Terms and Conditions
TERMS AND CONDITIONS 2007 In these Terms and Conditions: ‘The Hotel’ signifies the Ponsbourne Park Hotel, Newgate Street Village, Herts. SG13 8QT (owned by Tesco Stores Ltd.) ‘The Client’ signifies the person/organisers responsible for the booking of and payment of the event at the Ponsbourne Park. Booking Information Any booking is considered provisional until the Hotel receives a signed copy of these Terms and written confirmation of booking details from the Client. Receipt of the above by the Hotel will be deemed to be the Client’s acceptance of the Terms and Conditions. The hotel reserves the right to re-sell the facilities discussed should the above not be received within 14 days from the initial enquiry/booking letter. Deposits A £500.00 deposit is requested at the time of booking, with the outstanding balance required 28 days before the event date. Cheques should be made payable to ‘Ponsbourne Park’. Deposits are non-transferable and non refundable Numbers Provisional minimum numbers will be requested at the time of booking. At least 30 days prior to arrival, the Client will provide the Hotel with expected guest numbers.  These will form the basis for the Pro-Forma Invoice for final payment at least one month before the event date. The ultimate charge to the Client will be calculated using the final number confirmed to the Hotel at the latest 72 hours before the event or the actual number of attendees on the day, whichever is the greater, provided that the Hotel’s minimum requirements are exceeded. Ponsbourne Park Minimum Numbers: The Carlile Suite can cater for 75 - 90 sit down for the Wedding Breakfast on Round Tables of 8 / 12 guests – subject to room plans The Carlile and Garden Suites can cater for 100 - 180 for evening parties The minimum numbers for the Wedding Breakfast required are as follows: 75 Adult guests for the Wedding Breakfast An evening Buffet must be provided for at least 75% of the total number of guests attending. Should guest numbers expected fall below the above minimum requirements, full charges for Meals and Drinks will be levied. Accommodation Any bedrooms booked are available from 2.00pm on the day of arrival and must be vacated by 10.00am on the day of departure. Cancellations must be notified by Noon on the day before arrival or Full Charges will apply Residential room charges must be paid prior to departure. Corkage No food or beverages may be brought into the Hotel or its grounds by the Client or guests for the consumption or sale on the premises without the express written consent of the Hotel.  Corkage charges are £16.75 per bottle of Table Wine / £31.50 per bottle of Champagne or Sparkling Wine. Civil Ceremonies The Hotel has approval for Wedding Ceremonies to be held on the premises for £250.00 fixed room hire rate as detailed within the Wedding Brochure.  It should however be noted that the Client’s Marriage on the premises is dependent upon: the attendance of the Superintendent Registrar and the Registrar for the District, and the issue of the Authority / Authorities for Marriage by the Superintendent Registrar to whom Notice of Marriage was given. The organisation and payment for the above is solely the responsibility of the Client. Contractual Services Prior consent must be obtained by the Client from the Hotel before any entertainment or contractual services are booked. Written approval is required from the Hotel prior to the fixing of any decoration or displays to the walls, doors, pillars, floors and ceilings.  Fire Exits may not be blocked nor covered. The Client will ensure that those agreed outside services will report to the Manager on duty on arrival.  The Hotel reserves the right to refuse entry to any stated outside service with good reason. Cancellation Policy For any guest cancellations, after the 72 hour deadline, the full Package Price agreed by both parties will be charged irrespective of minimum numbers and with no exceptions. For function cancellations, the following charges will apply: Up to 12 Months                   Full deposit shall be non-returnable nor non-transferable. Less than 12 - 6 Months        Full deposit shall be forfeited and a charge of 50% of the Pro-Forma Invoice Total shall be levied. Less than 6 Months               Full deposit shall be forfeited and the maximum charge as per the Pro-Forma Invoice shall be levied. Changes and Cancellation by the Hotel The Hotel reserves the right, without prior notice, to change the Client’s assigned room/s for one/s of equal suitability without affecting any minimum or other charge. The Hotel may change / cancel the booking at any time and without liability to the Client, if: The Client is unable to pay its debts according to invoices provided and their noted timescales, or if the Hotel becomes aware of any changes to the Client’s financial situation. The Client makes any significant changes to the programme or expected number of guests, that may result in amendments in the agreed rates and / or facilities offered by the Hotel. If the booking might, in the opinion of the Hotel, prejudice the reputation of the Hotel. Any part of the Hotel is closed or unable to operate for any reason beyond the Hotel’s control. If the Hotel cancels the booking for a reason other than those stipulated above, then it will use all reasonable endeavours to provide alternative facilities in another hotel.  The Hotel’s liability to the Client shall be no greater than the amount paid by the Client to the hotel in respect of any booking. Prices and Payment Prices quoted are subject to variation up to 16 weeks prior to event date, after which, except for Client changes, they may only vary due to reasons outside the Hotel’s control (i.e. Vat), in which case the Client will be notified immediately.  In such event, the Client will have the right to cancel the booking without cost. Payment is by cash, cheque or credit cards that are recognised by the hotel. Credit facilities are not available. Prices advertised are per person, per menu, but are not applicable where the Client chooses variations or additions in the menu. For larger parties it is impractical to have variations in menu between guests. Children aged between 3 and 10 years will be charged 50% of the adult price agreed, unless a child’s special menu is chosen. Children below the age of 3 years are free of charge. The Hotel holds a Liquor License until 12.00am on Fridays / Saturdays and 11.30pm on Sundays. For pre-agreed extended hours the following charges apply: 12.00am until 1.00am  - £300.00 - Friday/Saturday £1,575.00 Room Hire charge including Bar License to midnight (11.30pm Sundays) Any amendments to attendees and / or arrangements must be confirmed to the hotel in writing. Full Balance, as shown on the pro forma , must be paid 30 days prior to the function date. Etiquette and Controls The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client and Guests and the Client must take all steps necessary for corrective action.  In the event of failure to comply, the Hotel reserves the right to cancel the booking or terminate any event without being liable for any refund or compensation. It is the Hotel’s policy not to discriminate on the grounds of race, colour, nationality, ethnic origin, creed, sex, marital status or disability.  The Client and its guests are expected to comply with this policy and the Hotel reserves the right to remove from the premises any person/s offending against the policy, again without incurring any liability. The Hotel and all events held within the premises and grounds are subject to statutory controls, including those relating to fire, licensing and entertainment, and must be strictly observed by the Client and Guests. Damage and Liability Other than for death or personal injury caused by negligence, the Hotel and its employees will not be liable for any loss, damage or expenses to any person or object however caused. Unless the Hotel is liable under the above clause, the Client will indemnify the Hotel from and against any and all liability and any claims, costs, demands, proceedings and damages resulting from the event, the Client and its guests and any outside service contractor. The Client is responsible for any damage caused to the allocated rooms and bedrooms, furnishings and equipment in them by any act or neglect of the Client and its guests and any outside service contractor and shall pay the Hotel on demand the amount required to rectify the damage.  A Credit Card Number or blank Cheque is required for holding and will be charged accordingly. The hotel operates a non-smoking policy in all areas except the Bar areas (this being the Garden Room Bar).  Guests are reminded that should smoking persist or damage occur from burning cigarettes/matches, these guests will be asked to vacate the property and damages will be charged. The hotel cannot accept responsibility for any belongings left unattended during or after any event.

Ponsbourne Park, Newgate Street Village. Hertfordshire, SG13 8QT  Tel 01707 876191 Fax 01707 875190  enquiries@ponsbournepark.co.uk

Registered Office:  Tesco Stores Ltd., Tesco House, Delamare Road, Cheshunt, Herts. EN8 9SL. Registered in England No 3942522

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