Wedding Terms & Conditions (In House Wedding)

Internal Terms and Conditions

We are delighted that you have chosen Shendish Manor Hotel and Golf Club for your upcoming event. We have set out below the Terms and Conditions that all bookings are made upon and subject to:

The Parties

1. Shendish Manor Hotel and Golf Club (registered company no. 7014917) of London Road, Apsley, Hemel Hempstead, HP3 0AA (“the venue”)
2. (“the Client/Customer”) the people, individual or company, looking to hire the venue and/or services and rooms for their event.

1. DEFINITIONS

1. 1. In these terms the following definitions apply:

“You”, “Your”, “Yourself” means the (“the Client/Customer”) the people, individual or company, looking to hire the venue and/or services and rooms for their event.

“We”, “Us”, “Our”, “Ourselves” Means “the venue” Shendish Manor Hotel and Golf Club

“The Event” Means the function or the purpose of which the client has made the booking.

2. Confirmation of Booking

2.1 To confirm a date for your event, a £1,000.00 deposit is required.

2.1.1 Once this has been received, a written confirmation will be sent to you.

3. Payment Terms

3.1

50% of the total booking cost Must be received by us no later than 6 months before the event

75% of the total booking cost Must be received by us no later than 3 months before the event

Final balance Must be received by us no later than 30 days before the event.

3.2 All deposits and payments are non-refundable and should be made in cash, by credit or debit card or BACs Payment. Please ask your coordinator for bank details.

4. Cancellation

4.1 In the event of cancellations, we are entitled to retain the non-refundable deposit plus a cancellation fee as laid out in the below schedule.

4.2.1 The venue reserves the right at its own discretion to treat as a cancellation:

(i) Any variation being a reduction of 10% or more of the confirmed numbers or value

(ii) Any postponement to the confirmed booking date.

4.2.3 Up to 30 days prior to the date of arrival, clients may reduce the numbers attending the function or special event without invoking the cancellation provisions. If numbers reduce after this time you will not refunded of the difference.

5. Pre Order System

5.1 Once you have decided on your menu Shendish Manor Hotel will send you a link to Cventa. This is a food pre-ordering system. You as the Organiser will be responsible for sending this on to your guests. Venue requests that final numbers are provided a minimum of 30 days prior to arrival and the client charged accordingly. In cases where there is a reduction in numbers or value, the above provisions will apply.

6. Reservations and Rooming Lists

6.1 A maximum allocation of 15 guest bedrooms can be provisionally booked at one time. All bedrooms un-allocated from your block will be released automatically 56 days prior to your wedding or event date.

6.2 When you have taken your allocation of the 15 rooms, you can hold more rooms if available. Any guests wanting to book a room will be asked for a valid debit / credit card.

6.3 Additional Charges: The guest agrees to pay the venue for any food and beverages, or any other services not provided within their confirmed contract, unless the venue has received specific instruction in writing that such services are to be billed back direct to a company with approved credit facilities.

(i)If the venue (Shendish Manor) has not received specific instruction, the client will be liable for all charges to be settled upon departure from the venue after the event has taken place.

7. Liability

7.1 The venue accepts no responsibility for death, bodily injury or disease arising from any cause whatsoever to persons attending / visiting the premises, except for legal liability arising due to the negligence of the venue, it's servants, employees or representatives.

7.2 The client hereby undertakes to indemnify the venue for any damage to the premises or property whether owned or not by the venue or caused by the actions or activities of any person attending or visiting a function, staying at the venue or guest of anyone using the venue under this contract.

7.3 The client/customer shall ensure that the client/customer or attendees and guests of the Client/customer observe a high standard of behaviour at all times and the venue reserves the right to expel or remove any guest or attendee behaving in a manner which it regards at its own discretion, as detrimental to the standing of the venue or likely to cause inconvenience or annoyance to any other venue guest or user. In the event of such actions by the venue, the venue shall not be obliged to pay compensation or make any refunds to the client/customer.

7.4 The venue shall not be liable for any breach of this contract because of strikes, labour disputes, accidents, or other causes beyond its control. In such an event the venue shall offer alternative accommodation and facilities, if these are available, failing which the venue will cancel the contract and refund any deposits already paid. The venue's obligations to the

client/customer will be limited to the refund of any deposits held.

8. Damage

8.1 The client agrees to take reasonable precautions not to damage nor injure the venue’s property, nor staff and is responsible for the actions of his guests and contractors for any such damage.

8.2 The venue accepts no liability for damage or loss to any goods, i.e. wedding presents that are brought into the venue.

8.3 At the end of the function please clear all personal effects as the venue cannot accept any responsibility for the safe-keeping of such items.

8.4 We will require payment for damage made to any part of The Shendish Manor Hotel & Golf Course or its furnishings/equipment, by any person invited by you.

8.5 The venue will not be held responsible for any loss or damage to any article brought into the premises or to cars and their contacts whilst left in our car park.

8.6 Pleases note that no drinks, glasses or bottles are permitted on the dancefloor under any circumstances. Should any spillages occur they must be reported to management immediately

9. Apsley Music System

9.1 Please see below for what is required of your chosen DJ or Band, along with information regarding the Aspley sound Limiter. Failure to produce the below will result in refusal of the DJ or Band. It is the responsibility of the event organiser to ensure that the documents are received. Documents must be received 4 weeks in advance of the event date.

9.i A signed copy of the Dj & Band Letter, which will be sent by Shendish Manor Hotel once the organiser has provided contact details.

9.ii PAT Test for all equipment that will be plugged in to Shendish Manor Hotel’s Electricity

9.iii Public liability insurance in excess of £5 million

9.iiiNo Haze Machines, Confetti Cannons, Dry Ice, Smoke Machines

9.2 Information Regarding the Apsley Sound Limiter

9.2.1 We have surrounding neighbours and we have been instructed to use this device by our local Licensing Enforcement Officer. The noise levels have been set by the enforcement officer which is a sensible level so a good party atmosphere can be had in the function room by achieving a 90dB reading on the dance floor however it is not too obtrusive for our local neighbours.

9.3 The inside system will work as follows:

1. You will need to bring all your own equipment, including speakers, mixer and four XLR cables.
2. Your four XLR cables need to be plugged into our sound compressor, which is in Apsley 3 alcove. You do not need to touch or move any of the other cables these will be set ready for you.
3. If the fire exit doors are opened at any point when music is playing, the music will automatically stop playing. As soon as the doors are closed, the music will recommence. Signage is up on the doors informing the guests of this. Please do let the guests know this when you start.
4. The noise level is set that cannot be changed. If you try to turn the volume above this, the system will activate and will bring you back down to the set level within seconds.

4. Bands need to ensure that 1 member is plugged into the sound compressor.
5. If you are providing music for a ceremony with guests facing Apsley 4 external doors then your speakers can be put either side of the Apsley 4 external doors, however in order to do this you will need to bring two additional 5-meter XLR cables. Your set up will remain in Apsley 3 alcove
6. For the evening reception please note that your DJ speakers must be in Apsley 3 alcove, this is due to the bedrooms in close proximity.

9.4 Outside speakers will work as follows:

1. We provide the speakers for you to play music through. There are 4 speakers on the wall outside the Apsley Suite and one speaker in the Apsley Gazebo. All speakers are connected through an AUX cable port. If you are providing music for the outside ceremony or drinks reception, then you will need to provide and man an AUX cable compatible device to play the music through.
2. If you are a singer and providing music for the outside ceremony or drinks reception, then we provide a handheld microphone which plays through the outside speakers. You can have a backing track playing through the AUX cable port. You will need to provide an AUX cable device to play the background music through. If you are singing alongside an instrument instead of a backing track, then we permit a maximum of two string instruments alongside you singing that are not amplified.

9.5 When the DJ or Band arrives to the venue, they must make themselves known to the duty manager who will show them where to plug your equipment into.

9.6 Please note it is compulsory that DJ and Band equipment is plugged in through this device. Failure to do so can result in the management team refusing you to set-up.

10. Upgrade Options, Additional Charges and Additional Space

10.1 If you require more space, additional to the Apsley Suite, please contact your event coordinator.

11. Additional Optional Services

11.1 If you choose to hold your Civil Ceremony here, there will be an additional charge from £650.00.

(i) You must also contact the registry office on 01442 426740 as well as Shendish Manor Hotel.

11.2 White table linen, cutlery, crockery and glassware are provided by Shendish Manor Hotel. If you wish to hire anything else from Shendish Manor Hotel please contact your event coordinator.

11.3 There is food and beverage included in your package. If you wish for Shendish Manor Hotel to provide any additional Food or Beverages, please contact your event coordinator.

11.4 Shendish Manor Hotel do not have a public cloakroom facility. Shendish Manor Hotel can provide a private cloakroom facility for your guests at a cost of £200.00.

11.5 If you require more chairs / tables you would need to hire these in yourself, Allens Hire - www.allenshire.co.uk has been used a number of times in the past. Along with Rose Tone www.rosetone.co.uk

11.6 If a Toastmaster is included in your package this will be noted on the front of your contract and his details are Jango Gazdar - jango@toastmasterjango.co.uk. Shendish Manor Hotel will book him for you and he will make direct contact with you.

12. Miscellaneous

12.1 Please note we are a popular Wedding venue and can accommodate two Weddings or Events per day. Each Wedding or Event is held in allocated areas of the venue.

12.1.1 Please note if there is a Wedding or function taking place in the Manor House you will not be able to access the Manor House, Manor Car Park or Manor Grounds, however you do have your own private gardens you can enjoy.

12.2 We do not allow fireworks or Chinese lanterns. Sparklers are not allowed inside.

12.2.1 Confetti cannons and smoke machines cannot be used.

12.3 We do not allow photography drones anywhere within the Venue grounds.

12.4 The reception area is a public area and cannot be used for decoration or for a congregation room, including any arrival drinks or canapes. Please note your guests will be asked to move in your private area if this happens.

12.5 Please note if you hire any additional equipment or furniture from an external company for example chairs, these can only arrive at the venue the day of the Wedding and must be collected on the day of the Wedding. These cannot be delivered any earlier or left any later due to space.

12.6 Please note that in order to gain access to the Manor House bedrooms you must either use the staircase closest to reception or the lift if there is a private function taking place in the Manor House. You will not be permitted to walk through the Manor House to get to the bedrooms if there is an event taking place in the Manor House

12.7 The Venue has a music and alcohol license till 00:00 for functions. This cannot be extended.

12.8 We are unable to provide waiting staff or kitchen porters for your event.

12.9 Children must be supervised at all times.

12.10 Anyone who wishes to smoke must do so outside of the front doors by reception.

12.11 If the Apsley doors are open the air conditioning will not work.

12.12 We do not allow any kind of drums to be played in the Apsley Suite Gardens at any time. Drums are only permitted outside the front of the Venue after 10:00 and before 20:00

12.12.1 No acoustic music is allowed outside the front of the Venue or in the Apsley Gardens

12.13 Shendish Manor take no responsibility for setting up additional decor

13. Supplier Information

If you have already booked any suppliers, please note these down below so the events team can make contact.

13.1 Suppliers will need to provide the below:

i PAT Test for all equipment that will be plugged in to Shendish Manor Hotel’s Electricity

ii Public liability insurance in excess of £5 million

iii Djs or Bands Must Sign and Return the DJ & Band letter that Shendish will send out.

iv All Caterers must sign and return the Caterer contract and pay a £500 Deposit.

14. Information for Suppliers

• 14.1 All Suppliers must remove their equipment at the end of the event we will not store or take responsibility for any items left at the end of the night.
• 14.2 Suppliers will need to stay on site to remove any items that may need to be removed during the day for the evening. Eg: any ceremony staging that will not be needed in the evening.
• 14.3 Caterers loading /un-loading can be done at the front of the Venue in quieter times, but will need to be moved ASAP, for safety reasons. Then driven to the end of the car-park and parked there for the duration. Please check in with the duty manager on arrival for instruction.
• 14.4 Suppliers can set up from 8am inside and the Apsley Garden from 8.30am, if any of your suppliers need earlier access, please speak to your event coordinator.
• 14.5 No Food or Drink is provided by Shendish for suppliers unless pre-arranged and pre-paid
• 15. Future Development
• 15.1 The Venue continually strives to improve levels of comfort and the quality of services in all areas. Should any refurbishment works be underway, we will always try to minimise the impact of this during your stay.
• 15.2 We will endeavour to keep all Venue and facilities operating during our opening hours, but such facilities may be closed for private events, cleaning, decoration, repairs or any other reason beyond our control. Whilst we endeavour to minimise disruption to guests, we have no liability to guests in respect of this.
• 15.3 Shendish Manor Hotel’s new development is due to start at the end of 2019; exact start date is yet to be confirmed; if you would like more information, please do ask your coordinator
• 15.3.1 The location of the new development has been very carefully chosen, it is quite some distance from the existing Venue, and will happen with as little disruption to the Venue as possible. A screen would also be erected to shield the construction work taking place.

NB: We will use all reasonable endeavours to ensure the accuracy of all information which we provide to you about our facilities, services, activities and other details (whether in our literature, on our website, or in our communications with you)

Terms must be signed by each client and Shendish Manor Hotel