Booking Guidelines

May 2010

Please note that all functions, bookings and orders are subject to Frasers Events’, Booking Conditions and Guidelines and Function Conditions of Hire (May 2010).

1. Terms: For all accommodation bookings, a deposit of £50 per room/person will be taken at the time of booking. The balance is payable on the morning of departure.

2. Deposits: Unless specifically stipulated all deposits are non-refundable.

3. Pre-payment is required: A deposit of £1000.00 is required to secure the date for your function and will be held as a security deposit and refunded accordingly after the event.

4. Notice: The following minimum booking notice is required - all weddings (minimum 12 weeks), banqueting functions/receptions/training days/product launches (minimum 6 weeks).

5. Alcohol: Alcohol sales from the bar will be settled on the day of the function. Alcohol included as part of a “package” for an event must be pre-paid for with the food or will not be provided.

6. All bookings remain provisional until a deposit is paid.

Cancellations

7. The Hirer is advised to have cancellation insurance to recover non-refunded deposits.

8. Whilst cancellation can be made by telephone, it must be supported by an e-mail or letter to have effect.

Cancellation of Bed & Breakfast booked in conjunction with a function

9. The following cancellation charges shall apply and shall be payable to Frasers Events where there is cancellation of overnight Bed & Breakfast accommodation that has been booked in conjunction with a function (such as a wedding or banquet/reception or conference/meeting) or where more than one bedroom has been booked (block booking), or where the accommodation booking exceeds 2 nights:

(a) Where cancellation is 60+ calendar days prior to booked event and accommodation date - loss of deposit only.

(b) Where cancellation is 38 to 59 calendar days prior to booked date - loss of deposit AND 50% of the booked event and accommodation invoice value.

(c) Where cancellation is 0-37 calendar days prior to booked event and accommodation date - 100% charge of booked event and accommodation invoice value (including the loss of deposit).

10. Cancellation of Functions including Wedding Receptions, Civil Ceremonies, Banquets/Receptions or Conference/Meeting/Training courses.

Where cancellation is 0 to 90 calendar days prior to the booked event and accommodation date –100% charge of the invoice value (including the loss of deposit).

Wedding, banqueting and party deposits are held for 7 working days after the event. This is to cover damage and/or extra cleaning caused by the event.

11. Cancellation of Wedding Receptions including Civil Ceremonies.

Owing to the length of time most weddings are booked in advance, re-selling wedding dates is extremely difficult. If the date is re-sold then this will be reflected in the cancellation charges calculation as follows:

(a) Where cancellation is 183 + calendar days prior to the booked event accommodation date - loss of deposit + 25% charge of the booked event and accommodation invoice value.

(b) Where cancellation is 122 to 182 calendar days prior to the booked event and accommodation date – loss of deposit + 50% charge of the booked event and accommodation invoice value.

(c) Where cancellation is 91 to 121 calendar days prior to the booked event and accommodation date – loss of deposit + 75% charge of the booked event and accommodation invoice value.

12. Damage: The cost of repair/replacement for any loss or damage caused to our property or any claims made against us by a third party arising from the Hirers, its guest or Agents (as defined in the Booking Conditions) acts or omissions shall be due and payable by the Hirer within 7 days of Frasers Events notifying the Hirer of reasonable details of such loss, damage or claims. It is the Hirer’s responsibility to obtain any such expense from the persons who was responsible for such loss, damage or claims.

13. Smoking: Frasers is a totally non smoking site with the exception of the area identified adjacent to the car park. There are no designated smoking bedrooms. It is illegal to smoke in any enclosed area of Frasers or the site other than the designated area. Any person(s) found smoking anywhere other than the designated area will be asked to cease and may be asked to leave Frasers immediately without reimbursement.

14. Force Majeure. Frasers Events will use reasonable endeavours to carry out the contract of hire as agreed but shall not be liable for loss or damage (whether direct or consequential) suffered by the Hirer, any of the Hirer’s guests or Agents in the event of Frasers being unable to complete the work in whole or in part due to matters beyond its reasonable control which expression shall include (but shall not be confined to) staff or supplier illness, strikes, lockouts, other labour disputes, national crisis, disease restrictions (human or animal), order of any relevant authority, adverse weather, flooding, loss of utilities, international crisis, terrorism, shortage of materials, accident or breakdown of vehicles, or other forms of transport, errors made by employees in making arrangements, other delays in travel, riot, civil unrest or war.

15. Variations. Any variations to the details on the Function Order Form that is the subject of the contract between you and Frasers Events must be agreed in writing and confirmed in writing in advance of the booking date.

16. Insurance. Frasers Events strongly advises its Hirers to take out comprehensive cancellation insurance and the Hirer should approach a reputable broker/insurance company or Ashford Tourist Information centre.

17. Dogs/other pets. Frasers Events does not accept dogs other than assistance dogs (by prior arrangement) or any other type of pet and the Hirer agrees that any such animal shall not gain admittance to Frasers.

18. Check In is generally from 15.00hrs and checkout is 11:00hrs. Endeavours will be made to accommodate early or late arrivals from guests.

(a) Late checkout incurs a fee of £100.00

19. Breakfast is served from 8:30hrs – 9:30hrs.

(a) A continental breakfast is served to guests staying the night prior to the event.

20. Children under the age of 18 are not permitted where bar areas have been established either in the main function room, terrace or marquee.

21. Credit cards – Frasers Events accept, Visa, Mastercard and most Debit cards. We do not accept Credit Card amounts of less than £25.00. For amounts exceeding £400.00 there is an administration fee of 3.0%. PIN codes are always required. We do not accept American Express.

Booking Guidelines

May 2010

See also...