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Terms & Conditions

Catering Services Agreement Terms & Conditions

(January 2014 Edition)

“The Catering Services Booking Form” requests from the Hirer basic personal information together with the number of guests that are to attend the Event.

“The Catering & Drinks Package” means the catering and drinks package as set out in Schedule 3.

“the Catering Services Deposit” is the fee to be paid by the Hirer on entering into this contract and shall be the sum agreed between the parties and entered on the Catering Booking Form.

“the Due Date” is the date stated on any invoice as the date for payment.

“the Event” is the wedding or other function to be held at the Venue and provided by the Provider.

“the Event Date” is the date upon which the Event is due to take place.

“Extras” are the provision of goods and/or services in addition to the provision of the Venue and Standard Goods and/or Services. Further details can be found in Schedule 2.

“the Final Date” is 4 weeks before the Event.

“the Final Details” are to be agreed, if possible, three months prior to the Event Date but no later than the Final Date. No changes will be agreed thereafter.

“the Final Numbers” are to be provided no later than 28 days prior to the event (‘the final date’). Any additions after that date will be charged separately or on the final invoice.

“the Final Invoice” is sent to the Hirer and itemises the cost for the Event (whether paid in full or otherwise), and for providing the Standard Goods and/or Services, Extras (if applicable) and any other costs incurred. The Final Invoice must be paid by the Final Date.

“the Hirer” is any person firm or company who enters into a contract for the provision of Standard Goods and/or Services, Extras and the Venue with the Provider.

“the Incidental Costs” will include, but is not restricted to, any reasonable costs incurred by rectifying damage of any kind, including any extra cleaning costs, and payment of outstanding sums due to the Provider of any kind stemming from the booking of the Venue or incurred during the Event including outstanding bar tabs and additional staff hire.

“Interest” may be payable on any amount overdue calculated on a daily basis at the rate of 2% above the Bank of England base rate from the day after the Due Date until payment is made

“the Provider” is Alrewas Hayes Events Ltd registered at Alrewas Hayes Events Ltd DE13 7DL

“the Reconciliation Invoice” is sent to the Hirer after the Event and itemises any Incidental Costs deducted from the Reimbursement Deposit together with any further costs incurred or outstanding.

“the Reimbursement Deposit” is the sum of £250 plus VAT to cover Incidental Costs and must be paid by the Final Date.

“the Planning Document” is a record of all the details of the Event, which includes the provision of the Standard Goods and/or Services, the Catering, including guest numbers, Extras (if applicable) and any other relevant details and is sent to the Hirer no later than the Final Date

“the Standard Goods and/or Services” include provision of items as stated in Schedule 1. PLEASE NOTE THAT IT IS THE RESPONSIBILITY OF THE HIRER TO BOOK THE REGISTRAR (if applicable).

“Cancellation Insurance” THE HIRER IS STRONGLY ADVISED TO TAKE OUT CANCELLATION INSURANCE, which for very little outlay can protect the Hirer from heavy costs which can arise when, often for totally unforeseen circumstances, if there is no option but to cancel a booking.

“the Venue” means the venue as described in the Catering Booking Form

  1. Basis of Sale

1.1              The Provider and Hirer contract on these Terms and Conditions only and any contract for the provision of services by the Provider shall be subject to these conditions.

  1. Term

2.1              These Terms and Conditions shall be valid for the term commencing with the date they are entered into until the Provider is in receipt of payment of the Reconciliation Invoice or until it is cancelled under clause 14.

  1. Variation

3.1              Except as expressly provided for in this agreement, no variation or amendment of this agreement or oral promise or commitment related to it shall be valid unless committed to writing and signed by all parties.

  1. Specifications

4.1              The Event shall be arranged in accordance with written information provided to the Hirer by the Provider.

4.2              The Provider will use all reasonable endeavours to accommodate the Hirer’s wishes as to any specific details or special requests (including Extras) or any changes to the Event up to the Final Date.

4.3              Any change of detail must be requested by the Hirer to the Provider in writing. Any such changes are not accepted until the Provider provides written confirmation to the Hirer.

4.4              No changes will be agreed after the Final Date.

  1. Bookings

5.1              The Hirer must confirm the booking by returning to the Provider the following:

5.1.1           completed and signed Catering Service Booking Form;

5.1.2           a non refundable Deposit (subject to clause 14) as detailed on the Catering Booking Form.

5.2              Until bookings are confirmed the Provider cannot guarantee the availability of a date.

5.3              Acceptance is based on an estimated number of guests.

  1. Guests

6.1              On the Catering Services Booking Form, the Hirer must provide the number of guests to attend the Event.

6.2              No reductions will be made if the actual number of guests attending falls below the number contained in the Final Details. If guest numbers increase charges will apply.

6.3              The Event must include catering and beverages for guests during the day and in the evening as outlined in Schedule 3

6.4              Only food and drink purchased from the provider may be consumed on the premises..  A charge may be incurred for any food or drink brought onto the premises.

  1. Health & Safety

7.1              We would kindly request that, for insurance purposes, the Hirer ensures that any guest attending the Event who has a disability make themselves known to the Wedding and Events Manager upon arrival.

7.2              In accordance with the conditions of our License, we operate a strict Challenge 21 Policy in respect of the provision and sale of alcohol.  Guests who appear to be under the age of 21 may be asked for proof of age.  In the event they are unable to provide this, we reserve the right to refuse to sell them alcoholic beverages.

7.3             In accordance with the conditions of our License, we operate a Zero Tolerance Policy in respect of drug and solvent abuse

which is strictly enforced by our staff.  Guests who are in breach of this regulation may be requested to leave the premises.

  1. Access & Times

8.1             Access to the Venue and facilities will be specified below:-

9.00am     Access to the staff car park and outside areas, the marquee, Grand Pavilion (where applicable) designated catering

areas and kitchen for catering and service providers ONLY.

10.30am   Entertainment Wing available for set up.

11.30 am Access to the Honeymoon Suite for the bride.

11.30am Access to the venue for remainder of guests.

Access outside these timings, at an additional cost, must be by prior arrangement with Provider, confirmed and agreed in writing in advance, and paid for before the Final Date.

  1. Overnight Accommodation

9.1             Rooms at the Venue (where applicable) that are required for overnight accommodation will be charged at the appropriate rate.

9.2             Access to the rooms will be from 11.30 am on the Event Date for the Honeymoon Suite and 1.30pm for all other accommodation unless otherwise agreed in writing.

9.3             Rooms at the Venue (where applicable) must be vacated and all personal belongings removed by no later than 9.30 am of the morning following the Event unless otherwise agreed in writing.

9.4             The Provider reserves the right to charge the hirer in respect of any guest who has not vacated their room by the agreed time.

9.5             Bedrooms must be pre booked by completing the Room Booking Form available from the Venue by the date stated.  Any rooms that are not pre booked by yourselves by this date will be available for your guests to reserve.

9.6             Please note that bedrooms can be hired for immediate family ONLY to change during the day but by prior arrangement only.

  1. Prices

10.1           The cost of providing the Standard Goods and/or Services, Catering & Drinks package and Extras (if applicable) are as quoted in writing by the Provider to the Hirer and confirmed in the Final Invoice.

10.2           Prices will be held firm until the Event unless material circumstances affect the Provider or the Final Details are substantially amended. In which case the Provider reserves the right to increase the price by notifying the Hirer in writing.

  1. VAT

All prices are exclusive of VAT unless otherwise stated in writing and are subject to change.

  1. Provision of Service

The Provider will provide to the Hirer the Event as described in the appropriate written information and the Terms and Conditions. The provider reserves the right to vary the details of the event if the circumstances make it necessary to do so. The Provider shall immediately inform the Hirer of such variation where the Provider deems necessary to do so and where reasonably practicable in the circumstances.

  1. Payment terms

13.1            All payments to be made by cheque or internet bank transfer.

13.2           All bookings are subject to a Reimbursement Deposit.

13.3           In the event that there are no Incidental Costs, refund of the Reimbursement Deposit will be made promptly but no later than 21 days after the Event.

13.4           The Provider reserves the right to deduct from the Reimbursement Deposit any sum to settle Incidental Costs and any other outstanding accounts.

13.5          Any costs above and beyond the Reimbursement Deposit shall be itemised in the Reconciliation Invoice which shall be due for payment within seven days of presentation.

13.6           If any payment is overdue the Provider may charge Interest. The right to charge Interest is without prejudice to any other rights of the Provider.

13.7           Gratuities are not included and are at the Hirer’s discretion.

13.8           In the event that any payment that has fallen due in accordance with the payment schedule in clause 13.9 has not been made by the due date we will contact you to authorize payment by internet transfer or credit card payment.

13.9           Payment shall be made in accordance with the following: payment plan set out in the Catering Booking Form. A re-imbursement deposit of £250.00 plus VAT along with your final payment based on final numbers is payable 28 days prior to the event.

  1. Cancellation

14.1           If the Provider considers that it is unable to provide the Hirer with the service demanded then the Provider reserves the right to cancel the booking.

14.2          In the event of a cancellation by the Provider, otherwise than by breach of these Terms and Conditions by the Hirer, the Provider shall refund to the Hirer the whole of the payments made by the Hirer to date.

14.3          Failure by the Hirer to pay any invoice within 7 days of its Due Date shall constitute sufficient cause for the Provider to cancel the booking. Such cancellation is without prejudice to any right the Provider may have for payment. And the Hirer shall be entitled to receive at least 48 hours notice of the Provider’s intention to cancel the booking in accordance with this clause

14.4          If, at any time and in addition to clause 14.5, the Hirer cancels the Event or the Event is cancelled as a result of the Hirer’s failure to make payment then the following will apply:

14.4.1  ALL Deposits paid will not be refunded;

14.4.2         When the deposit or any other sums are due but not yet paid then such sums are payable within 24 hours.

14.5          If the Hirer cancels the Event, other than as a consequence of the Provider’s gross breach of contract, then the following cancellation fees will become payable within 24 hours: All cancellations must be received in writing by both hirers before this date is released:-

14.5.1       if cancellation is nine months or more prior to the Event Date the sum of £500 plus VAT;

14.5.2       if cancellation is more than three months but less than nine months prior to the Event date a sum equal to fifty percent (50%) of the total Event costs, based on the number of attendees stated in the Booking Form subject to any subsequent variation in accordance with clause 3;

14.5.3       if cancellation is before the Final Date but less than three months prior to the Event Date a sum equal to seventy five percent (75%) of the total Event costs, based on the number of attendees stated in the Booking Form subject to any subsequent variation in accordance with clause 3; or

14.5.4       if cancellation is on or after the Final Date a sum equal to one hundred percent (100%) of the total Event costs, based on the number of attendees stated in the Booking Form subject to any subsequent variation in accordance with clause 3.;.

14.6          If the Hirer wishes to change the booking to a different date, the Provider cannot guarantee that the cost will remain the same.  The Provider will provide the Hirer with a revised Booking Form which must be agreed, signed and returned to the Provider before the new Event Date is confirmed.  The Provider reserves the right to charge a cancellation fee in respect of the original Event Date, limited to the costs and losses incurred as a result of the change of date, but not exceeding the cancellation fees set out in clause 14.5.

  1. Loss and Damage

15.1          Any property belonging to the Hirer or guests including wedding gifts, clothing, money or valuables are left at the Venue at the Hirer’s risk. Hirers should make their own arrangements to insure such property as the Provider accepts no liability for their loss or damage.

15.2          The Provider reserves the right to require the Hirer to replace any goods fixtures or other equipment which become lost or damaged either accidentally or wilfully as a result of action taken by the Hirer or his guests and refund to the Provider any Incidental Costs incurred.

15.3          The Provider has provided details of wedding insurance available to the Hirer.

  1. Noise

16.1          The Hirer is reminded that the routes to and from the Venue pass through residential areas. Hirers and their guests are requested to travel through the residential areas having due regard to the comfort of residents and maintain the 10mph   speed limit within the grounds. The Provider reserves the right to reduce the noise caused by any disco or live performance to such a level as the Provider shall deem appropriate.All DJ’s or Bands are required to use the venue sound and PA system.

  1. Liability

17.1          The Hirer and the guests using the Venue do so at his or her own risk and the Provider assumes no liability for any harm to such person(s) resulting from any cause other than the Provider’s gross negligence or wilful misconduct. The Hirer shall indemnify, defend and hold harmless the Provider from and against any claim, loss, damage, complaint and any expense suffered or incurred thereby arising or resulting from personal injury to the Hirer or guests.

17.2          Notwithstanding anything else contained in the contract the Provider shall not be liable to the Hirer or any third party for loss of profits or contracts or any indirect or consequential loss arising from negligence breach of contract or howsoever caused.

  1. Warranty

The Provider hereby undertakes to provide all the services relating to the Event with reasonable skill and care.

  1. Severability

If any provision of these Terms and Conditions is prohibited by law or judged by a court to be unlawful, void, or unenforceable, the provision shall, to the extent required, be severed from these Terms and Conditions and rendered ineffective as far as possible without modifying the remaining provisions of these Terms and Conditions, and shall not in any way affect any other circumstances of or the validity or enforcement of these Terms and Conditions.

  1. Waiver

No delay, neglect or forbearance on the part of either party in enforcing against the other party any of these Terms and Conditions shall either be or be deemed to be a waiver or in any way prejudice any right of that party under these Terms and Conditions. No right, power or remedy in these Terms and Conditions conferred upon or reserved for either party is exclusive of any other right, power or remedy available to that party.

  1. Rights of Third Parties

For the purposes of the Contracts (Rights of Third Parties) Act 1999 nothing in this Agreement shall confer or purport to confer on any third party any benefit or the right to enforce any term of this Agreement.

  1. Agency, Partnership

This Agreement shall not constitute or imply any partnership, joint venture, agency, fiduciary relationship or other relationship between the Hirer and Provider other than the contractual relationship expressly provided for in these Terms and Conditions.

  1. Assignment

These Terms and Conditions are personal to the Hirer and the Provider and neither these Terms and Conditions may be assigned by either party without the prior written approval of the other party.

  1. Proper Law and Jurisdiction

The construction, validity and performance of any contract shall be governed in all respects by the law of England.

Schedule 1

Standard Goods and Services

These items are included in the price as confirmed in the Final Invoice:

The Lakeside Marquee

The Lakeside Marquee is a Roder clear span marquee which is 12m x 35m and can accommodate up to 300 guests comfortably. It is fully insulated and is lined throughout with ivory flat linings. It has modern state of the art LED mood lighting with dance floor lighting. It has thermostatic controlled heating and cool breeze chillers. The floor is carpeted. The 20 ft x 8ft stage is carpeted. At the rear of the marquee there is a chill out area with white L shaped leather sofas and tables. Balustrade fencing and urns are used available.

The Grand Pavilion

The Grand Pavilion is a 26 x 32m permanent structure which can accommodate up to 750 guests comfortably. It is insulated and lined throughout with ivory Flat Linings. It has thermostatic controlled heating and cool breeze chillers. It has state of the art mood lighting with white directional pin spots to each table. The floor is carpeted throughout with a 22ft x 8ft stage and white 20 x 20ft dance floor. There are easily accessible modern Ladies and Gents toilet facilities.

Tables and Chairs

The standard tables are 5.6ft and 6ft which can seat between 10 -12 guests and the chairs are all Lime wash Chivali with cream seat pads. There is also a 3ft round cake table. There is an oval top table and selection of rectangle trestle tables for use.

Cake stand, Cake knife, Table plan stand.

There are two cake stands available one round and one square with a silver cake knife. The table plan stand is wrought iron with a cream board.

PA system

As part of our Premises License we are required to monitor and control sound levels and any DJ or Band will be required to use the venue sound and PA system.

Alrewas Hayes Installed Sound Equipment in the Lakeside Marquee

Loudspeakers

4x Nexo PS10 R2 Loudspeakers

2x Nexo LS600 Sub Bass Speaker

Powered by:

2x Camco Vortex 6 Power Amplifiers

Speaker Management

1x Nexo PS10 TD V3 Analogue Controller

1x DBX Driverack PA Digital Speaker Controller

Mixing Console

1x Yamaha MG124C Mixing Console, with:

6x mono XLR Mic Input, 2x Stereo Inputs and built-in effects

Radio Microphones

2x Audio Technica ATW-2120 Handheld Radio Transmitter system

Backup Generator

Backup generator power system.

Staff

All staff that is necessary for the smooth running of the day will be provided.

Event Coordinator who will work alongside you and your suppliers planning details of your event. A dedicated coordinator will be onsite during your event to ensure the event runs smoothly.

Please note this does not include the registrar (if applicable) to whom it is the responsibility of the Hirer to book.

Schedule 2

Extras

Extras are only included if specifically ordered in writing no later than 28 days before the Event Date, unless otherwise stated, and confirmed in writing by the Provider by the Final Date. Any Extras that are ordered will be invoiced in the Final Invoice unless otherwise stated.

Information is available for Extras. However, the following is a guide to the range on offer: Floral arrangements, Bands and Discos, Candelabra, Wedding Cars, Photographer, Accommodation.

The Provider can also supply theme items and props, cream carpet for the marquee, draping and additional furniture.

Schedule 3

Catering and Drinks package

Catering

The catering will be provided for your event by Alrewas Hayes in house chefs. Details of menu choices will be provided to the hirer at the time of booking.

Menu prices are based on a minimum of fifty guests and unless stated the menu prices exclude VAT. All of our menus include linen, cutlery, crockery and glassware for the tables and service staff.

If applicable a complimentary tasting experience is available to taste the chosen menu. The menus must be confirmed following the tasting experience and prior to the Final Date.

Special dietary requirements are catered for. But we cannot guarantee the absolute absence of nuts for example in their food or in the kitchen.

Please note that on rare occasions a dish can become suddenly unavailable. In the unlikely event that this happens, we will supply an alternative which is similar to taste and value as possible.

On confirmation of booking, the menu prices are guaranteed at the advertised price. Very occasionally we reserve the right to make changes to your menu and substitute dishes where we see appropriate.

Please account for all your guests when thinking about evening food

Evening food options are in conjunction with the wedding breakfast. If you require a quotation for a wedding breakfast Barbeque please ask the Events Team for further details.

Evening food is charged at the prevailing rate at the date of your final invoice and is subject to change.

All food prices are subject to V.A.T

The cost of the catering will be on the final invoice.

Drinks

All Beverage Package prices are inclusive of VAT and include the provision of glass ware, ice and service staff for your drinks reception.

Drinks are charged at the prevailing rate at the date of your final invoice and are subject to change.

Please note that on rare occasions a beverage can become suddenly unavailable. In the unlikely event that this happens, we will supply an alternative which is similar to taste and value as possible.

The final numbers, special dietary requirements, menus and timings are required no later than four weeks before the Final date before your wedding date. The final invoice is then raised based on these details. We cannot to accept any changes after the final invoice have been raised and no reduction will be made to the final invoice.

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