In these terms and conditions (“terms”) which apply to all bookings the expression “The Hotel” means Hartsfield Manor Hotel, being a trading name of CQK Limited, company number 656763, of Cambridge House, Cambridge Road, Harlow, Essex. CM20 2EQ and “the Client” means the person/s, firm or company booking the hotel.
1 Booking Confirmation
1.1 We can hold a date provisionally for 7 days only. After this time the date may be released.
1.2 Any booking is provisional until the Hotel receives a signed Copy of these terms from the Client or written confirmation of the booking from the Client which will be deemed to be the Client’s acceptance of these terms.
1.3 Any booking is provisional until the hotel receives the initial deposit as required in section 5. Payment of the deposit will also be deemed acceptance of these terms.
2 Event Numbers
2.1 Provisional minimum numbers will be required at the time of booking and the hotel’s minimum charge will be based on these numbers.
2.2 At least 14 days prior to arrival the Client will provide the Hotel with final guest numbers. The final charge to the client will be calculated using this number or the actual number attending whichever is greater, provided that the minimum charge is exceeded.
2.3 If the actual guest numbers attending a function is 90% or less of the final number booked, the Hotel may change the allocated function space.
2.4 When there is an evening buffet at weddings, 100% of additional evening guests must be catered for along with a minimum of 50% of the wedding breakfast guests.
3 Event Cancellation and Postponement
3.1 Cancellations or postponements of the event will result in the charges below becoming due. In each case the percentage charge is based on the estimated total cost of the booking. All cancellations must be made in writing.
More than 6 months: Initial Deposit only
3 – 6 months: 50%
1 – 3 months: 75%
Less than 1 month: 100%
3.2 Cancellations or postponements of smaller Meetings/Events (less than 20 delegates/attendees) will result in the charges below becoming due. In each case the percentage charge is based on the estimated total cost of the booking. All cancellations must be made in writing.
More than 4 weeks: 25%
2-4 weeks: 50%
Less than 2 weeks: 100%
3.3 In addition to the charges payable in Clause 3.1 and 3.2 the Client agrees to reimburse the Hotel for any costs incurred by it occurring from any consequential cancellation of the Hotel’s arrangements with third parties.
4 Changes and Cancellation by the Hotel
4.1 The Hotel may cancel the booking at any time without liability to the Client if:
4.1.1 The Client is more than 28 days in arrears with payment to the Hotel.
4.1.2 The Client is unable to pay the debits as they fall due.
4.1.3 The Client or the Hotel becomes insolvent or in the case of an individual becomes subject to a bankruptcy petition.
4.1.4 If, in the sole discretion of the Hotel, the booking might damage the reputation of the Hotel. In these circumstances you will get any advance payments back, but the Hotel would not have any other liability.
4.1.5 Any part of the Hotel is closed or otherwise unavailable due to circumstances beyond the Hotel’s control.
5 Deposit payments
5.1 For private banquets/parties/events/functions a non-refundable deposit of 25% will be required at time of booking. Full settlement of the balance will be required 14 days prior to the event.
5.2 For weddings a non-refundable deposit of 25% will be required at time of booking. A further 25% is required 3 months prior to the event. Full settlement of the balance will be required 14 days prior to the event.
5.3 For bedrooms, conferences, meetings or corporate events a non-refundable deposit of 25% will be required at time of booking with full settlement of the balance paid on or before departure by credit/debit card unless credit facilities have been arranged in advance. Where credit facilities have been agreed payments should be made in sterling within 28 days of invoice date.
5.4 In the event of cancellation by the Client or reduction in numbers all deposit payments will be non-refundable and non-transferable.
6 Prices and Payment
6.1 Prices quoted are subject to variation up to 12 weeks prior to arrival after which, except for variations due to Client requirements, they may only vary due to changes in Value Added Tax or other reasons outside the Hotel’s control in which case they will be notified to the Client.
6.2 The Client agrees to pay the Hotel in full for any additional food, beverage or other services requested by, or on behalf of, the Client.
6.3 Payment is by cash, cheque, bankers draft, BACS, on-line banking transfer or such debit/credit cards as are recognised by the Hotel.
6.4 All sums payable under this agreement are due for payment on presentation of the invoice. For Clients having an approved credit account, payments should be made in sterling within 14 days of invoice date.
6.5 In the event of any query on part of the invoice, the Client must notify the Hotel within 7 days of the invoice date and must settle that part of the invoice not queried on the due date. The part queried (suitably adjusted where necessary) will be due as soon as the problem is resolved.
6.6 The Hotel reserves the right to charge interest at a rate of 1.5% per month or part thereof above bank base rate on any outstanding balance and reserves the right to charge all recovery costs.
6.7 The Hotel reserves the right to charge an additional amount should the Client wish to use the Hotel outside the agreed hours.
7.1 No wines, spirits, beers or food may be brought into the Hotel or its grounds by the Client, guests or representatives for consumption or sale on the premises without the express written consent of the Hotel and for which a charge may be made by the Hotel and indemnity forms required.
8 Bedroom Terms and Conditions
8.1 Check-in is from 2.00pm and access to bedroom accommodation cannot be guaranteed before 2.00pm on the day of your arrival. All residents should vacate their bedroom accommodation no later than 11.00am on the day of departure, otherwise a late check-out fee will be charged.
8.2 Our cancellation policy for a single reservation or up to 3 bedrooms is at 4.00pm the day before arrival. Should a reservation be cancelled after this time, the full price of the first night’s stay will be charged. Guests booking a discounted Advance Purchase/Pre Paid or Non Refundable rate will be required to pay the full price at time of booking, these reservations are non-refundable and non-transferable.
8.3 Bookings of 4 or more rooms will be regarded as a group booking. Cancellation must be made on or before the timescale outlined below or the full cost of the stay will be charged. At this time a full rooming list will be required and a deposit of 25% will be required unless credit facilities have been arranged in advance.
4 – 10 bedrooms – 7 days before arrival date
11 – 20 bedrooms – 14 days before arrival date
21 or more bedrooms – 28 days before arrival date
8.4 Bedroom numbers may vary by up to 10% up until 48 hours before arrival, variations greater than this or within 48 hours of arrival will be charged the full cost of the stay.
8.5 All reservations must be guaranteed with a credit or debit card at time of booking and are not confirmed until this point.
8.6 In the event of a ‘no-show’, the full bedroom charge will be incurred.
8.7 Credit / debit card details obtained at booking will act as a guarantee and be kept securely on file. Should any further charges arise for damages, smoking, or bar/restaurant dockets not put through, the credit/debit card holder will be liable for payment.
9 Etiquette and Controls
9.1 The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client, guests or representatives and the Client shall take all necessary steps for corrective action. In the event of failure to comply with management requests, the Hotel reserves the right to terminate the booking or stop an event without being liable for any refund or compensation.
9.2 It is the Hotel’s policy not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, ethnic origin or disability. The Client, its guests and all subcontractors engaged by or on behalf of the Client are expected to adhere to this policy and the Hotel reserves the right without incurring any liability to the Client to remove from the Hotel any person or persons offending against this policy.
9.3 The Hotel and the events it hosts are subject to statutory controls including those relating to fire, licensing and entertainment and must be strictly observed by Clients and their guests and representatives. If for any reason an event is closed by an outside official source the Hotel will not be liable for compensation in any way.
9.4 The Hotel is a non-smoking area and should Clients, their guests or subcontractors smoke in bedrooms or any other area the full cost of cleaning will be charged, subject to a minimum £250 charge. A designated smoking area is available outside the Hotel.
9.5 The Hotel does not allow pets (unless guide dogs) and if a pet damages the Hotel the full cost of cleaning and repairing the rooms affected will be charged, subject to a minimum £250 charge.
9.6 Access will be available 30 minutes prior to the start time of the event. Any Client wishing to gain earlier access should contact the Events Office to see if this can be arranged.
10 Outside Services
10.1 Prior consent of the Hotel must be received for any entertainment or services contracted by the Client.
10.2 Prior consent of the Hotel must be received for any display to be fixed and all displays must comply with statutory codes and regulations.
11.1 Other than for death or personal injury caused by negligence the Hotel its manager and staff will not be liable for any loss, damage or expense to any person or thing however caused.
11.2 Unless the Hotel is liable under clause 11.1 the Client agrees to indemnify the Hotel from and against any and all liability and claims, costs, demands, proceedings and damages resulting or arising from the booked event or function, the Client, its guests and any outside contractors.
11.3 The Client is responsible for any damage caused to the Hotel or its property by any act default or neglect of the Client, its guests or subcontractors and shall pay to the Hotel on demand the amount required to make good or remedy any such damage. This includes bedrooms.
11.4 The Hotel cannot accept liability for any loss or damage to any property of the Client, their guests or subcontractors. Cloakrooms can be provided for the convenience of customers but any goods are deposited at the owner’s risk and without any liability to the Hotel.
12.1 After all this you might well consider it worthwhile arranging some insurance. This can be done for a very small premium and can cover the cost of cancellation and other liabilities. The Hotel has details of one of these policies and will be happy to supply this on request. Any contract of insurance should be made by you direct with the insurance company.