TERMS & CONDITIONS FOR CORPORATE GROUP ACCOMMODATION, EVENTS, CONFERENCES & FUNCTIONS
1. Definitions
In these Terms and Conditions, the following definitions shall be interpreted as follows:
‘Booking Agreement’ means the agreement entered into by the Client and Village for a Booking at a Village Hotel or Village Hotels which sets out the details of the Booking.
‘Booking’ means the booking made under the Booking Agreement for accommodation and / or meeting and events and or any other products or services to be provided by Village at the Hotel.
‘Booking Start Date’ means the first date on which the Booking is due to start.
‘Client’ means the person or entity that has entered into the Booking Agreement. If the Booking Agreement is signed by an agent on behalf of the Client, then the agent will assume full responsibility for the Client under this contract.
‘Contract’ means the Booking Agreement and these Terms and Conditions.
‘Deposit’ means the deposit set out in the Booking Agreement.
‘Event’ means a meeting and or conference event taking place at the Hotel under the terms of the Booking Agreement.
‘Guest’ means any guest who uses any of the facilities at the Hotel under the Booking.
‘Hotel(s)’ means the hotel at which the Booking is due to take place, as set out in the Booking Agreement.
‘Rooms’ means a bedroom or bedrooms at the Hotel.
‘Total Contract Price’ means the total price payable by the Client under the Contract ‘
Village’ means the VUR Village Trading No 1 Limited, a company incorporated in England and Wales with registered number 418878.
[IMPORTANT: If this Booking is made on behalf of the Client by an agent or other third party, the agent or other third party shall not be entitled to increase the rates of this Booking as are set out in the Booking Agreement or change any other terms of this Contract without the prior written consent of Village]
2. CONTRACT
2.1 A binding contract shall come into existence when the Booking Agreement has been signed by both parties.
2.2 The parties agree that the Booking Agreement is fully incorporated into these terms and conditions. If there is any discrepancy between the terms of the Booking Agreement or these Terms and Conditions the terms of the Booking Agreement shall prevail to these Terms and Conditions.
2.3 Village reserves the right to make any changes to these Terms and Conditions provided that Village shall not be entitled to amend or change the Total Contract Price unless it is in accordance with the terms of this agreement or there are statutory or legislative changes that affect the Total Contract Price.
3. PAYMENT TERMS
3.1. Payment Provisions Unless the Booking Agreement states an alternative time for payment provisions the Client must make the following payments in accordance with this clause 3.
3.2 Deposit
The Deposit must be paid at the time of the Booking and in the event that cancellation terms apply the Deposit will be retained against any cancellation charges.
3.3 Payment of Total Contract Price
3.3.1 For any Booking made online the Total Contract Price must be paid in full at the time of Booking.
3.3.2 For all other Bookings payment terms are as are set out in the Booking Agreement or if not terms are set out payment terms are follows:
3.3.2.1 The Total Contract Price (or balance of The Total Contract Price if a Deposit is payable) must be made 14 days prior to the Booking Start Date; or
3.3.2.2 in the event the Booking Start Date is less than 14 days then the Total Contract Price shall be paid not less than 72 hours of the Booking Agreement being sent to the Client; or
3.3.2.3 the event the Booking Start Date is within 24 hours the Total Contract Price shall be due immediately.
If the Deposit or the Total Contract Price is not paid in accordance with this clause 3.2 or 3.3 Village reserves the right to cancel the Booking immediately.
3.3 Credit Agreement
If the Client has an authorised credit agreement in place with Village:
3.3.1 The Total Contract Price must be paid within 14 days of the date of any invoice raised; 3.3.2 If the total cost of the Booking exceeds the credit limit, an invoice will be issued by Village up to an amount not exceeding the balance of the credit available and the amount by which the cost of the Booking exceeds the balance then remaining; and
3.3.3 If the Client has an authorised credit agreement in place with Village but has failed to discharge any amount due under such credit agreement in accordance with the terms of such credit agreement Village reserves the right to issue an invoice for the full amount of the Booking which shall be paid by the Client into the account specified in the Booking Agreement.
3.4 Final Payment and Interest
3.4.1 Village shall send an invoice to the Client showing the final sum payable under the terms of the Booking Agreement and the Client agrees to pay such sum in accordance with the terms of this Agreement.
3.4.2 If any sums due are not paid by the Client Village reserves the right to charge interest on such sums at a rate of 3 % above the base rate of National Westminster Bank Plc.
3.5 Guests
3.5.1 The Client warrants that if it has given Village a Guests’ debit or credit card details each Guest has authorised Village to debit the relevant card with all of the amounts due to Village in respect of the Booking.
3.5.2 Save where Guests are to settle all or part of their accounts on departure, the Client will be liable to pay to Village all charges incurred by or on behalf of or at the request of the Client, its Guests, agents or employees for any products or services provided by the Hotel.
3.5.3 Where Guests are to settle all or part of their own accounts on departure, the Guest will be liable to pay all charges incurred by or on behalf of or at the request of the Guest for any products or services provided by the Hotel and the Guest must settle in full on or prior to departure.
3.5.4 The Client shall be liable for all charges incurred for any products or services provided to Guests under this Contract.
3.6 Rates and Tax
3.6.1 The rates in the Contract are based on details provided by the Client when entering into the Booking Agreement. Should the basis of any part of the Booking change at any time following the date on which the Booking is made, an increase in rates may be applied by Village.
3.6.2 All rates specified in the Contract are inclusive of the prevailing rate of any tax payable excluding any visitor levy. Should the tax rate change the increase or reduction will be passed onto the Client or in the case of an increase be paid by the Client.
3.6.3. A visitor levy may apply to the Booking and this rate will be passed onto the Client. If the rate of the visitor levy changes between the date the Booking was made and the date of the stay, Village reserves the right to adjust the rate of the visitor levy to the price payable by the Client.
4. AMENDMENTS
4.1 Any proposed changes to the Booking Agreement must be requested by the Client to Village in writing as soon as possible.
4.2 Village shall at its absolute discretion amend the Booking Agreement to incorporate any proposed changes requested by the Client and reserves the right to re-quote for any changes. Village is under no obligation to charge the same rates as set out in the original Booking Agreement.
4.3 Village reserves the right to charge the Total Contract Price set out in the Booking based on the minimum numbers within the Booking Agreement.
4.4 Any amendments made to the Booking Agreement must be agreed in writing by both parties.
4.5 The Booking is not transferable or resalable in whole or in part and the Client must not advertise, market or otherwise offer any services in the Hotel secured by its Booking for transfer or resale.
5. CLIENT CANCELLATION
5.1 Any cancellation (in full or in part) must be notified by the Client to the Hotel in writing. Any cancellation will be held as effective from the day of receipt of the written confirmation (email is acceptable provided the correct email address is used) and will apply from the first date of arrival for the entire Booking. Village will acknowledge receipt of any cancellation within 24 hours.
5.2 Subject to the terms of this clause 5, Village will allow the Client to cancel up to 2 Rooms per night up to 48 hours before the expected arrival date of the Booking with effect from the Booking Start Date (but not after that date) without incurring a cancellation charge. Thereafter, the cancellation charges set out in 5.4 shall apply.
5.3 If the Client cancels or postpones a Booking, Village reserves the right to charge the Cancellation Fees set out in the table below.
5.4 The Cancellation Fees are as follows.
| Date of Cancellation | Cancellation charge payable by Client |
| up to 20 weeks prior to arrival | No Charge |
| 19 weeks and 6 days to 16 weeks prior to arrival | 25% of total contract price inclusive of VAT |
| 15 weeks 6 days to 12 weeks prior to arrival | 50% of total contract price inclusive of VAT |
| 11 weeks and 6 days to 10 weeks | 75% of total contract price inclusive of VAT |
| Less than 9 weeks and 6 days to arrival date | 100% of total contract price inclusive of VAT |
6. CANCELLATION BY THE HOTEL
6.1 In advance of the Booking Village reserves the right to cancel any Booking or offer alternative facilities in the following circumstances without any responsibility or liability to the Client:
6.1.1. If the Booking might, in the opinion of Village prejudice the reputation of the Hotel;
6.1.2 If the Client has not paid the Deposit or is in 30 days of arrears of any other payments with the Hotel or any hotel within the Village group;
6.1.3 If the Hotel becomes aware of any alteration in the Client’s financial situation
6.2 The Village reserves the right to terminate the Booking immediately during the Event if proceeding with the Booking is likely to harm or damage the reputation of the Hotel.
6.3 In the event Village exercises any of the rights set out above Village’s total liability arising in connection with this Contract, shall in all circumstances be limited to the amount paid by the Client to Village.
7. ACCOMMODATION
7.1 The Client must provide a list of all Guests staying in Rooms under the terms of the Booking not later than 7 (seven) days prior to arrival or as otherwise agreed;
7.2 Village reserves the right to cancel the Booking in full or in part if the list required under clause 7.1 is not provided and Village shall be entitled to release the Rooms for resale.
7.3 The check in time for accommodation at the Hotel from 3pm.
7.4 The checkout time for accommodation at the Hotel is prior to 11am
7.5 Early check in or late check out is subject to availability and will be subject to additional charge not included in the Total Contract Price. 7.6 If Guests do not arrive or decide not to stay at the Hotel the Client will still be charged the price for this accommodation as is set out in the Total Contract Price.
8. MEETING AND EVENTS
8.1 If the number of attendees attending an Event decreases so that the numbers can be accommodated in another room at the Hotel, Village shall have the right to relocate the Event to a smaller room.
8.2 Nothing must be fixed to the room walls, ceilings or any other fixtures within the room without the prior written consent of the Hotel.
8.3 Village reserves the right to inspect the room before and after an Event and the Hotel will hold the Client responsible for any damage caused to the Hotel.
8.4 Village will not be liable for a Guests’ refusal to accept any services or facilities booked and will not be liable to refund the Client in the event that services are refused.
8.5 The Client is not permitted to resell or offer any services reserved under the Booking Agreement to any non-affiliated parties without the prior written consent of the Hotel.
8.6 An Event must start and finish at the times specified in the Booking Agreement. Any proposed changes to such times must have the prior written consent of Village.
9. GUEST CONDUCT
9.1 The Client shall be responsible for the conduct of the Guests and shall ensure that all Guests behave responsibly whilst at the Hotel.
9.2 The Client shall ensure that all Guests are aware of the following:
9.2.1 Village operates a responsible drinking policy throughout its Hotels and staff employed at the Hotel reserve the right to refuse service if a Guest is in contravention of this policy;
9.2.2 Village operates a no smoking policy throughout its Hotels;
9.2.3 If a Guest is caught smoking at the Hotel outside of any designated smoking areas, Village reserves the right to charge the costs of cleaning any room to the Client and the Guest;
9.2.4 Only food and beverage purchased from the Hotel may be consumed at the Hotel;
9.2.5 If Guests decide to use the Village gym at the Hotel they will be subject to the terms and conditions of use;
9.2.6 All Guests must have regard to any regulations imposed by a competent authority;
9.2.7 All Guests are responsible for their own personal items; Village shall not be responsible for any personal property;
9.2.8 Any cars left in a car park at the Hotel are left at the owner’s own risk.
10. FORCE MAJEURE
Neither party shall be in breach of this Contract nor liable for delay in performing or failure to perform, any of its obligations under the Contract for any reason beyond their reasonable control (including but not limited to; acts, regulations or orders of governmental authorities; civil disorder; disasters; acts of terrorism: acts of war; acts of God; a pandemic; fires; flood or other emergency conditions then under this Contract, such non-performance is excused and such affected party may terminate this Contract without further liability of any nature, and any Deposit shall be returned.
11. GENERAL
11.1 Assignment and other dealings
11.1.1 Village may at any time assign, mortgage, charge, subcontract, or deal in any other manner with any or all of its rights and obligations under this Contract.
11.1.2 The Client shall not assign, transfer or subcontract, any of its rights and obligations under the Contract.
11.2 Entire agreement.
11.2.1 The Contract constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.
11.2.2 Each party acknowledges that in entering into the Contract it does not rely on, and shall have no remedies in respect of any statement, representation, assurance or warranty (whether made innocently or negligently) that is not set out in the Contract. Each party agrees that it shall have no claim for innocent or negligent misrepresentation [or negligent misrepresentation] based on any statement in the Contract.
11.3 Limitation on Liability
11.3.1 Nothing in this Agreement shall operate to exclude or limit Village’s liability for death or personal injury caused by Village’s negligence or fraud or fraudulent misrepresentation; or any other liability that cannot lawfully be limited or excluded.
11.3.2 Subject to clause 11.3.1, Village and our officers’, employees’, sub‐contractors’ and agents’ aggregate liability in contract, tort (including negligence and breach of statutory duty), or otherwise howsoever arising out of or in connection with this Contract shall be limited to the Total Contract Price in respect of the booking.
11.3.3 Subject to clause 11.3.1 neither Village nor any of its officers, employees, sub‐contractors and agents shall be liable to the Client in contract, tort (including negligence and breach of statutory duty), or otherwise howsoever arising out of or in connection with this Contract for any indirect, special or consequential loss of any kind
11.4 Data Protection / Privacy Policy
Any personal information provided to Village will only be used in accordance with our privacy policy which can be found on our website www.village-hotels.co.uk/privacy-policy
11.5 Third parties’ rights (Unless it expressly states otherwise, the Contract does not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of the Contract.
11.6 Governing law
The Contract and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales.
11.7 Jurisdiction Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the Contract or its subject matter or formation
11.8 Information about us and how to contact us
Who we are. We are VUR Village Trading No.1 Limited, trading as Village Hotel Club a company registered in England and Wales. Our company registration number is 00418878 and our registered office is at Cygnet Court, Ground Floor, 230 Cygnet House, Centre Park, Warrington, Cheshire, WA1 1PP
How to contact us. You can contact us by telephoning us on 01925 377 535 or by calling one of our Village Hotel customer service teams directly. You will find each of our Village Hotel’s contact details here: https://www.village-hotels.co.uk/ . You can also contact us by writing to us at Village Hotels Club, Cygnet Court, Ground Floor, 230 Cygnet House, Centre Park, Warrington, Cheshire, WA1 1PP or by sending us an email using our online contact form available here: https://www.village-hotels.co.uk/contact-us