Meetings & Events

Definitions:

AGREEMENT – Means this agreement between the Operator and the Client incorporating these terms whereby the Operator has agreed to make the Venue available to provide the Services for the benefit of the Client at the Event in return for the Client paying the Price.This Agreement consists of the Contract and these Terms.
EVENT – the conference or meeting booked and specified in the Booking Agreement.
EVENT DATE – the date of the Event booked and specified in the Booking Agreement.
OPERATOR – Tewkesbury Park Ltd.(Company Number 08845735) Trading as: Tewkesbury Park, registered office: Tewkesbury Park, Lincoln Green Lane, Tewkesbury, Gloucestershire, GL20 7DN.
PRICE- The Price payable to the Operator by the Client as set out in the Booking Agreement.
SERVICES – The Service set out in the Contract or maybe agreed in writing between the Operator and the Client.
VENUE – Means Tewkesbury Park

General

The Client appoints the Operator to supply Services at the Venue on the Event dateThe Person signing for and on behalf of the Client warrants the Operator that he/she has the authority to do so.The Operator is unable to guarantee that all of the many facilities will be available for use during the Client’s stay. The Operator is unable to make any refund or reduction in its charges if any facility is unavailableIf the Client has any special dietary or other requirements, full detail must be given before confirming the booking.The Client shall not be entitled to assign the Booking to any other third party or utilise the venue facilities other than for the purpose stated without the Operator’s prior approval.The Operator has taken all reasonable steps to ensure all information contained in its brochures, collateral and marketing literature and tariff is correct and accurate. It reserves the right to alter, substitute or withdraw any service, facility or amenity without notice if necessary.This Agreement shall be subject to the Law of England.

Deposits & Charges

The Booking shall be provisional until the Contract has been signed and dated by both parties and returned to the Operator within 7 days (or such period as is specified in the Booking Agreement) whereupon it shall be a confirmed reservation. A deposit of 50 % of the estimated total revenue of the Event is to be paid as indicated on the Contract.  If a deposit is not paid within 28 days of the issue of the Booking Agreement, the Operator may, at its sole discretion, cancel the booking and the Venue shall be entitled to make other use of the facilities on the Event date.Where credit has not been granted, the balance of the payment is to be paid 28 days prior to the event.For all Events with a value of £1000 or less, full payment will be required to confirm the booking and no credit facilities will be offered.If there are any queries on any part of the invoice, the Client will pay the undisputed balance of the sum owing on the date due and the remainder on resolution of the query.The Operator reserves the right to withdraw credit facilities without notice.

Numbers Attending

The Client shall give final numbers of the guests attending the Event when requested by the Operator and in any case not less than 14 days before the Event date; the acceptance of any increases will be at the discretion of the Operator.For accommodation bookings, full details of guest’s names, length of stay and room requirements must be stated not less than 28 days prior to arrival or sooner if requested.The Operator reserves the right to charge in full for any decrease from the numbers agreed on the Booking AgreementThe Operator may relocate the Event to a more appropriate room if a decrease in numbers occurs.

Advertising

If the General Public are to be admitted to the Event, the Client should not use the name or trademark of the Operator without prior permission

Client’s Use of the Venue

The Client and persons attending the Event must:
Comply with licensing and health and safety regulations relating to the Venue.
Not bring any dangerous and hazardous items into the venue.
Not consume food or drink that the Venue has not supplied without prior permission from the Venue.

Cancellation by the Operator

In limited circumstances, the Operator may cancel the Event and will not be liable for any losses incurred directly or indirectly as a result. Such circumstances include: act of God, war, insurrection, riot, civil commotion, act or threat of terrorism, lightning, earthquake, fire, flood storm or extreme weather conditions, dispute with employees, order of any public or utility authority, legal action against the hotel (a) not resulting from Operator’s  negligence (b) preventing the supply of services to the Operator, or any other event or circumstance to the extent that fairly it is beyond reasonable control of the Operator . Any deposits already paid by the Client will be refunded by the Operator and the Operator’s obligations to the Client will be limited to the refund of any deposits held.

Cancellation by the Client

Once the Contract is signed, the Event is classed as a confirmed booking and the following cancellation charges will apply:

Individual Room Cancellation Charges

For 1-3 bedrooms, no charge if informed before 2pm on the day prior to arrival; a full cancellation charge will be payable after this time.
For 4+ bedrooms, a full cancellation charge is applicable if cancelled within 14 days of the event.

Non Arrival

The Operator reserves the right to charge the Client for any loss of profit or revenue due to the non-arrival or substantial reduction in the numbers confirmed for the Services the Operator is unable to re-sell or re-use.

Liability

The Operator accepts no responsibility for death, bodily injury or disease arising from any cause whatsoever of persons attending / visiting the venue, except for legal liability arising due to the negligence if the Venue, itsemployees or  representatives.The Client hereby undertakes to indemnify the Operator for any damages to the premises or property whether owned or not by the Venue, caused by the actions or activities of any persons attending or visiting a function, staying at the hotel or guests of anyone using the hotel under the contract. The circumstances shall ensure that the Client or attendee and guest of the Client observe a high standard of behaviour at all times and the Venue reserves the right to expel or remove any guests or attendees behaving in a manner it regards at its own discretion, as detrimental to the standing of the Venue or likely to cause inconvenience or annoyance to other hotel guests or users. In the event of such actions by the Venue, the Venue shall not be obliged to pay compensation or make any refunds to the client.

Data Protection Act 1998

Any information held by the Operator about the Client will be dealt with in accordance with the Operators legal obligations under the Data Protection Act 1998Acceptance of these Terms & Conditions gives the Operator permission to add the Client’s details to the Operator’s general marketing database. For corporate clients this acknowledgement relates to the directors or other senior executives whose details have been provided to the Operator.The Operator may send the client newsletters and information about activities which it believes may be of interest to the Client. If the Client would prefer not to receive the information please let the Operator know.

Acceptance of Conditions

Unless otherwise expressly agreed by the Operator, all bookings accepted by the Venue are subject to the foregoing Terms and Conditions.

Smoking

Under the Health Act 2006, it is a criminal offence to smoke in a place of work as from 1st July 2007. Designated areas at the Venue are available for smokers.  Offenders may be liable to prosecution and / or a charge, for the cost of cleaning all soft furnishings to remove the odour of tobacco.