Meetings & Events: Terms & Conditions
Provisional Reservations
Conference facilities can be reserved provisionally for fourteen
days. After fourteen days Hazlewood Castle has the right to release
the reservation unless the booking is confirmed.
Provisional bedroom reservations will be released 30 days prior
to the expected date unless confirmed.
Confirmation
A booking will only be confirmed upon receipt of a signed contract,
together with written confirmation and appropriate company/personal
payment details.
The form must be returned by you and received by the hotel within
seven days of the date of issue or, if such time is not available
prior to the date of arrival, within a maximum of 48 hours. If the
agreement is not received by the hotel within this period, the hotel
reserves to release the provisional booking and re-let the facilities.
Terms of Payment
Full pre payment for the function must be made the day prior
to the event, with any outstanding charges being paid for on departure.
Credit Facilities
Credit facilities will be granted once a credit application
form has been successfully completed. In the case of an approved
credit account, our invoice will be dispatched the day after the
event with payment being required within 30 days of receipt. We
reserve the right to charge interest on amounts materially overdue
for settlement
Final Numbers
The final number of guests attending a function must be notified
at least two working days prior to the event (guaranteed minimum
numbers). The charge to the client will be based on either the actual
number attending or the guaranteed minimum number, whichever is
greater.
Reduction in Conference Numbers
A charge will be levied when final numbers for the Conference
drop below 60% of the original anticipated at the time of confirmation
of the booking, unless we are notified accordingly 60 days prior
to the event.
The charge will equate to 50% of the evaluated lost revenue.
Cancellation
In the unfortunate circumstances that you have to cancel or
postpone your confirmed bookings at any time prior to the event,
the hotel will make every effort to re-sell the facilities on your
behalf. Any cancellations or postponements should be verbally advised
to the hotel in the first instance. All cancellations must be confirmed
in writing and the facilities you reserved cannot be released for
resale until this is received and acknowledged.
The following cancellation charges will apply:-
Cancellation within 31 – 120 days of the event –
30% of the total anticipated revenue less any deposit
Cancellation within 30 – 15 days of the event – 50%
of the total anticipated revenue less any deposit
Cancellation within 14 days of the event – 100% of the total
anticipated revenue less any deposit .
Licensing
If a license extension is required, the organiser is requested
to confirm the extended time at least 28 days prior to the function.
Please note that the license extension cannot be guaranteed.
Prices
All prices in our information pack are current at the time
of going to print. Hazlewood Castle reserves the right to amend
prices should costs increase substantially due to seasonal fluctuations,
for which prior notice will be given. Prices may be adjusted to
allow for changes either in VAT or other Government taxes and currency
fluctuations.
Advertising
No advertising, public or otherwise, of any function at Hazlewood
Castle may be exhibited without permission.
Damage
Whilst you and/or your guests are occupying the property of
Hazlewood Castle, it would be appreciated if every effort is made
to safeguard the existing fixtures, fittings and decorations. Any
damage caused shall be restored by Hazlewood Castle and the cost
incurred will be recharged to the client/hirer.
Loss or Damage to Property
Hazlewood Castle shall not be liable for any loss or damage
to the property of guests or any such person as may so occupy the
premises except within the constraints of the Hotel Proprietors
Act 1965.
Health and Safety
Guests using the facilities at Hazlewood Castle must comply
with all the regulations concerning licensing, fire, health and
safety.
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