Booking Terms & Conditions - Tewkesbury Park

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:

Period of Notice	Cancellation Charge
28 days or less prior to arrival	100%
29 days – 5 months prior to arrival	90% of room hire 65% of food and beverage cost
More than 5 months prior to arrival	10%

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.

Hotel Room Reservations

All Reservations
The terms and conditions detailed below apply to all bookings whether made online at www.tewkesburypark.co.uk or made by telephone or in person.

When you make a booking, your contract will be with Tewkesbury Park. All rates are subject to availability and all bookings are taken at our discretion.

Payment
You will be asked to guarantee your booking with a debit or credit card, including your 3-digit security code. We accept American Express, MasterCard, Maestro, Visa and Visa Debit.

A full non-refundable, non-transferable payment is required for promotional, seasonal and advance purchase rates at the time of booking.

If pre-payment is not required at the time of booking, then payment is due on arrival at the hotel. All reservations will also require pre-authorisation with a credit or debit card to cover charges during your stay.

What happens if you need to cancel your booking
Bookings made via Tewkesbury Park reservation offices must be cancelled by calling 01684 272300. A cancellation reference number will be given.

Flexible rate bookings can be cancelled for a full refund up until 2pm on the day prior to arrival. Later cancellations or no-shows will be charged at the full room rate.

Promotional, all-inclusive and advance rates are non-refundable and non-transferable in the event of cancellation.

Spa cancellations need to be made at least 48 hours prior to your appointment otherwise the full treatment price will be charged, unless we manage to re-sell your appointment.

Cancellation by us
Very occasionally and for reasons beyond our control we may have to cancel your reservation. We will tell you as soon as possible and offer you an alternative accommodation of the same standard wherever possible, or offer a full refund. We regret that we cannot pay compensation or any reimbursement of any expenses or costs you may incur.

Tewkesbury Park Limited cannot accept responsibility or pay any compensation where the performance or prompt performance of the contract is prevented or affected by reason of circumstances which amount to ‘Force Majeure’. Circumstances amounting to ‘Force Majeure’ include any event which we could not foersee or avoid. Such circumstances include the destruction or damage of your accommodation through fire, flood, explosion, storm or other weather damage, break-in, criminal damage, riots or civil strife, industrial action, natural or nuclear disaster, adverse weather conditions, war or threat of war, actual or threatened terrorist activity and all similar situations beyond our control.

Rates
All rates quoted as per room per night unless otherwise stated, they are subject to availability and include VAT at 20%. Special rates quoted cannot be used in conjunction with any other discount, offer or promotion. Supplements will be applied for single and family room occupancy and when room upgrades are selected.

Children’s Policy

For babies & toddlers sharing a room with two paying adults, cots are provided free of charge, subject to availability. Please request this at time of booking.
Children aged under 12 & sharing with two paying adults will be charged at £20 per bed, per night, including breakfast.
Upgrade charges apply for larger family rooms and interconnecting rooms.
To accommodate a family in our guest bedrooms, in some cases a foldaway bed will be used.
A children’s menu is available for children up to 12 years and charged as taken. If you have any special requests for your child, we would be happy to try and accommodate these – just speak to a member of our team.

Car Parking
Car parking is complimentary subject to availability. Your room booking does not guarantee a parking space and if you find the car park is full, you will be given directions to the nearest alternative site. Parking your car is entirely at your own risk and we cannot accept any responsibility for theft or damage to your vehicle or other property.

Special Requirements
If you have any special mobility requirements please let us know at the time of booking so that we can discuss options with you. Although we have plans to make the hotel more accessible in this respect, our facilities are currently limited.
If you have hearing difficulties, please let us know so that special arrangements can be made in the case of a fire alarm.
Guide dogs are welcome at Tewkesbury Park, but please make us aware of your requirements at the time of booking.

Check In and Check Out
Check in is from 2pm and check out is 11am. If you are going to be arriving before 2pm, we will do our utmost to try and ensure that your room is ready as soon as possible. Please feel free to arrive before this time to make use of the hotel’s extensive facilities.

Health Club & Spa
General health club facilities are complementary during your stay. For reasons of health and safety, children must be accompanied when using the facilities and some facilities carry age limits.

Pets Policy
We welcome guests with dogs in our touch of class – dog-friendly rooms, which enjoy their own private, enclosed terrace, dog bed & towel, dog bowls & treats. Our dog-friendly rooms are subject to availability and dogs can only be accommodated in these rooms.

Smoking Policy
Tewkesbury Park is smoke free and penalty fees of £100 will apply if you smoke in the hotel.

Golf Group & Tour Bookings

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 group or tour 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 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 date.

The 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 during the Client’s stay. The Operator is unable to make any refund or reduction in its charges if any facility is unavailable

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

For golf groups: 10 or more bedrooms – a non-refundable deposit of £50.00 per room is required to confirm the booking. 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.
Full prepayment is required 28 days prior to arrival.

For tour groups: the Booking Agreement should be signed and returned to confirm the reservation. Final payment will be required 14 days prior to arrival.

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.

All guest will be asked to supply credit card details upon checkin if they wish to charge items to their room.

Porterage

A charge of £2.00 per luggage carried to and from guest bedrooms.

Numbers Attending

For golf group bookings, full details of guest’s name, length of stay, room requirements and any dietary requirements must be stated not less than 14 days prior to arrival, or sooner if requested.

For tour group bookings, the above information is required 28 days prior to arrival.

The Operator reserves the right to charge in full for any decrease from the numbers agreed on the Booking Agreement.

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 written permission.

Client’s use of the Venue

The Client and persons attending the Event must:
Comply with all licensing and health and safety regulations relating to the Venue.
Not bring any dangerous and hazardous items into the Venue, including any fireworks, fuel canisters, Chinese lanterns or other potentially incendiary devices.
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: an 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 the Operator’s negligence (b) preventing the supply of services to the Operator, or any other event or circumstance that is beyond the 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:

Golf group booking:

Period of Notice	Cancellation Charge
28 days or less prior to arrival	100%
29 days +	No cancellation charge

Tour group booking:

Period of Notice	Cancellation Charge
56 days or less prior to arrival	100%
56 days +	No cancellation charge

Non-Arrival

Liability

The Operator accepts no responsibility for death, bodily injury or disease of those attending/visiting the Venue, except for legal liability arising from negligence on the part of the Venue, its employees and 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 a function or staying at the hotel under the Contract. The circumstances shall ensure that the Client and guests 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 hotels 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 Operator’s legal obligations under the Data Protection Act 1998.

If the Client accepts these Terms & Conditions, the Operator then has 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.

Smoking

Under the Health Act 2006, it is a criminal offence to smoke in a place of work as from 1^st 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.

Special Requests/Accessibility Requirements

If you have any special requests, please advise us at the time of booking. We will endeavor to meet any accessibility or other needs expressed, however we regret that we cannot guarantee any request will be met unless we have written to you with specific confirmation that it will. Confirmation that a special request has been noted or passed on to the hotel or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.

If you or any member of your party has any medical problem or disability which may affect your booking, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangements. In any event, please give full details in writing at the time of booking. If the hotel reasonably feels unable to properly accommodate the particular needs of the person concerned, we must reserve the right on behalf of the hotel concerned to decline their reservation or, if full details are not given at the time of booking, cancel on behalf of the hotel when we become aware of these details.

Our venue sits atop a large hill and is set within 167 acres of undulating park land. The grounds are primarily used for golfing purposes and do not have levelled pathways available to non-golfers or golfers. The old manor house is listed and consists of many differing floor heights separated by stair cases. The main residential wing is set down a lengthy corridor and requires guests to walk down and up at least two flights of stairs. We do not have any lifts currently in operation on the site. Despite our efforts, the premises is still difficult to negotiate for those with limited mobility and certain routes are not passable by wheelchair at all. We strongly recommend you check with our reservations team before booking to ensure that we can meet all your requirements – we will make every effort to do so.

Ground floor rooms may have limited availability and cannot be guaranteed to be allocated unless booked specifically and in advance. Again it is advisable to ensure that we are fully aware of all circumstances on making the booking to ensure that we have the availability to meet your requirements in full.

Guide dogs are welcome at Tewkesbury Park; please make us aware of your requirements at the time of booking.

Acceptance of Conditions

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

Golf Tee Time Bookings Refund Policy

Online booking cancellations or alterations can only be made by e-mailing [email protected]; a cancellation confirmation email will then be issued by the golf boutique. Cancellations made by telephone, fax or in person, will not be permitted.

The person whose credit/debit card was used to make the booking is the only person able to change an online booking. A refund will only be given if a visitor booking is cancelled a minimum of 48 hours before the tee time booking and a copy of the booking confirmation email received is forwarded to [email protected].

If a tee time has been booked and the course is open and fit for play, no refunds will be issued unless 48 hours’ notice is given.

If the course is closed, no person may play on the course and all bookings will be cancelled.

It is then up to the individual(s) concerned to either:

1 – re-book their golf slots by emailing [email protected] within 48 hours of their original tee-time; pre-paid monies will be automatically transferred to the new booking OR

2 – if the individual(s) concerned is not looking to rebook then a full refund will be issued following the individual’s receipt of a cancellation email from Tewkesbury Park. The individual(s) should email [email protected] with their refund request within 48 hours of their original tee-time.

If a member/visitor/guest has booked a tee-time online but not made use of this, they will not be entitled to a refund.

Please note that golf buggy bookings are subject to suitable ground conditions on the day.

Wedding Booking

The terms & conditions apply from the date of the confirmation letter from Tewkesbury Park.

Access to the Venue & Facilities

Access to the Client’s chosen function rooms will be detailed on the contract; if earlier access is required, this must be discussed in advance with the wedding planner and is not automatically guaranteed. If any suppliers need to deliver items before the day or collect items after the event, prior arrangement would be required through the Venue’s wedding planner.

Audio Visual, Staging or Lighting

All production and AV must be pre-approved by the Venue before the event.

Bar

Bar closing time is to be agreed at the time of booking. The Venue reserves the right to withdraw bar service at their discretion. The bar is licensed until midnight for non-residents; bar service is available to residents only after this time. Under the terms of the Venue’s liquor license, non-resident guests must depart the premises no later than 1am.

Cancellations & Amendments

In the unfortunate event of a cancellation, the Venue must be notified in writing. The following cancellation charges apply:

Period of Notice	Cancellation Charge
Less than 4 months	Deposit plus 100% of anticipated revenue
4-6 months	Deposit plus 80% of anticipated revenue
More than 7 months	Deposit retained

*Anticipated revenue is based on agreed minimum numbers for food, beverage and room hire.

Accommodation

Rooms will be allocated at time of booking for guests to book with a unique booking number. Rooms that have not been booked will be automatically released 8 weeks prior to the wedding. All individual room bookings will be subject to our standard cancellation policy whereby rooms will be charged unless they are cancelled before 2pm on the day prior to arrival.

Individual Room Cancellation Charges

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

Car Parking

Complimentary parking is provided for guests in the main hotel car park at the top of the drive. The Venue does not take responsibility for vehicles or their contents parked in this area.

Confirming the Booking

A signed contract is required to confirm the booking, detailing minimum numbers and requirements, along with a non-refundable deposit of £1000.00.
Cheques should be made payable to Tewkesbury Park Ltd.
Once the contract has been signed, the deposit is payable within 14 days. If it remains unpaid after this period, the Venue reserves the right to release the booking without prior notice.

Corkage

Corkage is not allowed on the premises and food and drink is not permitted to be brought into the hotel.

Credit Cards

Diners Club is not accepted for the payment of function bills.

Damage

The Client is responsible for all allocated rooms during the period of the booking. Any damage to the rooms or their contents incurred as a result of the Client’s, their guests’ or suppliers’ acts or omissions will result in a charge to the Client to remedy such damage. The Venue reserves the right to escort any guests from the premises who, in the opinion of the management, are causing excessive disruption or damage.

Data Protection Act 1998

Any information held by the Operator about the Client will be dealt with in accordance with the Operator’s legal obligations under the Data Protection Act 1998. Acceptance 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.

Entertainment and Dancing

If a Client organises their own entertainment, the hotel must receive Public Liability Insurance Certificates before the date of the event.
Please note that fireworks are permitted at Tewkesbury Park with prior consent, but the Venue does not allow Chinese lanterns.

Facilities

The facilities available to the function will be agreed at the time of booking. No exclusive use of the whole venue is guaranteed unless stated and the Operator retains the right to use other parts of the buildings for other business. Tewkesbury Park will treat each event separately and ensure that concurrent events do not have a detrimental impact on each other.

Final Confirmation of Guests

Final numbers are required no later than 14 days before the wedding and should not be less than the minimum number agreed at the time of booking, otherwise a penalty will be incurred. Please take note of the minimum numbers shown in the contract as this is the minimum that will be charged for. The amount payable by the Client shall be calculated based on this final number or on the numbers attending the function, whichever is greater. No reduction can be made after the event should the numbers fall lower on the day of the wedding.

Health & Safety

The Client is responsible for ensuring all external contractors, e.g. discos/entertainers, are fully insured and can show proof of all health & safety and public liability documentation required by the management of the Venue.

Hire Equipment

The Venue will provide all standard furniture, crockery, cutlery, glassware and white linen for the event. If alternatives are desired, this should be discussed with the Venue’s wedding planner who can advise on hire charges for this.

Insurance

For peace of mind it is recommended that Clients take out their own personal event insurance. The hotel is not liable for any loss or damage to property owned or in the custody of the Client or their guests.The Client will be liable for any loss of or damage to any hotel property or premises which is caused by themselves, their guests or third party suppliers employed by them.

Invoicing and Payment

Deposit payment required for confirmation of booking – £1000.00

21 days prior to the wedding – a final pro forma invoice will be sent to the Client showing all pre-payments and deposits made in advance. Full and clear payment is required at this point; if not received the hotel reserves the right to cancel the event. Cheques are to be made payable to Tewkesbury Park Ltd.

Liability

The hotel will not be liable for any failure or delay in providing facilities, services, food or beverage as a result of events or matters beyond its control (including and not limited to fire, storm, explosion, flood, act of God, action of Government agency, shortage of materials or goods, strike or lockout). Should the hotel, for any reason beyond its control, need to change the event arrangements then it will use all reasonable endeavours to offer the client alternative comparable facilities at no additional cost or liability. In these circumstances the client may accept the alternative facilities or decide to cancel the contract and accept the returned deposit and any other monies paid in advance. This is the limit of the hotel’s responsibility.
Where possible, the Venue will assist in the storage of equipment etc, but such items remain the responsibility of the Client at all times.
The Venue reserves the right to withdraw any menu items or wines listed and offer an alternative choice.

Licensing Hours

Music must finish by midnight.

Photographs

There are many locations available to have photographs taken in the gardens and grounds. The Client and their guests are asked to take special care when having photographs taken around the golf course.

Smoking

Smoking is not permitted in any of the public areas and bedrooms at Tewkesbury Park.

Tasting

A complimentary tasting for the Bride and Groom is offered as part of the room hire charge.

Taxis

The Venue recommends that any taxis that are required at the end of the evening are booked in advance.

Show Rounds and Viewings

Viewings of the function rooms and bedrooms are by appointment only and subject to availability

VAT

VAT is inclusive at the current rate of 20%. Should the Government alter this rate, it will be adjusted accordingly.

Golf, Wellness & Resort Membership

These terms and conditions come into force as of 1^st March 2026 and replace all previous terms, conditions, rules and regulations.

INTRODUCTION

Part A – terms and conditions of membership

All members are bound by these terms and conditions.

Part B – rules and regulations for using facilities

All members are bound by these rules and regulations. They are necessary to make sure that we continue to offer an enjoyable and safe environment for our members, Tewkesbury Park Team, guests and visitors.

These terms and conditions apply at all times and cannot be varied under any circumstances.

PART A – TERMS AND CONDITIONS OF MEMBERSHIP

Definitions that apply to Part A

“You” – means the resort, golf or wellness member
“We and us” – Tewkesbury Park Ltd

Membership categories

7-Day Membership applies Monday to Sunday

5-Day Membership applies Monday to Friday

Under 25 Membership applies Monday to Sunday and is available to anyone under the age of 25 on 1^st March, i.e. at the start of the relevant membership year. Proof of ID is required.

Joint Membership is available for two people, who live at the same property; proof of address is required.

Resort Membership gives full access to all golf and wellness facilities for the days relevant to your membership category.

Golf-only Membership is only available for members, who were members of this category before the start of the 2026/27 membership year.

Membership fees & length of membership

All membership fees are payable to “Tewkesbury Park Ltd”.

Your membership will only begin when payment has been received for the relevant year/month, at which point you can begin using the facilities. When joining, you will be required to have your photograph taken, which allows us to check your identity when you enjoy the facilities.

2.1 Annual membership

Annual membership can only be renewed at the beginning of the membership year and to qualify, must be renewed on or before 31^st March by making one non-refundable payment. For annual members, the 12-month membership period will begin on the day the annual payment is made, up to and including 31^st March.

Any new members who join after the 31^st March each year will be charged the recurring monthly fee rates until the start of the new membership year.
Annual fee wellness-only or golf-only members cannot upgrade to resort membership part-way through the membership year by adding golf or wellness respectively; a monthly golf or wellness membership must be taken as a separate membership until the end of the membership year.

2.2 Monthly membership

Monthly membership fees are taken on 1^st of each month as a recurring payment (Continuous Payment Authority) using your 16-digit debit or credit card number. Once you’ve signed up to renew your membership, you can make your first secure payment, which will be valid until the end of March and calculated pro rata based on the number of remaining days in the month of March.

Your card of choice will then be registered for recurring payments, and it will be charged on an ongoing basis on 1^st of each month for subsequent monthly payments. If your card fails to charge, your membership access will be automatically suspended and you will receive an email inviting you to retry making the payment or to update your card details through your online profile.

If you are issued with a new bank card, you must register this in your membership account, so that future payments will continue to be taken without interruption.

Membership QR code

Once you’ve paid for your annual or monthly recurring membership, you will be provided with a unique QR code, which must be used each time you use the golf or wellness facilities, or wish to make a resort purchase with your membership discount. We reserve the right to refuse entry, or use of any of our facilities, to anyone failing to produce their actual membership QR code. Your membership is personal to you and cannot be transferred to another person. You must not share your QR code with another person. To protect all of our members, we may ask to see another form of identification (besides your QR code) before we allow you to use the facilities. If another person uses your QR code, we reserve the right to terminate your membership with immediate effect or to suspend your access to and use of our facilities for a reasonable period of time, so that further enquiries can be made into the situation.

Joint membership

Joint membership can be enjoyed by two people, who live in the same property. Proof of address is required.

For joint membership, both members must have the same type of membership, if they elect to have joint golf membership only or joint wellness membership only. In the case of a mixed membership, at least one member must have resort membership. To be clear, it is not possible to have two members, one of whom has golf-only and the other wellness-only.

Equally, both members must have common 5-day or 7-day membership. It is not possible for one joint member to have a 5-day membership and the other a 7-day membership.

Both members will have their own membership profile and unique membership QR code, and will be subject to the membership terms & conditions.
Joint membership payments are taken as a combined payment, with the payment linked to the lead member.

If either member chooses to end their membership, they must notify our golf & wellness team, who will move the remaining member to the relevant single membership category. As per the terms of section 9 “Ending your membership”, 14 days’ notice will be required and our team will then be able to facilitate the change in membership category for the remaining member; membership fees will then be updated accordingly.

Golf insurance cover & levies

All golf & resort members benefit from golf insurance cover and levies payments included in their membership fees.

Member discount

Resort members enjoy a 20% discount – and golf-only and wellness-only members enjoy a 10% discount – on spa treatments, as well as food & beverage purchases for themselves.

Unique membership QR codes will be scanned as proof of a valid membership at the time of purchase. The discount does not apply to:

booking banqueting events, and / or
multiple purchases on behalf of a group, and / or
purchases or treatments for anyone other than that particular member.

Changing your membership category

If you are a recurring monthly member and wish to change your membership category, you will need to speak with our golf & wellness team, who can action this for you. The change in membership category will be effective from the 1^st of the next calendar month and your recurring monthly payments will then be updated accordingly.

Please note that if you are looking to change to joint membership, you will both need to sign up in person at the golf & wellness reception, as proof of shared address will need to be provided.

If you are an annual member, it is not possible to change membership categories during the membership year. If you have annual golf or wellness membership, you can only upgrade to resort membership at the end of the membership year. A monthly membership for either golf or wellness would need to be taken as a separate membership until that point.

If you pay upfront for an annual membership, you cannot move to joint membership during the membership year.

Suspending your membership

If you pay by recurring monthly payments, choosing to suspend your membership is effectively the same as choosing to end it; the terms of section 9 therefore apply.

If you are an annual member, you can suspend your membership if you are suffering from a medical condition which means you are unable to use the golf or wellness facilities (this does not include pregnancy but does include a medical condition that arises during pregnancy). You will need to provide us with a suitable level of documentary evidence of any such condition. The suspension will take effect from the date we receive such documentary evidence and we will then extend your membership by the period of time for which the suspension lasts.

If you need to suspend your annual membership due to a medical condition, you will need to notify us of this in writing and supply the suitable documentary evidence:

by email to [email protected] or [email protected];or
by post to Tewkesbury Park, Lincoln Green Lane, Tewkesbury, GL20 7DN.

If you are a joint member and one of you needs to suspend your annual membership:
• you can suspend your membership and that of your joint member;
• you can suspend just your own membership, leaving that of your joint member active. In this scenario, the remaining joint member’s membership would move to the relevant individual membership category for the period of the suspension, and associated membership fee be charged accordingly. Our golf & wellness team would help to organise this change.

You must make sure that we have received the membership suspension request and you must retain proof of such notice having been provided. The suspension will not take effect until we have received your written request.

For example:
• if you send us your suspension request by post, send it by recorded delivery (we will have to sign the delivery notice when we receive it);
• if you send us your request by email, ask for a delivery receipt.

Your membership will automatically restart at the end of the suspension. Suspending your membership is not the same as ending your membership.

Ending your membership

If you choose to end your membership – whether this is at the end of the membership year for annual members, or at the end of a calendar month for monthly recurring members – we ask for you to provide 14 days’ notice.

We ask for notice to be provided by email to [email protected] or [email protected] ; if any evidence or documentation is required, you can provide them as attachments to the email.

Notice provided via email will be deemed received with immediate effect. We strongly advise that you ask for a delivery receipt.

We will confirm we have received your notice within 7 days of receiving it. If you do not receive this confirmation within 7 days, you must immediately let us know so that we can check whether we have received it.

If any current golf member chooses not to renew for this membership year, or ends their membership and later wishes to rejoin, only resort membership will be available to them after 31st March 2026.

From time to time, we will need to contact you about your membership, so it is important you keep your contact phone number and email address up to date on your membership portal. If we need to give notice to you for any reason, this will be deemed effective if we send it to the email address we have in the records we hold about you.

Once your membership has ended, you can no longer use any golf or wellness facilities.

Ending your membership early – annual members

Annual members can end their membership early if:

you are suffering from a medical condition which means you are unable to use the resort, golf or wellness facilities (this does not include pregnancy, but does include a medical condition that arises during pregnancy);
• you lose your employment or are declared insolvent;
• your residential address changes to a location which is more than 25 miles from Tewkesbury Park;

Your membership will end on the last day of the month in which we receive your notice or your suitable evidence, whichever we receive later, and we will refund the balance of any fees you have already paid.

If you are a joint member and need to end your annual membership early, please discuss this with the golf & wellness team. Joint membership can only continue if both members have an active membership, so the remaining member would need to transfer to the relevant individual membership category, with membership fees adjusted accordingly.

Cancelling your membership

We will not tolerate our staff or other members being verbally abused, intimidated or physically threatened. If we find this to be the case, we have the right to report you to the police, to ban you immediately and to cancel your membership. We may also cancel your membership in the following circumstances:

If you repeatedly break this membership agreement and you do not or cannot put it right within seven days of us writing to you about it.
If, with your knowledge or permission, another person uses your membership QR code to access the facilities or any membership benefits.
If you use rude or abusive language, or behave or threaten to behave in a violent or aggressive way
If we receive a legitimate complaint about your behaviour, or if you persistently behave inappropriately.
If we believe that your continued membership is not in the interests of other members, we have the right to suspend your membership.

You have the right to appeal against the decision in writing to our general manager. If we are not able to resolve the issue following your appeal, we have the right to cancel your membership. If we cancel your membership for any of the above reasons, we have the right to keep a proportion of the money you have paid under this agreement to cover any reasonable costs we have had to pay. We will also not accept any future applications you make for membership to Tewkesbury Park and you will not be allowed to enter the resort as a guest or for any other reason.

If your monthly recurring payment cannot be processed

If you pay by monthly recurring payment and the payment fails for any reason, your membership access will be automatically suspended. You will then receive an email from us inviting you to retry the payment through your online profile, or to update your bank card details if the card has expired/incorrect details have been entered. Once payment has been received, you will automatically regain access to the facilities.

Changing your membership fees and this agreement

We may increase membership fees each year on the anniversary of our membership year, which runs from 1^st March to the last day in February the following year. We will make every reasonable effort to give you sufficient written notice (sent by email) of any fee increase.

As well as the increase described above, we have the right to increase membership fees at any time to take account of any increase in the rate of VAT, currently at 20%. We will make every reasonable effort to give you sufficient notice of any increase.

We may make reasonable changes to this agreement, to these terms and conditions in Part A and to the rules and regulations in Part B at any time, as long as we give you notice before we make the changes.

Making changes to wellness facilities, services and activities

We have the right to increase, reduce or withdraw certain facilities, services or activities either permanently or temporarily (for example, to carry out cleaning, repairs, maintenance or security work) and will give you as much notice of this as is reasonably possible.
If the wellness facilities are closed for more than 7 days in a row and we do not provide another facility (this may be a facility with fewer services or a temporary facility) onsite or somewhere up to 10 miles away, we will credit a percentage of your membership fees – which relate to the period that the facilities are unavailable – at the start of the new membership year or membership month, excluding the initial 7 days. If you have recurring monthly membership, your next payment will be adjusted to account for the time lost.

We will display details of the opening and closing times on our website and notify you of changes by email. Opening times may vary during the Christmas period and on other bank holidays. We will always provide as much notice as possible if we reduce the opening hours of our wellness facilities.

Complaints

We are committed to making sure our members are satisfied with the service we provide, but we are realistic enough to know that things don’t go according to plan all the time. If you have a complaint, we want to know about it as soon as possible so that we may fully investigate and resolve it.

If you have a complaint, please raise this with a member of the golf and wellness team. If you are not satisfied with their response, please then raise this with the duty manager and if you are still unsatisfied, please contact either our hotel manager or general manager.

Liability

We do not accept liability for damage or loss to your property or a guest’s property that may happen on the premises or within the resort grounds, other than the liability which arises from our negligence or our failure to take reasonable care.

We do not accept liability for the injury or death of any member, child or guest that may happen on the premises or within the resort, other than the liability which arises from our negligence or our failure to take reasonable care. We restrict our liability for death and personal injury to the fullest extent permissible in law.

Nothing in these terms and conditions is meant to limit any rights you might have as a consumer.

Data protection

We will deal with all information we hold about you in line with our privacy policy, which is available on our website: tewkesburypark.co.uk. If you want to know what information we hold about you, or you want us to correct any information we hold about you, please speak with a member of our team.

Children

We welcome children, but require them to behave appropriately. They must not put themselves or other people in danger, or prevent other members or guests from enjoying the facilities. If your child is behaving unreasonably, we have the right to speak to you or the child about this. If your child continues to behave unreasonably, whether on one visit, or over a number of visits, we will try to resolve the issue by meeting with you. If we cannot resolve the issue during the meeting, we have the right to suspend them from using the facilities. If we suspend your child from using the facilities and you want to appeal against this, you must appeal in writing to our general manager.

PART B – RULES AND REGULATIONS FOR USING RESORT FACILITIES

Definitions that apply to part B

“You” – means the resort, golf or wellness member
“We and us” – means Tewkesbury Park Ltd.

Safety

As your safety is our main priority, we do not allow crockery or glasses into the wellness facilities unless we have organised this.
We do not allow animals – except for assistance dogs – in the wellness facilities.

To protect the safety of all members and guests, you must pay particular attention to all signs relating to health and safety; please speak to one of our team if you do not understand a notice or sign.

Fire exits are clearly marked throughout the resort. If there is a fire or if you hear the fire alarm, you should make your way out of the facilities through the nearest possible exit to the advertised assembly point in the car park.

If you suffer an accident or injury on our premises, you must report it and the circumstances under which it happened to the duty manager immediately. You should not use the wellness facilities if you have an infectious illness or condition and should inform a member of our team or your class instructor if you have any health problems. For your safety, when using the racquet facilities, you must wear appropriate footwear for the playing surface and appropriate clothing should be worn at all times for all wellness & golf activities.

For legal and health reasons, you must not smoke while using any of the wellness facilities and smoking of any sort, including the use of smoking simulating devices, is not permitted within any of the resort’s buildings.

While you are in the resort, we expect you to behave appropriately, respectfully and politely, and dress appropriately at all times. We can prevent you from entering the facilities or ask you to leave if we think that your behaviour or appearance is not suitable.

Our wellness facility, by its very nature, includes areas where surfaces may become slippery or wet. All users of our facilities are reminded of this and urged to exercise caution at all times, especially when moving around our pool, spa and sauna facilities.

Checking in prior to using the facilities

Before using the golf or wellness facilities, all members are expected to check in at the golf & wellness reception by scanning their membership QR code.

Health and safety of children

Children aged 15 or under must not use the sauna, steam room or hot tub.

For safety reasons, the gym is not accessible to those under 16.

Children aged eight or over must use the men’s or women’s changing rooms, according to their gender declared at birth.

Any under 25s, who are looking to use the wellness facilities, will need Under 25s membership, with the exception of under 4s, who can swim for free with their adult member.

Car park

You are only entitled to use the car park while you are using the wellness or resort facilities. You must park only in the spaces in our car park. If you do not have a disabled badge, you must not park in the spaces reserved for disabled badge holders. We do not guarantee that car parking is available at all times. You park in the car park at your own risk. We do not accept liability for any loss or damage to your car, or personal belongings in it, while you are parked in our car park.

Swimming pool, sauna, hot tub and steam room

For health and hygiene reasons, all bathers are required to shower before entering the pool, steam room, sauna and hot tub and again after using any of the thermal areas.

You must always follow the pool, hot tub, sauna and steam room rules and guidelines displayed on the notices in the facilities, as well as any guidelines our team give you.

There is a strict “no diving” rule in the pool, as it is not deep enough to allow this.

We may reserve the pool at certain times for adult-only swimming or aqua-aerobics classes. We will always try to let you know beforehand about these sessions by putting details on the wellness timetable.

You are not allowed to use fins, flippers, lilos, radios or similar devices capable of producing sound in or near to the pool, hot tub, steam room or sauna. You are not allowed to shave, exfoliate, use oils or conditioners or eat in the pool, hot tub, steam room or sauna.

Children aged three and under must wear swimming nappies at all times whilst in or near to the pool.

When using the pool, children must be supervised as follows:
Under 4s – 1 adult per child
Under 8s and non-swimmers under 16 – 1 adult per 2 children
Children aged 14 and under must be accompanied and supervised in the pool and the pool area by a member over the age of 18.

The pool is not monitored by a lifeguard and users are reminded that they use the facilities entirely at their own risk.

You should not use the sauna, steam room or hot tub for longer than the recommended time and should not use at all if you have cardiovascular-related health problems.

Floors may be slippery when wet and all users are asked to take care when entering the pool, sauna & hot tub. Users must always use the steps and hand rails provided.

All users are asked to be seated on a towel in the sauna and to place used towels in the laundry bins provided. The sauna is provided with an electrical supply. Do not under any circumstances attempt to pour any water, or other liquids, onto the electrically-heated coals, as this will cause a fire hazard.

Lockers

You bring all personal belongings to the wellness facilities at your own risk. We do not accept legal responsibility for any loss or damage to these items. We ask all members to place their belongings in the lockers provided when using the facilities to ensure that the changing area is tidy for all of our members and guests to enjoy. If you leave your belongings in a locker overnight, we have the right to remove your belongings. You can claim the belongings we have removed from the wellness reception for up to two weeks after we remove them. After this time, we will not be responsible for the belongings. If you find lost property, you must hand it into the wellness reception immediately. We will hold items for two weeks only before giving them to charity.

Gym and wellness facilities

Our aim is to make you feel better, and we try to make this as much fun as possible. We know that everyone has different aims, levels of skill, tolerance and fitness. Before you start using the gym or fitness equipment, we will ask you to complete a physical activity readiness questionnaire (PARQ) and have a supervised gym induction session with one of our team. If you have concerns about your physical condition, you must not do strenuous physical activities without first getting medical advice. To make sure you get the most from every activity that you do in the safest possible way, you should always make sure that you warm up properly and take time to cool down after your activity. You should not take part in any physical activity that you may not be fit for. You are responsible for monitoring your own condition during physical activity. You should tell a member of the team when you join about anything that is relevant to your physical condition. You should continue to keep this information up to date throughout your membership. If you suffer any unusual symptoms, you must immediately stop the activity and tell any member of the team.

Please wipe down any gym equipment after use, using the disinfectant wipes provided.

Wellness classes

Classes are included in membership fees, provided they meet the qualifying membership types/times, and can be booked online through your membership portal. To help ensure fair access to wellness classes for all members, we ask that bookings are cancelled at least 24 hours in advance, if you are unable to attend. This will allow others to take your place. Of course, on rare occasions there will be extenuating circumstances causing a last-minute cancellation, but these need to be few. Cancellations will be monitored and any member, who fails to register their cancellation with the required timescale, or does not turn up on three occasions during a three-month period, will have their booking privileges withdrawn until a penalty of £30 is paid.

Racquet sports facilities

Squash and tennis courts can be booked online through your membership portal.

Tee times

Tee times and competition tee times should continue to be booked through the appropriate members’ golf software. Please ensure that you check in at the golf & wellness reception before beginning your round.

To help ensure fair access to tee times for all members, we ask that bookings are cancelled at least 24 hours in advance, if you are unable to play. This will allow others to take your place. Of course, on rare occasions there will be extenuating circumstances causing a last-minute cancellation, but these need to be few. Cancellations will be monitored and any member, who fails to register their cancellation with the required timescale, or does not turn up on three occasions during a three-month period, will have their booking privileges withdrawn until a penalty of £30 is paid.

Bag tags

Resort and Golf only Members should always display your golf bag tag for course marshal checking.

Photographs and videos

You may take photographs and video recordings for your own personal use provided that you keep to these rules:

You must not take photographs or videos of any children under 18 other than your own.
Anyone who appears in your photographs or videos must be aware that you are filming them and you must get their permission first.
You must not take photographs or video recordings in a changing area, pool, sauna, steam room, hot tub, or toilet.
If another member or guest is unhappy that you are filming them and makes a complaint to us, we may ask you to show us any images which you have taken and to delete them if appropriate.
If a member of our team asks you to stop filming or taking photographs, you must do so.

Other rules

All wellness memberships include one towel provided per member per visit. Any additional towel will be charged at £1 per towel, payable at the time of use. No discount is available on charges levied for towels.