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.

Event Start Date’ means the first date on which the Booking is due to start.

‘Client’ means the person who 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 the wedding taking place at the Hotel under the terms of the Booking Agreement.

‘Guest’ means any guest at the Event 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 room at the Hotel or a bedroom or bedrooms at the Hotel.

‘Total Contract Price’ means the total price payable by the Client under the Contract for the Event

‘Village’ means the VUR Village Trading No 1 Limited, a company incorporated in England and Wales with registered number 418878.

2. CONTRACT

2.1 A binding contract shall come into existence when the Booking Agreement has been signed by both parties.  If the Hotel does not receive the Agreement within 10 working days of the date of issue, the Hotel reserves the right to release the provisional booking and re-let the facilities.

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. DEPOSIT & PAYMENTS

3.1 A Deposit of £500 is required to secure the Booking.  If the Deposit is not paid within 7 days of the Booking Agreement being signed by both parties the Hotel may treat the Booking as cancelled.

3.2  Fifty Percent (50%) of the Total Contract Price must be paid no later than 4 months prior to the Event Start Date.

3.3 The remaining balance of the Total Contract Price must be paid no later than 30 days prior to the Event Start Date.

If any sums are not paid by the Client as required under clause 3.2 and 3.3 the Hotel may treat the Booking as cancelled.

3.4  Any additional sums incurred at the Event must be settled in full on departure by the Clients.

4. CANCELLATION BY THE CLIENT

4.1  Any cancellation (in full or in part) must be notified by the Client to the Hotel in writing (email is acceptable provided the correct email address is used).

4.2  If the Client cancels the Event the following steps will take place.

A. Village will attempt to re-let the cancelled space;

B. If Village cannot re-let the space or only re-let part of the space the Client will be responsible for any losses directly incurred by the Hotel as a consequence of the cancellation and will take into account the supplier costs incurred at the date of cancellation and any loss of anticipated net profit.  In calculating losses directly incurred, Village will take into account whether or not it was able to re-let the cancelled space and the deposit paid by the Client.

4.3  Should the Client make significant changes to the details of the Event or significantly amend the number of Guests attending the Hotel reserves the right to amend rates and / or facilities offered and Village may charge the Client for losses directly incurred by Village.  Any Guests with Rooms booked who do not arrive or depart early will be charged 100% of the rate quotes.

5. SUPPLY OF INFORMATION

Rooming List

5.1  The Client must provide a full rooming list/guest list to the Hotel not less than 14  days prior to the Event Start Date for all contracted Rooms.  For the avoidance of doubt, the submission of this list only serves to provide the name of Guests and does not affect the number of Rooms contracted for.

Number of Guests

5.2  The Client must provide the anticipated number of Guests attending the Event at the time of Booking.

5.3  The Client must provide final numbers of confirmed Guests not less than 14 days prior to the Event Start Date and should not be less than the minimum numbers provided to the Hotel at the time of the Booking was made.  Any reductions in numbers or cancellations will be dealt with in accordance with the Cancellations and Amendments Policy in clause 4.3.

5.4  The amount payable by the Client shall be calculated on the final number of the confirmed guests or on the numbers attending the function, whichever is the greater.  No deduction will be made after the event should the number of guests attending the function fall lower than the number of confirmed guests.

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 any sums due to Village; or

6.1.3 If the Hotel becomes aware of any alteration in the Client’s financial situation

7. FACILITIES FOR THE EVENT

7.1 The facilities for the Event at the Hotel will be agreed at the time of Booking.

7.2 Village retains the right to use other parts of the Hotel for other business and to carry out any essential

7.3  The Client shall (and shall procure that all third parties employed or engaged by the Client shall) comply with the terms of all licences, consents and permits (including any conditions attached thereto) and any decision or recommendation by the licensing officer or other licensing or entertainment authority, and with the reasonable requirements of Village.

7.4 The Event must start and finish at the times specified on the Booking Agreement.

7.5  The Client must obtain prior written consent to fix any items to the walls, floors or ceilings.

7.6  The Client is responsible for all allocated rooms during the period of the event. Any damage to the rooms or their contents incurred as a result of the Client’s, Guests’ or representatives’ acts, omissions or fault will result in a charge to remedy such damage.

8. GUEST CONDUCT

8.1 The Client shall be responsible for the conduct of the Guests and shall ensure that all Guests behave responsibly whilst at the Hotel.

8.2 The Client shall ensure that all Guests are aware of the following:

8.2.1 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;

8.2.2 Village operates a no smoking policy throughout its Hotels;

8.2.3 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;

8.2.4 Only food and beverage purchased from the Hotel (with the exception of a wedding cake) may be consumed at the Hotel;

8.2.5 If Guests decide to use the Village gym at the Hotel they will be subject to the terms and conditions of use;

8.2.6 All Guests must have regard to any regulations imposed by a competent authority;

8.2.7 All Guests are responsible for their own personal items; Village shall not be responsible for any personal property;

8.2.8 Any cars left in a car park at the Hotel are left at the owner’s own risk.

8.2.9 Village accepts no responsibility for wedding cakes, presents, guest books or any other wedding items or storage of the same.

8.3  Village reserves the right to escort any guest from the premises that, in the opinion of the management, are causing excessive disruption or damage.

9. HEALTH & SAFETY REQUIREMENTS and THIRD PARTY CONTRACTORS

9.1 The Client shall (and shall procure that all third parties employed or engaged by the Client shall) comply at all times with all fire, electrical, health and safety regulations (whether statutory or otherwise) including but not limited to the Fire Precautions Act 1971 (in place from time to time).

9.2 The Client shall ensure that any material brought into the Hotel (eg. stage sets) are made of non-flammable materials, that all fire exits are kept clear at all times, and if a fire exit sign will be obscured, the Client shall obtain the Village’s permission in writing before obscuring such sign and in the event that Village consents to such sign being obscured, the Client shall ensure that appropriate temporary signs are erected to the reasonable satisfaction of Village.

9.3 Any electrical equipment supplied by the Client or their chosen external contractors must be portable appliance tested and verified with up to date documentation.  Proof of all health & safety documentation is required by the management of the venue and Village reserves the right to refuse participation if this is not received prior to the Event.

9.4. Village reserves the right to refuse any external entertainment, services or activities that the Client may have arranged and does not accept any liability for the acts or omissions of any party employed or engaged by the client in connection with the function.

9.5 The Client shall provide the Hotel with a list of names of all contractors and third parties together with proof that such contractors hold employers and public liability insurance with an indemnity limit of at least £5,000,000 (Five Million Pounds).

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 contract 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