Wedding Booking Standard Terms & Conditions

Definitions

“Booking” – The written request of the Customer for the provision of services including the Function, which The Greensand Trust agrees to provide subject to these terms and conditions.

“Contract” – The contract between the Customer and The Greensand Trust which is made pursuant to these terms and conditions.

“Customer” – The persons, firm or other body contracting with The Greensand Trust for the provision of services connected with a Function.

“Deposit” – A non-returnable non-refundable deposit of £1500 or £2500 including VAT payable at the time that the Customer confirms a Booking.

“Function” – The event and services in respect of which the Customer has made a Booking with The Greensand Trust.

“The Greensand Trust” – Company number 3702419 and Registered Charity 1077055 and its employees.

“VAT” – Value Added Tax or any equivalent tax payable by law at the date of the Function.

“Venue” – The venue and premises managed by The Greensand Trust at which the Customer’s Function will take place in accordance with these terms and conditions.

“Venue Hire Fee” – The fee payable by the Customer for use by the Customer and the Customer’s guests of the Venue during the Function.

“Venue Manager” – The employee of The Greensand Trust to whom The Greensand Trust has delegated responsibility for liaising with the Customer and agreeing arranging and managing the preparation for the Function at the Venue.

Bookings and Deposit

  1. The Customer shall confirm a Booking by completing and returning the booking form together with payment in full of the Deposit.
  2. A non-negotiable deposit as indicated below is required to secure your booking. The deposit is non-refundable in the case of cancellation. We accept payment by cash, cheque, credit or debit card.
    1. Weddings held Monday - Thursday: £1500 non-refundable.
    2. Weddings held Friday – Sunday: £2500 non-refundable.
  3. A Contract is only made between The Greensand Trust and the Customer after The Greensand Trust has received the booking form and payment of the Deposit in cleared funds and no Booking shall be binding on The Greensand Trust until the Customers receives written confirmation from The Greensand Trust.
  4. Where a provisional booking is made, the booking must be confirmed in writing using the supplied booking form with payment of deposit within 14 days of making the provisional booking. Bookings will only be provisionally held for this time and your booking date is liable to be resold unless payment of the non-refundable deposit is received. Should written confirmation and a deposit not be received during this time then the booking will be cancelled without further contact being made.
  5. Confirmation of the final number of guests attending your event must be advised 28 days prior to the event and this will be the number that will be charged for. It may be possible to add guests to this number but not to reduce chargeable numbers once the full balance has been paid prior to the event taking place.
  6. Any special dietary requirements for any of the Customer’s guests at the Function (please note that The Greensand Trust will rely on the information provided by the Customer and/or the guest with regard to dietary requirements and prepare specific meals for those guests with specific needs and as such, no alternative dish or preparation to the one specifically prepared for a guest will be available to such guests during the Function).

 

Supply of Additional Goods and Services

  1. The Customer shall pay The Greensand Trust’s charges for any additional goods and services provided by The Greensand Trust at the request of the Customer or any person purporting to act on behalf of the Customer and having ostensible authority to do so unless covered by other provisions of this Contract.
  2. Any special requests, incentives, discounts or other indulgences shall only be binding on The Greensand Trust if agreed and confirmed in writing by The Greensand Trust.
  3. No food, wine, beer or spirits may be brought into the Venue by the Customer or the Customer’s guests, for consumption on the premises, unless the prior written consent of The Greensand Trust has been obtained and an additional charge has been agreed upon and paid.

 

Payment Terms

  1. The full balance of the event must be paid by the customer at least 30 days prior to the event taking place. We will invoice you for the total price of your wedding package (less any deposit paid) before the scheduled date of your wedding. You must pay our invoice in full no later than 10 days from the date of invoice. We accept payment by cash, cheque or credit card. Please make cheques payable to ‘The Greensand Trust’. We do not offer a credit facility and it is not possible to pay for your event after it has taken place. Failure to make full payment 30 days prior to the event taking place will result in your event being cancelled by us with you liable to the terms outlined in our cancellation policy.
  2. Additions to guest numbers and/or changes to food and beverage requirements within 28 days of your event must be made in writing and must be paid for in full at the time of notifying us. Refunds or exchanges will not be given should the number of guests attending the event fall below the number of guests that have been paid for.
  3. Any incidental costs or charges relating to the Booking and the Function (including but not limited to charges incurred on the date of the Function for additional staff, entertainment, food, drinks or damages) shall be paid in full by the Customer on receipt of The Greensand Trust’s invoice and in any event within 21 days of the end of the Function.
  4. Package prices are a guideline, whilst we will do our utmost to keep to them it may be necessary to occasionally increase the tariff due to an unforeseen increase in supplier prices. All food prices include VAT.
  5. Bookings confirmed within 30 days of the date of the Function are to be paid in full at the time of confirmation.
  6. All charges payable by the Customer shall include VAT at the applicable rate on the day of the Function.

 

Parking

  1. Car parking at the venue is strictly on a subject to availability basis. The car park is also used by members of the public visiting the site during normal opening hours. We will only reserve a car parking space for the Bride and Groom and endeavour to provide a reserved row / section of additional parking spaces for the immediate bridal party where possible. This is on a 'best effort' basis as we do not guarantee availability of parking spaces to accommodate an entire wedding party, particularly on very busy days when the site is subject to peak numbers of visitors and both the regular and overflow car parks have reached full capacity.
  2. The Greensand Trust will in no event be liable to loss or damage to vehicles or items in the car park. Vehicles are parked entirely at the owner’s risk.

 

Timing of the Function

  1. The Customer shall commence the Function promptly at the time agreed with The Greensand Trust and shall ensure that after the Function, the Customer and all guests shall have left the Venue no later than the time set by The Greensand Trust under the terms of the Booking confirmation.
  2. If a meal is provided by The Greensand Trust or The Greensand Trust’s approved caterer as part of the Function, the Customer shall ensure that those attending the Function are ready to be served their food at the time agreed between the Customer and the Venue Manager and that unless otherwise agreed in writing, the meal is completed within a period of two hours, otherwise a supplementary charge may apply. This charge will be determined by the Venue Manager and will be added to the Customer’s final event invoice for payment.
  3. The Customer agrees to reimburse all expenses incurred by The Greensand Trust resulting from breach of the Customer’s obligations relating to the timing of the function (including but not limited to any additional payments to staff).
  4. Function entertainment (including but not limited to all bands and discos) must cease at the same time as the bar closes.
  5. The Customer shall ensure that the Venue is cleared of all materials and equipment brought into the Venue by the Customer, its guests or their employees, agents or contractors, by the time the Function has ended (or such other period as may be previously agreed in writing by the Venue Manager). If the Customer breaches its obligations under this provision, Customer shall pay an additional charge to The Greensand Trust for the excess period that the materials or equipment are located at the Venue.

 

Cancellation by the Customer

  1. In the unfortunate event that you have to cancel your booking, you must let the venue know in writing as soon as possible. Please note that in the event that you cancel your booking, any deposit monies paid are non-refundable and the following charges will also apply:
    • 9 or more months of hire date:                                 Loss of deposit, no additional charges
    • Between 9 - 6 months of hire date: Loss of deposit + 25% of services booked
    • Between 3 - 6 months of hire date: Loss of deposit + 50% of services booked
    • Less than 3 months of hire date: Loss of deposit + 75% of services booked
    • Less than 30 days of hire date: Loss of deposit + 100% of services booked
  2. Where the final price has yet to be finalised (for example, because you have not yet confirmed catering numbers), we shall base the cancellation charges on any minimum numbers set out in our quotation.
  3. The Greensand Trust shall endeavour to mitigate its losses by marketing the date for booking by another customer in an attempt to reduce the amounts payable by the Customer. However, any such reduction shall be at the discretion of The Greensand Trust, whose decision shall be final.

 

  1. Cancellation by The Greensand Trust
  2. If a booking is cancelled by The Greensand Trust due to the Venue failing to receive full payment at least 30 days prior to the event taking place, then any deposit or additional monies paid will not be refunded and you agree to pay the full 100% total of your event as outlined in the table of cancellation charges outlined in clause 22.
  3. The Greensand Trust will not be responsible for any disruption to the event due to the closure of the Property or Venue, failure to receive full payment of your event before taking place - or any restrictions of access that were unforeseen at the time of booking.
  4. The Greensand Trust may need to cancel or alter the booking in circumstances beyond its reasonable control (including but not limited to government intervention, strikes, labour disputes, accidents, acts of God, national or local disasters, war, damage to the Venue, loss of services such as electricity gas or sewage weather fire or failure of sub-contractors or suppliers) or where, in the reasonable opinion of The Greensand Trust, there is a safety risk or it is necessary to perform or complete emergency works.
  5. If a booking has to be cancelled by The Greensand Trust, it will take reasonable steps to offer an alternative booking. If the Customer does not accept the alternative offered, The Greensand Trust’s liability to the Customer shall be limited to the amounts already paid by the Customer to The Greensand Trust at the time of the cancellation. An alternative date will not be offered when events have been cancelled by The Greensand Trust due failure to receive full payment prior to an event.
  6. The Greensand Trust will not be liable for any losses caused by any type of cancellation or alteration. Whilst The Greensand Trust will make every reasonable effort to ensure a cancellation does not happen, you may wish to take out insurance cover against the costs associated with the necessity of cancelling, changing or varying the Booking.

 

Orderly Conduct and Appropriate Use

  1. Bookings are accepted on the basis that the nature and purpose of the Function is considered reasonable and appropriate by The Greensand Trust. You must not use the Venue for any purpose other than agreed with the Greensand Trust in writing. You acknowledge that the property must be treated with due care and respect at all times and that you are responsible for ensuring the proper respect of the property by you, your contractors, their staff and your guests. Any instructions or guidance given by Greensand Trust staff must be strictly complied with.
  2. For any activities that The Greensand Trust perceive to be a potential risk to the venue you must produce valid risk assessments and insurance. Please note that breach of this provision may result in cancellation or termination by The Greensand Trust (with no liability to The Greensand Trust) and a forfeiture of the Deposit.
  3. The Customer will be liable to The Greensand Trust for any damage and/or loss sustained by The Greensand Trust or any third party as a result of any act or omission by you, your contractors, staff or invitees, including as a result of any breach of this Agreement. You are therefore responsible for your contractors, staff and invitees. The Greensand Trust accepts no liability whatsoever for any loss (including loss sustained to any materials, equipment or personal possessions of the Customer, its contractors, staff or invitees) unless such loss or damage is due to the negligence of The Greensand Trust. The Greensand Trust will not be liable for any losses that were not reasonably foreseeable at the time that it The Greensand Trust entered into this Contract. Please note that, unless we agree otherwise, The Greensand Trust total financial responsibility to you in respect of any function shall not exceed 100% of the total charges, even if the loss you suffer is more than this. If you wish to arrange additional protection, you may wish to obtain appropriate insurance. Nothing in this agreement excludes The Greensand Trust's liability for death or personal injury caused by The Greensand Trust or for fraud. Nothing in this agreement affects your statutory rights. Please speak to your citizens' advice bureau if you would like further information as to your statutory rights.
  4. The Customer will ensure that nothing is affixed to the floors, walls, ceilings or columns of the Venue, or any other part of the Venue, by nails, screws, tape, drawing pins or other means, or suspended from the roofs or ceilings thereof unless previously agreed to in writing by The Greensand Trust.
  5. The person whose name appears as primary contact on the booking form will be held responsible in all cases for any damage how so ever caused by any of the invited guests.
  6. Where the Customer is made up of more than one person or entity, those persons or entities constituting the Customer shall be jointly and severally liable under the Contract.
  7. The Greensand Trust cannot accept responsibility for any personal items left after an event. Storage space is limited and as such, personal items such as cakes, props or table decorations stored for your convenience after an event will be at the discretion of the venue manager. Any items that are stored will be held up to a maximum of 5 days after your event has taken place. The Greensand Trust will dispose of personal items not collected after this time.
  8. Smoking and vaping are prohibited indoors at all Venues. The Customer shall confirm the location of any designated smoking area with the relevant Venue Manager.
  9. Metallic foil confetti or glitter confetti must not be used inside any building or thrown outside in any open space whilst at the venue. The use of mass-market metallic foil confetti and glitter confetti is harmful to environment and a significant cost is involved in the clean-up after its use. Bio-degradable paper confetti or rose petals must be used as an alternative. It remains the responsibility of the primary contact on the booking form to ensure that all invited event guests are advised of and adhere to this policy. An additional clean up charge of £200 will be billed to any event organiser where metallic foil confetti or glitter has been used.
  10. The Customer is responsible for any damage caused by their contractors or subcontractors regardless as to whether The Greensand Trust has approved/recommended them or not. It is advised that Customers agree the terms and conditions of supplying products and services with each such contractor. The Customer is to ensure that their contractors are aware of and abide by the restrictions set out in this contract.
  11. Only contractors who have been pre-approved by The Greensand Trust in writing will be able to operate within the Venue. Please note that, where The Greensand Trust provides a recommendation or suggestion as to potential third party service providers, you should check that those service providers are suitable as The Greensand Trust will not be liable for those third party service providers. Please speak to The Greensand Trust about any contractors that you wish to use.
  12. The Customer will, when requested by The Greensand Trust, provide full details of the nature of, and agenda for the Function, the names of the guests and third parties and any other information required by The Greensand Trust from time to time.
  13. All performers engaged by the Customer to perform at the Venue must be in possession of public liability insurance to the value of £2,000,000. The Venue Manager shall have total authority to instruct live acts to operate, or cease to operate, as he or she sees fit within the Function requirements. The use of Pyrotechnics, smoke and dry ice must be approved in writing before the Function by the Venue’s Fire Officer.
  14. The Customer shall indemnify The Greensand Trust, and its landlord, in respect of any and all claims asserted against The Greensand Trust, or its landlord, by the Function guests, or otherwise in connection with a breach of this provision by Customer.
  15. The Customer shall ensure that the Function will not be conducted and that its guests will not behave in a way which will, or may, constitute a breach of the law or cause a nuisance or be an infringement of, or occasion for, or render possible forfeiture or endorsement or non-renewal of licences for the Venue or conflict with The Greensand Trust’s fire certificates.
  16. While the Function is likely to be an occasion for celebration, The Greensand Trust operates a policy of zero tolerance towards (without limitation) the possession and/or use of illegal drugs, illegal gaming or betting, violence and drunken, abusive or threatening behaviour. In the event that the Venue Manager or and The Greensand Trust employees or agents discover or experience any such behaviour, The Greensand Trust reserves the right to take such action as The Greensand Trust considers (in its sole discretion) necessary to ensure the safety of its personnel, including but not limited to any of the following:
  • stopping the sale of alcohol;
  • closing the Function bar early;
  • ending the Function early;
  • involving the police;
  • pursuing the individuals concerned in the civil courts,

and the Customer shall indemnify The Greensand Trust and hold The Greensand Trust harmless in the event that any such action becomes necessary.

 

Right of Admission Reserved

  1. The Greensand Trust reserves the right to exclude or eject any persons from the Venue who it shall reasonably consider to be objectionable (including any person engaged by the Customer to provide production, entertainment or to perform any other duties at the Function). The Customer will be liable for any claims, losses or damages arising thereby except where the Customer establishes negligence or bad faith by The Greensand Trust.

 

Security

  1. During Functions, security may be required and will be arranged by The Greensand Trust on behalf of the Customer and is chargeable to the Customer. The Customer agrees to indemnify The Greensand Trust against any claims by third parties and or losses or damages arising in connection with the arrangement of security services by The Greensand Trust.
  2. Should the nature of the Function be deemed by The Greensand Trust (at its absolute discretion) to require additional security, this shall be chargeable over and above the normal services provided by The Greensand Trust.
  3. The Customer acknowledges, for itself and on behalf of its guests, employees, contractors, agents and suppliers that all property, including but not limited to, vehicles, equipment and personal possessions, is left at the Venue at the owner’s own risk and The Greensand Trust shall not be held liable for any loss or damage to such property.

 

Health and Safety

  1. All proposed structures or other arrangements in connection with the Function must comply with health, safety, fire and other applicable regulations. The Customer shall obtain and maintain adequate insurance against any damage to the Venue and/or The Greensand Trust’s property and also for third party risks. The Customer shall produce details of such insurance upon request.
  2. All electrical and audio-visual equipment must comply with the IEE Regulations and Safety Standards current at the time of the Function. Utility connection and consumption charges will be payable by Customer where appropriate.
  3. At least two weeks prior to the date of the Function, the Customer shall provide all relevant information relating to all construction plans (if required) for the Function to The Greensand Trust’s Health, Safety and Fire Officer who will review and approve the same subject to any recommendations or exceptions the officer may make, to which the Customer shall be bound.
  4. Smoking and vaping are prohibited indoors at all Venues. The Customer shall confirm the location of any designated smoking area with the relevant Venue Manager.
  5. The Customer shall not (and shall procure that the Customer’s guests, employees, agents and suppliers shall not) charge any electronic device in any of the power points at the Venue without the prior consent and knowledge of the Venue Manager in each case.
  6. The Customer, its guests, employees and contractors may not enter any area other than those necessary and designated for use during the Function. Entry must be by prior arrangement with the concerned Venue Manager, and fire exit and automatic door closures must never be held or jammed open or obstructed at any time. The Venue Manager may (at his or her absolute discretion) delay the start of the Function if any fire exit or automatic door closure is blocked by equipment brought onto the premises for the Function, and no guests will be permitted entry until the problem is resolved.

 

Complaints

  1. Should you have any complaint or query about your Hire, please let the Venue Manager know at the time of occurrence and confirm this in writing within 28 days following the relevant incident.

 

Personal

  1. This agreement is personal to the Customer who shall not be entitled to assign, sub-contract or otherwise transfer its obligations under this contract to anyone else. Other than The Greensand Trust, a person who is not a party to this Contract has no right to enforce any term of this Contract.

 

Changes

  1. Any changes to this Contract, once signed, must be made in writing and agreed by both parties.
  2. Any notice or other communication given to a party under or in connection with the Booking, the Function and these terms and conditions shall be in writing addressed to that party at the email address of the Venue Manager (in the case of The Greensand Trust) or the Customer, as notified to the other party from time to time.
  3. Except as set out in these terms and conditions, no variation of the Contract including the introduction of any additional terms and conditions, shall be effective unless it is agreed in writing and signed by The Greensand Trust.

 

Assignment

  1. The Greensand Trust may at any time assign, transfer, charge, sub-contract or deal in any other manner with all or any of its rights under the Contract and may sub-contract or delegate in any manner any or all of its obligations under the Contract to any third party or agent.
  2. The Customer shall not, without the prior written consent of The Greensand Trust, assign, transfer, mortgage charge or sub-contract or deal in any other manner with any or all of its rights or obligations under the Contract.

 

No tenancy

  1. This Contract is for the period of hire only and is not intended to create a tenancy or lease, nor any continuing rights.

 

Severability & Governing Law

  1. If any provision of this contract is deemed unenforceable by any competent body this shall not affect the remainder of the contract.
  2. This Contract shall be governed by the laws of England and Wales. We both agree to submit to the non-exclusive jurisdiction of the courts of English and Wales.