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Well House Manor - Events and Conferences - terms and conditions (v1.2)

Introduction


These are the general terms and conditions for the hire of conference rooms and for event booking at 48 Spa Road, Melksham, SN12 7NY (Well House Manor) and apply to all such bookings contracts entered into by Well House Consultants of 404, The Spa, Melksham, SN12 6QL, owners and operators of Well House Manor, unless varied by prior written agreement. These terms and conditions are subject to English law.

The term "we" means "Well House Consultants" and "you" refers to the client who makes the booking throughout this document. In the event of a booking being made by several parties, each of these parties will be fully responsible for these terms.

See Hotelterms for terms and conditions for accommodation
This page is our terms and conditions for events and conferences
See Courseterms for terms and conditions for training courses

Bookings


1.1 All bookings are subject to the availability of rooms and other facilities, and at our sole discretion we may decline bookings even if facilities would be available.

1.2 Provisional bookings may be made by email, telephone, fax, post, Skype or in person. We will usually hold our facilities available for you to confirm your booking within 72 hours of making the provisional booking; this period may be shortened or unavailable if you're booking at short notice or have failed to confirm previous provisional bookings or have a poor payment record.

1.3 Room and event bookings are secured upon receipt of your official order or other form of booking against which Well House Consultants can invoice, and a deposit of 25% of the room hire charge. Your bookings must include an invoice address, contact details, and a clear statement of the facilities to be booked and the time period for which they are to be occupied, including setup and breakdown time.

1.4 Your booking will be confirmed in writing to you. It is your responsibility to check that the dates and facilities listed are correct, and notify us of any error within 5 working days.

1.5 We reserve the right to request full payment of the balance of the hire and service charges prior to the start of the event, but we are happy to extent credit to well established organizations placing official orders, subject to our sole discretion.

1.6 Payment may be made by credit or debit card (we accept Visa, Mastercard, American Express and Maestro), by cheque, by BACS transfer, or in cash.

Our responsibilities


2.1 We will provide you with the facilities you have ordered, set up and available for your use from the time that your booking commences through to the end time of your booking. Conference room(s) will be laid out in Board, training, exhibition, theater or other mode, as per your request.

2.2 You are welcome to arrange for deliveries, garments and personal belongings of the organizer or persons attending Events at Well House Manor premises up to 2 days ahead of the start of your event. However, we shall not be liable for any loss of or damage to such items occurring on our premises.

2.3 We will provide catering and service as requested, at times / with menus booked.

2.4 Our conference rooms and main door are accessed via a keycard system. At your request, we can set the doors to general (open) access or to access only by designated cardholders. Conference rooms doors can be secured overnight, but please note that we do not provide insurance for your personal or business goods whilst on site.

2.5 Well House Manor is fitted with wired and wireless internet access throughout, which you are welcome to use subject to our AUP (Acceptable User Policy). This is printed in our hotel information pack and prohibits bulk emailing, distribution of computer viruses, and downloading of obscene and illegal material.

2.6 We will bring the emergency exits, fire alarm system and fire assembly point to your attention at the start of your hire. It is then your responsibility to ring these arrangements to the attention of your staff and guests.

2.7 It is your responsibility to vacate the premises by the end time of the booking. However, if you wish to extend your booking we'll make every endeavor to be of assistance.

Your responsibilities


3.1 As hirer, you are responsible for any damage caused by your self, your agents or guests at your event and for any consequential loss that follows. We may ask to see proof of insurance.

3.2 You will leave Well House Manor with all equipment, documentation and other goods you brought with you or had delivered prior to and during your event. We anticipate some wear and tear, and although we ask you to leave Well House Manor tidy, we do not ask you to clean it such that it's ready for the next booking.

3.3 Well House Manor has a no smoking policy throughout and we request that you and your guests conform to this policy.

3.4 We are unlicensed, but you are welcome to bring your own alcoholic drinks with you provided that you do not charge your guests for them (licensing law limitation). We usually provide coffee and other service, including breakfast, lunches and dinners as agreed at booking time.

3.5 Well House Manor is set in a quiet area of Melksham, and we ask you to show respect for our neighbors - to arrive and leave quietly, and to park in the car parking spaces provided rather than in neighboring streets, for example.

3.6 Nothing may be fixed to walls, ceilings, floor or pillars of any room by nails, screws, drawing pins, tape or other means without prior written permission. Nothing shall be placed in such a position that it hinders access to the main or fire exits. You shall not sub-license or share occupation of the facilities hired.

3.7 We request that you do not bring any dangerous materials or goods with you. We reserve the right to refuse to let you use certain equipment, and it is your responsibility to obtain any necessary licenses for equipment you bring on to site.

3.8 You are responsible for ensuring there is no illegal betting or gaming.

3.9 The use of Well House Manor premises does not carry any endorsement by the Well House Consultants and none shall be claimed or implied by you.

3.10 We have limited facilities for animals and children. Children are welcome at events but cannot stay overnight. Dogs are welcome with guests by prior arrangement; please ask about other animals.

3.11 If we find that any of the above requirements is not being respected, we'll bring it to the attention of the organizer. If, in our opinion, the problem persists we reserve the right to terminate the booking; in such circumstances, the booking fee remains payable in full.

Catering


4.1 By prior arrangement we can provide catering services (except alcoholic drinks) at prior agreed times. Please let us know your requirements in good time, and please notify us of any special dietary requests. We will make every reasonable attempt to meet special requests, but we'll be less likely able to do so if we receive little or no notice, and we reserve the right to decline to supply catering for such needs.

4.2 Sale of food and drink by hirers, or their guests or agents, for consumption on site is by prior arrangement only.

Cancellations


5.1 If you need to cancel, please let us know as soon as possible. You will be asked to confirm your cancellation in writing (on receipt of which the cancellation becomes effective) and we'll confirm that we have received your notice.

5.2 Should you cancel the event one week or more prior to the time it is due to start, your 25% deposit will not be refunded but you'll owe us nothing more. If you cancel with more than 2 working days (but less that one week's) notice, you'll be subject to a total charge of 50% of the booking value. Less than two working days notice, and the total charges are payable.

5.3 If it appears that any one of the following applies:
i) The Event is of a different nature to that confirmed by you.
ii) The Event may be illegal.
iii) The Event may bring bad publicity or disrepute upon us.
iv) It is possible that you may not be able to honor your obligations under the Contract.
v) The number of attendees may exceed capacity
vi) You fail to pay any required deposit
vii) You breach any of the conditions of these signed Conditions of Booking
we reserve the right to cancel your booking with immediate effect. In such an event any payment made may be retained at our sole discretion, and we may invoice you for additional costs as if you had cancelled your booking at that point.

5.4 We do not usually cancel courses, room hires or event bookings for other reasons. If we have to do so in exceptional circumstances, we will fully refund all monies you have paid to us, and that will be the limit of our legal liability.

Updated December 2008 & September 2016 (added 4.2)

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© WELL HOUSE CONSULTANTS LTD., 2017: Well House Manor • 48 Spa Road • Melksham, Wiltshire • United Kingdom • SN12 7NY
PH: 01144 1225 708225 • FAX: 01144 1225 793803 • EMAIL: info@wellho.net • WEB: http://www.wellho.net • SKYPE: wellho

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