Terms & Conditions
PLEASE NOTE: Guests wishing to charge hotel services back to their room will be required to provide a credit card on arrival from which we will take an agreed pre-authorisation.
When holding a private event at a Hallmark Hotel the following contract terms will apply. If you have any questions or need additional information your hotel contact will be delighted to help.
1. Provisional and confirmed bookings
You can reserve your preferred date for up to 14 days. You are under no obligation and this gives you the time to discuss and co-ordinate your ideas. To confirm your event, you will need to request the contract from your hotel contact, then having checked the detail, sign and return the contract to the hotel; once received and signed by the hotel the booking is considered to be confirmed and the contract becomes legally binding. The contract will include these terms, Event Details, applicable rates and health and safety terms.
2. Guest numbers and accommodation which will be charged
The numbers you sign for on the contract are the minimum numbers chargeable, however 14 days prior to the arrival date we will ask you to update your numbers. If these numbers are greater than those originally confirmed this becomes the new chargeable number. If your numbers fall below the relevant chargeable number we may need to reallocate your booking to an alternative event room, you will however still be charged for the minimum numbers stated on your signed contract.
3. Group allocation accommodation (where guests are responsible)
We can reserve an allocation of an agreed number of bedrooms at a rate specific to your event. Your guests should call the hotels reservations department to reserve bedrooms and arrange payment. We will also agree with you a date when any bedrooms not already booked are released (usually 4 -6 weeks prior to arrival). After this date rooms will be offered at the prevailing rate, subject to availability.
4. Cancellation charges
If you need to reduce the numbers of the agreed signed contract, or cancel the event then cancellation charges will apply. Cancellations must be submitted in writing to the sales office and a receipt of this will be issued to confirm the cancellation and charges (if applicable).
Cancellation payable as a percentage of Revenue for all facilities, equipment and ancillary services reserved
In excess of 36 weeks prior to the start date No charge
Between 36 weeks and 24 weeks prior to the arrival date 25% of the revenue
Between 24 weeks and 8 weeks prior to the arrival date 50% of the revenue
Between 8 weeks and 4 weeks prior to the arrival date 75% of the revenue
Between 4 weeks and 0 weeks prior to the arrival date 100% of the revenue
5. Non arrivals and early departures
Any guest who does not arrive at the hotel or departs early will be subject to the cancellation terms stated above.
6. Cancellation and changes made by the Hotel
In the unlikely event the hotel does cancel, we will refund all deposits, although we will not have any other liability. The hotel may cancel your booking and terminate the contract in the following situations:
the hotel or part of it becomes closed due to events beyond our control for example a flood
you enter, or we believe you may enter, any type of insolvency proceedings;
if the booking/attendees or nature of the event may cause public disorder or damage the reputation of the hotel
if you fail to abide by any terms of this contract;
If we are prevented or hindered from hosting your event by any circumstance beyond our reasonable control we may, without being liable for any loss or damage suffered by you or anyone else, re-locate your event to another hotel in the same locality, or terminate the contract forthwith by giving you notice.
If anything in this contract is found by any body of competent jurisdiction to be invalid or unenforceable, that won’t affect the other provisions of this contract, which shall remain in full force and effect. If that part of the contract would cease to be invalid or unenforceable if some part of it were deleted, the provision shall be modified as is necessary to make it valid or enforceable.
7. Deposit and payment details
Hallmark Hotels require a non refundable deposit upon the confirmation of the contract .For private, functions, weddings and parties our standard deposit terms are 25% on the total approximate value of the booking.. The final balance should be paid 2 weeks prior to the event. For weddings an interim payment of 50% is required of the estimated balance to be paid 6 months prior to the event date. Please note all deposits are non refundable and non transferable.
For all events we will require a credit card to cover any extras incurred on the day.
8. Access of event space/accommodation
Your access times to event space are detailed on your Event Details, however if you need early access please discuss this with your hotel contact when going through the final details. Accommodation is available from 2pm on your arrival day and rooms must be vacated by 11.00 am on departure day. On occasions event space access times and check in/out times can be relaxed, subject to availability; your hotel contact will be able to advise. We may have various bookings and events on the same days as your booking. If you would like to obtain exclusive use of the hotel then this may be arranged, please speak with your hotel contact.
9. Wifi access
All Hallmark Hotel residents and event guest receive free Wifi internet access, If unfortunately due to circumstances beyond our control this service is not available the hotel will not accept any liability.
10. Car parking
All Hallmark Hotels offer complimentary car parking, this is allocated on a first come first served basis, Hallmark Hotels are not liable for any loss or damage for vehicles left in these areas.
11. Delivering items to the hotel.
If you need to deliver equipment or material to the hotel please let us know when it is coming and ensure it is clearly labelled with the hotel contact name, your name and your event name. It should arrive no sooner than 24 hours prior to the event and, be collected within 24hrs after you leave. We cannot accept responsibility for personal items left with us for safe keeping.
12. Use of the hotel
You will need our consent if:-
You wish to use amplification, lighting or similar electrical equipment in the hotel
You wish to attach items to walls floors or ceilings
You wish to use outside suppliers to provide any equipment, or other services
You wish to use balloons or confetti within the hotel as helium is not permitted
13. General
We reserve the right to alter prices without notification.
Should any guest be unable to correct any aspect of poor behaviour or activities unacceptable to the Hotel, we reserve the right to terminate your stay. Should this occur no monies would be refunded to you.
The client must reimburse the costs of repairing any damage to the property, contents or grounds by any guests to the hotel.
No person who is not party to this contract shall have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this contract.
No wines, spirits or food brought into the hotel may be consumed.
The Hotel’s name/logo may be used in publicity, once a proof of the promotional material has been agreed with the Hotel.
All prices are quoted in Pounds Sterling and include VAT at the current rate. We reserve the right to amend the quoted price to reflect any changes in the rate of VAT
The Hotel must comply with certain licensing and statutory regulations and requires the Client to fulfil their obligations in this respect.
