Terms & Conditions

Broomhall Castle Hotel Wedding Terms & Conditions:


These terms and conditions aim to protect all parties through a better understanding of contractual and legal obligations of both the client and venue when confirming a booking.

Definitions: The 'Hotel' and 'We' means Broomhall Castle for which a contract is agreed. The 'Client' and 'You' means the organizing body/company and organizer responsible for commissioning of and payment for the event.

Bookings/ Reservations

Once the deposit has been received a contractual letter will be sent out confirming the date of the wedding and use of the Hotel and this and is to be signed and returned to the Hotel along with a signed acceptance of these terms and conditions.

The Hotel will not hold any date provisionally without a deposit being received.

This contract will detail the date agreed at the time of booking. Final confirmation of numbers must be given four weeks before the event; the minimum numbers required by the Hotel for a Saturday Wedding is 60 Adults. If the final numbers are less than this then the Client will still be charged for the 60 Adults. All Saturday Weddings will be charged for Exclusive Use unless by prior arrangement and confirmed in writing with the Hotel For weddings taking place on either the 25th or 31st December then the minimum required numbers are 85 Adults.

If the Client has booked a Saturday Wedding and Requires Rooms for the night before the wedding the Client will be Expected to take and pay for all the rooms along with an amount no greater than half of their Exclusive Use Fee. Under certain circumstances the Hotel will allow some of the rooms to be released the night before but only with prior written agreement from the Hotel.

The hotel reserves the right to decline use of the Hotel for the night before a wedding.

A deposit of £1000 or equal to the Exclusive Use Fee (whichever is greater) will be taken as confirmation of your booking and is non-refundable and under certain circumstances may be transferable to another date.

The term Exclusive Use refers to private hire of the Hotel and its Grounds for the purpose of the Clients Wedding and does not include in its price the bedrooms which all have to be booked and paid for.

Where the Hotel offers a reduction in the Exclusive Use Fee the client is still liable to take all the rooms at the agreed rate unless agreed in writing with the Hotel.

It is the responsibility of the Client to inform the Hotel with Changes to Numbers of Guests.

Payment

Full pre-payment is required for all wedding bookings.

The Hotel will contact the Client 4 weeks prior to the Wedding Date for confirmation of final numbers. If there is no response from the Client then the final invoice will be based on numbers given at the last contact.

Full & Final payment is due no later than three weeks prior to the date of the Wedding.

Failure to pay the Full and Final balance by the agreed date may result in charges and or cancellation.

Once Final Payment has been received no refund will be given if there is a reduction in numbers.

Any additional guests added on after the Final Payment has been received will be paid for in full at the time of the addition.

The Client will be responsible for any Rooms left unpaid by guests or empty on the night of the wedding.

The Client will also be liable for any extras incurred and left unpaid by their guests.

All extras are to be paid in full at the time of checkout.

All prices are inclusive of VAT at current rate and are subject to the rate in operation at the time of the function.

Cancellation

Upon acceptance and confirmation of your booking by the Hotel, a legally binding contract exists. If you are forced to cancel your booking for any reason we reserve the right to make a cancellation charge. The following cancellation charges apply: 6 months prior - minimum charge of 10% of the estimated event value in addition to the deposit paid. 2 months prior - 50% of the estimated event value in addition to any deposit paid. Within 1 month - 75% of the estimated event value in addition to any deposit paid. N.B. These charges will be based on the numbers on the Client’s most current invoice
The Hotel reserves the right to cancel an event under the following circumstances:

If the booking might, in the opinion of the Hotel, prejudice the reputation of the Hotel.

If the client has failed to make full and final payment by the time of the wedding.

The Hotel or any part of it, is closed due to circumstances beyond our control. In this event a refund of any advance deposit will be paid but would have no other liability.

General Regulations

Guests using the facilities of The Hotel must comply with all regulations concerning licensing, fire, health and safety.

Hazardous or dangerous items may not be brought into the Hotel without prior permission. The Hotel reserves the right to approve any externally arranged entertainment, services or activities that you have arranged.

It is the responsibility of the third party to provide all risk assessments and insurance for all activities conducted on site, all must be provided on request.

Under no circumstances are Sky Lanterns permitted.

Fireworks may be allowed but only if provided by Registered Professionals and they must supply the Hotel with copies of their public liability and a risk assessment be completed prior to the Wedding.

Confetti is not permitted either within the Hotel or the external areas. Failure to comply with this may result in a cleaning charge.

Any band or musician must comply with the terms stated within the 'public entertainment code of conduct.'

Should guests act in an improper or disorderly way, or refuse to comply with reasonable requests from our staff, The Hotel reserves the right to terminate your stay or event. Should this occur, no monies will be refunded to you. The manager's decision is final.

Guests may not consume food and drink on the premises not supplied by the Hotel.

The Hotel will be liable to you and your guests for injury or loss and damage only where and to the extent we have been negligent. Otherwise there shall be no liability whatsoever. We regret that we cannot be responsible for the security of your property, though we will do our utmost to look after it.

The Hotel will not be responsible for theft or damage to any vehicles or contents of vehicles in our car park.

You will be held liable for any loss or damage to The Hotel’s property and fittings (including any items hired by us for your use), or for injury to anyone including Hotel staff arising as a consequence of this booking. This includes a £50 cleaning fee per room if either the Client or their guests have been found to be smoking within the hotel.

The Client will be held responsible for the actions of their guests whilst on the Hotel Premises or Grounds.

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