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TERMS & CONDITIONS

DEPOSITS AND PRE-PAYMENTS:
A non-refundable 25% deposit is required with the return of this contract to secure your wedding day at Lilas Wood (Woodland Wedding Ltd) This payment will be based on the written quotation we have provided to you, or if no such agreement has been made; the list price for the contracted minimum number of guests. A further 25% payment on account is required 6 months before your wedding date. The remaining 50% balance is due 4 weeks before your event date.

 

DEFINITIONS:
The Venue and We mean the site for which a contract is agreed. The site is named Lilas Wood and is leased by Woodland Weddings Ltd.
The Client and You mean the individual/organising body/company, agent or representative responsible for commissioning and/or payment of the event.
The Contract means the agreement between The Venue and The Client for a specific booking or series of bookings. These Terms & Conditions will form part of the Contract, together with any other items stated in the Contract.

 

THE SITE OVER VIEW:
The site that we are leasing is the 1 acre parking/camping paddock and the adjoining 1.7 acre fenced woodland, accessed via the parking paddock (plans are available). At no time are guests permitted to venture outside of these clearly defined perimeters. The management reserves the right to evict any guests who do not stay within the perimeters of the venue for health and safety reasons.
Camp fires are not permitted to be started by any guests. Naked flames are banned in any respect, including smoking in the woodland. Tree climbing is also not permitted and access to the treehouse will be at the venues discretion.
We can accommodate overnight camping in our paddock as well as parking for up to 200 cars, subject to the amount of space taken by guests camping. Camping pitches are 20 per night, payable on entry. Guests must ensure that they do not park or camp within 15 ft of the woodland entrance so that we can ensure that access is available to emergency vehicles. Furthermore there is a designated helicopter landing area that must remain vacant for emergency access. Disabled parking is allowed for at the front of the parking area, nearest the woodland.
We wish each event to be as individual as you are! Customers will be encouraged to decorate the venue, taking care not to damage any of our furnishings. We wish to protect our woodland; with this is mind hanging or fastening items to the trees is not permitted.

 

PROVISIONAL BOOKINGS?
We are delighted to hold a provisional booking for you for a maximum of 14 days, unless otherwise agreed by the Venue. During this time, should a further enquiry be received, we reserve the right to ask for immediate confirmation or instruction to release the booking.

 

CONFIRMATION?
All bookings are considered provisional until the contract is signed by the client. Once the contract is signed all such facilities and services reserved on your behalf will be subject to the terms and conditions of the contract.

The Contract must be returned by the Client and received by the Venue within ten working days of the date of issue, or if such time is not available prior to the date of arrival, within a maximum of 48 hours.
If the signed Contract is not returned to the Venue within 10 working days then the Venue reserves the right to release the provisional booking and re-let the facilities.

 

DEPOSITS AND PRE-PAYMENTS
A 25% deposit is required with the return of this contract to secure your wedding day at Lilas Wood (Woodland Wedding Ltd) This payment will be based on the written quotation we have provided to you, or if no such agreement has been made; the list price for the contracted minimum number of guests. A further 25% payment on account is required 6 months before your wedding date. The remaining 50% balance is due 4 weeks before your event date.
All deposits are non-refundable.

 

PAYMENT?
It is the policy of the Venue for all accounts to be settled on departure unless prior alternative arrangements are made. A total of 100% of any additional costs will be required to be settled within 2 weeks of your event.
In the event of payment becoming overdue, interest at 5% above the current payable Bank base rate as at the date of invoice will be added to your account.
Those wishing to settle the full venue cost at the time of booking will be rewarded with a 10% discount.

 

AMENDMENTS BY THE CLIENT
Amendments to guest numbers and/or arrangements must be confirmed to the Venue in writing. You are welcome to change event guest numbers up to 2 weeks before the date of your event. If the result of this change is that a lower than agreed amount is due then we will hold the monetary difference until the post event charges are settled, at this point we will credit the account with the difference.
No charge will be made for any reductions in numbers as long as they do not fall below the minimum guaranteed number.This will be the minimum number for which the client will be charged.

 

CANCELLATION BY THE CLIENT
In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event, the Venue will make every effort to re-sell the facilities on your behalf. The Venues Cancellation Policy is 65% of contracted food and beverage revenue, being our loss of profit.
Any cancellation, postponement or partial cancellation should be advised to the management of the Venue in the first instance verbally. You will be advised at that stage of a cancellation reference number. We also request that cancellations are put in writing by the Client.
Definitive cancellation charges due can only be confirmed to you after the intended date of the event, when we shall reduce the charge by the profit on any alternative business we have been able to secure on your behalf. No deposits will be returned until after this point.

 

AMENDMENTS OR CANCELLATIONS BY THE VENUE
Should the Venue for reasons beyond its control, need to make any amendments to your booking, we reserve the right to offer an alternative choice of facilities.
Should the Client make significant changes to the programme or the expected number of guests, this may result in amendments to the applicable rates and or/the facilities offered by the Venue.

The Venue may cancel the booking if:

• The booking might, in the opinion of the Venue, prejudice the reputation of the Venue.
• The Client is more than 30 days in arrears of previous payments to Woodland Weddings Ltd.
• The Venue becomes aware of any alteration in the Clients financial situation.

 

DRESS CODE
It should be noted that whilst the Venue has no specific dress code, guests are expected to be appropriately dressed at all times. Whilst we wish to encourage diversity, the uniqueness of our outdoor venue necessitates the need for guests to be appropriately dressed. We expect the customer to inform their guests of the woodland location and urge them to bring appropriate dress. We reserve the right to refuse entry to clients who are, in our opinion, inappropriately dressed on grounds of health and safety.

 

ACCESS AND VACATE
All overnight tents and lodges are booked on the understanding that they are vacated by the time stipulated on the contract unless otherwise agreed in writing in advance. The access and vacate times quoted for each function time must be strictly adhered to on all occasions. Functions are required to finish at the time agreed when the booking is made. The Venue reserves the right to levy additional charges where the Client fails to vacate the site at the contracted time.

All events must finish at 12pm.

The Venue will endeavour to make available tents from 3pm on the day of arrival. We request that tents be vacated by 11am on the day of departure. Should the bedrooms not be vacated by 11am on the day of departure, a charge may be levied by the Venue.

THIRD PARTIES

• (i) Where the client employs sub-contractors or third parties to assist them with their event, it is their responsibility to ensure that they comply with all Terms and Conditions laid down by the Venue and any current Health & Safety legislation. The Venue reserves the right to approve any externally arranged supplier.
• (ii) Where the Venue is requested to book facilities and/or services on behalf of the Client or its guests with third parties, it will do so in good faith but cannot be held liable should the standard of those services prove deficient, or for the acts or omissions from such third parties.

 

PROFESSIONAL BODIES AND PERFORMING RIGHTS

• The Client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and the requirements of the management of the Venue, and holds Public Liability Insurance.
• The Venue must comply with certain licensing and statutory regulations and requires the Client to fulfil their obligations in this respect.
• Please note that in order to comply with the requirements of our Public Entertainment Licence, levels of noise must be controlled at all times by noise limiters. The Management, who are the sole arbitrators of what may be deemed to be a public nuisance may require noise levels to be lowered. Refusal to do so by you or your appointed agent could result in the electrical supply being cut off to the band/disco and music being discontinued for the duration of the function. Such an action will not constitute a breach of contract between the Client and the Venue.

 

FOOD AND BEVERAGE
The Client will ensure that neither they, nor any of their guests, bring any food or beverage into the Venue, unless previously agreed in writing by the Venue. A corkage charge will be made for any consumption of wines agreed in advance.

 

MISCELLANEOUS

• The Client must obtain prior consent for all signs, exhibitions and displays inside and outside the Venue. The Venue reserves the right to remove signs which are unauthorised, unlawfully displayed or which may be deemed to cause offence.
• The Venues name/logo may be used in publicity, once a proof of the promotional material has been agreed with the Venue.
• The Venue will not be liable for Clients or any person claiming through the Clients, for any loss or damage caused by, or arising from, its failure to carry out any obligations under this Agreement, due to anything beyond the control of the Venue.
• All prices quoted are inclusive of service and VAT at the current rate unless otherwise stated. We reserve the right to change prices due to increases in suppliers costs, tax, duty and any changes in VAT.
• Any additional bookings or services arising out of the Contract will be deemed subject to the above conditions.
• Should any of your guests be unable to correct any aspect of poor behaviour or activities unacceptable to the Venue, the Venue reserves the right to terminate your stay. Should this occur, no monies will be refunded to you. The Managers decision is final.
• We regret that the Venue does not accept any responsibility for any loss or damage to vehicles or other property howsoever caused.
• The costs of repairing any damage caused to the property, contents or grounds by any of your guests must be reimbursed to the Venue by the Client. We will make a list available to you of the contents and the price of replacement.
• Insurance we strongly recommend you consider insurance to protect you against cancellation or abandonment. Insurance can also cover non-appearance of third party suppliers, property damage at or to the venue or its contents, third party bodily insurance and third party damage. The Venue does not accept liability for these.
• Internet and email use the Organiser agrees to inform their guests/attendees that use of the Internet or email facilities while at the Venue is carried out in the knowledge that they accept liability for any views expressed, damage caused by infections or viruses, and full personal responsibility for the downloading of illegal material.

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