Christmas Pavilion Booking Terms and Conditions

On booking your events with us, there is an initial deposit required to take the date of sale, of the agreed room hire charge in your proposal or a deposit of £10pp, inclusive of VAT.

During our festive period, the venue requires a minimum of 80 guests when booking on a Friday or Saturday and a minimum of 50 guests when booking Monday-Thursday & Sunday. Our maximum capacity numbers for the venue for a sit-down meal is 100 guests in the main Pavilion barn and a further 50 in the bar area. The maximum standing capacity for the venue is 150 guests.

If numbers reduce below the minimum guest numbers stated above, we will charge the full amount for the minimum number of guests for that evening. 

Final numbers and the final balance payment for all food and drink arrangements are required 4 weeks before the date of hire. Numbers cannot be altered within this 4-week period leading up to the date of hire. If numbers do decrease, the amount charged for on the final invoice still applies. 

When booking the Pavilion for an evening event, we require the three closest hotel rooms to the Pavilion to also be booked by yourself or any guests attending the event. These are; Fallow Fawn, Lizzie Rose & The Rabbit Hole. The cost of these rooms can be covered by your guests. However, if you are unable to fill the rooms, these will be added to the final bill.

Please note, that once the above payments are made, refunds cannot be issued if a date is cancelled. Notification of cancellation must be in writing or sent via email subject to the matters set out below. 

Confirmation of receipt upon receiving notification by venue must be obtained.

• If the venue cancels, any sums paid will be repaid to the client and no further refunds, or compensation will be payable to the client by the venue arising from such cancellation. 

• For client cancellations 100% of the deposit will be returned if cancelled within 14 days of the signed agreement, there will be no deposit refunds after this date. 

• If the client cancels more than 6 months before the event the client will be refunded all sums paid except the deposit.

• If the client seeks to cancel their booking less than 6 months before the event the venue will use reasonable endeavours to resell the date of the event to another customer and if successfully resold, the client will be refunded all sums paid except the deposit.

• We recommend that the client considers event insurance cover for the event. 

All prices given are inclusive of VAT. If the VAT rate changes between the time of paying the deposit and the final balance, the remaining costs will be adjusted to reflect the new VAT rate. 

Please bear in mind that prices are subject to market forces and therefore we may experience increases, regardless of when the deposit is paid. We will endeavour to inform you, the client, of any changes in good time and no later than 8 weeks before your big day.

External Suppliers 

Other service providers are permitted providing we have their full name and details of the company, their employer’s liability insurance, public liability insurance, product insurance, a copy of the risk assessment & safe work and finally that all electrical equipment must have been PAT tested before being used within the venue. Please note that we do not allow smoke machines, dry ice machines or cold sparks in the venue.

The venue does not take responsibility for products and services provided by external companies and the customer is required to liaise with them directly regarding location of product and service, length of time, specific requirements and removal and collection of items. 

Details of third-party suppliers provided by the venue are intended to help in the arrangement of services to be provided in connection with your wedding. The venue does not accept responsibility for the performance of such services and any complaints should be directed to the supplier in question. 

Service providers with catering requirements (such as photographers, bands etc.) must be made aware that wedding guests will be served first. Service providers can either be added to final numbers or given an allowance to spend in the Manor House pub which will be added to your bill.

The venue does not allow external catering on the premises.

Decorations

If the client requires access to the venue outside of the agreed booking period, stipulated upon paying the deposit, there is a surcharge to hire the venue out. If decorations are considered hazardous, the venue reserves the right to remove these items from the venue. Candles used must be presented in a sensible container and the venue reserves the right to deny any decorative items that may present a hazard. 

All items and decorations must be collected by 9am the next day or these will be disposed of by the Manor House team. 

Other Information 

All food and beverages must be purchased from the venue. The venue reserves the right to confiscate any alcohol brought into the venue, and its grounds, that has been purchased elsewhere. Only you as the client will be able to run a bar tab in the venue, all other guests must pay upon ordering. 

The venue reserves the right to refuse service to anyone who they consider to be disorderly or violent. The venue reserves the right to stop any activity likely to cause damage to the venue or pose risk to the safety of people at the venue. Any abusive or dangerous behaviour may result in being asked to leave the venue. 

Clients are responsible for any damage to the property resulting from the event. Any accidental damage or breakage must be reported if and when this happens so that repairs or replacement items can be arranged. Any damage caused to the venue, its equipment, contents, fittings or grounds from misuse or negligence by you or your guests will be deemed the client’s responsibility and will be invoiced directly to the client. A guest means anyone on the premises that has been invited by the client or is connected with someone invited by the client.

The venue accepts no liability for loss or damage to personal effects or for personal injury or accident. 

We have a zero-tolerance policy on illegal substances. Illegal substances must not be brought into the venue or its grounds. Should anyone be found to be carrying or using such substances the police will be called, music and bar service will be ceased, and guests will be asked to leave immediately. 

For hygiene reasons, and for the comfort of all guests, customers with infants are required to use the baby change facilities provided.

Last orders are 11.30pm for close of service at 11:59pm, live music must finish by 11:30pm, and piped music by 11:59pm. At 12 midnight the lights will come on and staff will begin to clean and tidy up the venue, so it is advisable that guests pre-book taxis for just before 12 midnight or retire to their bedroom if they have one booked. 

Other than for urgent matters, the best form of communication is via email with your event coordinator as it is not always possible to answer calls when working on events. Email communication also ensures that requests can be agreed in writing to the benefit of both parties. 

We ask that all guests are made aware of any of our policies that directly affect their visit.