These Terms and Conditions form an integral part of your agreement with Swancar Farm Country House Ltd for the Event you have asked us to host and provide for you. By signing the Booking Form you will agree to these Terms and Conditions and Schedules 1, 2 and 3.
In these Terms and Conditions unless otherwise stated:
Agreement: means the contract created between you and us for the provision of the Event in accordance with condition 1 and comprising these Terms and Conditions, the Booking Form and any variations agreed in writing between you and us.
Agreement Date: has the meaning given in condition 1.1.
Booking Form: means our standard booking form completed by you setting out certain key details about the Event. Please note that the details provided on the Booking Form are incorporated into the Agreement and may only be varied in accordance with condition 3.
Cancellation Insurance: means a policy of insurance in relation to the Event.
Catering: means the provision by us of food and beverages at the Event as agreed by us and you and recorded in the Running Order.
Codes of Conduct: means any rules or codes of conduct which are notified to you or provided to you by us and which are to be observed by you and your guests when at the Venue.
Cooling Off Period: a period of 14 days from the Agreement Date in which you may cancel the Agreement in accordance with condition 1.4.
Initial Deposit: as set out in the Booking Form to be paid by you to us on entering into the Agreement which is non-refundable after the Cooling Off Period has passed.
Second Deposit: is the non-refundable fee, as set out in condition 13.6, to be paid by you to us 3 months after the date upon which you sign the Booking Form.
Third Deposit: means the non-refundable fee, as set in condition 13.6, to be paid by you to us by no later than 6 months prior to the Event Date.
Due Date: means the date stated on any invoice issued by us to you under or in connection with the Agreement as being the date for payment of that invoice.
Estimate: in relation to the Event, any estimate or illustration which is provided by us to you in writing setting out proposed guest numbers, menus and other catering arrangements, venue fees and any other items or services to be provided by us in relation to the Event together with our charges based on those details.
Event: means the wedding or other function described in the Booking Form to be held at the Venue.
Event Date: means the date upon which the Event is to take place as stated in the Booking Form.
Extras: means any goods and/or services which we agree to provide to you in relation to the Event in addition to the provision of the Venue, the Catering and Standard Goods and/or Services as agreed by us and you and recorded in the Running Order.
Final Date: means the date which is 28 days before the Event Date.
Final Invoice: means our final invoice to you prior to the Event setting out all our costs for providing the Event and which is payable in accordance with condition 13.6.
Hirer, “you” or “your”: means the person(s), firm(s) or company(s) who or which completes and signs the Booking Form and enters into the Agreement with us.
Incidental Costs: has the meaning given in condition 10.4
Interest: means the interest payable on any amount to be paid to us under the Agreement and which is not paid by the Due Date and which shall be calculated on a daily basis at the rate of 4% above the Bank of England base rate from the day after the Due Date until payment is made.
Provider”, “we”, “us” or “our”: means Swancar Farm Country House Ltd, Trowell Moor, Trowell, Nottingham, NG9 3PQ with registered number 07792895.
Reconciliation Invoice: means the invoice sent to you after the Event Date and which itemises the Incidental Costs payable by you.
Running Order: means a record of all the details of the Event, which includes the provision of the Standard Goods and/or Services, the Catering, the guest numbers, Extras (if applicable) and any other relevant details and which is sent to you by no later than the Final Date.
Standard Goods and/or Services: the goods, facilities and services selected by you from our standard range (examples of which are set out in Schedule 1 and Schedule 3) and to be provided by us at or in relation to the Event.
Venue: means the areas within our premises where the Event is to take place as more particularly described in Schedule 1.
- Basis of Agreement and your right to cancel
- 1.1 All reservations and bookings made by you are strictly provisional (and we shall not be bound by any booking) unless and until we confirm to you in writing that we have received (1) your Booking Form, (2) a copy of these Terms and Conditions signed by you and, (3) your Initial Deposit at which point a binding contract (the Agreement) is created between you and us for the provision of the Event. The date set out in our written confirmation shall be the date of the Agreement (the Agreement Date).
1.2 The terms and conditions of the Agreement are the terms and conditions set out in the Booking Form, these Terms and Conditions and any other provisions set out in writing by us to you and which are expressly or impliedly intended to form part of the Agreement including, when agreed by each of the parties, the Running Order.
1.3 You may not cancel the Agreement after the Agreement Date except under condition 1.4 or otherwise in accordance with these terms and conditions or with our written agreement.
1.4 If you decide that you do not wish to proceed with the Event and would like to cancel the Agreement, you may do so by notifying us in writing that you wish to cancel provided you do so within the Cooling Off Period. In these circumstances, we will refund to you any Initial Deposit or other sums which you have paid to us prior to cancellation less an administration fee of £120.
1.5 If more than one person signs the Booking Form you each agree that you will be jointly and individually responsible and liable to us in respect of your obligations under the Agreement.
2.1 The Agreement shall be valid and binding on us and you from the date it is created under condition 1 until we have provided the Event and you have paid to us all amounts which become due to us under the Agreement at any time whether before or after the Event (unless the Agreement is terminated earlier in accordance with its terms).
- Selection and Variation
3.1 By entering into the Agreement you agree to select your choices and requirements from and within the range of Standard Goods and/or Services, the Catering and the Extras which we offer from time to time and in accordance with any minimum number of guests or other minimum requirements which are specified by us from time to time.
3.2 No variation of or to this Agreement which you wish to make shall be effective unless and until it is confirmed in writing by us.
4.1 You must confirm your booking of the Event by returning to us:
4.1.1. your Booking Form and these Terms and Conditions each signed by you; and
4.1.2 your Initial Deposit in the amount set out in the Booking Form.
4.2 Until the signed Booking Form and Terms and Conditions and Initial Deposit are received by us, we will not be able to confirm any Event Date which you have requested.
4.3 Our acceptance of your booking is based on the number of guests at the Event being in accordance with the minimum number and catering requirements specified by us in Schedule 3 of these Terms and Conditions.
4.4 PLEASE NOTE THAT IT IS YOUR RESPONSIBILITY TO BOOK THE CHURCH OR REGISTRAR (if applicable).
- Specifications and Estimates
5.1 We will endeavour to provide you with an Estimate before you sign and return the Booking Form to us. We may, prior to sending to you the Running Order, provide you with amended Estimates to reflect any changes which you make to the Event details during the process of planning your Event. Please note that any Estimates are for illustrative purposes only, are not binding and that the final details for the Event and the charges payable by you will be as set out in the Running Order (which we send to you in accordance with condition 5.4).
5.2 After you have signed and returned the Booking Form to us and have paid the Initial Deposit we will work with you to agree and finalise the details for your Event including; itinerary, timings, guest numbers, menus, special dietary requirements, decorations, entertainments, floor plans, room layout, audio-visual requirements and any other special requests or details which you require.
5.3 You agree that your selection and planning of the details for your Event in accordance with condition 5.2 shall be based on the details set out in the Booking Form, the facilities available at the Venue, the Standard Goods and/or Services and the Extras which we agree to provide or make available. You further acknowledge and agree that your Event must be for the minimum number of guests and catering requirements specified by us in Schedule 3.
5.4 You agree to co-operate with us to finalise your event specification and details by no later than the Final Date at which time we will send the Running Order to you together with the Final Invoice.
5.5 Upon receipt of the Running Order by you, you must check the Running Order and inform us if they are or are not in accordance with your requirements or expectations for any reason within 5 days following receipt of the Running Order by you after which you will be deemed to have agreed the details of the Event as set out in the Running Order.
5.6 We will use all commercially reasonable endeavours to accommodate your wishes in relation to any specific details or special requests (including Extras) or any changes to the Event up to the Final Date.
5.7 Any change to any details of the Event must be requested by you to us in writing. Any such changes are not accepted until we provide written confirmation to you.
5.8 We shall have no obligation to accept any request for a change to the details for your Event or the Running Order after the Final Date.
- Guests and Catering
6.1 On the Booking Form, you must specify the estimated number of guests to attend the Event during the day and evening. Our minimum guest numbers for Events are set out in Schedule 3.
6.2 The Event must include Catering for no less than the minimum number of guests during the day and in the evening.
6.3 No reductions in our prices will be made if the actual number of guests who attend your Event is less than the number of guests which are confirmed in the Running Order.
6.4 Only food and beverages which are purchased from us may be consumed at our premises. A charge may be incurred for any food or beverages brought onto the premises. We reserve the right to require any person(s) who attempt to bring or consume their own food and/or beverages on our premises to leave our premises immediately.
6.5 The Provider does not permit any outside catering at the Venue. All Catering at your Event must be ordered from and provided by us.
6.6 We do not permit pets at the Venue or in the accommodation except guide dogs or unless expressly agreed prior to the Event.
6.7 GLUTEN and DAIRY FREE and VEGAN Menu’s are available for Guests with special dietary requirements. Please note that food described within these menu’s may contain nuts, derivatives of nuts or other allergens. Although every effort is made to ensure we have followed all necessary precautions whilst preparing special dietary requirements, WE CANNOT GUARANTEE THAT THERE WILL NOT BE ANY CROSS CONTAMINATION AND THAT THE FOOD WILL BE 100% ALLERGEN FREE. If you or any of your guests suffer from an allergy or food tolerance, please notify your dedicated Wedding Co-Ordinator.
- Health & Safety
7.1 For insurance purposes you must inform us before the Final Date if any guest attending the Event has a disability and ensure that person makes themselves known to our events manager upon arrival at the Venue.
7.2 All children under 18 years are the responsibility of the Hirer and their guests and must be supervised by adults at all times whilst at the Event. Children under 18 years are not permitted in the residential area without an adult present for health and safety reasons.
7.3 You and your guests must not enter any areas of the Venue which are indicated as being closed to the public. Any person does so at their own risk. To the fullest extent permitted by law, we disclaim any liability for death, personal injury or loss or damage to property suffered by you or your guests while in such areas.
7.4 In accordance with the conditions of our alcohol license, we operate a strict Challenge 25 Policy in respect of the provision and sale of alcohol. Guests who appear to be under the age of 25 may be asked to provide proof of age. If they fail to do so, we reserve the right to refuse to provide or sell them alcoholic beverages.
7.5 In accordance with the conditions of our alcohol licence, we operate a zero tolerance policy in respect of drug and solvent abuse which we strictly enforce. Guests who are in breach of this policy will be required to leave the premises and we reserve all rights in that respect.
- Access & Times
8.1 Unless otherwise agreed in writing by us, wedding ceremonies will not be held before 1.30pm on the Event Date. Access to the Venue and the Bridal Suite for the Bride will be from 11:00 am, other guests will have access to the Venue from 12.30pm onwards until midnight on the Event Date. The Venue will also be available for ‘drop off’ purposes only from 10.00 am until the wedding ceremony starts.
8.2 Check-in to all bedrooms excluding the Bridal Suite, will be available from 1:00 pm on the
Event Date unless otherwise agreed in writing by us between the parties in advance of the Event.
8.3 Our licensing times are 11.30pm for last orders at the bar and entertainment must conclude at midnight on the Event Date. Non-resident guests must leave on time upon the conclusion of the Event and we suggest that taxis are pre-booked.
8.4 We reserve the right to charge you for our reasonable additional costs if the Event does
not conclude by midnight. If you require a later finishing time you must ensure you have written confirmation from us by no later than the Final Date and you must have paid the relevant fee. If you and your guests do not adhere to the finish time and limitations as set out above, we shall be entitled to make a charge of £600 (including VAT) for our additional costs in the Reconciliation Invoice. You agree that if this charge becomes payable by you, we may take payment using the credit card or debit card details provided by you.
- Overnight Accommodation
9.1 Overnight accommodation is only available on the night of the Event Date, unless otherwise agreed in writing by us in advance of the Event.
9.2 Bedrooms which are required for overnight accommodation will be charged at the appropriate rate, as stated on our current price list. If the individual guests are responsible for paying for their room, payment shall be made by credit card, debit card or in sterling cash prior to the Event or at check-in. Keys will not be allocated to guests and guests will not be permitted to enter the accommodation until we have received full payment.
9.3 Breakfast is served at 9am. Check-out from all bedrooms must be by no later than 10.00am of the morning following the Event Date. The rooms must be vacated, all personal belongings must be removed and all bedroom keys must be returned to us by no later than 10.30am. We reserve the right to make an administration charge in respect of any guest who has not vacated their room by this time.
9.4 A charge is payable by you in the event of a loss of a bedroom key by you or any of your guests.
9.5 Bedrooms must be pre-booked by the Hirer only and registration details of persons staying overnight must be given by you (and will be confirmed in the Running Order) and on arrival at check-in. Bedrooms that have not been allocated on the Event Date will only be available to other guests at our discretion.
9.6 If we reasonably consider that you or any of your guests are excessively intoxicated, are
under the influence of any illegal substances, represent a risk to other guests or our employees or engage in any threatening or anti-social behaviour, they may be refused access to accommodation and we shall have no liability to you or the person in question to repay any accommodation charges.
9.7 If we have to cancel any accommodation reservation for whatever reason, we will either provide you with alternative accommodation at a suitable local hotel at no additional cost to you or refund any monies paid in respect of the cancelled accommodation in full.
10.1 Our charges for providing the Event shall be based on our current prices for the Standard Goods and/or Services, the Venue and the Extras (if any) and any charges we have agreed for any other items or services which we have agreed to provide or make available at the Event. Indicative charges may be given to you from time to time in the form of Estimates.
The final charges payable by you under the Agreement shall be the charges which are listed or described in the Running Order (and confirmed in the Final Invoice) together with any Incidental Costs which become payable by you in accordance with condition 10.4.
10.2 If we agree to make any changes to the Running Order after we have issued the Final Invoice and such changes result in an increase in our charges for the Event, we shall issue to you an additional invoice in respect of such additional charges which shall be payable on delivery of the invoice.
10.3 Where possible, all charges or prices given, quoted or estimated by us are given as firm prices. However, we may increase any of our charges or prices at any time prior to the Event if the cost of the supply of any of the Standard Goods and/or Services, any Extras or any other items, goods or services which we have agreed to supply or make available materially increases due to circumstances beyond our reasonable control. We shall notify you of any such circumstances as soon as is reasonably practicable upon becoming aware of any such event or circumstance.
10.4 In addition to any other charges which you become liable to pay to us under the Agreement, you agree that you shall pay for:
10.4.1 any additional goods/and or services which we agree to provide to you at or in relation to the Event including but not limited to any drinks tab or account which we agree to provide;
10.4.2 the cost of any repairing any loss or damage which is caused to the Venue or our premises by you or any of your guests;
10.4.3 the costs of any specialist or extra cleaning services which are required as a result of any acts by you or your guests; and
10.4.4 any other costs or losses which we suffer or incur as a result of a breach by you of any terms and conditions of the Agreement or the Codes of Conduct (and all and any such costs are referred to as “Incidental Costs” for the purpose of the Agreement).
10.5 You agree to pay any Incidental Costs on the presentation or delivery of our Reconciliation Invoice for such costs following the Event. Unless otherwise agreed by us, you irrevocably authorise us to take payment for any Incidental Costs using any credit or debit card details which you have provided to us in connection with the Event.
All prices and charges payable under the Agreement are exclusive of VAT, unless otherwise stated in writing by us at the prevailing rate.
- Provision of Services, Amendments and Cancellation by us
12.1 We will provide to you the Event in all material respects in accordance with this Agreement. We reserve the right to make minor changes to the details of the Event if the circumstances make it necessary to do so. We will inform you of any such minor changes where reasonably practicable in the circumstances.
12.2 If we, (acting reasonably and at our sole discretion) consider that we need to make any change (other than a minor change) to any of the arrangements for and/or other aspects of the Event (including but not limited to the date of the Event) we will use our reasonable endeavours to offer to you comparable alternative arrangements at no additional cost and, in such circumstances you may (at your option):
12.2.1 Accept any such comparable alternative arrangements by notice in writing (in which event the Agreement shall be deemed to have been amended accordingly); or
12.2.2 Cancel the Agreement by notice in writing in which event we shall refund to you any payments previously paid under the Agreement in advance of the Event,
provided that whichever option is chosen by you under this condition 12.2, the fulfilment by us of our obligations as set out in this condition shall, to the extent permitted by law, constitute the limit of our responsibility and liability to you in relation to the change or cancellation of the Event and the Agreement in such circumstances.
12.3 We may cancel the Event and terminate the Agreement without liability to you if:
12.3.1 We have reason to believe (in our sole discretion but acting reasonably) that the Event (or the holding of the Event) might have a material adverse effect on the reputation of the Venue and/or our business;
12.3.2 We have reason to believe (in our sole discretion acting reasonably) that the Event (or the holding of the Event) may result in damage or harm to persons or property at the Venue or our premises or, may give rise to health and safety risks
in which event we shall refund to any monies which you have paid under the Agreement in advance of the Event and such refunds shall constitute the limit of our responsibility and liability to you in such circumstances.
12.4 We may cancel the Event and terminate the Agreement without liability if:
12.4.1 The Hirer (being an individual and any of them if more than one person) becomes bankrupt or subject to any circumstances which we reasonably consider means you will be unable to make all payments in full when due to be paid to us by you under the Agreement;
12.4.2 The Hirer (being a company) becomes insolvent or unable to pay its debts when due or winding up proceedings are commenced in relation to the Hirer or if an administrator administration receiver is appointed over the Hirer and the Hirer’s affairs;
12.4.3 We receive information or otherwise become aware of any other material adverse alteration in the Hirer’s financial situation which we reasonably consider means you will be unable to make any payments in full when due to be paid to us by you under the Agreement;
12.4.4 You fail to pay all or any part of an invoice which is properly payable by you under or in connection with the Agreement and which has been outstanding for 14 days or more following the Due Date; or
12.4.5 You commit any other material breach of the Agreement and such breach, if capable of remedy, is not remedied by you within 21 days of a written notice by you requiring the breach to be remedied or, if there are fewer than 21 days before the Event Date, if the breach is not remedied before the day before the Event Date,
and, in such circumstances, we may deem you to have served notice cancelling the Event and the provisions set out in condition 15 will apply.
12.5 Whilst we endeavour to provide the Event to you, we may terminate this agreement in the following circumstances:
12.5.1 If we reasonably believe that we will be unable to meet your expectations for the event; or
12.5.2 If, in our opinion, your conduct is reasonably obstructive or uncooperative; or
12.5.3 If your conduct breaches our code of conduct; or
12.5.4 If holding the event is necessary to avoid any detrimental damage to our brand or reputation.
12.6 If we decide to cancel the event for the reasons stated in condition 12.5, we will refund any monies paid by you in full and this will be the extent of our liability to you in these circumstances.
12.7 We recommend that you take out cancellation insurance. It is your responsibility to arrange any cancellation insurance which you may require.
13.1 Please note that we do not accept payment using American Express.
13.2 We reserve the right to take payment for any Incidental Costs from the credit card or debit card provided by you to settle the Incidental Costs and any other outstanding accounts from you to us following the Event.
13.3 Any costs above and beyond £600 for damages incurred shall be itemised in the Reconciliation Invoice which shall be due for payment upon the presentation or delivery to you.
13.4 If any payment payable by you to us is overdue we may charge Interest. The right to charge Interest is without prejudice to any other rights or remedies which are available to us.
13.5 Gratuities are not included and are at your discretion.
13.6 Payments in respect of your Event shall be made by you to us in accordance at the following times unless expressly otherwise agreed by us in writing:
13.6.1 Initial Deposit – £500 plus VAT (£600.00) upon entering into the Agreement;
13.6.2 Second Deposit – £1,000 plus VAT (£1200.00) payable 3 months after entering into the Agreement;
13.6.3 Third Deposit – £2,000 plus VAT (£2,400.00) payable by no later than the date which is 6 months prior to the Event Date;
13.6.w Final Invoice – payable by no later than the Final Date; and
13.6.5 Incidental Costs – payable immediately upon the presentation or delivery to you of our Reconciliation Invoice following the Event.
13.7 All deposits which are payable under Conditions 13.6.1 to 13.6.3 are not refundable except in the circumstances set out in these Terms and Conditions.
13.8 If you fail to make any payment under conditions 13.6.2 to 13.6.4 by the Due Date and we have written to you at the address you have given to us as your correspondence address, without prejudice to any of our other rights and/or remedies under the Agreement, we may, if we have not heard from you within 21 days following our letter to you elect to treat the Event as having been cancelled by you and the provisions set out in condition 15.2 shall apply.
- Disputed Bills
If you disagree with all or any part of an invoice, you must pay the undisputed part of that invoice in full by the Due Date and provide to us written reasons why you dispute the invoice (or part of it) within 7 days following the date of the invoice in question.
- Cancellation and Postponement by you – (Please read this section carefully)
15.1 You may cancel the Event or, request that Event be changed to an alternative date if you are unable to hold the Event on the Event Date due to circumstances beyond your reasonable control, at any time provided that the cancellation or request is made in writing. In such circumstances the provisions set out in this condition 15 shall apply.
15.2 If you notify us that you wish to cancel the Event in accordance with condition 15.1, we shall be entitled to retain any deposit which you have paid to us under the Agreement before the date of cancellation. In addition, if you cancel the Event within the time periods set out in the table below, you shall be liable to pay to us a late cancellation charge calculated in accordance with the table below:
More than 37 weeks before the Event Date – Loss of deposit only
Between 27 to 36 weeks (inclusive) prior to the Event Date – 20% of the estimated charges payable by you in accordance with the last Estimate provided to you by us
Between 13 to 26 weeks (inclusive) prior to the Event Date – 40% of the estimated charges payable by you in accordance with the last Estimate provided to you by us
Between 9 to 12 weeks (inclusive) prior to the Event Date – 60% of the estimated charges payable by you in accordance with the last Estimate provided to you by us
Less than 9 weeks prior to the Event Date – 80% of the estimated charges payable by you in accordance with the last Estimate provided to you by us or, if the Final Invoice has been given to you, 80% of the charges set out in the Final Invoice
Less than 7 days before the Event Date – 90% of the charges payable by you as set out in the Final Invoice
15.3 You expressly acknowledge that the cancellation charges are payable by you as liquidated damages and not as a contractual penalty and that they represent a genuine pre- estimate of the costs and losses which are likely to be incurred by us as a result of the cancellation or postponement of the Event (and, in particular but without limitation, you acknowledged that we are unlikely to be able to obtain an equivalent substitute booking at the Venue at short notice and that the scale of cancellation charges reflects this).
15.4 Following a cancellation or postponement in accordance with this condition 15, we shall provide to you a statement reconciling any cancellation charges calculated in accordance with condition 15.2 to any payments which have previously been made by you pursuant to the Agreement and:
15.4.1 any balance due from you to us shall be paid by you within 7 days following the receipt of such reconciliation; and
15.4.2 any balance due from us to you shall be paid by us within 7 days following the receipt of such reconciliation.
15.5 If, more than 16 weeks prior to the Event Date, you notify us that you wish to change the Event Date to an alternative date due to circumstances beyond your reasonable control, the following provisions shall apply:
15.5.1 we shall use our reasonable endeavours to offer to you a suitable alternative date for the Event (subject to availability);
15.5.2 any deposit payments previously made by you will only apply to the original Event and not to any new Event Date (and for which you will be required to pay new deposit payments in full);
15.5.3 any other payments previously made by you in respect of the Event shall be retained by us against the payments which are then due or which will become due in respect of any rescheduled Event; and
15.5.4 we may, at our sole option, require you to pay an administration fee up to a maximum of £1000 plus VAT in respect of any costs, losses or expenses caused to us by the change of the date of the Event.
- Loss and Damage
16.1 Any property belonging to you or your guests including, but not limited to, wedding gifts, clothing, money or valuables are solely the responsibility of their owners and are left at the Venue at your and your guests exclusive risk.
16.2 Any vehicles parked in the Venue car park are left entirely at the owners own risk.
The routes to and from the Venue pass through residential areas. You and your guests are requested to travel through the residential areas having due regard to the local residents and to maintain the 15mph speed limit within the grounds of the Venue.
- Our Responsibility for Loss or Damage Suffered by You
18.1 If we fail to comply with the terms of the Agreement, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or, taking to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if it is obvious that it will happen or if at the time the contract was made, we both knew it might happen.
18.2 We recommend that you take out Cancellation Insurance.
18.3 As a consumer, you have legal rights in relation to services not carried out with reasonable skill and care, or if the materials we use are faulty or not as described. Advice about your legal rights is available from your local Citizens’ Advice Bureau or Trading Standards office. Nothing in these conditions will affect these legal rights.
We undertake to provide all the services and deliverable items relating to the Event using reasonable skill and care.
- Force Majeure
We will not be liable for any failure or delay in providing or making available any facilities (including the Venue), services, food or beverages under and/ or in accordance with the Agreement as a result of any event or circumstance which is outside our reasonable control, including (without limitation) fire, storm, explosion, flood, Act of God, action of any Government or Governmental agency, shortage of materials or goods, strike or lock-out.
- General Provisions
21.1 It is a condition of the Agreement that you and each of your guests shall observe and comply with the Codes of Conduct and shall otherwise conduct themselves in accordance with good and proper standards of behaviour at all times when visiting the Venue. We reserve the right to either refuse admission to any person or require any person to leave the Venue if, acting unreasonably, we consider any person is conducting themselves other than in accordance with this condition or whose behaviour represents a threat to the health, safety and welfare of other guests or our employees and agents.
21.2 It is a condition of the Agreement that you will fully co-operate with us in order for us to provide the Event to you.
21.3 You shall be liable to us (on demand and on a full indemnity basis) for our costs, losses, fines, penalties and similar liabilities resulting in any way from:
21.3.1 any loss or damage caused to the Venue, any property at the Venue or any related fixtures, facilities, items, furniture or equipment; or
21.3.2 a breach of any of the terms or conditions of the Agreement)
which is caused by you or any of your guests, agents or employees however arising and whether deliberate or accidental or as a result of negligence or otherwise.
21.4 It is our responsibility to clean the Venue after the Event. However, if there is excessive mess or if any additional cleaning costs are incurred by us due to specialist cleaning contractors being required, such costs shall be charged to you at cost.
21.5 Confetti is allowed in the courtyard area of the Venue only. Unless otherwise agreed with us, no confetti will be allowed in any other part of the Venue during the Event at any time. You will be held responsible and liable for any clean up required in the event that this provision is not adhered to, and/or the costs associated with any required clean up.
21.6 We are required to comply with certain applicable licensing laws and regulations. Accordingly, you shall not do or omit to do, and shall procure that your guests shall not do or omit to do, anything that in any way prevents, prejudices or hinders our ability to fulfil our obligations in this respect or which causes us to be in breach of any licensing laws. For the avoidance of doubt and without limitation:
21.6.1 if you or any of your guests or agents (as applicable) are found to be breaching applicable licensing law by purchasing or consuming alcohol on site under the age of 18 or, if an adult, purchasing alcohol for consumption by a person under the age of 18, that person will no longer be served and asked to vacate the premises; and
21.6.2 we will not serve alcohol to anyone if the age of the person is in doubt and he/she is unable to provide adequate proof of age.
21.7 Unless otherwise agreed by us in writing, no hazardous material including non-fire resistant fabrics, fixtures or furnishings, pyrotechnics or internal fireworks will be permitted at the Event.
21.8 If minor problems arise during the Event, please notify us immediately in order to enable us to take appropriate steps to rectify such problem(s) as and when they arise.
- Information about us, how to contact us and complaints
22.1 We are a company registered in England and Wales. Our company registration number is 07792895 and our address is Swancar Country House Farm, Trowell Moor, Nottingham NG9 3PQ.
22.2 If you have any complaints regarding any of the Event planning or the Event, you must notify a duty manager as soon as is reasonably practicable in order to facilitate a resolution. If a duty manager is unable to resolve a complaint or you remain dissatisfied, you must complete a complaint form or fully detail your complaint in writing together with any supporting evidence. All written complaints will be dealt with by a director of Swancar Farm County House Limited.
22.3 If you have any questions, please contact us. You can contact us by telephoning our customer service team at 0115 9306528 or by e-mailing us at: firstname.lastname@example.org.
22.4 If you wish to contact us in writing, or if any condition in these conditions requires you to give us notice in writing (for example, to cancel the contract), you can send this to us by e-mail, by hand, or by pre-paid post to Swancar Country House Farm Limited at
email@example.com. We will confirm receipt of this by contacting you in writing. If we have to contact you or give you notice in writing, we will do so by e-mail, by hand, or by pre-paid post to the address you provide to us in the Order.
- How we may use your personal information
23.1 We will use the personal information you provide to us to:
23.1.1 provide the Event to you;
23.1.2 process any of your payments in relation to the Event.
23.2 We will not give your personal data to any other third party.
- Other important terms
24.1 We may transfer our rights and obligations under the Agreement to another organisation, and we will always notify you in writing if this happens, but this will not affect your rights or our obligations under the Agreement.
24.2 You may only transfer your rights or your obligations under the Agreement to another person if we agree in writing.
24.3 The Agreement is between you and us. No other person shall have any rights to enforce any of its terms.
24.4 Each of the paragraphs of these conditions operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
24.5 If we fail to insist that you perform any of your obligations under the Agreement, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you.
24.6 The Agreement is governed by English law. You and we both agree to submit to the non- exclusive jurisdiction of the English courts.
Day and Date of Wedding:
Time of Wedding
I/we confirm I/we have read and understood, and I /we accept, these Terms and Conditions of Business
Print Name 1 and Sign
Print Name 2 and Sign
Standard Goods and Services
These items are included in the Venue Fee:
Exclusive use of Swancar Farm Country House Ltd from 12 midday on the Event Date until 10.30am of the morning following the Event Date. Please ensure all you and your guests have vacated the property by this time to be considerate to other couples booking this venue. (The Provider may make exceptions for Civil Ceremonies to be at an earlier time, such arrangement to be agreed in writing between the parties).
This comprises of the use of Swancar Farm Country House Ltd and its accommodation facilities (at an extra cost), The Oak Hall, The Gallery (for Civil ceremonies only), The Barn which contains ladies’ and gentlemen’s restrooms and The Orangery.
A Bridal changing room may be available for the Hirer by prior arrangement dependent upon availability and to be agreed upon in writing between the parties.
Throughout December (from 1 December until 5 January) there will be Christmas trees and garlands throughout the Venue at Swancar’s discretion.
The Oak Hall
The Oak Hall is 22.5m x 10m. It will comfortably seat 140 guests. This versatile room offers beautiful oak arched beams with brick feature walls combining traditional charm with a contemporary feel. The floor is polished Turkish slate tiled.
The Barn is licenced for Civil ceremonies (if applicable). The Barn is 14m x 5.5m. It will comfortably seat 100 guests. The Barn on the ground floor with The Gallery above and offers unique versatility and charm for ceremonies and the reception. The floor is polished in Turkish slate tiled with oak beamed ceilings.
The Gallery is licenced for Civil ceremonies (if applicable). (Drinks are not permitted in this room).
The Gallery is 5.5m x 16m. It will comfortably seat 90 guests. This room is above The Barn, again with a traditional charm and a contemporary mix and tall oak beamed ceilings with chandeliers.
x 2 integrated Bar facilities
1 in The Oak Hall and 1 in The Barn. (The Provider reserves the right to close one of the bars at its discretion) The bar prices are reasonably priced and the applicable staffing will be provided for the Event accordingly.
The standard round tables are 5’6” seating 8 or 10 persons.
Alternatively, trestle tables are available if a different layout is required.
Table settings are laid on crisp white linen cloths with good quality white linen napkins.
We provide Black and Gold chairs for up to 200 guests.
All service staff that are necessary to the running of the Event will be provided.
The Provider’s Events Team will help the Hirer plan their day and a member of the team will be with the Hirer on the Event Date up until the Hirer’s first dance to ensure the smooth running of the event.
Elegant fine bone china crockery, silver cutlery, crockery, breadbaskets, cruets, and glassware.
Basic table decorations including centre mirrored plates, silver candelabres, fish bowls, hurricane lamps, tea lights we already have in stock.
4 highchairs will be available at no extra cost even if we are not providing food for the child. Extra highchairs can be hired at an additional cost and by agreement in writing between the parties in advance of the Event Date.
Ample private car parking.
A red carpet for the Hirer’s arrival and a cream runner for the civil ceremony (if applicable).
Easel for the Hirer’s table plan.
The Gallery room for Civil cermonies, is included in the Venue Fee (if applicable) but please note that the Venue Fee does NOT include the Registrar’s fees (if applicable) to whom it is the responsibility of the Hirer to book and pay for.
Extras are only included if specifically ordered in writing no later than the Final Date, unless otherwise stated, and confirmed in writing by the Provider. Any Extras that are ordered will be invoiced in the Final Invoice unless otherwise stated.
The following is a guide to the range of extras on offer, please discuss this at your planning meeting.
Chair covers and sashes are provided by the Provider if required, and charged at the rate agreed at the time of booking. (We do not accept external chair cover supppliers so any other variance must be discussed and agreed in writing by the Provider prior to the Event).
Cross Back Chairs (can be provided as an alternative optional extra)
Rustic Oak coloured Cross Back Chairs are provided by the Provider if required, and charged at the rate agreed at the time of booking. (We do not accept external hired chair suppliers so any other variance must be discussed and agreed in writing by the Provider prior to the Event).
We have 11 elegant bedrooms, one of which is a Bridal Suite. Each room is based on two people sharing per night and includes breakfast.
Bedrooms must be pre-booked by the Hirer by completing the Running Order at the planning meeting. The Provider asks that the booking of any of the bedrooms comes through the Hirer to avoid disappointment or any misunderstandings.
Folding beds are available for young children (up to 16 years old) free of charge but you will be required to pay for their breakfasts at a cost of £15 plus VAT per extra person.
The Provider can also supply P.A. systems for use with an ipod and playlist.
The Provider is able to supply white chair covers and a coloured sash for up to 200 guests and they are charged at the rate agreed at the time of booking. There are sample coloured sashes to choose from.
In house catering
The minimum catering requirements for the Event are as follows:- A full 3 course sit down meal during the daytime (consisting of a starter, main and dessert) and an evening buffet for all guests. This is subject to our minimum number of guests requirement as detailed below and on our pricing schedule unless otherwise agreed in writing between the parties before the booking.
Details of the choice of menus will be provided to the Hirer after the booking has been confirmed.
Menus must be chosen by the Hirer by the Final Date. Menu prices are based on the Hirer choosing a 3 course meal for all guests. An additional vegetarian option is available for guests with special diets. Children have a separate menu to choose from and must all have the same choice off this menu. The Provider requires the final numbers of the Hirer’s meal requirements along with a rough copy of the Hirer’s table plan detailing this, no later than 3 weeks prior to the Event Date.
The Provider does not allow for any corkage at this Venue.
Vegetarian and special dietary requests will be accommodated but must be requested no later than three weeks before the Event Date.
The cost of the Catering will be on the Final Invoice and is due by the Final Date. After the Final Date, no refunds will be given for any reductions in numbers. Any additional items will be invoiced for immediate payment.
Please note that if the Provider is providing food for children (10 years and under) there will be a charge. (Children 0 – 2 years will not incur a charge).
Only food and drink purchased from the Provider may be consumed on the premises.
A charge may be incurred for any food or drink brought onto the premises. Those guests may also be asked to leave the premises immediately.
Minimum Number of Guest Requirements. (See pricing structure in the Brochure, attached hereto)
Monday – Wednesday
There must be no less than 35 adult guests who will be provided with full meals during the day.
No less than a further 20 adult guests must attend the evening. Therefore a minimum total of 55 guests must be in attendance in the evening. Evening buffet requirements are as follows: Lite Bites 100%, Alternative Hog Roast 80%, Finger Buffet 80% of the total number guests in attendance in the evening.
There must be no less than 50 adult guests who will be provided with full meals during the day.
No less than a further 20 adult guests must attend the evening. Therefore a minimum total of 70 guests must be in attendance in the evening. Evening buffet requirements are as follows: Lite Bites 100%, Alternative Hog Roast 80%, Finger Buffet 80% of the total number guests in attendance in the evening.
There must be no less than 60 adult guests who will be provided with full meals during the day.
No less than a further 20 adult guests must attend the evening. Therefore a minimum total of 80 guests must be in attendance in the evening. Evening buffet requirements are as follows: Lite Bites 100%, Alternative Hog Roast 80%, Finger Buffet 80% of the total number guests in attendance in the evening.
Saturday and Bank Holiday Sunday
There must be no less than 80 adult guests who will be provided with full meals during the day.
No less than a further 20 adult guests must attend the evening. Therefore a minimum total of 100 guests must be in attendance in the evening. Evening buffet requirements are as follows: Lite Bites 100%, Alternative Hog Roast 80%, Finger Buffet 80% of the total number guests in attendance in the evening.
There must be no less than 60 adult guests who will be provided with full meals during the day.
No less than a further 20 adult guests must attend the evening.
Therefore a minimum total of 80 guests must be in attendance in the evening. Evening buffet requirements are as follows: Lite Bites 100%, alternative Hog Roast 80%, Finger Buffet 80% of the total number guests in attendance in the evening.
Bank holidays do have a specific premium please refer to our brochure for minimum number requirements and confirmation of the correct venue fee.