In these terms and conditions (“terms”) which apply to all bookings the expression “The Hotel” means Reigate Manor Hotel , being a trading name of Sandringham Real Estate Limited, company number 16079471, of Justin House, 6 West Street, Bromley, England, BR1 1JN and “the Client” means the person/s, firm or company booking the hotel.
Definitions
“Hotel” means Reigate Manor Hotel, being a trading name of Sandringham Real Estate Limited, company number 16079471, of Justin House, 6 West Street, Bromley, England, BR1 1JN.
“Client” means the person/s, firm or company, looking to hire the venue and/or services and rooms for their event.
“Event” means the booking or function at the Hotel, including weddings, private parties, conferences, corporate events, or public events of which the Client has made the booking.
“Guest” means any attendee of the Event.
“Supplier” means any third-party contractor or vendor engaged for the Event.
2. Booking Confirmation
2.1 The Hotel can hold a date provisionally for 7 calendar days. After this time the date will be released.
2.2 The Hotel reserves the right to release any provisional booking prior to the expiry of the 7-day holding period if another confirmed enquiry is received for the same date and the Client has not confirmed the booking.
2.3 Bookings are provisional until the Hotel receives a signed copy of these terms or written confirmation from the Client which will be deemed to be the Client’s acceptance of these terms.
2.4 Any booking is provisional until the hotel receives the initial deposit as required in clause 5. Payment of the deposit will also be deemed acceptance of these terms.
3. Event Numbers
3.1 Provisional minimum guest numbers will be required at the time of booking and the hotel’s minimum charge will be based on these numbers.
3.2 At least 21 days prior to arrival the Client will provide the Hotel with final guest numbers. The final charge to the client will be calculated using this number or the actual number attending whichever is greater, provided that the minimum charge is exceeded.
3.3 If the actual guest numbers attending a function is 90% or less of the final number booked, the Hotel may change the allocated function space.
3.4 When there is an evening buffet at weddings, 100% of additional evening guests must be catered for along with a minimum of 50% of the wedding breakfast guests.
3.5 For all evening events where catering is required, 100% of guests must be catered for that are attending the event.
4. Event Cancellation by the Client
4.1 All cancellations must be made in writing by the Client to the Hotel.
4.2 In the event that the Client cancels the Event, the Client agrees to pay cancellation charges to compensate the Hotel for loss of business. The cancellation charge will be calculated as a percentage of the total estimated value of the booking as follows.
4.2.1 Cancellations or postponements for large Weddings, Conferences and Events (over 30 people/attendees based on minimum guest numbers), will result in the charges below becoming due:
More than 12 months before the Event: 25%
6-12 months before the Event: 50%
3-6 months before the Event: 75%
1-3 months before the Event: 90%
Less than 1 month before the Event: 100%
4.2.2 Cancellations or postponements of smaller Weddings, Conferences and Events (less than 30 people/attendees based on minimum guest numbers), will result in the charges below becoming due:
More than 4 weeks before the Event: 25%
2-4 weeks before the Event: 50%
Less than 2 weeks before the Event: 100%
4.3 In addition to the charges payable in clauses 4.2.1 and 4.2.2, the Client shall also reimburse the Hotel for any costs already incurred by the Hotel with third-party suppliers on behalf of the Client.
4.4 Nothing in this Clause 4 shall affect the Hotel’s rights under the Force Majeure clause (clause 13). Where the Event is cancelled or postponed due to a Force Majeure Event, the provisions of the Force Majeure clause (clause 13) shall apply.
5. Postponement by the Client
5.1 Any request by the Client to postpone the Event must be made in writing and will be subject to availability of alternative dates at the Hotel.
5.2 Where the Client elects to postpone the Event, the cancellation charges set out in Clauses 4.2.1 and 4.2.2 shall apply based on the original Event date.
5.3 Any monies already paid by the Client will be retained by the Hotel and transferred to the rescheduled Event date, provided that the new Event date takes place within 24 months of the original booked date.
5.4 The Hotel reserves the right to revise prices, packages and minimum spend requirements based on the Hotel’s applicable rates for the new Event date.
5.5 Postponement of the Event may only be permitted once, and any subsequent change of date will be treated as a cancellation under Clause 4.
5.6 However, the Client and the Hotel expressly agree that COVID 19 is a shared risk.
5.6.1 if government directives, local or national lockdowns, or any other enforcement actions associated with COVID 19 prevent the Wedding, Conference, or Event proceeding on the agreed date, the Hotel agrees to postpone the Wedding, Conference, or Event free of charge to any date prior to the two years from the originally agreed date. Any postponements after this date would be charged at the postponement rate in clauses 4.2.1 and 4.2.2. Any such postponement will not lower the percentage of the cancellation or postponement charge already applicable before the postponement by virtue of the revised dates.
5.6.2 Should the Client elect to cancel the Wedding, Conference or Event rather than agree on a postponement then the cancellation charges in clauses 4.2.1 or 4.2.2 will apply based on the original date but will be reduced by 50% of the amount due to reflect the shared risk.
6. Changes and Cancellation by the Hotel
6.1 The Hotel may cancel the booking at any time if:
6.1.1 The Client is more than 7 days in arrears with any payment to the Hotel.
6.1.2 The Client becomes insolvent or in the case of an individual becomes subject to a bankruptcy petition.
6.1.3 If, in the sole discretion of the Hotel, the booking might damage the reputation of the Hotel.
6.1.4 Any part of the Hotel is closed or otherwise unavailable due to circumstances beyond the Hotel’s control (other than in respect of the events referred to in clause 3.4 which is dealt with under that clause).
6.1.5 The Hotel becomes insolvent.
6.2 In respect of clauses 6.1.1 and 6.1.2 the cancellation charge in accordance with clauses 4.2.1, 4.2.2 and 4.3 will apply. In respect of clauses 6.1.3, 6.1.4 and 6.1.5 the Hotel will refund payments made but the Hotel would not have any other liability.
7. Deposit payments
7.1 For private banquets/parties/events/functions (under 30 people/attendees) a non-refundable deposit of 25% will be required at time of booking. Full settlement of the balance will be required 21 days prior to the event.
7.2 For private banquets/parties/events/functions (over 30 people/attendees) a non-refundable deposit of 25% will be required at time of booking. A second payment of 25% will be due 12 months prior to the date. A third 25% deposit will be due 6 months prior to the date. Full settlement of the balance will be required 21 days prior to the event.
7.3 For weddings a non-refundable deposit of 25% will be required at time of booking. A second 25% is required 12 months prior to the event. A third 25% deposit will be due 6 months prior to the date. Full settlement of the balance will be required 14 days prior to the event.
7.4 For bedrooms, conferences, meetings or corporate events a non-refundable deposit of 25% will be required at time of booking with full settlement of the balance paid on or before departure by credit/debit card unless credit facilities have been arranged in advance. Where credit facilities have been agreed payments should be made in sterling within 28 days of the invoice date.
7.5 All deposits paid are strictly non-refundable and non-transferable except at the sole discretion of the Hotel.
8. Prices and Payment
8.1 Prices quoted are subject to variation up to 12 weeks prior to arrival after which, except for variations due to Client requirements, they may only vary due to changes in Value Added Tax or other reasons outside the Hotel’s control in which case they will be notified to the Client.
8.2 The Client agrees to pay the Hotel in full for any additional food, beverage or other services requested by, or on behalf of, the Client.
8.3 Payment is by cash, cheque, bankers draft, BACS, on-line banking transfer or such debit/credit cards as are recognised by the Hotel.
8.4 All sums payable under this agreement are due for payment on presentation of the invoice. For Clients having an approved credit account, payments should be made in sterling within 14 days of the invoice date.
8.5 In the event of any query on part of the invoice, the Client must notify the Hotel within 7 days of the invoice date and must settle that part of the invoice not queried on the due date. The part queried (suitably adjusted where necessary) will be due as soon as the problem is resolved.
8.6 The Hotel reserves the right to charge interest at a rate of 1.5% per month or part thereof above bank base rate on any outstanding balance and reserves the right to charge all recovery costs.
8.7 The Hotel reserves the right to charge an additional amount should the Client wish to use the Hotel outside the agreed hours.
9. Corkage
9.1 No wines, spirits, beers or food may be brought into the Hotel or its grounds by the Client, guests or representatives for consumption or sale on the premises. In the event we cannot source a specific request from our supplier, a corkage fee may be negotiated for which a charge will be made by the Hotel and indemnity forms required.
10. Bedroom Terms and Conditions
10.1 Check-in is from 2.00pm and access to bedroom accommodation cannot be guaranteed before 2.00pm on the day of your arrival. All residents should vacate their bedroom accommodation no later than 11.00am on the day of departure, otherwise, a late check-out fee will be charged.
10.2 Our cancellation policy for a single reservation or up to 3 bedrooms is at 4.00pm the day before arrival. Should a reservation be cancelled after this time, the full price of the first night’s stay will be charged. Guests booking a discounted Advance Purchase/Pre Paid or Non Refundable rate will be required to pay the full price at the time of booking, these reservations are non-refundable and non-transferable.
10.3 Bookings of 4 or more bedroom nights will be regarded as a group booking. Cancellation must be made on or before the timescale outlined below or the full cost of the stay will be charged. At this time a full rooming list will be required and a deposit of 25% will be required unless credit facilities have been arranged in advance.
4 – 10 bedroom nights – 7 days before arrival date
11 – 20 bedroom nights – 14 days before arrival date
21 or more bedroom nights – 28 days before arrival date
10.4 Bedroom bookings for weddings, conferences and private events are booked on an individual basis, therefore a credit or debit card is required to guarantee these bookings. The same cancellation terms apply, as in clause 10.2
10.5 Bedroom Bookings which require a Private function room or a private bar which has been contractually agreed will be classified as an Event and will be subject to clauses 4.2.1, 4.2.2 and 4.3.
10.6 All reservations must be guaranteed with a credit or debit card at time of booking and are not confirmed until this point.
10.7 In the event of a ‘no-show’, the full bedroom charge will be incurred.
10.8 Credit/debit card details obtained at booking will act as a guarantee and be kept securely on file. Should any further charges arise for damages, smoking, or bar/restaurant dockets not put through, the credit/debit cardholder will be liable for payment.
11. Etiquette and Controls
11.1 The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client, guests or representatives and the Client shall take all necessary steps for corrective action. In the event of failure to comply with management requests, the Hotel reserves the right to terminate the booking or stop an event without being liable for any refund or compensation. The following behaviours, not limited to, may result in immediate termination of the event without refund: (a) disorderly, aggressive, or abusive behaviour toward staff or other guests; (b) illegal drug use or possession; (c) underage drinking (d) overcrowding beyond the agreed maximum capacity; (e) tampering with fire safety equipment, emergency exits, or security systems.
11.2 It is the Hotel’s policy not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, ethnic origin or disability. The Client, its guests and all subcontractors engaged by or on behalf of the Client are expected to adhere to this policy and the Hotel reserves the right without incurring any liability to the Client to remove from the Hotel any person or persons offending against this policy.
11.3 The Hotel and the events it hosts are subject to statutory controls including those relating to fire, licensing and entertainment and must be strictly observed by Clients and their guests and representatives. If for any reason an event is closed by an outside official source the Hotel will not be liable for compensation in any way. Any activation of the fire alarm system, misuse of fire safety equipment, or interference with fire detection devices by the Client or their guests (including but not limited to smoking, aerosols, or tampering) will result in a charge of £250 per detector or device activated, in addition to any other costs incurred by the Hotel.
11.4 The Hotel is a non-smoking area and should Clients, their guests or subcontractors smoke or vape in bedrooms or any other area the full cost of cleaning will be charged, subject to a minimum £250 charge. A designated smoking area is available outside the Hotel. Any costs incurred by the Hotel in excess of this fixed charge shall be recoverable from the Client.
11.5 The Hotel only permits the use of Natural Petal confetti (biodegradable) and this is for outdoor use only. Any other confetti is strictly not permitted to be used. The Hotel reserves the right to apply a £250 cleaning charge should guests not comply.
11.6 The Hotel reserves the right to refuse the service of alcohol to any guest who appears intoxicated or behaving inappropriately.
11.7 All events must conclude at the agreed contracted finish time. The agreed contracted access time should also be strictly adhered to.
11.8 The Client shall be responsible for and agrees to pay the full cost of any damage to Hotel property, fixtures, fittings, furnishings, flooring, sanitaryware, equipment, or décor caused by the Client or their guests, including the full cost of repair or replacement, labour, materials, and any associated loss of revenue. The Client shall also be liable for the full cost of any additional cleaning required following the event and for any breaches of the Hotel’s policies by the Client or their guests.
11.9 The Hotel reserves the right to use photographs for internal use and marketing on social media channels.
11.10 The Hotel does not allow pets (unless guide dogs) and if a pet damages the Hotel the full cost of cleaning and repairing the rooms affected will be charged, subject to a minimum £250 charge.
11.11 Access will be available 30 minutes prior to the start time of the event. Any Client wishing to gain earlier access should contact the Events Office to see if this can be arranged.
11.12 No nails, screws, adhesives, confetti cannons, candles without holders, or open flames may be used without prior written approval from the Hotel.
12. Outside Services
12.1 Prior consent of the Hotel must be received for any entertainment or services contracted by the Client.
12.2 Prior consent of the Hotel must be received for any display to be fixed and all displays must comply with statutory codes and regulations.
12.3 No external food or drink suppliers will be allowed at the Hotel unless a corkage fee has been agreed prior to their arrival.
12.4 All external suppliers must be approved in advance by Hotel and must provide evidence of Public Liability Insurance. All suppliers must comply with the Hotel’s health and safety policies and venue rules. The Hotel reserves the right to refuse access to any supplier who fails to meet these requirements.
13. Force Majeure
13.1 The Hotel shall not be liable for any failure or delay in performing its obligations under this Agreement if such failure or delay is caused by events beyond the Hotel’s reasonable control, including, without limitation, acts of God, fire, flood, storm, earthquake, pandemic, government measures or instructions, civil disturbance, terrorism, industrial disputes, strikes, failure of suppliers, power cuts, interruption of internet or telephone services, or any other circumstances that could not reasonably have been foreseen or prevented (“Force Majeure Event”).
13.2 Nothing in this clause shall excuse the Client from paying any amounts due to the Hotel prior to the occurrence of the Force Majeure Event.
14. Liabilities
14.1 Other than for death or personal injury caused by negligence the Hotel its manager and staff will not be liable for any loss, damage or expense to any person or thing however caused.
14.2 Unless the Hotel is liable under clause 11.1 the Client agrees to indemnify the Hotel from and against any and all liability and claims, costs, demands, proceedings and damages resulting or arising from the booked event or function, the Client, its guests and any outside contractors.
14.3 The Client is responsible for any damage caused to the Hotel or its property by any act default or neglect of the Client, its guests or subcontractors and shall pay to the Hotel on demand the amount required to make good or remedy any such damage. This includes bedrooms.
14.4 The Hotel cannot accept liability for any loss or damage to any property of the Client, their guests or subcontractors. Cloakrooms are provided for the convenience of customers but any goods are deposited at the owner’s risk and without any liability to the Hotel.
14.5 The Hotel cannot accept liability for any loss or damage to any wedding property of the Client, their guests or subcontractors. It is the responsibility of the Client to ensure any gifts or cards are removed or taken at the end of the event
14.6 Complaints should be made in written form to the Hotel Manager or Events Office within 7 days of an event for review
15. Insurance
15.1 Clients are strongly recommended to arrange Event insurance covering cancellation, liabilities, and damages. Any contract of insurance should be made by the Client directly with the insurance company.
