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Hopton Court Apartment

 

 Hopton Court is a Member of The National Outdoor Events Association

 

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Terms & Conditions

HOPTON COURT VENUE HIRE AGREEMENT

This agreement is made between The Hopton Court Estate (‘Hirer’) and the ‘Client’.

The Hirer agrees to let the venue described on the www.hoptoncourt.co.uk website to the Client at the agreed facility fee of £……………...... plus VAT at the current rate, for the period: -

 Start Date of Event……………….. To                    End Date of Event………………..

Payment:  The Client agrees to pay a deposit of 50% at the time of booking if more than two calendar months before the event.  The balance of the fee to be paid eight weeks before the event. If booking is less than two calendar months before the event the entire fee is payable. The facility fee will not be refunded if the event is cancelled eight weeks or less prior to the date of the event as it is very unlikely that the venue could be let following cancellation. (see insurance suggestions below)

As well as the facility fee, a deposit of 10% will be paid to the Hirer at the time of final payment to cover damage to property for any loss incurred, including insufficient cleaning of the venue. The deposit will be returned by cheque if all requirements of hire are complied with immediately after the event. If the event is cancelled this deposit will be  returned providing no expenses as mentioned above have been incurred.

The facility fee is based on reasonable consumption of services / electricity / water and gas, during the hire period of the event itself.  Access, if possible, to the venue for the purpose of decoration etc. is permitted by arrangement without charge except for additional use of the above mentioned services which may be charged in addition to the agreed fee if excessive.

The Client agrees to leave the venue in a tidy and clean condition and at least in the same condition as found prior to hire.  Any damage caused to property or equipment must be reported to the Hirer.

Clients may hire in their own furniture. The Hirer has furniture including chairs and tables for up to 50 people.  There is no extra charge for the use of this furniture if required, on the understanding that it is undamaged after use. The use of the Hirers furniture does not form part of this Agreement and can only be used if available and by prior arrangement. Any furniture borrowed from the Hirer must be returned to the agreed appointed storage area after the event.

The Client is advised that Wedding Pack Insurance is available on the open market and it is advisable that insurance of this type should be taken out.  The cost of insurance is relatively small and will cover you for cancellation.

If the Client is providing food or beverages of any nature, either through a registered caterer or by the Client, evidence of adequate Public Liability Insurance must be provided.  The Hirer will not be held liable under any circumstances for injury or damage to health of either the Client or any of the Client’s guests or employees, however caused, by the provision of food and or beverages served on the premises. Use of fridges and other kitchen equipment is included in this Hire Agreement on the understanding that the hirer accepts no responsibility for failure of any of the equipment as a result of its use.

The Client agrees with the Hirer that all providers of all external services and equipment must produce satisfactory evidence of adequate Public Liability Insurance.

If a marquee, furniture and equipment is hired in to accommodate larger numbers of people at the function, Clients must have evidence of insurance of all hired in equipment.

The Client will appoint a responsible adult to liaise with the Hirer during the period of hire, including the lead in period and immediately after the event. Our licence for the sale of alcohol and provision of music ends at midnight and it is imperative that any musical entertainment and alcohol consumption should cease at this time. Any extensions required should be requested a full month before the event.

Name of responsible person………………………………

Contact mobile telephone number…………………………...

At the end of the event, the premises must be locked and secured and electrical appliances and lighting switched off.  A schedule for guidance will be supplied.

Any conditions outside this agreement must be agreed in writing by both parties.

Signed ……………………………… C.R.D. WOODWARD or S.A. WOODWARD

On behalf of The Hopton Court Estate, Hopton Court, Cleobury Mortimer, Kidderminster, Worcs.  DY14 0EF.

Date………………………………………………

Name and Address of Client…………………………………….........................................................

.........................................................................................................................................

Post Code...............................................

Signed ………………………………..

Date…………………………………..

NB.  It is advisable that the Client should visit the venue to discuss arrangements in detail prior to making a booking.