Accommodation Terms & Conditions

Booking Terms for occupation of Accommodation v. October 2023

These terms and conditions intend to clarify certain aspects of the booking process and to protect all parties, setting out a clear understanding of contractual obligations of both the Client and the Company when confirming a booking. Should you have any questions please speak with us before agreeing.

Definitions

“Company” or “We” means a partnership trading as Woodstock Weddings and Events and associated accommodation (vat registration 2991463 58). Woodstock lodge, Corban Lane, York YO32 2AA

“Client “or “you” means the person booking, paying for and/or staying in the Accommodation.

“Booking” or “Reservation” means the booking for the Accommodation and not including the wedding venue hire terms and conditions which are provided separately.

“Contract” means the booking and these terms, and any other terms and conditions stated to apply to the booking.

“Accommodation” means the premises for which your booking is made.

The terms and conditions apply when you reserve a room (Accommodation) at Woodstock whether directly for yourself as Venue hirer or for third parties using the room at the approval of the Company and yourselves.

We reserve the right to amend these terms and conditions at any time. The terms and conditions that apply to your booking will be those in place on the date that you make your reservation.

The terms apply to any third party you have authorised and with our consent to occupy the room as per your booking confirmation.

The Accommodation may be included in your venue hire package and terms of payments are provided on your invoice OR The Accommodation may be separately provided to you/your guests directly and paid by them subject to these terms and conditions. We will try to accommodate any special requests; all rooms are subject to availability.

You must be at least 18 years old to make an Accommodation Booking.

No Booking shall be treated as confirmed until details and /or payment /deposit described in this agreement have been provided. We will confirm our acceptance of your Reservation either by sending you an email to the email address or by post that you provide during the Reservation.

Details of all occupants will need to be provided no later than 2 weeks prior to your occupation date.

The contract between us for the provision of the Accommodation and any additional services added to your Reservation will be formed when you receive this email confirmation from us.

Check-in time on the day of your arrival is 2pm unless there are occasions beyond our control that may cause some delay. Rooms must be vacated by 10 am on the day of departure unless otherwise agreed. Failure to leave your room by this time will result in late check -out charges of £25 per half hour.

Guests will be asked to complete a registration form providing proof of identity and a credit/debit card upon check in (acceptable forms of ID are passport, driving license, ID card or police warrant card.

A continental breakfast is included in the Accommodation charge. In addition, there is a complimentary mini bar that will be stocked with bottled beer, prosecco and soft drinks upon arrival, and the volume provided is included within your room charge. To keep within licensing laws any alcohol stored in your room or vehicles cannot be consumed in the venue. Failure to comply to this rule will result in you being asked to leave the premises.

Damage, Breakages and Unacceptable behaviour.

In respect of the local community and our licensing terms, noise levels must be kept to a maximum of 34 decibels within each room to adhere to the local environment laws.

No more than 2 adults per room at any time unless agreed by the Company. Only the guests that have booked the Accommodation may occupy the rooms at any time without exception. You must not exceed the maximum occupancy for the room allocated to you.

No pets are permitted with in the Accommodation with the exception of assistance dogs.

Open fires, hazardous materials or equipment BBQs or smoking or any other appliances that may set off the fire alarm is strictly not permitted within the Accommodation or garden areas (a smoking area is provided within the confines of the communal area for you to use.

No tampering with the fire alarms or emergency equipment, remove, damage or destroy the Company’s property.

Any breach of these terms and the occupants will be asked to vacate the Accommodation and will incur a £250 charge.

Please take care and respect our property and Accommodation, the Woodstock estate, and other guests and our team members for everyone’s continued enjoyment of our Venue. You are liable for damages, breakages, and unacceptable behaviour. Please report any breakages or damage as soon as they occur. We do not normally charge for minor breakages or damage but will invoice for a break or damage we deem significant. This includes extra cleaning costs & loss of revenue if we are unable to re-let your room the night following your stay.

We reserve the right to refuse Accommodation (or related services) or remove you and members of your party from Woodstock, if in our reasonable opinion, we consider this provision to have been breached. Where this is the case, we shall have no obligation to refund you for lost Accommodation, other services or any loss or expense incurred.

Evacuation

In event of a fire alarm, please vacate the Accommodation and immediately gather at the fire assembly point area located within the carpark. Leave all belongings behind and do not re-enter the building until you are told by the Safety Marshall to do so.

Venue events

Please be aware as your Accommodation is booked in relation to the event you are attending, you will experience noise levels from the music and other guests, as your Accommodation is within a short distance to the venue.

Your information

We process information about you that you provide when making the reservation and each room must have the individual guest details that are occupying the rooms as well as the Venue hirer in relation to the Accommodation in accordance with our Privacy Policy www.woodstockweddingsandevents.co.uk By providing this information, you warrant that all information provided by you is accurate.

Parking

All customers have access to free parking on our private car park left at the car owners’ risk, and request where possible one car per room booked or car share where possible for multiple rooms. We ask that all cars vacate the carpark by 10am following an event unless otherwise agreed with the Company management.

Yours and our right to cancel the Accommodation.

All rooms are booked in relation to the venue hire, and therefore any cancellation or in the event of a cancellation the Accommodation will automatically be cancelled as per the terms and conditions of the venue hire.

If you cancel the Booking for any reason, no refunds will be provided unless we are able to rebook the Accommodation with other guests attending your event, or a replacement event in the venue. If we do rebook, but at a lower price we will refund all monies paid except for the difference in price, to reflect our lost income.

You may wish to take out cancellation insurance. You may not be entitled to cancel or withdraw from your reservation with a refund (full or partial)

Very occasionally, we may need to cancel your booking. Depending on the circumstances of the cancellation, you might be given a full refund:

(1) Wewillusereasonableendeavourstotrytorelocateanyconfirmedbookingscancelledbyus to an alternative similar standard accommodation provider.
(2) Wemaycancelyourreservationatanytimewithimmediateeffectbygivingyouwritten notice (includes email) if:

You do not pay us when you are required to do so; or You break contract between us in any material way.

If we cancel your reservation where you are at fault, we reserve our legal rights in respect of your breach of contract, and we will not refund any of the money you paid for the Accommodation.
(3) Wemayalsocancelyourreservationifaneventoutsideofourcontrol(includinglockdown, other government requirements/declaration, epidemic, pandemic, acts of gods, explosions, fire, flooding and failure of power and /or water supplies or emergency evacuation means

we are unable to make your room available to you. We will not be liable or responsible for any loss incurred by such failure to perform, or delay in performance of, any of our obligations that is caused by an event outside of our control.

Our liability

We do not seek to exclude our liability for liability for death and personal injury arising from our negligence or that of our employees, nor fraudulent misrepresentations by us or our employees.

We do not accept liability for failure to meet any of our obligations where such failure is due to events beyond our reasonable control.

If we breach these terms and conditions for reasons within our control, we shall only be liable for losses which are direct losses and reasonably foreseeable consequence of such breach. We shall not be liable whether in contract, tort (including negligence or for breach of statutory duty or in any other way, for any indirect or consequential losses including: Loss of income, sales or revenue; Loss of business; Business interruption; Loss of profits or contracts; Loss of data; Loss of reputation and /or goodwill; or wasted management or office time.

Where we are liable to you (save as prohibited by applicable law) our maximum liability to you whether in contract, tort (including negligence) or for breach of statutory duty shall in no event exceed the price of your reservation.

The company does not accept responsibility for loss or damage to any items of value (including and not limited to cash, jewellery and electronic items such as laptops, cameras and phones) unless deposited with our reception team for safe keeping. In any event, our maximum liability for lost or damaged property is limited to £50 per item and £100 per guest.

Severability and Waiver

If any part of these terms and conditions is deemed invalid, illegal or for any reason unenforceable then that part will be deemed deleted and will not affect the validity and enforceability of the remaining parts. Any failure by us to enforce our rights or remedies under these terms and conditions or otherwise shall not be construed as a waiver by us of those or any other rights and remedies. All rights not expressly granted in these terms and conditions are reserved.

Applicable law

These terms and conditions, their subject matter and formation (and any contractual disputes or claims) are governed by and construed in accordance with English law. We agree that the courts of England and Wales will have exclusive jurisdiction over any claim arising from or related to your reservation and /or stay at Woodstock weddings and events.

If you require further information or have any questions regarding these terms and conditions then please email info@woodstockweddings.co.uk or call 07904931931.

Please complete and sign your acceptance confirming your agreement of the terms and conditions in regards to the Booking of the accommodation at Woodstock weddings and events.

Names of event Hirer.........................................................Date of the event.........

Signed.........................................................Print name............................ Date..........

Signed ...................................................... Janice fowler on behalf of Woodstock Weddings and Events