Terms and Conditions
Terms and Conditions for Private Functions and Corporate Events, Facilities and Services
Charges and Payments
1 The company requires a minimum of 14 days notice, prior to arrival to arrange any credit account facilities and reserves the right to refuse credit.
Credit Accounts must not exceed their given set credit limit at any time.
2 Payment is due for credit accounts 14 days after the date of invoice. Payment must be made in pounds sterling and is payable to Hawkstone Park Limited.
3 In the event of payment becoming overdue, interest at 2.5% per annum above the current Company bank base rate may be added to your account.
4 A non-refundable deposit is required for all events, which will be requested in writing by the Company.
Confirmation by the Client
5 All bookings will be considered as provisional until a written letter of confirmation and a monetary deposit from the client has been received by the Company. Once the written confirmation/deposit has been received all such facilities, services, food and beverage reserved on your behalf will be subject to these Terms and Conditions.
6 Written confirmation of an event must be sent by the client and received by the Company within 14 days of the initial booking. If this confirmation is not received by the Company within this period, the Company reserves the right to release the provisional booking and re-let the facilities.
7 Final numbers for any event must be advised to the Company, preferably in writing, 48 working hours prior to the arrival of an event. These numbers will be the minimum numbers for which a Client will be charged.
Amendment by the Client
8 Amendments to guest numbers and/or arrangements must be confirmed to the Company in writing by the client.
9 Reductions in the duration or original value of the booking by a client shall be subject to the Company’s Cancellation Policy
10 Should a reduction of 10% or more occur to an original booking, the Company will first endeavour to resell any facilities and services released. In the event of the released facilities and services not being re-sold, then any reductions of 10% or more will be subject to the Company’s Cancellation Policy.
Cancellation by the Client
11 In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at anytime prior to the event, the Company will make every effort to re-sell the facilities and services on your behalf. The Company’s Cancellation Policy is:-
3 months or more prior to arrival - 50% of the anticipated revenue
2 months prior to arrival - 75% of anticipated revenue
1 month prior to arrival - 100% of anticipated revenue
12 Any cancellation, postponement or partial cancellation should be advised to the Company Senior Manager, in the first instance verbally. We also request that cancellations are put in writing by the client to the Company.
13 Definitive cancellation charges can only be confirmed to you after the intended date of your event, when we shall reduce the charges accordingly to any alternative business we have been able to secure on your behalf.
Amendments or Cancellation by the Company
14 Should the Company for any reasons beyond our control need to make any amendments to your booking, we reserve the right to offer an alternative choice of facilities.
15 Should the client make significant changes to a confirmed programme of the event or expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by the Company.
16 The Company reserves the right to cancel a booking at any time:
(a) If the booking might in the opinion of the Company, prejudice the reputation of the Company
(b) If the client is more than 30 days in arrears of previous payments to either this Company or a Company within our group.
(c) If the Company becomes aware of any alterations in the clients
Arrivals/Departures
17 The bedroom accommodation is available from 2.00 pm on the day of arrival, and must be vacated by 11.00 am on the day of departure. Specific alternative arrangements can be made with the Company by prior notification only.
18 Meeting rooms will be made available from the time shown on the Company’s written confirmation of the event, and you will be expected to vacate by the end of that period. If required, the Company will do its best to accommodate you with any extensions, however this may not always be possible. Where the Company is able to accommodate you with an extension, then additional reasonable charges may be made.
General
19 The Company reserves the right to approve any externally arranged entertainment, services or activities you have arranged, and we cannot accept liability for any resultant cost.
20 Should any of the delegates at your event be unable to correct any aspect of poor behaviour or activities unacceptable to the Company, then the Company reserves the right to terminate your stay. Should this occur, no monies will be refunded to you. The Company’s Duty Manager’s decision is final.
21 The costs of repairing any damages caused to the Company’s property contents or grounds by any of your guests must be reimbursed in full to the Company by the client.
22 No wines, spirits or foods brought into the Company premises may be consumed. Exceptions must be agreed in writing by the Company and client prior to the event.
23 The Company will not be liable for any failure to provide or delay in providing facilities, services, food or beverages as a result of events or matters outside our control.
24 The Company’s name/logo may be used in publicity, once a proof of the promotional material has been agreed with the Company’s Senior Management.
25 The client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and the requirements of the Company Management.
26 The Company has legal responsibilities with regard to licensing and statutory regulations, and requires the client to fulfil their obligations in this respect.
27 We are concerned for your Health an Safety while on Company premises, and therefore we require you to obtain written approval from us if you wish to fix items to the walls, floors or ceilings.
28 Prices quoted include Vat unless otherwise specified. This shall be at the rate prevailing when the letter of confirmation was prepared and is subject to alteration should the rate change.
29 Insurance can be arranged through the relevant agencies to protect you and your event against cancellation or abandonment with a minimum sum insured based on the anticipated income to the Company. Insurance can also cover non-appearance of speakers or delegates, property damage, third party bodily injury and third party damage. The Company does not accept liability for any of these circumstances.
Terms and Conditions
For Golf breaks, bed and breakfast bookings and golf society events
All tariffs are per person per night, unless otherwise stated, and are subject to alternation without notice
All tariffs include Value Added Tax at the current rate of 17.5%
Bookings/Deposits
A non-refundable deposit is to be received by the Company no later than fourteen days after booking, in order to confirm the space being reserved. Failure of receipt of such will deem the booking void.
Residential Golf Breaks: £25.00 per person
Golf Societies: £10.00 per person
Bed and Breakfast: £25.00 per room
Final payment for all bookings is made prior to arrival or on departure
Cancellation Policy
Cancellation of group bookings for accommodation, golf societies, dinners or dinner dances:
3 months prior to arrival 50%
2 months prior to arrival 75%
1 month or less prior to arrival 100%
The customer shall notify the Company of the final numbers preferably in writing, not less than 48 hours prior to the event. The numbers we have at that time are considered to be the minimum chargeable numbers for the event.
The Company reserves the right to move all bookings to alternative locations with the Company Estate as appropriate
Hotel Restaurant
The Hawkstone Restaurant operates a dress code whereby T-shirts and trainers are not acceptable and only smart denim may be worn.
Guests are requested to refrain from smoking in the Hotel Restaurant.
Golf
Bonafide handicap certificates are required for the Hawkstone and Championship courses.
We regret that there will be no reduction in tariff due to inclement weather and/or greens maintenance
