GENERAL TERMS AND CONDITIONS FOR ALL BOOKINGS & EVENTS AT TOTTINGTON MANOR

1. The Agreement

Capitalized terms in this Agreement have the meanings given in Clause 12. The Agreement, which consists of the Booking Form and these Terms and Conditions, does not include any other oral or written promises, terms or conditions. Any amendment or change to the Agreement shall have no effect unless agreed upon in a writing that refers specifically to the Agreement and is executed by duly authorised representatives of both parties.

2. Confirmations and Guest Numbers

The final details of the Event (such as final timings, menus and special requests) must be confirmed at least ten Working Days before the Event. The Client must inform the Hotel of the Final Number at least three Working Days before the Event. This Final Number will override the Likely Number specified but will not affect the Minimum Number/Spend. The Client shall provide the Hotel with details of the nature and agenda of the Event, names of guests and relevant third parties, upon request.

3. Payment

1. Price The price for the Event shall be calculated as stated on the Booking Form and is inclusive of VAT. The Client guarantees the Minimum Spend or the Minimum Number will attend the Event (as applicable) and the Hotel has calculated its charges on this basis. The amount payable by the Client will therefore be calculated according to the highest of (a) the Minimum Number/Spend (b) the Final Number or (c) the number who actually attend the Event.
2. Extras The Client shall pay by credit or debit card for any food and beverages or other goods and/or services not provided for in the Agreement or otherwise in correspondence but made available upon request of the Client on the day of the booking. In such cases, if not paid on the day of the booking, the credit card used to make the booking shall be charged accordingly.
3. Price Variations In the event of circumstances beyond the Hotel's control (including, but not limited to, increases in the standard rate of VAT or an inflation rate above 3%), the Hotel reserves the right to vary the prices specified in the Agreement to an extent that reflects such circumstances.
4. Invoice Disputes If the Client has a bona fide dispute in respect of the whole or part of an invoice, it shall notify the Hotel immediately on receipt of invoice. Any invoice not disputed in accordance with this Clause 3.4 will be deemed to have been accepted by the Client. The parties shall co-operate in good faith to resolve the dispute over any invoice as amicably and promptly as possible and on settlement of any dispute the Client shall make the appropriate payment.

4. Cancellation by Client

1. If the Client wishes to cancel an Event or cancel the reservation of some or all bedrooms reserved, the Client must provide the Hotel a written notice of cancellation. Cancellation shall be effective, final and binding on the Cancellation Date. Any notice of cancellation received out of the hours of 9.00am and 5.00pm shall be deemed made on the next Working Day. Any postponement of any Event shall be considered as a cancellation under this Clause 4.
2. If the Client cancels a Booking, the Hotel will charge a cancellation fee. This cancellation fee shall be a percentage of the charges payable in respect of the Minimum Number/Spend (and, if any separate charge is payable in respect of room hire, of such room hire charge), according to the Cancellation Notice as set out below.
1. For events less than £500 or hotel room bookings with 3 or less rooms the standard hotel cancellation policy of 48hrs applies. Prior to 48hrs a full refund is provided, within 48 hours full payment is required
2. For events greater than £500 or for hotel room bookings of 4 or more; If the reservation is cancelled less than 3 Working Days before the start date, the Hotel is entitled to charge according to the Final Number, if higher than the Minimum Number/Spend.
3. For events, including those with hotel room bookings, greater than £500 the following cancellation charges apply to all charges excluding hotel room charges; Over 133 days 10%, 133-91 days 25%, 90 days-30 days 50%, 29 days-8 days 80%, 7 days or less 98%
4. Confirmed Room bookings of 4 or more are considered a group hotel room booking; The following cancellation charges apply to all group hotel room booking; Over 30 days 10%, 30 - 14 days 25%, 13 - 8 days 40%, 7-4 days 60%, 3 working days or less full payment is required.
5. Confirmed Room bookings of 4 or more associated with an event can only be cancelled if the associated event is also cancelled
6. Where an event is booked to extend beyond 10pm all 12 hotel rooms are considered as confirmed bookings, whilst these can be paid by the room guests, any unused rooms or non-payment of guest rooms are deemed the liability of the event booker.
7. Provisional Room blocks will always be cancelled 14 days prior to arrival if no confirmation is received, no payment is required. If a Provisional block is requested to be held beyond 14 days it will be considered a confirmed room booking.
8. The cancellation fees are payable under this Clause 4 are a genuine pre-estimate of the loss the Hotel will incur arising out of a cancellation. The actual losses incurred by the Hotel may be greater or less than these cancellation fees.
9. In addition to the cancellation fees due under Conditions 4.2 or 4.4, the Client must reimburse the Hotel (on an indemnity basis) for any expenditure incurred in respect of any cancelled Event including (but not limited to) any costs, charges or penalties as a result of having to make consequential cancellation of its own arrangements with third parties in relation to the Event.
10. The Hotel shall reimburse any remaining balance to the Client onto the credit card used for the original booking in the event of cancellation.

5. Cancellation by the Hotel

1. The Hotel may cancel the Booking:
1. if the booking might prejudice the reputation of the Hotel;
2. if the Hotel becomes aware of any deterioration in the Client's financial situation such that the Hotel reasonably considers the Client may not be able to fulfil its material obligations under the Agreement; or
3. if the Client fails to pay any sum when due.
2. The Hotel may charge the cancellation fees provided in Clause 4 in the event of any cancellation under this Clause

6. Outside Services

The prior consent of The Hotel must be obtained for any entertainment or services contracted for the Event by the Client, all of which must comply with any statutory codes and regulations. The Client shall indemnify The Hotel for any loss or damage resulting from the acts or omissions of such third party suppliers.

7. Health and Safety

1. The Client must fully comply (and ensure the full compliance of its sub-contractors, employees and guests) with The Hotel's health and safety policy, a copy of which is available on request from The Hotel.
2. For reasons or security, The Hotel may need to search guests or third party suppliers' belongings and equipment. The Client shall ensure co-operation with any such searches undertaken by The Hotel.

8. Corkage

No wines, spirits, food or beverage may be brought into The Hotel or grounds by or on behalf of the Client or any guests for consumption on The Hotel premises unless the prior consent of The Hotel has been obtained, for which a charge will be made.

9. Liability of The Hotel

1. This Clause 9 sets out The Hotel's entire liability in respect of any breach of these Conditions or the Agreement and any representation, statement or tortious act or omission including negligence arising under or in connection with the Agreement.
2. The Hotel shall not be liable, whether in contract, tort (including negligence) or otherwise for any indirect loss however arising.
3. In no event will The Hotel's liability for any loss or damage in contract or tort (including negligence) or howsoever otherwise arising, exceed the total amount paid by the Client for the Event.
4. The Hotel shall not be liable for any breach of the Terms and Conditions or delay or failure in providing services as a result of causes beyond its reasonable control including (but not limited to) war, terrorism, acts of God, fire, floods, strikes, delays in transportation, failure of services or inability to obtain any necessary information or consent from any authority. 5. Nothing in these Conditions shall exclude or restrict either party's liability in respect of death or personal injury resulting from its negligence, or for fraudulent misrepresentation.

10. Damage

The Client shall be responsible to The Hotel for any damage caused to the allocated rooms or the furnishings, utensils and equipment therein or to The Hotel generally by any act, default or neglect of the Client or any sub-contractor, employee or guest of the Client and shall pay to The Hotel on demand the amount required to make good or remedy any such damage. Specifically no confetti or similar small decoration items should be used inside the hotel, this includes ‘Confetti Cannons’ and recycled/biodegradable products. Biodegradable or natural confetti can be used outside on either the Downs Suite Garden or the Main Restaurant Garden.

11. General

1. Agents Should the Client contract with The Hotel through an Agent, the agent acts in that capacity for the Client, and not The Hotel. The Client accepts full responsibility for the payment of The Hotel's account.
2. Commissions Bookings made online are non-commissionable
3. Governing Law and Jurisdiction The Agreement shall be governed by and construed in all respects in accordance with the laws of England and Wales. The Agreement does not affect any Rights that the Client may have under the Hotel Proprietors Act 1956 where that Act applies. The courts of England have exclusive jurisdiction, in relation to all matters arising under the Agreement.
4. Time is of the Essence For all payment obligations under these Conditions, time shall be of the essence.
5. Assignment The Agreement shall not be assignable by the Client, but may be assigned by The Hotel.
6. Intellectual Property The Client shall not use any of The Hotel's trademarks or intellectual property without our prior written consent.
7. Entire Agreement The Agreement sets out the entire agreement and understanding between the Client and The Hotel and shall supersede and replace all documentation previously issued by either party in relation to its subject matter.
8. Waiver No waiver by The Hotel of any breach of this Agreement by the Client shall prevent the subsequent enforcement of the Agreement.
9. Validity If at any time any one or more of these Conditions is held to be or becomes void or unenforceable, it shall be omitted from the Agreement and the remainder of the Agreement shall remain in full force and effect.

12. Definitions

1. "Booking Form" means the document containing all the Event details.
2. "Cancellation Date" means the Working Day on which The Hotel receives written notice of cancellation.
3. "Cancellation Notice" means the number of clear days (that is not counting the Cancellation Date and the date of the Event) between the Cancellation Date and the date of the Event.
4. "Client" means the person, firm or company responsible for commissioning and payment of the Event.
5. "Agreement" means the written agreement between The Hotel and the Client for a specific booking or series of bookings.
6. "Event" means the event or function specified in the Agreement
7. "Final Number" means the number of guests confirmed as attending the Event by the Client 3 days before the Event.
8. "Likely Number" means the number of guests stated in the Booking Form as likely to attend the Event.
9. "The Hotel" means the hotel at which the facilities are booked, or any one of the The Hotel/Renaissance group of companies, as appropriate.
10. "Minimum Number" means the lowest number of guests irrespective of the numbers that attend the Event for which payment will be made as set out in the Booking Form.
11. "Minimum Spend" means the minimum payment for the Event due from the Client.
12. "Working Day" means Monday to Friday excluding bank holidays and other public holidays.

WEDDING & EVENT BOOKING TERMS

A provisional booking will be held for 14 days, after which time the date will be released. To confirm the booking we must receive a digitally signed copy of this contract and the appropriate Non-Refundable and Non-Transferable deposit. Exceptions are at the discretion of the Venue Directors, in the event of circumstances resulting in change of date All prices are inclusive of VAT unless otherwise stated. The rate will be charged at the current rate at the date of supply.

WEDDING DEPOSIT & PAYMENT SCHEDULE

A deposit of £1000.00 is required to secure your date with a further deposit payment of 50% of the balance six months prior to your wedding. The full balance will be due 8 weeks prior to the wedding. Final numbers are required 14 days prior to your event.

EVENT DEPOSIT & PAYMENT SCHEDULE

The deposit and payment schedule will be outlined in the email accompanying this document when requesting signature.

MUSIC AND LATE NIGHT EVENTS

• For all events with music or continuing past 10pm it is necessary to book all 12 bedrooms within the hotel a special rate plan is available for your guests and applies when all 12 rooms are either occupied or paid for. Additional charges will be added to the event bill for any under occupancy or underpayments by guests.
• The Hotel should be informed of all third party contracts for entertainment or services for an event/function. The Hotel reserves the right to determine the noise level at a function and the clients are obliged to adjust to this level. It is the guest’s responsibility to ensure that all appropriate insurances are held by the third party contracts.

LICENSE FOR CIVIL CEREMONIES

Civil Ceremonies Tottington Manor is licensed for civil ceremonies of up to 100. If a civil ceremony is held at Tottington, it is the customer’s responsibility to book and pay the registrar who can be contacted on 01243 642122.

HOTEL ROOM CANCELLATION POLICY

As per our standard terms and conditions for hotel rooms bookings of 3 rooms or less we apply a 48hr cancellation policy, prior to 48hrs no charge is applicable, within 48 hours full payment is applicable. Hotel room bookings of 4 or more are considered a group booking to which our cancellation terms in section 3 apply.

ADDITIONAL CHARGES

• Damages & Disturbances: All damage and nuisance to other guests, as assessed by the hotel’s management, will result in additional charges to cover cleaning, repair, out of service and guest compensation costs. The hotel is non-smoking/vaping throughout, and guests will be assessed a minimum £200 cleaning fee if they smoke/vape while within the premises.
• Children/Extra Beds/Cots: Cots/extra beds can be provided upon request. Fee applies. Requests must be made at time of booking.
• Dog Friendly : Dogs under the control of owners are allowed in the gardens, decking, Olive Restaurant, corridors and bedrooms, Aside from guide dogs, they are not allowed in Terra restaurant, function rooms or any non-public area. An additional charge is made for dogs staying in guests rooms. Dog’s are not to be unattended in the room at any point during the stay. Most dog owners are very respectful of our property and are very welcome, but please not the Damage and Disturbances charges applies for any additional cleaning required or disruption that occurs

CAR PARKING

Free car parking is available at the hotel, although there is no guarantee that at peak periods a car parking space will be available. Cars are parked at the Guest’s own risk and the Hotel cannot guarantee the security of your car or its contents. Guests are advised to ensure cars are locked securely, that all windows are securely closed and possessions left out of sight and that the car’s alarm is engaged.

Website Disclaimer:  The information contained in this website is for general information purposes only. The information is provided by Tottington Manor and whilst we endeavour to keep the information up-to-date and correct, we make no representations or warranties of any kind, expressed or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk. Except for room prices/availability which are updated live on site and entry prices.

Under no circumstances will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of or in connection with the use of this website.

Through this website you can link to other websites which are not under the control of Tottington Manor. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.
Every effort is made to keep the website up and running smoothly. However, Tottington Manor takes no responsibility for and will not be liable for the website being temporarily unavailable due to technical issues beyond our control.

Copyright Notice:  This website and its content is copyright of Tottington Manor ©Tottington Manor 2020. All rights reserved. Any redistribution or reproduction of part or all the contents in any form is prohibited other than the following:

• you may print or download to a local hard disk extracts for your personal and non-commercial use only
• you may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material
• You may copy the listing/what’s on content to listings websites or paper press to promote Tottington Manor.

You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.