are permitted save for a wedding cake Supplier unless pre-approved in writing by us.
Food Allergies and Intolerances
The Manager will not be held responsible for any allergies or reactions caused by our food or drink. Food can be made without certain allergens or ingredients but is still made in a kitchen using some or all of these allergens or ingredients, and regrettably we cannot therefore guarantee the absence of traces of them.
It is the Client’s responsibility to inform consumers of any risks and the Client’s responsibility to inform us in writing of any dietary requirements or allergies/intolerances/preferences at the time of booking or at the latest 6 weeks before the Event. We cannot accept any liability for allergies or reactions where we have not been advised of such risks.
The Manager is the resident bar provider with all drinks consumed on the day of the Event to be purchased through them (drinks packages are offered). No alcohol may be brought onto the premises that has not been purchased from the Manager and any alcohol found which has not been supplied by the Manager will be confiscated and returned to you on the day after the Event.
All bar staff have the authority to refuse to serve a guest if they are abusive or intoxicated or buying drinks for another guest who has already been refused service. A Challenge 21 policy is in place and bar staff have the right to request photo ID from any guest that appears to be underage.
The bar(s) will remain open until the time stated in the Booking Form. No alcohol will be served after this time.
We do not offer corkage.
If the Client wishes to choose an alternative, the caterer must be approved by the Manager and have a minimum Public Liability insurance cover of £5million. We shall require a copy of the caterer’s insurance policy and hygiene certificates, and they must hold a minimum food safety ‘Score on the Door’ of 4/5. We do not allow the Client or a guest to provide their own catering at the Event.
The Client must arrange provide suitable structure coverage and storage in line with the caterer’s requirements for preparation and service with us, if the caterers are not providing this themselves.
The Client and the caterer shall be responsible for:
i. Cleaning up all preparation areas and eating areas including outside tables.
ii. Ensuring that any spills or breakages are dealt with immediately.
iii. The removal of all food waste, water waste and associated rubbish.
iv. The removal of all equipment from site.
v. All aspects of food safety and service.
12. Ongoing Maintenance
Occasionally essential or urgent, special maintenance work on the Venue is required. We will make our best endeavours to keep any visual impact to a minimum.
The Manager welcomes children however we strongly recommend the use of ‘Event Nannies’ to ensure the safety and structured entertainment of ALL children.
Please provide a list of the number of guests under the age of 16 years prior to the Event.
Please ensure that adequate adult supervision is provided throughout the Event, particularly in respect of avoiding danger areas within the garden, and the pond which is next to St. Andrew’s parish church. All children under the age of 12 must be accompanied by a responsible adult whilst on the premises. The staff at Hall Barns will not be held responsible for the supervision of minors.
Smoking is strictly prohibited in the Venue. Within the grounds, smoking is restricted to designated outside areas and smoking materials must be adequately extinguished in the waste bins/ashtrays or sand buckets provided.
15. Music and Entertainments
Music and Live bands at the Venue may be allowed at the discretion of the Manager.
We recommend that musicians and DJs check with us concerning electricity supply, etc. The Manager reserves the right to approve and control noise levels. All musicians and DJs must make contact with the Manager prior to you confirming their booking, to discuss our limitations and forward a copy of their public liability insurance certificate and risk assessments.
Noise levels will be monitored and if levels exceed what is deemed to be reasonable, musicians/DJs will be asked to decrease levels, in particular from 11pm onwards – all at the discretion of the Manager.
16. Fireworks and Confetti
Fireworks are permitted but must be silent and from our recommended supplier First Galaxy. Flying Lanterns at the Venue are not allowed in any circumstances, due to the presence of livestock on the estate.
The use of confetti is limited to organic confetti only. We reserve the right to impose a charge for clearing up any mess arising from failing to adhere to this clause.
17. First Aid
Basic first aid supplies are available on site. Members of staff have completed a basic First Aid course. In the incident of a serious/major accident or incident, full services are not provided on site. Emergency services will be called.
18. Electrical equipment
Electrical equipment that is brought onto the premises by Clients or Suppliers must be safe for use and PAT tested (Portable Appliance Tested).
19. Threatening, abusive or violent behaviour
The instructions from staff at the Venue should be adhered to at all times. The Manager retains the right to refuse entry, refuse to sell alcohol and ask persons to leave the site.
The Manager upholds a zero-tolerance policy with respect to any verbal or physical, threatening, abusive or violent behaviour by guests towards staff. Without exception, a guest(s) will be asked to leave the premises, or the police informed.
20. First Aid, Emergency procedures and Security
A list of all guests is required 24 hours before the Event. Emergency procedures are in place in the event of a fire. Plans of fire exits and location of fire extinguishers are clearly posted around the Venue and the Accommodation.
Basic first aid supplies are available on site. Members of staff have completed a basic First Aid course. In the incident of a serious/major accident or incident, full services are not provided on site. Emergency services will be called.
21. Accidents or untoward incidents
Any accidents or incidents occurring on the premises must be immediately reported to a member of staff and details entered into the Accident Book.
22. Banned substances and weapons
Banned substances, such as drugs, and weapons are strictly prohibited on site. If any guest is suspected to be in possession of drugs or weapons the police will be informed immediately.
23. Underage drinking of alcohol
In compliance with licensing laws, underage drinking of alcohol is prohibited. ID may be required if a guest appears to be underage.
24. Special effects and strobe lighting
If special effects such as strobe lighting or smoke machines are to be used, these must be approved in advance. You must provide any relevant warnings.
25. Inappropriate adult entertainment
Inappropriate adult entertainment is not allowed.
26. Equipment and Property
Clients’ own equipment and property, including vehicles, are brought into the Venue at their own risk and the Manager accepts no liability for loss or damage. In particular we are not responsible for any items left at the Venue such as cards, presents or money/vouchers as wedding gifts.
Pets are only allowed at the Venue with our specific advanced written agreement and must be well behaved.
27. Potential hazards
Comprehensive risk assessments have been completed, however please be aware of the risks associated with the Venue.
The Client should ensure that they and their guests keep to the designated Venue use areas within grounds.
There is a pond on site and care must be taken near that location and children supervised at all times. We also have a number of open fires in the property which may be in use, so please take care when standing close by and especially supervising children in the vicinity.
General warning notices are in place to discourage climbing, especially on the garden walls and balustrades.
There are animals in some fields, so please respect the livestock.
Failure to comply with notices and warnings will be at your own risk and the Manager will not be held responsible. The Client and their guests are not permitted to enter any areas marked PRIVATE- please respect these notices.
28. Car Parking and Traffic Management.
Cars may be left overnight at the Venue (with prior arrangement); but must be collected by 10am the day after the Event. All vehicles are left at the owner’s risk. We accept no responsibility for vehicles, or their contents, parked at the Venue.
Due to our remote location, you must advise guests to pre-book transport from the Venue such as a coach or minibus. At the very least you will be expected to issue all guests with a list of local taxi companies with their invitations. A list of providers can be supplied by the Manager.
We are a licensed venue for weddings ceremonies, and so you will need to arrange a registered official, which you must book directly, to preside at the Event, if you wish to be legally married. The Manager offers no advice or assistance on the legality of the wedding.
30. Contract and Jurisdiction
30.1 When a booking is confirmed in writing or electronically, a contract is deemed to exist. Variations to the Assignment, or to the services under it may only be agreed in writing. Services outside the scope of the Assignment will attract additional charges. Any changes to the date of the Assignment will constitute a cancellation and clause 3 shall apply, unless we agree differently in writing. This Agreement (including the Booking Form) constitutes the entire agreement and understanding between the parties and supersedes all prior discussions and agreement between the parties. This Agreement is personal to the Client who may not without prior written consent transfer it to any other person.
30.2 The Client grants to the Manager consent to use any work including photographs created as part of the Assignment to market its venue and services, together with the right to display images as part of its portfolio and to write about the Assignment on websites, and in its marketing materials. It is also the Client’s responsibility to obtain all relevant consents from any guests attending at the wedding to the use of images as set out in this clause, or to notify the Manager if any guests do not wish their images to be so used. If you do not wish to grant this consent you must confirm this in writing to firstname.lastname@example.org within 7 days of entering into this agreement.
30.3 Following the conclusion of the Assignment, the Manager may wish to contact you to request testimonials, recommendations or feedback on the services. By agreeing these terms, you are consenting to that contact by the Manager.
30.4 These terms and any dispute arising from them shall be governed by the laws of England and Wales.
An email from the Client to confirm receipt/acceptance of these Terms and Conditions; and/or with the Client’s unequivocal instructions to progress with the Assignment; or by signing (electronically or otherwise) these Terms and Conditions you are accepting them in full TOGETHER WITH all the details of the Event and the goods and services to be provided which are set out in your Booking Form.