General Terms & Conditions

Validity

These terms and conditions apply when no other written contract or agreement specifies the details concerning workshops, meetings, conferences, and weddings etc., hereafter referred to as the Event. The agreement controls the relationship between the ordering party, hereafter referred to as the Client, and Millbrook Lodge, hereafter referred to as the Hotel. By signing the agreement, both parties accept and are committed to the terms and conditions set forth and specified in the agreement. At the same time, the Client takes on the financial and legal responsibility for all goods and services specified in the contract.

Booking

Upon booking the event, a detailed specification of number of participants, room nights, and other goods and services that the Hotel shall provide, must be presented. Based on these specifications, the confirmation will include a cost-estimate for the Event, as well as terms of payment, including agreements regarding deposit or advance payment.

Rates

All rates are in GBP. All rates are binding for both parties. However, the rates are subject to change, if unexpected increases in taxes, cost of goods, or other factors outside of the hotel's control should occur. Reductions by more than 30% of the contractual quantities (see art. 2), may cause the Hotel to augment the rates specified in the contract.

Event details

An alphabetical rooming list, special requests regarding, for example room distribution, and a detailed event program, food and drink choices, technical equipment etc. must be submitted to the Hotel as early as possible, and no later than 10 days prior to arrival.

Guests are not permitted to consume alcohol that has not been purchased in the Hotel.

Check in and check out

Rooms are normally available from 3pm on the day of arrival. Ordinary room checkout is 11am on the day of departure. However, late departure can be arranged on an individual basis. The hotel can charge £25.00 for late check out until 2pm and 100 % of the room rate for late check out after 2pm.

Indemnity

The hotel accepts no responsibility for the possessions of guests or exhibitors, and hence recommends that a separate insurance is arranged.

The Hotel has no liability for loss or destruction of such equipment. All such equipment must meet the necessary safety requirements such as fire safety etc. Customers may install and attach things to walls and ceilings if it is given written consent of the hotel. All equipment must be removed immediately following the wedding, exhibition or event. If it is not done, the hotel reserves the right to remove and store this customer's expense. Customer must ensure that any hazardous waste is handled properly and transported away from the hotel as well as the cost of this.

If the rights of a third party is affected by the show or event (copyrights, etc.), the customer must obtain such approval and payment of any taxes and other costs. However, if such financial claims is directed against the property this will be covered in full by the customer

Complaints

Any notice of claim should be presented without delay so that the Hotel has the opportunity to rectify this as soon as possible and preferably prior to departure. Undisputed charges must be settled within the day of payment in accordance with the contract, unless otherwise is agreed in writing with the hotel. If the invoice is not paid by the due date, the Hotel can charge interest and late charges.

Force Majeure

No compensation will be liable to the Client if cancellations are made, by the Hotel, in connection with Force Majeure: The performance of the agreement by either party is subject to acts of God, war, government regulations, disaster, fire, strikes, civil disorders, curtailment of transportation facilities and/or threats of terrorism or other similar cause beyond the parties making it inadvisable , illegal, or impossible to hold the meeting or provide the facility this agreement may be terminated without penalty without penalty for any one or more of such reasons by written notice from one party to another.

Dispute settlement

The Client and the Hotel herewith agree that the UK court of law is the right forum for dispute settlement, and that UK law governs the settlement of any disputes concerning goods or services sold under the contract.

Commission

In cases where commission has been agreed, this does not apply to AV-equipment, alcohol, wardrobe costs, flowers, extra staffing, VAT, external services etc. Commission will only be paid on actual consumption.

CANCELLATION         

General

All changes and cancellations must be communicated to the Hotel in writing.

Accommodation

Standard Best Available Rate reservations can be cancelled or amended without charge before 12noon on the day prior to arrival.  If cancelled or modified later or in the case of a noshow, the total price of the reservation will be charged. If special package bookings are cancelled or modified up to 7 days before date of arrival, no fee will be charged.

Events

AMENDMENTS OR CANCELLATIONS BY YOU

In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event, the initial booking fee and all pre-payments will be non-refundable and non-transferable. The Hotel's cancellation policy is 90% on contracted accommodation and room hire revenue, and the percentage of account as set out in the list below.

In the event of any cancellation by the couple, the following cancellation charges will be incurred and the initial deposit will be forfeited;

  • Cancellation effected between: 12 months and 9 months – loss of initial and second deposit.
  • Cancellation effected between: 9 months and 6 months – 50% of your chosen package price.
  • Cancellation effected between: 6 months and 3 months – 50% of your chosen package price.
  • Cancellation effected between: 3 months to Wedding date – 100% of your chosen package price.
  • Cancellation charges shall be calculated upon the basis of package choice at time of booking.

Any cancellation or postponement should be advised to the Management of the hotel by written confirmation only to events@millbrooklodge.co.uk. This email must be sent from one of the accounts provided on the signed terms & conditions form. Verbal cancellations will not be accepted.

We will use all reasonable endeavours to accommodate your request to alter a booking.

Where your request cannot be met, we will give you the option to let the booking stand unaltered or to treat the booking as cancelled in accordance with our cancellation policy.

TERMS OF PAYMENT    

In the case were part of the bill is to be paid for by the individual participants, the Client is obligated to notify each participants of this, and inform each participant that check-out at the Hotels front desk is obligatory. The Client is responsible for the individual participants' payment. Should the participants fail to pay all charges incurred, or upon checkout claim a charge agreement with the Client of which the Hotel has not been made aware, the Client becomes financially responsible for the charges.

Receipts signed by the participant for additional charges, must accompany such financial claims made by the hotel versus the client.