Terms and Conditions
Definitions “the Hotel” or “we” is the company Ufford Park Woodbridge, Hotel, Golf and Spa. “The Client” or “you” is the organising body, company or organiser responsible for arrangements and payment of the event and will be stated on the Contract/Terms of Business document. “The Contract or Terms of Business” means a legal binding agreement between the Hotel and the Client for a specific booking or series of bookings. These Terms and Conditions will form part of the Contract/Terms of Business together with any other terms stated in the Contract. The Contract is non-assignable and will be governed by English law.
1. Booking Confirmation
1.1 All bookings are considered provisional until the hotel receives a signed copy of this Terms of Business and any applicable deposit from the client. If we do not receive the signed Terms of Business within 14 days, the Hotel reserves the right to release the provisional booking and re-let the facilities. Thereafter clause 5.2 will apply.
1.2 Email confirmations are not deemed confirmed unless supported by full credit card details.
2.1 All price rates include VAT at the standard rate unless otherwise specified. Charges will be adjusted if there is an alteration in the VAT rates.
2.2 All prices are as quoted and no other discount; promotion or rewards scheme may be applied in respect of the booking.
2.3 All prices are subject to change until confirmed by the hotels authorised signature of Terms of Business as detailed in the booking confirmation.
3.1 All rooms, facilities and rates offered by the Hotel are subject to availability at the time of booking and shall be at the discretion of the Hotel Manager.
4.1 The Client shall be required to provide the guest/ participant numbers attending at the time of booking. The Hotel will disclose the minimum number required by the Client for the facilities and venue. The Hotels minimum charge for facilities booked will be based on the minimum number.
4.2 At least 35 days prior to arrival the Client will provide the Hotel with an up to date guest/ participant numbers and if appropriate a rooming list.
4.3 At least 14 days prior to arrival, the Client will provide the Hotel with the final guest/ participant numbers. The final charge to the Client will be calculated based on the minimum numbers as provided in clause 4.1 above or the actual number attending whichever is the higher on the condition that such higher number shall not exceed 15% of the minimum number.
4.4 If any reduction is made by the Client to the final numbers less than 14 days prior to arrival, the hotel may charge the Client 50% of the per head charge for each guest/ participant not attending. If less than 7 days prior notice is given each non attending guest/ participant will be charged to the Client at the full price per head.
4.5 In the event of a reduction in the numbers booked the Hotel reserves the right at any time up to 14 days prior to arrival to relocate the booking to a suitable alternative facility or accommodation within the hotel, without being liable to the Client for such changes.
5.1 Deposits are payable for bookings as follows unless otherwise varied or waived by the Hotel in writing. Deposit amounts are as follows:
5.1.1 The initial deposit for a Wedding is £500.00; 2nd deposit £1500 and final outstanding balance.
5.1.2 Deposit for a Christmas party is £15.00 per person.
5.1.3 Deposit for Christmas Day lunch is £25.00 per person.
5.1.4 Deposit for any other function will be 10% of estimated revenue at the time of booking, with full payment 14 days prior to arrival of the function.
5.1.5 Full payment for New Year’s Eve booking will be required at the time of booking.
5.2 Failure to pay a deposit within 14 days of being requested to do so entitles the hotel to treat the booking as cancelled.
5.3 The Hotel reserves the right to offset the deposit held (other than the non-refundable deposit) against cancellation charges.
6.1 Without prejudice to clause 5 (as above), all other payments or outstanding invoices must be settled prior to departure from the Hotel. (To include any additional food, beverage or services provided upon request by one of it’s guests or representatives).
6.2 Payment may be made by cash, cheque or such credit or debit cards as are recognised by the Hotel. Vouchers issued by the hotel cannot be used by the client towards payment of any charges arising from the booking.
6.3 At least 3 working days are required to process credit and debit card payments and 5 working days to process cheque payments.
6.4 Credit facilities are available for corporate accounts but not to private individuals. The Hotel requires at least 4 weeks’ notice prior to arrival to arrange credit facilities and reserves the right to refuse credit. Credit will only be offered to companies that will be using the Hotel extensively and not on just one occasion. Accounts must not exceed the agreed credit limit at any time.
6.5 Credit accounts are payable on the receipt of invoice within 30 days after the date of invoice. All invoices are quoted and payable in pounds sterling.
6.6 Credit accounts will become overdue if not paid within 30 days, whereupon further credit applications may be refused.
6.7 All sums payable are due for payment on presentation of invoice. In the event of any query relating to the invoice, the Client must notify the Hotel immediately upon presentation of the invoice or in any case in writing, such notice to be received by the Hotel no later than 2 working days from the date of the invoice, failing which the invoice shall be deemed to be correct.
6.8 The Hotel may charge interest at the rate of 2% above the Bank of Scotland base lending rate, from time to time, on any outstanding balance such interest to accrue after as before judgement.
6.9 Wedding payments: Deposit of £500.00 is required along with the signed contract to secure the day, 6 months prior to the date of the wedding a second payment of £1500.00 will be require and the final balance no later than 42 days prior to the event along with final numbers. Failing to adhere to this policy may result in cancelling the whole event and retaining the deposit and any other payments.
7. Cancellation or postponement
7.1 Cancellations by the Client must be in writing and will result in the charges below becoming due.
4 weeks or under - 100% of the total expected income, 5-12 weeks – 50% of the total expected income, 13 weeks or more a £50 administration fee will be paid.
7.2 The Hotel will try to re-let the allocated rooms and a reduction of the cancellation charge (excluding the non-refundable deposits) may be made if the Hotel is successful.
7.3 The Client will also be the subject to the above rate of cancellation charges for bedrooms reserved by the booking which are not taken up or cancelled. Unless the bedrooms are re-let, the client will be charged the full rate of the bedrooms vacated early for the remaining period of such booking.
7.4 In the case of postponements the Hotel shall be at liberty to levy an administration charge of 10% of the estimated total cost of the booking. The Client shall inform the Hotel of the alternative date(s) of the booking, subject to availability, whereupon all deposits paid shall be credited to the alternate booking date(s).
7.5 The Client agrees to reimburse the hotel for any costs incurred by it arising from the consequential cancellation or postponement of the Hotel’s arrangements with third parties.
7.6 VAT charges are not applicable on cancellation charges.
8. Changes and Cancellation by the Hotel
8.1 The Hotel may, without prior notice, change the clients assigned room(s) for one(s) of equal suitability with affecting any minimum or other charge.
8.2 The Hotel may cancel the booking at any time and without liability to the Client if;
8.2.1 The Client is more 14 days in arrears with payment to the Hotel.
8.2.2 The Client is unable to pay its debts as they fall due whether to the hotel or any third parties.
8.2.3 Any part of the Hotel is closed or unable to operate for any reason beyond the Hotels control.
8.2.4 The Hotel or any part thereof is disposed by way of assignment, transfer or sale or;
8.2.5 The Hotel is designated for alternate use.
8.3 If the Hotel cancels the booking for a reason other than set out in clause 8.2 then it will endeavour (without obligation or liability) to provide alternative facilities at another Hotel of similar or comparable standard subject to the Client not changing its booking requirements.
8.4 During periods of adverse weather such as heavy snow and rain the hotel where possible will remain open and events will still take place. Should the Client, a guest or representative choose not to attend refunds cannot be offered.
9. Arrival and Departure
9.1 Meeting rooms, conference facilities, event space, exhibition rooms, banqueting rooms and wedding reception rooms will be available as per the clients booking requirements. Extensions for early arrival or late departures must be agreed with the Hotel prior to the event and a supplementary charge may be applied.
9.2 Bedrooms are usually available from 2.00pm local time on the day of arrival and must be vacated by 11.00am local time on the day of departure.
10. Etiquette and Controls
10.1 The Hotel reserves the right to judge the acceptable levels of noise or behaviour of the Client, guests, representatives or invitees and the Client must take all steps necessary for corrective action as requested by the Hotel. In the event of failure, refusal or neglect in complying with management requests, the Hotel may immediately terminate the booking or stop any event without being liable for any refund or compensation.
10.2 It is the policy of the Hotel not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, age, ethnic origin or disability. The Client, its employees, guests, representatives, invitees, and all contractors engaged by the hotel or on behalf of the Client are expected to adhere to this policy and the Hotel may, without incurring any liability, remove from the Hotel any person(s) offending against policy.
10.3 The Hotel and the event it hosts are subject to statutory controls including those relating to fire, licensing, entertainment, health and safety and hygiene. These may be strictly observed by the Client, its employees, guests, representatives, invitees, and all contractors engaged by or on behalf of the Client.
10.4 Prior written consent of the hotel must be obtained for any entertainment or services contracted by the client or for any display to be affixed or placed within the hotel or its premises. All displays must comply with statutory codes and regulations.
11. External Purchases
11.1 No wines, spirits, beers or food may be brought into the Hotel or its premises by the Client, its employees, guests, representative’s invitees or contractors for consumption or sale on the premises without the prior express written consent of the Hotel and for which a charge may be made by the Hotel.
11.2 In the case of a wedding booking or banqueting and special occasion bookings, the Client may supply their own wedding or celebration cakes.
12.1 Other than for death or personal injury caused by the negligence of the Hotel, the Hotels liability to the Client, its guests, representatives and third party contractors in the aggregate is limited, to the price of the booking.
12.2 Unless the Hotel is liable under clause 12.1 the client agrees to indemnify the hotel from and against any and all liability and any claims, costs, demands, proceedings and damages resulting or arising from the booking and/or caused by the Client, its employees, guests, representatives, invitees or contractors.
12.3 The Hotel will not be liable for failure to perform its obligations here under to the extent that such failure is caused by any factor beyond its reasonable control.
12.4 The Hotel does not accept any responsibility for damage to, or theft from, or theft of vehicles parked in the car park.
12.5 The Hotel does not accept any responsibility for the clients personal property nor those of its guests, employees, representatives, invitees, or contractors including gifts, presents, seminar, conference, exhibition or other corporate presentation material or such other items brought by the Client, its employees, guests, representatives, invitees, or contractors to the Hotel. The Hotel may, at the request of the client, provide personnel to help to assist in carrying, directing, placing, installing or setting up (as the case may be) the Client’s property. In such an instance, the Client acknowledges and accepts that the client shall remain responsible for the Client’s property and shall not hold the hotel liable in any manner whatsoever.
12.6 The Client is responsible for any damage caused to the allocated rooms, its furnishings, utensils, fixtures and fittings and equipment in such rooms by any act, omission, default or neglect of the Client, its guests, employees, representatives, invitees or contractors and shall pay to the Hotel on demand the amount required to make good or remedy such damage.
13. Internet Facilities
13.1 Internet facilities are provided by third party providers. Where these facilities are made available the Client acknowledges that there may be disruption to the connection without prior notice and the Hotel shall not be liable whatsoever for such disruption. The Client further undertakes not to use the facility for any fraudulent purpose or in connection with any criminal offence or in contravention of any licence and will indemnify the hotel against any claim demand suit prosecution arising therefrom.
14.1 The Hotels name, telephone and facsimile numbers, logo, website address, and derivatives shall not be used in any advertising or publicity without the express prior written consent of the company directors.
14.2 The booking is not assignable by the Client without the prior written consent of the company which consent may be granted or refused at the absolute discretion of the Hotel, with or without imposition of an administration fee.
14.3 The information provided by the Client may be processed by Ufford Park Ltd for the purposes it has notified to the data protection registrar. By confirming the booking, the Client consents to this processing of the information,
14.4 In the interest of safety of guests, food and drinks are strictly prohibited from the dance area. In the event of any spillage of food or drinks on the dance floor, guests are to inform any member of the hotel staff immediately.
14.5 Any comment or complaint must be made at the hotel at the time of the event so the matter may be resolved immediately but in any case within 2 days from the date of the event, failing which, the hotel is not obliged or liable to attend or remedy the complaint.
14.6 Any notice is required to be sent under the terms of this TERMS OF BUSINESS must be in writing.
14.7 These terms are deemed incorporate the general terms of business, copies of which are available on request or which may be accessed via our website. In the event of any inconsistency the terms of this agreement will prevail.
14.8 These terms will be construed in accordance with English law and the hotel and client submit to the exclusive jurisdiction of the English Courts.
An individual confirmed accommodation booking cancelled less than 48 hours prior to arrival, or a non-arrival, will be charged for the confirmed value of the entire stay.
Variation of confirmed bookings
The Hotel reserves the right at its own discretion to treat as a cancellation;
Any variation being: a reduction of 10% or more of the confirmed numbers or value; any postponement of the confirmed booking date. If the variation is a reduction of 10% or more of the confirmed booking the Hotel may provide a more appropriate room.
The Client agrees to pay the hotel for any food or beverage or other services not provided for in this contract but made available upon request of the Client or one of its guests or representatives, unless the Hotel has received specific instruction in writing that such services are only provided on the basis of direct cash settlement by the guest or attendee.
Installation of fixtures
If you wish to install any fixtures such as balloon walkways, star cloth, fairy lights etc. you must seek written permission from the Hotel’s General Manager prior to placing any orders. The Hotel will not be held liable for costs in the event that this procedure has not been followed and, may require the removal of the fixtures that we have not authorised
Collection of items
Any items used to dress the functions suite/area or brought in by the Client independently of the Hotel should be collected within 24 hours of the event ending. After this time the Hotel will dispose of any items not collected without notifying the Client and may charge for storage. The Hotel will not be liable for any loss or damages.