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We would ask that you take the time to read these Terms and Conditions carefully. They explain a number of things including, for example, the rules covering your use of this site as well as other information regarding your rights.

ADDITIONAL TERMS AND CONDITIONS

  • Accomodation terms & conditions

    Updated September 2015 

    DEFINITIONS used in these Terms and Conditions
    Clarenco: Refers to Clarenco LLP, the owner and operator of the Hotel or property
    Client: Means the customer(s), individual or corporate entity making the Booking whether staying at the Hotel or not.
    Hotel: Refers to the property (or part of the property including the grounds) where the Booking takes place.
    Booking: Means either a reservation or order of a Leisure Stay or Package and Offers
    Leisure Stay: Means a Booking made direct or through a third party and/or agent for one or more available bedrooms and/or other services (excluding Packages and Offers) and facilities made by letter, telephone, email, through on-line booking channels, any other media or in person.
    Packages and Offers: Means specially bundled leisure and activity combinations.
    Advance Purchase Rate: Means a specially advertised price of a Booking to be paid in full before arrival

    1.    PAYMENT

    1.1     You can make a Booking by giving your credit/debit card details or other accepted payment methods. For payments made by a credit or charge card, an administration fee of 2.0% will be applied.  No charge is made for settlement by debit card.
    1.2    Clarenco accepts payment by most major credit/debit cards and cash. Cheques can be accepted provided they are supported by a valid bank guarantee card.
    1.3      Customers paying with cash are required to provide identification on check-in. Acceptable forms of ID is: current driving licence, ID card, passport, or police warrant card.
    1.4    Packages and Offers must be paid in full at time of Booking.

    2.    PRICES
    2.1        Prices are normally quoted per room per night and are usually inclusive of VAT at the current rate. Clarenco reserves the right to amend the price should the VAT rate change.
    2.2     Other services including meals and any food and beverages are not included in the per room price unless otherwise stated.
    2.3     Clarenco reserves the right to review its prices from time to time. Prices will vary by room size, room type, season, day of week and/or promotions. You will pay the price quoted at the time of the Booking.
    2.4    Advance Purchase Rates are not refundable or transferable and cannot be altered. Rates are subject to availability at participating hotels. Full payment is required at time of booking. Your credit/debit card will be charged immediately for the entire stay.Your credit/debit card will be charged immediately for the entire stay.

    3.    ARRIVAL AND DEPARTURE
    3.1     Rooms are usually available any time after 15.00 on the date of arrival. Please let your Hotel know if you are likely to arrive after 23.00 as not all properties have Night Porters.
    3.2     Your room will need to be vacated by 10.00 on the day of departure.  A later checkout time may be arranged subject to availability and the payment of an additional fee.
    3.2     Bedroom upgrades may be possible, subject to availability. These may carry an additional payment.

    4.    BOOKING CONDITIONS
    4.1     Our Hotels operate a strict “No Smoking” policy within the buildings and bedrooms. If it is discovered that the Client (and/or his guests or children) has smoked within the premises they will be charged £100  for professional cleaning and/or the replacement of any linens,  fabrics and floor coverings in the polluted areas.
    4.2      Although Clarenco will make reasonable efforts to accommodate your personal requirements, all rooms are subject to availability.
    4.3     With the exception of assistance dogs, no pets are allowed in our Hotels or their grounds.
    4.4     Reservations for rooms are non-transferable and must not, under any circumstances, be sold or otherwise transferred to a third party.

    5.    AMENDMENTS AND CANCELLATIONS BY THE CLIENT
    5.1     Cancellation of a Leisure Stay must be made in writing at least 28 days before the arrival date. Cancellation charges may apply.
    5.2      If you cancel a Leisure Stay less than 28 days before the arrival date and have not already paid in advance or if you fail to arrive, you will be charged for one night’s accommodation per room booked.
    5.3     If you decide to shorten your stay you must inform the Hotel by 12 noon on the day otherwise you will be charged the cost of one night’s accommodation per room booked.
    5.4    Cancellation of Bookings of more than 4 rooms require notification in writing at least 28 days in advance. Cancellation charges may apply.
    5.5     Leisure Stays booked within 24 hours of the arrival date are non-refundable and are subject to the cancellation terms.
    5.6    Cancellation of any Packages and Offers should be made in writing at least 28 days before the arrival date. If you cancel any Package and Offers 28 days or more before the day of arrival and have paid in advance, a full refund will be made. If you cancel any Package and Offers less than 28 days before the arrival date and have not paid in advance you will be charged in full for cost of the Packages and Offers.

    6.         AMENDMENTS AND CANCELLATIONS BY CLARENCO
    6.1        Clarenco reserves the right to postpone, amend or cancel any Booking and reserves the right to offer alternative accommodation and/or facilities without any responsibility on its part in the unfortunate circumstances of:
    6.1.1 An event or occurrence beyond the reasonable control of Clarenco which is likely to prevent it from performing its obligations in connection with the Booking or any other event or matter, which, in the opinion of Clarenco necessitates the cancellation for commercial, operational or financial reasons.
    6.1.2 The Hotel  becoming unsuitable, unsafe to access and/or unavailable to hold the Booking due to a Force Majeure event or unforeseen circumstances such as  severe weather and/or sea conditions; safety and/or technical issues.
    6.1.3 A change of ownership or control of either the Hotel or Clarenco
    6.2    Any Booking for a Leisure stay which is unassociated with a recognised Event at the Hotel will be treated as provisional up to 4 weeks prior to the occupation date. After the 4  week period both parties recognise the booking becomes final and binding.
    6.3     In any of the above circumstances, Clarenco and the Client shall bear their own losses, expenses and costs.
    6.4      In the unfortunate case of a cancellation or termination by Clarenco as set out above, Clarenco will notify the Client as soon as practically possible and will  arrange for the refund of any deposits paid but shall have no other obligation or liability to the Client.
    6.5     Whilst Clarenco has taken reasonable steps to ensure that the information contained in its official and third party or agent’s websites, brochures, tariffs, leaflets and advertising is correct, it reserves the right to alter, amend or withdraw any service, facility or amenity as previously described without notice. Clarenco cannot be held responsible for any errors or omissions in any published material or online media.

    7.    COMPETITIONS AND PROMOTIONS
    7.1     Clarenco runs periodic promotions and competitions on various media sources including websites, social media and direct marketing. All entrants must be UK resident, aged over 18, not employed by Clarenco (applies also to immediate family members) or connected to or employed by any agencies directly contracted to or employed by either Clarenco or the competition. Details of how to enter will be included in the competition or promotion along with the entry and expiry dates. Specific conditions may apply and will be included in the competition details. Clarenco reserves the right to vary or withdraw the prizes at any time and the decision on choosing the winner is final. Clarenco’s Terms and Conditions for Functions, Weddings, Corporate Events and Hotel Accommodation shall apply to the competition or promotion and to the winners and any of their Guests.

    8.     GENERAL
    8.1     Each Hotel has its own “House Rules” (a code of conduct for clients) and these shall be available online or at the Hotel upon request. Clients are recommended to be aware of these rules as they contain useful and important information about the Hotel. The Client shall be responsible for the their own orderly conduct and that of their guests and children (at our other hotels) and all shall have regard to any regulations imposed by any competent authority and/or by Clarenco or its staff or representatives and nothing shall be done by the Client which shall constitute a breach of the law. The Client shall indemnify Clarenco against any and all claims or losses or expenses including but not limited to reasonable legal and professional fees or damages arising as a result of any breach of this agreement.
    8.2     Should a Client (and/or his guests or children) act in an improper or disorderly way or refuse to comply with the reasonable requests of Clarenco’s staff, Clarenco reserves the right to terminate the Booking and to require the Client to depart the Hotel forthwith. Should this occur, no monies will be refunded. The decision of Clarenco’s senior representative at the Hotel shall be final in this regard.
    8.3     Only Food and Beverage purchased from the Hotel may be consumed on the premises.  If Food and Beverage is brought into the Hotel by the Client for consumption, a charge shall be made equal to the Hotel’s selling price for that or an equivalent product(s). Clarenco also reserves the right to charge a 10% service charge on all Food and Beverage ordered and consumed at the Hotel.
    8.4     Clarenco cannot guarantee the temperature of any particular room(s).
    8.5    Clarenco is not responsible for any travel arrangements or for the transportation of a Client to the Hotel unless specified and confirmed in writing. Car parking is available at most Hotels but is subject to availability and operated on a strictly first come, first used basis.
    8.6    Except to the extent that the law stipulates otherwise, Clarenco shall accept no liability to the Client for any inconvenience, injury or loss and damage caused to any person or property at the Hotel. The Hotel shall not be responsible for the security of possessions, vehicles or property. These are brought to the Hotel at the entire risk of the Client (or their guest(s)).
    8.7    The Client shall be held liable for any loss, breakages or damage to the Hotel and/or its contents or for injury to anyone including another Client or guest of the Hotel, the staff and/or contractors arising as a consequence of this Booking.
    8.8     We regret that, due to the historic and unique nature of some of our Hotels, it may also be difficult and/or unsafe for wheelchairs, children and less able people to access all areas. Clients and their guests should discuss their individual requirements at the time of Booking.
    8.9     Clients and their guests must accept full responsibility for the behaviour and safety of their children staying at the Hotel.
    8.10    The Client and/or their guests or children must show due consideration to other people staying at the Hotel and to the inhabitants of nearby and neighbouring properties and keep noise to a minimum, particularly late at night and in the early morning.
    8.11   The breach of any one of these terms and conditions shall not constitute a breach of the entire agreement between the Client and Clarenco and each clause shall be jointly and severally enforceable.
    8.12   Clarenco reserves the right to charge for any lost or damaged keys, remote controls and/or another equipment, furniture and furnishings provided for the guests reasonable use in the bedrooms.
    8.13    It is recommended that the Client purchases cancellation insurance.
    8.14   Participation of any sporting or leisure pursuits/activities, either held at or organised by the Hotel, is entirely at the Clients and/or their Guests risk. Some of the activities carry a degree of risk and Clarenco, the Hotel or its staff cannot be held responsible for any accidents, injuries, losses or illness however caused.
    8.15    Clarenco reserves the right to carry out maintenance, refurbishment and redecoration works at the Hotel, which may result in the facilities and/or parts of the Hotel not being available. Further, the appearance or decoration of the Hotel booked is subject to change. Clarenco will try to minimise the impact of any such works. The Client will not be entitled to cancel or refute the Booking as a consequence of these works.
    8.16    Not all facilities are available at all times. Certain rooms, facilities and equipment may only be available at set times or they could be out of order or being serviced/maintained. However, most equipment and facilities are usually available at regular times.

    9.    GOVERNING LAW AND JURISDICTION
    9.1    The Hotel General Terms and Conditions are governed by the laws of the jurisdiction where the Hotel is located and the parties irrevocably agree that the Courts governing these laws have exclusive jurisdiction to determine any dispute or claim arising out of or in connection with the Booking (including non-contractual disputes or claims).
    9.2     These Hotel General Terms and Conditions can only be amended in writing by a Director of Clarenco.  From time to time, these Terms and Conditions may be updated. The latest version will be available on Clarenco/ Stanbrook Abbey website and shall supersede any previous versions.
    9.3    Nothing contained within this agreement shall affect the statutory rights of either Clarenco or the Client.

    Contact Us:

    Clarenco LLP
    Clarenco House
    Stokenchurch Business Park
    Buckinghamshire
HP14 3FE

    Company Registration No: OC 343112
    VAT No: 972 8620 88
    Email: info@clarenco.com
    Telephone: 01494 682 000

  • FUNCTION TERMS & CONDITIONS

    Updated March 2015

    DEFINITIONS used in these Terms and Conditions for Functions.
    Clarenco: Refers to Clarenco LLP (usually trading as Amazing Venues), the owner and operator of Stanbrook Abbey.
    Client: Means the individual(s) named on the Function Booking Form and / or Function Details Form whether or not attending the Event.
    Hotel:  Refers to the property, function room(s) and grounds (or any part thereof) exclusive of bedrooms and accommodation (unless otherwise stated on the Function Details Form or Function Booking Form) where the Event is to be held.
    Function Booking: Refers to the function described on the Function Booking Form or Function Details Form.
    Function Booking Form: Refers to the form (manual or electronic) generated by Clarenco and signed by the Client or a Representative or Agent of the Client when the booking is made. The form may be substituted, superseded or replaced by the Function Details Form.
    Function Details Form: Refers to the initial and subsequent forms (manual or electronic) generated and agreed by Clarenco and the Client containing the comprehensive information regarding the Function including, but not limited to, the details of any food and beverages, rooms, timing and services.  The initial form may be amended or varied in accordance with Clause 3.3 and the revised form will become the Client’s binding contract with Clarenco.
    Guest(s): Means any and all persons (including children), attendees, employees, contractors or other person(s) attending the Function at the invitation of, in relation to or on behalf of the Client and in respect of the Function (including the Client).
    Minimum Spend: Is the minimum spend for the food and beverage for the relevant Hotel hired for the Function agreed by the Client on the Function Booking Form or the Function Details Form.
    Estimated Charge: Is the amount agreed by the Client (including, but not limited to, the hire of the Hotel, the Minimum Spend, and any additional enhancements) shown on the Function Booking Form or the Function Details Form, whichever is the greater.

    1.    FUNCTION BOOKING AND CONFIRMATION
    1.1    All Function Bookings are deemed provisional until a signed Function Booking Form or signed Function Details Form (whichever is issued to the Client for signature) has been received by Clarenco and the Holding Deposit (as set out in Clause 2.1) has been paid.
    1.2    The Contract is formed when Clarenco receives the signed Function Booking Form or the Function Details Form from the Client and the Holding Deposit has been paid. No Function Booking shall be binding on Clarenco until Clarenco has signed the Function Booking Form or the Function Details Form.
    1.3    If the Client appoints an Agent or other Representative in connection with the Function, Clarenco will be entitled to rely upon the Agent’s or other Representative’s instructions and the Client will be bound by and will be liable for any costs or expenses incurred as a consequence of such instructions.  It is the Client’s sole responsibility to ensure that the Agent or other representative has correctly instructed Clarenco.
    1.4    Prices are usually quoted inclusive of VAT at the current rate. Clarenco reserves the right to amend prices should the VAT rate change before the date of the Function and the Client will be liable for any additional costs as arising as a consequence of such change.

    2.        TERMS OF PAYMENT
    2.1    A Holding Deposit of £ 500 or a greater sum at the Client’s discretion must be paid to secure the Hotel when the Function Booking Form or the Function Details Form is signed. Until the Holding Deposit has been paid, Clarenco will neither hold a date(s) nor treat the Function Booking as made or confirmed. Neither the Holding Deposit nor The First Payment are refundable or transferable. Payment of the Holding Deposit or the First Payment constitutes acceptance of these Terms and Conditions for Functions in conjunction with any other terms and conditions specified on the Function Booking Form or the Function Details Form.
    2.2    The First Payment equal to 20% of the Estimated Charge (less the Holding Deposit if already paid) shown on the Function Booking Form or the Function Details Form, whichever shows the greater sum, must be
    paid by the Client within 14 days of signing the Function Booking Form or the Function Details Form.
    2.3    The Second Payment equal to 20% of the Estimated Charge shown on the Function Booking Form or the Function Details Form, whichever shows the greater sum, must be paid by the Client no later than 6 months prior to the Function.
    2.4    The Third Payment equal to 40% of the Estimated Charge shown on the Function Booking Form or the Function Details Form, whichever shows the greater sum, must be paid by the Client no later than 3 months prior to the Function.
    2.5    The Fourth Payment of the Estimated Charge (adjusted for all deposits or other payments made), including but not limited to anticipated food and beverage charges and any other extras and enhancements shown on the Function Booking Form or the Function Details Form and including any amendments or enhancements not reflected on the Function Booking Form or the Function Details Form, whichever shows the greater sum, must be paid by the Client no later than 8 weeks before the Event.
    2.6    Any amendments or enhancements made in accordance with Clause 3.3 after the Fourth Payment shall be paid for at the time that they are made.
    2.7    A Damage Deposit of £500 or 10% of the Estimated Charge on the Function Booking Form or the Function Details Form, whichever shows the greater sum, together with any bar or refreshments credit must be paid 7 days before the Function by authorized credit card and any refund will be  made 14 days after the end of the Function less any deductions for any losses or damages, breakages or other expenses (including but not limited to additional cleaning, costs or claims) incurred as a consequence of the Client’s occupancy and use of the Hotel. The Hotel reserves the right to charge additional costs for any excessive losses, damages or breakages to the Hotel, the property or its contents.
    2.8    An authorised credit card needs to be lodged with Clarenco by the Client prior to the commencement of the Function in order for any final adjustments and accounts to be settled at the end of the Function. Alternative means of payment in cleared or guaranteed funds received prior to the Function may be agreed with the Client at the discretion of the General Manager of the Hotel. In the event that there remains a balance on the Damage Deposit taking into account any charges or deductions made, Clarenco further reserves the right to apply some or all of the Damage Deposit in settlement of the Client’s final account due at the end of the Function.
    2.9    For payments made by a credit or charge card, an administration fee of 2.0% will be applied.  No charge is made for settlement by debit card.
    2.10    Should the Client fail to make any payment(s) on or before the due date as set out in Clauses 2.1 to 2.7, Clarenco reserves the right to treat the Function Booking as cancelled and the Cancellation Policy set out in Clause 3.1 shall apply. It is the Client’s responsibility to adhere to the payment dates and amounts and Clarenco is not obliged to remind the Client of the contractual payment dates or amounts.
    2.11    In the event that the Client fails to make any payment due to Clarenco on or before its due date, Clarenco further reserves the right to charge interest on the balance outstanding at the rate of 3% above the prevailing Bank of England Base Rate and to recover any amounts owed including but not limited to interest and any costs of recovery.
    2.12    No allowance, credit or refund will be made for food and beverages, services or other enhancements not taken or used during the Function, which have been contracted on the Function Details Form.
    2.13    The Client is contracted and the Function is secured at the Estimated Charge.
    2.14    Clarenco reserves the right to vary the price charged to the Client for any services, enhancements or Food and Beverage due to changes in market, supplier or contractor prices.  Prices for Hotel hire, Minimum Spend and Packages agreed when the Function Booking is made will not be subject to change.

    3.    AMENDMENTS OR CANCELLATIONS
    Amendments or Cancellations by the Client
    3.1    In the unfortunate circumstance where the Client has to cancel the Function Booking at any time prior to the date of the Function, Clarenco may, but is not obliged to, offer the Hotel or the facilities for sale to third parties on the Client’s behalf. If the Hotel or facilities are not resold, cancellation charges will be applied as follows:
    Within 14 days of Function booking, the loss of the Holding Deposit

    Time Before Function                               Cancellation Charge
    More than 6 months                              20% of Estimated Charge
    Less than 6 months                               40% of Estimated Charge
    Less than 3 months                              80% of Estimated Charge
    Less than 8 weeks                                 100% of Estimated Charge

    However, only 60% of the anticipated Food and Beverage revenue will be charged except if a cancellation is less than 14 days before the Function in which case the Client shall be liable to pay 100% of the Estimated Charge.
    3.2    Any cancellation must be made by the Client in writing to Clarenco at the address shown on these Terms and Conditions for Functions and confirmed to the Client by a Director of Clarenco in writing.
    3.3    Any amendment(s), additions or enhancements to any part of the Function Booking or the Function Booking Form or Function Details Form must be made in writing by the Client and confirmed in writing by the General or Duty Manager of the Hotel. Should the Client wish to make any amendments or additions (including but not limited to changes to the Function, postponement or changes to the number of Guests or any other facilities or services booked), Clarenco reserves the right to amend the rates or facilities offered.  Any additional charges due will be paid in accordance with an amended Function Booking Form or Function Details Form taking into account payments already made by the Client. The payment schedule set out in Clauses 2.1 to 2.7 shall be amended and any balancing payment shall be added to the Fourth Payment (the final payment due in accordance with Clause 2.5).
    3.4    Any Guests who do not arrive, or who depart early, will be charged at 100% of the Guest rate(s) quoted for nights of non-attendance, unless Clarenco is able to re-let the accommodation but is not obliged to do so.  If Clarenco is unsuccessful in re-letting, the cancellation policy will apply.
    Amendments or Cancellations by Clarenco
    3.5    Clarenco reserves the right to postpone, amend or cancel any Function Booking and further reserves the right, but is not obliged, to offer alternative accommodation or facilities without any responsibility on its part in the unfortunate circumstances of:
    3.5.1    An event or occurrence beyond the reasonable control of Clarenco which causes or is likely to prevent Clarenco from performing its obligations or any other event or matter, which, in the  opinion of Clarenco, necessitates the cancellation for commercial, operational or financial reasons.
    3.5.2    The Hotel or any part thereof becoming unsuitable or unavailable to hold the Function Booking due to a Force Majeure event or unforeseen circumstances such as adverse or severe weather or sea conditions preventing access to or operation of the Hotel, safety or technical issues. For example, certain Hotels are located in isolated and remote locations, which can be difficult and unsafe to reach in adverse weather or sea conditions preventing access to or operation of the Hotel.
    3.5.3    The permanent or temporary closure of the Hotel or any part thereof by Clarenco for commercial, operational or financial reasons.
    3.5.4    A change of ownership or control of either the Hotel or Clarenco
    3.6    In the event of postponement, Clarenco and the Client will work together to make appropriate alternative arrangements for a date or dates to be mutually agreed.  Each party will bear their own losses.
    3.7    In the unfortunate case of a cancellation or termination by Clarenco for whatever reason, Clarenco will notify the Client as far in advance as possible and will arrange for a full refund of all deposits and monies paid (unless it is due to the Client’s failure or fault) but will have  no other obligation or liability to the Client. Clarenco will not be liable to the Client for any loss (consequential or otherwise), cost, expenditure, damage or compensation for such changes.
    3.8    Clarenco may refuse and cancel a Function Booking at any time in the Function Booking process (including after a Function Booking has been confirmed and a deposit or deposits have been paid, if Clarenco believes that the Function may include illegal acts or activities, which might contravene the Hotel’s operating licenses, and / or the Guests are likely to behave in a manner that will trouble other Guests at the Hotel or might prejudice the Hotel’s operating licenses. The Client will be entitled to the return of any deposits paid less a deduction for costs already incurred by Clarenco in preparation for the Function,
    3.9    Clarenco may refuse the Client or a Guest entry to the Hotel (including the right to accommodation) if, in the opinion of Clarenco, the Client or Guest is showing clear signs of an infectious disease, is clearly intoxicated or under the influence of illegal or intoxicating substances, or is carrying an illegal or dangerous weapon or attempts to bring such onto the premises. In such circumstances, no refunds shall be made.
    3.10    Clarenco cannot be held responsible for any errors or omissions in correspondence or published material and has taken reasonable steps to ensure that the information contained in its own and third party or agents’ websites, brochures, tariffs, leaflets and advertising is correct.  Clarenco reserves the right to amend or withdraw any service, facility or amenity as previously described without notice if the Function Booking might, in the sole opinion of Clarenco, prejudice the reputation of the Hotel or Clarenco or if the Function Booking is expected to make a loss.
    3.11    Clarenco reserves the right to subcontract or outsource the provision of services or facilities in the event that Clarenco at its sole discretion deems operationally, financially or otherwise necessary.  Clarenco shall not be obliged to notify the Client and the Client shall have no right to refute or cancel the Function Booking as a consequence of such actions by Clarenco.
    3.12    If the Client’s credit status alters or if the Client is in arrears of any payments or amounts or deposits due as set out in Clauses 2.1 to 2.7, Clarenco reserves the right to amend, cancel or terminate the Function Booking as if the Client has cancelled it and the cancellation charges set out in Clause 3.1 above will apply.

    4.    SUPPLY OF INFORMATION
    4.1    Full Guest Lists (including Rooming Lists if accommodation has been booked) will be supplied by the Client to Clarenco no later than 14 days prior to the Function.  For the avoidance of doubt, the submission of these lists only serves to provide the names of the Guests attending the Function and does not affect the number of rooms or other facilities contracted (including but not limited to the provision of Food and Beverage) with the Hotel and Clarenco.
    4.2    The number of persons attending the Function must not exceed the maximum number stipulated on the Function Booking Form or Function Details Form, whichever shows the greater number. Clarenco reserves the right to refuse entry if these conditions are not observed.
    4.3    The Client will advise the Hotel, in writing, no less than 14 days prior to the Function of any special dietary requirements or medical conditions. Every effort will be made to accommodate the Client’s requirements but additional charges may be incurred.
    4.4    Clarenco will also require a complete list of any third party musicians or contractors, suppliers or organizers associated with the Function with their full details no less than 21 days prior to the Function and their engagement shall be subject to the terms of Clauses 5.6 to 5.12.  The Client is solely responsible for advising such third party entities or persons of these and any other terms and conditions associated with the Function and the Hotel.
    4.5    An additional charge maybe payable to Clarenco if the Client wishes to store any equipment at the Hotel before or after the Function.

    5.    GENERAL
    5.1    Each Hotel has its own “House Rules” (a Code of Conduct for Clients) and these shall be available online or at the Hotel upon request. Clients are recommended to be aware of these. The Client will be responsible for their own orderly conduct and that of their Guests (including any children, who will be appropriately supervised at all times) and will have regard to any regulations or instructions imposed by any competent authority or by Clarenco or its staff or representatives. Nothing will be done by the Client or its Guests which will constitute a breach of the law.
    5.2    Participation of any sporting or leisure pursuits/activities, either held at or organised by the Hotel, is entirely at the Clients and/or their Guests risk. Some of the activities carry a degree of risk and Clarenco, the Hotel or its staff cannot be held responsible for any accidents, injuries, losses or illness however caused.
    5.3    Clients and their Guests must accept full responsibility for the behaviour and safety of any children attending the Hotel or the Function. In certain circumstances registered childcare or supervision may be required at the Clients expense.
    5.4    In certain circumstances (including but not limited to the size or nature of the Function) Clarenco may require registered security services (SIA or equivalent) to be engaged in which case these will be at the Client’s expense and will be payable with the Fourth Payment set out in Clause 2.5 or in accordance with Clause 2.6 if booked after the Fourth Payment has been made.
    5.5    The Client will be responsible for the cost of any additional licenses, fees and royalties, which may be due in respect of the Function to the Performing Rights Society, Phonographic Performances Ltd, the Copyright Licensing Agency Ltd, the Educational Recording Agency Ltd, or any other relevant person, firm or organization and will be payable with the Fourth Payment set out in Clause 2.5 or in accordance with Clause 2.6 if booked after the Fourth Payment has been made.
    5.6    Should a Client or his Guests (including any children) act in an improper or disorderly manner or refuse to comply with the reasonable requests of Clarenco’s staff, Clarenco reserves the right to withdraw services or facilities or to terminate the Function or to insist upon the immediate removal of a Guest or Guests from the Hotel. Should this occur, no monies will be refunded. The decision of Clarenco’s senior representative/management at the Hotel will be final and binding.
    5.7    In the interests of safety, Clients and their Guests may be asked to submit to a search of their person or their belongings and anyone found to be in possession of materials believed by Clarenco to be dangerous, illegal or unsuitable may be denied entry or removed from the Hotel or the materials may be confiscated until the end of the Function.
    5.8    Use of the Hotel and its facilities shall be restricted to legal purposes.  Neither the Client nor their Guests may bring illegal or intoxicating substances or liquids or illegal weapons, firearms or explosives to the Hotel.  Only the Client and their Guests shall use the accommodation at the Hotel; visitors shall not be permitted unless registered with the Hotel in advance and upon arrival.  Unwarranted use of the Hotel and facilities is not permitted and Clarenco reserves the right to demand the removal of a Guest, who is in breach.
    5.9    The Hotel operates a strict “No Smoking” policy.  Clients and Guests are expected to respect and adhere to this at all times and, in particular, in the accommodation.
    5.10    The Hotel must be respected and cooking is not permitted in bedrooms; furniture, fixtures or facilities may not be rearranged; items emitting obnoxious odours may not be brought in; excessive quantities of goods or products may not be brought in; and excessive noise or offensive behavior is not permitted.
    5.11    Clarenco’s staff and contractors working at the Hotel are entitled to be treated with dignity, politeness and respect by the Client, their Guests (including any children) and the Client’s representatives at all times.  Any physical or verbal abuse or aggressive or violent conduct will not be tolerated.  Clarenco reserves the right to remove individuals from the Hotel whose behaviour, conduct or language fall below acceptable standards or to withdraw services or facilities or to terminate the Function.
    5.12    Clarenco requires that the Client and their Guests (including children) show due consideration to other people and Guests at the Hotel and to the inhabitants of nearby and neighbouring properties and keep any noise to a minimum, particularly late at night or in the early morning.
    5.13    Prior written approval will be obtained from Clarenco if the Client wishes to fix or suspend items to the walls, floors or ceilings.
    Clarenco will hold the Client liable for any damage caused by the Client or by the Guests (including any children). An inspection of the Hotel before and after the Function may be requested by contacting the duty manager. Clarenco will notify the Client of any damage and will provide an estimate of the repair or replacement costs.  The Client will reimburse Clarenco in full for all losses, damages and breakages. If the Client requests the removal or movement any of furniture or fixtures and fittings, Clarenco will be entitled to make additional charges to cover their removal and storage and their subsequent reinstatement.
    5.14    Where any facilities, activities, events or services are booked, Clarenco will not be liable to make any refunds should the Client or their Guests fail or refuse to use them for whatever reason and full payment will be made.
    5.15    Written permission and approval from Clarenco is required for any 3rd party contractors and suppliers attending the Function or Hotel unless the Client uses Clarenco’s approved Contractors.  Clarenco reserves the right to impose additional terms and conditions on any third party contractors or suppliers and the Client will agree to be bound by these.
    5.16    Where Clarenco is requested to book facilities and services with third parties on behalf of the Client, it will do so in good faith but neither the Hotel nor Clarenco will be held liable for either the standard or the provision of such services or the acts or omissions of such third parties.
    5.17    Only Food and Beverages purchased from the Hotel may be consumed on the premises unless the Client has otherwise agreed in writing with the General Manager of the Hotel to which an additional corkage charge may apply. In all other circumstances, if Food and Beverages are brought into the Hotel by the Client or their Guests (including any children) for consumption, a charge will be made equal to the Hotel’s selling price for that or equivalent product(s), which will be determined at Clarenco’s absolute discretion.
    5.18    Clarenco reserves the right to charge a 10% service charge on all Food and Beverages excluding any Food & Beverages for Celebration “packages” on a Function Booking Form.
    5.19    The Hotel is booked by the Client for exclusive use of the function room(s) and areas specified on the Function Booking Form or the Function Details Form  and may not be sold to a third party unless by prior written arrangement with Clarenco.
    5.20    Clarenco reserves the right to carry out maintenance, refurbishment and redecoration works at the Hotel, which may result in parts of the Hotel not being available to the Client for the Function.  Further, the appearance or decoration of the Hotel booked is subject to change. Clarenco will try to minimise the impact of any such works and may, but is not obliged to, relocate the Function within the Hotel or offer the Client alternative part(s) of the Hotel. The Client will not be entitled to cancel or refute the Function Booking as a consequence of these works.
    5.21    Clarenco cannot guarantee the temperature of any particular areas or rooms.
    5.22    Clarenco cannot guarantee vehicle parking for all Guests at each Hotel.
    5.23    Clarenco is not responsible for any travel arrangements or for the transportation of the Client or their Guests to or from the Hotel unless specified on the Function Booking Form or Function Details Form.
    5.24    All Hotels operate a strict “No Smoking” policy within the buildings and bedrooms. If it is discovered that the Client or any Guests have smoked within the premises they will be charged for professional cleaning costs or for the replacement of any linens,  fabrics and floor coverings in the polluted areas.
    5.25    The Function will start and finish on the date(s) and at the time(s) specified on the Function Booking Form or Function Details Form.
    5.26    Except to the extent that the law stipulates otherwise, Clarenco will accept no liability to the Client or Guests for any inconvenience, injury or loss and damage caused to any person or property at the Hotel. Neither Clarenco nor the Hotel will be responsible for the security of possessions, vehicles or property. These are brought to the Hotel at the entire risk of the owner.
    5.27    The Client will be held liable for any losses, breakages or damage to the Hotel and its contents and furnishings, fixtures and fittings (including any items hired by the Client for use of the Client or Guests) or for injury to anyone including Clarenco’s and the Hotel’s staff and contractors arising as a consequence of this booking.
    5.28    The Client will indemnify the Hotel and Clarenco against any and all claims or losses or expenses including but not limited to reasonable legal and professional fees or damages arising as a result of any breach of this agreement.
    5.29    Clarenco will not be liable to the Client by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for: any losses which are not foreseeable by both Clarenco and the Client when the booking is made arising in connection with the supply of the services or their use by the Client; any losses which are not caused by any breach by Clarenco; or personal, consequential, business or trade losses.
    5.30    Except in relation to death or personal injury caused by Clarenco’s negligence, Clarenco’s entire liability remains, at all times, limited to the value of the booking. For the avoidance of doubt, the employees and the owners of Clarenco will not be personally liable for any losses.
    5.31    Clarenco does not warrant and takes no responsibility for the accuracy of any verbal information given or statements made by its staff or contractors.
    5.32    Clarenco regrets that, due to the historic and unique nature of some of our Hotels, it may be difficult or unsafe for wheelchairs, children and less able people to access all areas.   Clients and their Guests should discuss their individual requirements with Clarenco at the time of booking.
    5.33    With the exception of assistance dogs, no pets are allowed at the Hotel.
    5.34    It is strongly recommended that the Client purchases event insurance.
    5.35    Unless specified otherwise, the Client will only have exclusive use of the specific facilities, function rooms or areas booked. Other guests may be staying at or using the Hotel, the property, its function rooms, facilities or grounds.  The Client and its Guests (including any children) will respect the privacy of any other guests staying at or using the Hotel and will do nothing to prejudice or spoil their right to quiet enjoyment of the Hotel and its facilities.
    5.36    Clarenco, their staff or their appointed representatives will have the right of entry to any area of the property at all reasonable times during a Client’s stay for the purpose of inspection or to carry out necessary maintenance, repairs or cleaning.
    5.37    The breach of any one of these Terms and Conditions for Functions will not constitute a breach of the entire agreement between the Client and Clarenco and each clause will be jointly and severally enforceable.
    5.38    If any of these Terms and Conditions for Functions shall be found by a Court or other competent authority to be invalid, ineffective or unenforceable, the rest of the Terms and Conditions for Functions shall continue to be valid and enforceable.
    5.39    Any waiver by Clarenco of any breach of the booking or these Terms and Conditions for Functions by the Client shall not be considered as a waiver of any subsequent breach of the same or any other provision.
    5.40    The Client and Clarenco shall be the only parties with the right to enforce any term under the Contracts (Rights of Third Parties) Act 1999.
    5.41    The headings in these Terms and Conditions for Functions are inserted only for convenience and shall not affect their construction.
    5.42    Where appropriate, words importing the male, female or neuter genders shall include the other genders and words denoting a singular number only shall include the plural and vice versa.
    5.43    If there is any inconsistency between these Terms and Conditions for Functions, the Function Booking Form or Function Details Form, priority shall be given first to these Terms and Conditions for Functions, then to the Function Booking Form and finally to the Function Details Form.
    5.44    In these Conditions the words “other”, “includes”, “including” and “in particular” do not limit the meaning  of any preceding words and any words which follow them shall not be construed as being limited in scope to the same class as the preceding words where a wider construction is possible.
    5.45    The booking is personal to the Client and the Client shall not assign or transfer or purport to assign or transfer to any other person any of its rights or sub-contract any of its obligations under the Function Booking Form or Function Details Form.  Where necessary, Clarenco shall be entitled to assign or sub-contract any of its rights, benefits and interests in or under the booking to third parties.
    5.46    Clarenco, its Agent or representative may carry out photography or other recordings at the Function. The Client has the right to withdraw their consent at any time by informing Clarenco in writing to the postal address or the email address shown on these Terms and Conditions for Functions. Images may be used on the website, in history booklets or in future marketing materials. The Guests consent to the use of such images by Clarenco in connection with advertising, promoting or monitoring and acknowledge that copyright in such images rests with Clarenco. No payment or compensation will be offered to either the Client or Guests if any images are used. Please note where imagery has been used with prior consent, Clarenco may not be able to withdraw all imagery in circulation immediately.
    5.47    Copyright and all other intellectual property rights shall remain the property of Clarenco.
    5.48    Clarenco reserves the right to collect and process the personal data from the Client and the Guests for the purposes of marketing and promotional activities.
    5.49    In the public areas of the Hotel, CCTV may be in operation and video recordings may be made. This activity is carried out for security and for operational reasons and for the safety of the Guests.

    6.    COMPETITIONS AND PROMOTIONS
    6.1    Clarenco runs periodic promotions and competitions on various media sources including websites, social media and direct marketing. All entrants must be UK resident, aged over 18, not employed by Clarenco (applies also to immediate family members) or connected to or employed by any agencies directly contracted to or employed by either Clarenco or the competition. Details of how to enter will be included in the competition or promotion along with the entry and expiry dates. Specific conditions may apply and will be included in the competition details. Clarenco reserves the right to vary or withdraw the prizes at any time and the decision on choosing the winner is final. Clarenco’s Terms and Conditions for Functions, Weddings, Corporate Events and Hotel Accommodation shall apply to the competition or promotion and to the winners and any of their Guests.

    7.    NOTICES
    7.1    Clarenco will send any notices to the Client to the address given on the Function Booking Form or Function Details Form unless notified in writing by the Client to do otherwise.  The Client should send any notices (except cancellation as set out in Clause 3.2) to Clarenco for the attention of the General Manager at the Hotel address set out in the Function Booking Form or Function Details Form.
    7.2    All notices (except as set out in Clause 3.2) including any request for variation of the Function Booking Form or Function Details Form by the Client should be made in writing and sent by post or by electronic mail to the Hotel’s address for the attention of the General Manager as shown on the Function Booking Form or Function Details Form.
    7.3    Notices shall be deemed to be served on delivery when delivered by hand, on receipt of a printout confirming due transmission when transmitted by electronic mail or 5 days after mailing if sent by mail, provided the postage is properly paid and such notice is correctly addressed to the respective party at the address made known by each party prior to entering into the booking. If a party changes its address for notification purposes, then it shall give the other party written notice of the new address and the date on which it shall become effective. In proving service of a notice, it shall be sufficient to prove that delivery was made or that the envelope containing the notice was properly addressed and posted. E-mail notice shall only be valid for the purposes of this agreement when either a “Read Receipt” is acknowledged by the other party or a hard copy of the email correctly addressed proves dispatch of the email to the other party.

    8.        GOVERNING LAW AND JURISDICTION
    8.1    The Terms and Conditions for Functions, the Function Booking Form and the Function Details Form are governed by the laws of the jurisdiction where the Hotel is located and the parties irrevocably agree that the Courts governing these laws have exclusive jurisdiction to determine any dispute or claim that arises out of or in connection with the Function Booking (including non-contractual disputes or claims).
    8.2    These Terms and Conditions for Functions and the Function Booking Form and Function Details Form can only be amended in writing by a Director of Clarenco. From time to time, these Terms and Conditions for Functions may be revised and will be available on Clarenco’s and Amazing Hotels’ website or upon request. The latest version will supersede any previous versions published at the time of Function Booking.
    8.3    Clarenco has separate Terms and Conditions for Weddings, Themed Events, Corporate Events, Functions and Hotel Accommodation and, in relevant circumstances; these may be applicable to the Function Booking. These Terms and Conditions for Functions are also available on Clarenco’s website or upon request.
    8.4    Whilst reasonable care has been taken in the preparation and presentation of all quotations, proposals, Function Booking information and documentation presented to the Client, Clarenco reserves the right to amend or correct these (including but not limited to the Function Booking Form and Function Details Form) without any liability on the part of Clarenco in the event that it discovers errors or omissions or mistakes in these documents. Clarenco will notify the Client within 7 days of becoming aware of any errors or omissions or mistakes.  The Client will remain liable for any revised Estimated Charge and will continue to be bound by these Terms and Conditions for Functions.  Errors or omissions or mistakes on the part of Clarenco will not be reason for the Client to cancel or refute the Function Booking.
    8.5    Nothing contained within this agreement will affect the statutory rights of either Clarenco or the Client.
    8.6    These Terms and Conditions for Functions will be binding on the Client, its successors and assigns.

    Contact us:

    Clarenco LLP
    Clarenco House
    Ibstone Road
    Stokenchurch
    Buckinghamshire
    HP14 3FE
    Tel: 01494 682000
    Company Reg. No: OC 343112
    VAT number: 972 8620 88

  • CORPORATE EVENTS TERMS & CONDITIONS

    Updated June 2015

    DEFINITIONS used in these Terms and Conditions for Corporate Events.
    Clarenco: Refers to Clarenco LLP (usually trading as Amazing Venues), the owner and operator of the Venue.
    Client: Means the individual(s) or corporate entity named on the Event Booking Form and / or Event Details Form whether or not attending the Corporate Event.
    Venue:  Refers to the property, function room(s) and grounds (or any part thereof) exclusive of bedrooms and accommodation (unless otherwise stated on the Event Booking Form or the Event Details Form) where the Event is to be held.
    Event Booking: Refers to the Corporate Event described on the Event Booking Form or Event Details Form.
    Event Booking Form: Refers to the form (manual or electronic) generated by Clarenco and signed by the Client or a Representative or Agent of the Client when the booking is made. The form may be substituted, superseded or replaced by the Event Details Form.
    Event Details Form: Refers to the initial and subsequent forms (manual or electronic) generated and agreed by Clarenco and the Client containing the comprehensive information regarding the Event including, but not limited to, the details of any food and beverages, rooms, timing and services.
    Guest(s): Means any and all persons (including children), attendees, employees, contractors or other person(s) attending the Event at the invitation of, in relation to or on behalf of the Client and in respect of the Event (including the Client).
    Minimum Spend: Is the minimum spend for the food and beverage for the relevant Venue hired for the Event agreed by the Client on the Event Booking Form or the Event Details Form. Please note, minimum spend is applicable only to Exclusive Use corporate bookings.
    Estimated Charge: Is the amount agreed by the Client (including, but not limited to, the hire of the Venue, the Minimum Spend, and any additional enhancements) shown on the Event Booking Form or the Event Details Form, whichever is the greater.

    1.    EVENT BOOKING AND CONFIRMATION
    1.1    All Event Bookings are deemed provisional until a signed Event Booking Form or signed Event Details Form (whichever is issued to the Client for signature) has been received by Clarenco and the Holding Deposit (as set out in Clause 2.1) has been paid.
    1.2    The Contract is formed when Clarenco receives the signed Event Booking Form or the Event Details Form from the Client and the Holding Deposit has been paid. No Event Booking shall be binding on Clarenco until Clarenco has signed the Event Booking Form or the Event Details Form.
    1.3    The initial Event Booking Form or Event Details Form may be amended or varied in accordance with Clause 3.3 and the revised form will become the Client’s binding contract with Clarenco.
    1.4    If the Client appoints an Agent or other Representative in connection with the Event, Clarenco will be entitled to rely upon the Agent’s or other Representative’s instructions and the Client will be bound by and will be liable for any costs or expenses incurred as a consequence of such instructions.  It is the Client’s sole responsibility to ensure that the Agent or other representative has correctly instructed Clarenco.
    1.5    Prices are quoted exclusive of VAT at the current rate. Clarenco reserves the right to amend prices should the VAT rate change before the date of the Event and the Client will be liable for any additional costs as arising as a consequence of such change.
    1.6    Upon request, Clarenco will hold a corporate enquiry for up to 7 days as a provisional booking. If, however, Clarenco receives another enquiry for these dates, Clarenco will contact the provisional booking Representative and request confirmation (Event Booking Form and Holding Deposit) within 24 hours to offer first refusal.

    2.    TERMS OF PAYMENT
    2.1    A Holding Deposit of £500 or a greater sum at the Client’s discretion must be paid to secure the Venue when the Event Booking Form or the Event Details Form is signed. Until the Holding Deposit has been paid, Clarenco will neither hold a date(s) nor treat the Event Booking as made or confirmed. The Holding Deposit or any other payments made in accordance with the Terms of Payment are neither refundable nor transferable. Payment of the Holding Deposit or the First Payment constitutes acceptance of these Terms and Conditions for Corporate Events in conjunction with any other terms and conditions specified on the Event Booking Form or the Event Details Form.
    2.2    The First Payment equal to 20% of the Estimated Charge (less the Holding Deposit if already paid) shown on the Event Booking Form or the Event Details Form, whichever shows the greater sum, must be
    paid by the Client within 14 days of signing the Event Booking Form or the Event Details Form.
    2.3    The Second Payment equal to 20% of the Estimated Charge shown on the Event Booking Form or the Event Details Form, whichever shows the greater sum, must be paid by the Client no later than 6 months prior to the Event.
    2.4    The Third Payment equal to 40% of the Estimated Charge shown on the Event Booking Form or the Event Details Form, whichever shows the greater sum, must be paid by the Client no later than 3 months prior to the Event.
    2.5    The Fourth Payment of the Estimated Charge (adjusted for all deposits or other payments made), including but not limited to anticipated food and beverage charges and any other extras and enhancements shown on the Event Booking Form or the Event Details Form and including any amendments or enhancements not reflected on the Event Booking Form or the Event Details Form, whichever shows the greater sum, must be paid by the Client no later than 8 weeks before the Event.
    2.6    Any amendments or enhancements made in accordance with Clause 3.3 after the Fourth Payment shall be paid for at the time that they are made.
    2.7    A Damage Deposit of £500 or 10% of the Estimated Charge on the Event Booking Form or the Event Details Form, whichever shows the greater sum, together with any bar or refreshments credit must be paid 7 days before the Event by authorized credit card and any refund will be  made 14 days after the end of the Event less any deductions for any losses or damages, breakages or other expenses (including but not limited to additional cleaning, costs or claims) incurred as a consequence of the Client’s occupancy and use of the Venue. The Venue reserves the right to charge additional costs for any excessive losses, damages or breakages to the Venue, the property or its contents.
    2.8    An authorised credit card needs to be lodged with Clarenco by the Client prior to the commencement of the Event in order for any final adjustments and accounts to be settled at the end of the Event. Alternative means of payment in cleared or guaranteed funds received prior to the Event may be agreed with the Client at the discretion of the General Manager of the Venue. In the event that there remains a balance on the Damage Deposit taking into account any charges or deductions made, Clarenco further reserves the right to apply some or all of the Damage Deposit in settlement of the Client’s final account due at the end of the Event.
    2.9    For payments made by a credit or charge card, an administration fee of 2.0% will be applied.  No charge is made for settlement by debit card.
    2.10    Should the Client fail to make any payment(s) on or before the due date as set out in Clauses 2.1 to 2.7, Clarenco reserves the right to treat the Event Booking as cancelled and the Cancellation Policy set out in Clause 3.1 shall apply. It is the Client’s responsibility to adhere to the payment dates and amounts and Clarenco is not obliged to remind the Client of the contractual payment dates or amounts.
    2.11    In the event that the Client fails to make any payment due to Clarenco on or before its due date, Clarenco further reserves the right to charge interest on the balance outstanding at the rate of 3% above the prevailing Bank of England Base Rate and to recover any amounts owed including but not limited to interest and any costs of recovery.
    2.12    No allowance, credit or refund will be made for food and beverages, services or other enhancements not taken or used during the Event, which have been contracted on the Event Details Form.
    2.13    The Client is contracted and the Event is secured at the Estimated Charge.
    2.14    Clarenco reserves the right to vary the price charged to the Client for any services, enhancements or Food and Beverage due to changes in market, supplier or contractor prices.  Prices for Venue hire, Minimum Spend and Packages agreed when the Event Booking is made will not be subject to change.

    3.    AMENDMENTS OR CANCELLATIONS
    Amendments or Cancellations by the Client
    3.1    In the unfortunate circumstance where the Client has to cancel the Event Booking at any time prior to the date of the Event, Clarenco may, but is not obliged to, offer the Venue or the facilities for sale to third parties on the Client’s behalf. If the Venue or facilities are not resold, cancellation charges will be applied as follows:
    Within 14 days of the Event booking, the loss of the Holding Deposit.

    Time Before Event                               Cancellation Charge
    More than 6 months                        20% of the Estimated Charge
    Less than 6 months                         40% of the Estimated Charge
    Less than 3 months                        80% of the Estimated Charge
    Less than 8 weeks                          100% of the Estimated Charge

    However, only 60% of the anticipated Food & Beverage revenue will be charged except if a cancellation is less than 14 days before the Event in which case the Client shall be liable to pay 100% of the Estimated Charge.
    3.2    Any cancellation must be made by the Client in writing to Clarenco at the address shown on these Terms and Conditions for Corporate Events and confirmed to the Client by a Director of Clarenco in writing.
    3.3    Any amendment(s), additions or enhancements to any part of the Event Booking or the Event Booking Form or Event Details Form must be made in writing by the Client and confirmed in writing by the General or Duty Manager of the Venue. Should the Client wish to make any amendments or additions (including but not limited to changes to the Event, postponement or changes to the number of Delegates or any other facilities or services booked), Clarenco reserves the right to amend the rates or facilities offered.  Any additional charges due will be paid in accordance with an amended Event Booking Form or Event Details Form taking into account payments already made by the Client. The payment schedule set out in Clauses 2.1 to 2.7 shall be amended and any balancing payment shall be added to the Fourth Payment (the final payment due in accordance with Clause 2.5).
    3.4    Any Delegates who do not arrive, or who depart early, will be charged at 100% of the Guest rate(s) quoted for nights of non-attendance, unless Clarenco is able to re-let the accommodation but is not obliged to do so.  If Clarenco is unsuccessful in re-letting, the cancellation policy will apply.
    Amendments or Cancellations by Clarenco
    3.5    Clarenco reserves the right to postpone, amend or cancel any Event Booking and further reserves the right, but is not obliged, to offer alternative accommodation or facilities without any responsibility on its part in the unfortunate circumstances of:
    3.5.1    An event or occurrence beyond the reasonable control of Clarenco which causes or is likely to prevent Clarenco from performing its obligations or any other event or matter, which, in the  opinion of Clarenco, necessitates the cancellation for commercial, operational or financial reasons.
    3.5.2    The Venue or any part thereof becoming unsuitable or unavailable to hold the Event Booking due to a Force Majeure event or unforeseen circumstances such as adverse or severe weather or sea conditions preventing access to or operation of the Venue, safety or technical issues. For example, certain Venues are located in isolated and remote locations, which can be difficult and unsafe to reach in adverse weather or sea conditions preventing access to or operation of the Venue.
    3.5.3    The permanent or temporary closure of the Venue or any part thereof by Clarenco for commercial, operational or financial reasons.
    3.5.4    A change of ownership or control of either the Venue or Clarenco
    3.6    In the event of postponement, Clarenco and the Client will work together to make appropriate alternative arrangements for a date or dates to be mutually agreed.  Each party will bear their own losses.
    3.7    In the unfortunate case of a cancellation or termination by Clarenco for whatever reason, Clarenco will notify the Client as far in advance as possible and will arrange for a full refund of all deposits and monies paid (unless it is due to the Client’s failure or fault) but will have  no other obligation or liability to the Client. Clarenco will not be liable to the Client for any loss (consequential or otherwise), cost, expenditure, damage or compensation for such changes.
    3.8    Clarenco may refuse and cancel an Event Booking at any time in the Event Booking process (including after an Event Booking has been confirmed and a deposit or deposits have been paid, if Clarenco believes that the Event may include illegal acts or activities, which might contravene the Venue’s operating licenses, and / or the Delegates are likely to behave in a manner that will trouble other Delegates at the Venue or might prejudice the Venue’s operating licenses. The Client will be entitled to the return of any deposits paid less a deduction for costs already incurred by Clarenco in preparation for the Event,
    3.9    Clarenco may refuse the Client or a Guest entry to the Venue (including the right to accommodation) if, in the opinion of Clarenco, the Client or Guest is showing clear signs of an infectious disease, is clearly intoxicated or under the influence of illegal or intoxicating substances, or is carrying an illegal or dangerous weapon or attempts to bring such onto the premises. In such circumstances, no refunds shall be made.
    3.10    Clarenco cannot be held responsible for any errors or omissions in correspondence or published material and has taken reasonable steps to ensure that the information contained in its own and third party or agents’ websites, brochures, tariffs, leaflets and advertising is correct.  Clarenco reserves the right to amend or withdraw any service, facility or amenity as previously described without notice if the Event Booking might, in the sole opinion of Clarenco, prejudice the reputation of the Venue or Clarenco or if the Event Booking is expected to make a loss.
    3.11    Clarenco reserves the right to subcontract or outsource the provision of services or facilities in the event that Clarenco at its sole discretion deems operationally, financially or otherwise necessary.  Clarenco shall not be obliged to notify the Client and the Client shall have no right to refute or cancel the Event Booking as a consequence of such actions by Clarenco.
    3.12    If the Client’s credit status alters or if the Client is in arrears of any payments or amounts or deposits due as set out in Clauses 2.1 to 2.7, Clarenco reserves the right to amend, cancel or terminate the Event Booking as if the Client has cancelled it and the cancellation charges set out in Clause 3.1 above will apply.

    4.    SUPPLY OF INFORMATION
    4.1    Full Guest Lists (including Rooming Lists if accommodation has been booked) will be supplied by the Client to Clarenco no later than 14 days prior to the Event.  For the avoidance of doubt, the submission of these lists only serves to provide the names of the Delegates attending the Event and does not affect the number of rooms or other facilities contracted (including but not limited to the provision of Food and Beverage) with the Venue and Clarenco.
    4.2    The number of persons attending the Event must not exceed the maximum number stipulated on the Event Booking Form or Event Details Form, whichever shows the greater number. Clarenco reserves the right to refuse entry if these conditions are not observed.
    4.3    The Client will advise the Venue, in writing, no less than 14 days prior to the Event of any special dietary requirements or medical conditions. Every effort will be made to accommodate the Client’s requirements but additional charges may be incurred.
    4.4    Clarenco will also require a complete list of any third party musicians or contractors, suppliers or organizers associated with the Event with their full details no less than 21 days prior to the Event and their engagement shall be subject to the terms of Clauses 5.6 to 5.12.  The Client is solely responsible for advising such third party entities or persons of these and any other terms and conditions associated with the Event and the Venue.
    4.5    An additional charge maybe payable to Clarenco if the Client wishes to store any equipment at the Venue before or after the Event.

    5.    GENERAL
    5.1    Each Venue has its own “House Rules” (a Code of Conduct for Clients) and these shall be available online or at the Venue upon request. Clients are recommended to be aware of these. The Client will be responsible for their own orderly conduct and that of their Delegates (including any children, who will be appropriately supervised at all times) and will have regard to any regulations or instructions imposed by any competent authority or by Clarenco or its staff or representatives. Nothing will be done by the Client or its Delegates which will constitute a breach of the law.
    5.2    Participation of any sporting or leisure pursuits/activities, either held at or organised by the Venue, is entirely at the Clients and/or their Delegates risk. Some of the activities carry a degree of risk and Clarenco, the Venue or its staff cannot be held responsible for any accidents, injuries, losses or illness however caused.
    5.3    Clients and their Delegates must accept full responsibility for the behaviour and safety of any children attending the Venue or the Event. In certain circumstances registered childcare or supervision may be required at the Clients expense.
    5.4    In certain circumstances (including but not limited to the size or nature of the Event) Clarenco may require registered security services (SIA or equivalent) to be engaged in which case these will be at the Client’s expense and will be payable with the Fourth Payment set out in Clause 2.5 or in accordance with Clause 2.6 if booked after the Fourth Payment has been made.
    5.5    The Client will be responsible for the cost of any additional licences, fees and royalties, which may be due in respect of the Event to the Performing Rights Society, Phonographic Performances Ltd, the Copyright Licensing Agency Ltd, the Educational Recording Agency Ltd, or any other relevant person, firm or organization and will be payable with the Fourth Payment set out in Clause 2.5 or in accordance with Clause 2.6 if booked after the Fourth Payment has been made.
    5.6    Should a Client or his Delegates (including any children) act in an improper or disorderly manner or refuse to comply with the reasonable requests of Clarenco’s staff, Clarenco reserves the right to withdraw services or facilities or to terminate the Event or to insist upon the immediate removal of a Guest or Delegates from the Venue. Should this occur, no monies will be refunded. The decision of Clarenco’s senior representative/management at the Venue will be final and binding.
    5.7    In the interests of safety, Clients and their Delegates may be asked to submit to a search of their person or their belongings and anyone found to be in possession of materials believed by Clarenco to be dangerous, illegal or unsuitable may be denied entry or removed from the Venue or the materials may be confiscated until the end of the Event.
    5.8    Use of the Venue and its facilities shall be restricted to legal purposes.  Neither the Client nor their Delegates may bring illegal or intoxicating substances or liquids or illegal weapons, firearms or explosives to the Venue.  Only the Client and their Delegates shall use the accommodation at the Venue; visitors shall not be permitted unless registered with the Venue in advance and upon arrival.  Unwarranted use of the Venue and facilities is not permitted and Clarenco reserves the right to demand the removal of a Guest, who is in breach.
    5.9    The Venue operates a strict “No Smoking” policy.  Clients and Delegates are expected to respect and adhere to this at all times and, in particular, in the accommodation.
    5.10    The Venue must be respected and cooking is not permitted in bedrooms; furniture, fixtures or facilities may not be rearranged; items emitting obnoxious odours may not be brought in; excessive quantities of goods or products may not be brought in; and excessive noise or offensive behavior is not permitted.
    5.11    Clarenco’s staff and contractors working at the Venue are entitled to be treated with dignity, politeness and respect by the Client, their Delegates (including any children) and the Client’s representatives at all times.  Any physical or verbal abuse or aggressive or violent conduct will not be tolerated.  Clarenco reserves the right to remove individuals from the Venue whose behaviour, conduct or language fall below acceptable standards or to withdraw services or facilities or to terminate the Event.
    5.12    Clarenco requires that the Client and their Delegates (including children) show due consideration to other people and Delegates at the Venue and to the inhabitants of nearby and neighbouring properties and keep any noise to a minimum, particularly late at night or in the early morning.
    5.13    Prior written approval will be obtained from Clarenco if the Client wishes to fix or suspend items to the walls, floors or ceilings.
    Clarenco will hold the Client liable for any damage caused by the Client or by the Delegates (including any children). An inspection of the Venue before and after the Event may be requested by contacting the duty manager. Clarenco will notify the Client of any damage and will provide an estimate of the repair or replacement costs.  The Client will reimburse Clarenco in full for all losses, damages and breakages. If the Client requests the removal or movement any of furniture or fixtures and fittings, Clarenco will be entitled to make additional charges to cover their removal and storage and their subsequent reinstatement.
    5.14    Where any facilities, activities, events or services are booked, Clarenco will not be liable to make any refunds should the Client or their Delegates fail or refuse to use them for whatever reason and full payment will be made.
    5.15    Written permission and approval from Clarenco is required for any 3rd party contractors and suppliers attending the Event or Venue unless the Client uses Clarenco’s approved Contractors.  Clarenco reserves the right to impose additional terms and conditions on any third party contractors or suppliers and the Client will agree to be bound by these.
    5.16    Where Clarenco is requested to book facilities and services with third parties on behalf of the Client, it will do so in good faith but neither the Venue nor Clarenco will be held liable for either the standard or the provision of such services or the acts or omissions of such third parties.
    5.17    Only Food and Beverages purchased from the Venue may be consumed on the premises unless the Client has otherwise agreed in writing with the General Manager of the Venue to which an additional corkage charge may apply. In all other circumstances, if Food and Beverages are brought into the Venue by the Client or their Delegates (including any children) for consumption, a charge will be made equal to the Venue’s selling price for that or equivalent product(s), which will be determined at Clarenco’s absolute discretion.
    5.18    Clarenco reserves the right to charge a 10% service charge on all Food and Beverages excluding any Food & Beverages for Corporate “packages” on an Event Booking Form.
    5.19    The Venue is booked by the Client for exclusive use of the function room(s) and areas specified on the Event Booking Form or the Event Details Form  and may not be sold to a third party unless by prior written arrangement with Clarenco.
    5.20    Clarenco reserves the right to carry out maintenance, refurbishment and redecoration works at the Venue, which may result in parts of the Venue not being available to the Client for the Event.  Further, the appearance or decoration of the Venue booked is subject to change. Clarenco will try to minimise the impact of any such works and may, but is not obliged to, relocate the Event within the Venue or offer the Client alternative part(s) of the Venue.  The Client will not be entitled to cancel or refute the Event Booking as a consequence of these works.
    5.21    Clarenco cannot guarantee the temperature of any particular areas or rooms.
    5.22    Clarenco cannot guarantee vehicle parking for all Delegates at each Venue.
    5.23    Clarenco is not responsible for any travel arrangements or for the transportation of the Client or their Delegates to or from the Venue unless specified on the Event Booking Form or Event Details Form.
    5.24    All Venues operate a strict “No Smoking” policy within the buildings and bedrooms. If it is discovered that the Client or any Delegates have smoked within the premises they will be charged for professional cleaning costs or for the replacement of any linens,  fabrics and floor coverings in the polluted areas.
    5.25    The Event will start and finish on the date(s) and at the time(s) specified on the Event Booking Form or Event Details Form.
    5.26    Except to the extent that the law stipulates otherwise, Clarenco will accept no liability to the Client or Delegates for any inconvenience, injury or loss and damage caused to any person or property at the Venue.  Neither Clarenco nor the Venue will be responsible for the security of possessions, vehicles or property. These are brought to the Venue at the entire risk of the owner.
    5.27    The Client will be held liable for any losses, breakages or damage to the Venue and its contents and furnishings, fixtures and fittings (including any items hired by the Client for use of the Client or Delegates) or for injury to anyone including Clarenco’s and the Venue’s staff and contractors arising as a consequence of this booking.
    5.28    The Client will indemnify the Venue and Clarenco against any and all claims or losses or expenses including but not limited to reasonable legal and professional fees or damages arising as a result of any breach of this agreement.
    5.29    Clarenco will not be liable to the Client by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for: any losses which are not foreseeable by both Clarenco and the Client when the booking is made arising in connection with the supply of the services or their use by the Client; any losses which are not caused by any breach by Clarenco; or personal, consequential, business or trade losses.
    5.30    Except in relation to death or personal injury caused by Clarenco’s negligence, Clarenco’s entire liability remains, at all times, limited to the value of the booking.  For the avoidance of doubt, the employees and the owners of Clarenco will not be personally liable for any losses.
    5.31    Clarenco does not warrant and takes no responsibility for the accuracy of any verbal information given or statements made by its staff or contractors.
    5.32    Clarenco regrets that, due to the historic and unique nature of some of our Venues, it may be difficult or unsafe for wheelchairs, children and less able people to access all areas.   Clients and their Delegates should discuss their individual requirements with Clarenco at the time of booking.
    5.33    With the exception of assistance dogs, no pets are allowed at the Venue.
    5.34    It is strongly recommended that the Client purchases event insurance.
    5.35    Unless specified otherwise, the Client will only have exclusive use of the specific facilities, function rooms or areas booked. Other Delegates may be staying at or using the Venue, the property, its function rooms, facilities or grounds.  The Client and its Delegates (including any children) will respect the privacy of any other Delegates staying at or using the Venue and will do nothing to prejudice or spoil their right to quiet enjoyment of the Venue and its facilities.
    5.36    Clarenco, their staff or their appointed representatives will have the right of entry to any area of the property at all reasonable times during a Client’s stay for the purpose of inspection or to carry out necessary maintenance, repairs or cleaning.
    5.37    The breach of any one of these Terms and Conditions for Corporate Events will not constitute a breach of the entire agreement between the Client and Clarenco and each clause will be jointly and severally enforceable.
    5.38    If any of these Terms and Conditions for Corporate Events shall be found by a Court or other competent authority to be invalid, ineffective or unenforceable, the rest of the Terms and Conditions for Corporate Events shall continue to be valid and enforceable.
    5.39    Any waiver by Clarenco of any breach of the Event Booking or these Terms and Conditions for Corporate Events by the Client shall not be considered as a waiver of any subsequent breach of the same or any other provision.
    5.40    The Client and Clarenco shall be the only parties with the right to enforce any term under the Contracts (Rights of Third Parties) Act 1999.
    5.41    The headings in these Terms and Conditions for Corporate Events are inserted only for convenience and shall not affect their construction.
    5.42    Where appropriate, words importing the male, female or neuter genders shall include the other genders and words denoting a singular number only shall include the plural and vice versa.
    5.43    If there is any inconsistency between these Terms and Conditions for Corporate Events, the Event Booking Form or Event Details Form, priority shall be given first to these Terms and Conditions for Corporate Events then to the Event Booking Form and finally to the Event Details Form.
    5.44    In these Conditions the words “other”, “includes”, “including” and “in particular” do not limit the meaning  of any preceding words and any words which follow them shall not be construed as being limited in scope to the same class as the preceding words where a wider construction is possible.
    5.45    The booking is personal to the Client and the Client shall not assign or transfer or purport to assign or transfer to any other person any of its rights or sub-contract any of its obligations under the Event Booking Form or Event Details Form.  Where necessary, Clarenco shall be entitled to assign or sub-contract any of its rights, benefits and interests in or under the booking to third parties.
    5.46    Clarenco, its Agent or representative may carry out photography or other recordings at the Event. The Client has the right to withdraw their consent at any time by informing Clarenco in writing to the postal address or the email address shown on these Terms and Conditions for Corporate Events. Images may be used on the website, in history booklets or in future marketing materials. The Delegates consent to the use of such images by Clarenco in connection with advertising, promoting or monitoring and acknowledge that copyright in such images rests with Clarenco. No payment or compensation will be offered to either the Client or Delegates if any images are used. Please note where imagery has been used with prior consent, Clarenco may not be able to withdraw all imagery in circulation immediately.
    5.47    Copyright and all other intellectual property rights shall remain the property of Clarenco.
    5.48    Clarenco reserves the right to collect and process the personal data from the Client and the Delegates for the purposes of marketing and promotional activities.
    5.49    In the public areas of the Venue, CCTV may be in operation and video recordings may be made. This activity is carried out for security and for operational reasons and for the safety of the Delegates.

    6.    NOTICES
    6.1    Clarenco will send any notices to the Client to the address given on the Event Booking Form or Event Details Form unless notified in writing by the Client to do otherwise.  The Client should send any notices (except cancellation as set out in Clause 3.2) to Clarenco for the attention of the General Manager at the Venue  address set out in the Event Booking Form or Event Details Form.
    6.2    All notices (except as set out in Clause 3.2) including any request for variation of the Event Booking Form or Event Details Form by the Client should be made in writing and sent by post or by electronic mail to the Venue’s address for the attention of the General Manager as shown on the Event Booking Form or Event Details Form.
    6.3    Notices shall be deemed to be served on delivery when delivered by hand, on receipt of a printout confirming due transmission when transmitted by electronic mail or 5 days after mailing if sent by mail, provided the postage is properly paid and such notice is correctly addressed to the respective party at the address made known by each party prior to entering into the booking.  If a party changes its address for notification purposes, then it shall give the other party written notice of the new address and the date on which it shall become effective. In proving service of a notice, it shall be sufficient to prove that delivery was made or that the envelope containing the notice was properly addressed and posted. E-mail notice shall only be valid for the purposes of this agreement when either a “Read Receipt” is acknowledged by the other party or a hard copy of the email correctly addressed proves dispatch of the email to the other party.

    7.    GOVERNING LAW AND JURISDICTION
    7.1    The Terms and Conditions for Corporate Events, the Event Booking Form and the Event Details Form are governed by the laws of the jurisdiction where the Venue is located and the parties irrevocably agree that the Courts governing these laws have exclusive jurisdiction to determine any dispute or claim that arises out of or in connection with the Event Booking (including non-contractual disputes or claims).
    7.2    These Terms and Conditions for Corporate Events and the Event Booking Form and Event Details Form can only be amended in writing by a Director of Clarenco.  From time to time, these Terms and Conditions for Corporate Events may be revised and will be available on Clarenco’s and Amazing Venues’ website or upon request. The latest version will supersede any previous versions published at the time of Event Booking.
    7.3    Clarenco has separate Terms and Conditions for Weddings, Themed Events, Corporate Events, Functions and Venue Accommodation and, in relevant circumstances, these may be applicable to the Event Booking.  These terms and conditions are also available on Clarenco’s website or upon request.
    7.4    Whilst reasonable care has been taken in the preparation and presentation of all quotations, proposals, Event Booking information and documentation presented to the Client, Clarenco reserves the right to amend or correct these (including but not limited to the Event Booking, Event Booking Form and/or Event Details Form) without any liability on the part of Clarenco in the event that it discovers errors or omissions or mistakes in these documents.  Clarenco will notify the Client within 7 days of becoming aware of any errors or omissions or mistakes.   The Client will remain liable for any revised Estimated Charge and will continue to be bound by these Terms and Conditions for Corporate Events.  Errors or omissions or mistakes on the part of Clarenco will not be reason for the Client to cancel or refute the Event Booking.
    7.5    Nothing contained within this agreement will affect the statutory rights of either Clarenco or the Client.
    7.6    These Terms and Conditions for Corporate Events will be binding on the Client, its successors and assigns.

    Contact us:

    Clarenco LLP
    Clarenco House
    Ibstone Road
    Stokenchurch
    Buckinghamshire
    HP14 3FE
    Tel: 01494 682000
    Company Reg. No: OC 343112
    VAT number: 972 8620 88

  • THEMED EVENTS TERMS & CONDITIONS

    (INDIVIDUALLY TICKETED EVENTS RUN AND ORGANISED BY CLARENCO)

    Updated June 2015

    DEFINITIONS used in these Terms and Conditions for Themed Events
    Clarenco: Refers to Clarenco LLP, usually trading as Amazing Venues, the owner and operator of the Hotel.
    Hotel:  Refers to the property and grounds (or part of thereof) where the Event is to be held.
    Themed Event: Refers to the event organised and run by Clarenco at the Hotel described at the rate(s) shown on Clarenco’s website or in promotional material or advertisements or through a booking agency website.  Supplementary charges may apply.
    Guest(s): Means any and all persons (including children) in possession of a valid Ticket purchased  personally or on their behalf. Guests must be over the age of 18 unless specified otherwise.
    Tickets: refers to the official form or document (electronic; paper or online) issued to the Guest(s) when the booking is made.
    Website: Means Clarenco’s website and/or any of its individual Hotel or affiliate sites. These are owned and operated by Clarenco.

    1.    TICKETING and PAYMENT TERMS
    1.1    The contract is formed when payment for the Themed Event has been received and Clarenco issues the Ticket(s).
    1.2.    The price of any Tickets will be as quoted on Clarenco’s website (or any third party site).
    1.3.    Payment for all Tickets must be made at the time of booking. Clarenco accepts cash payment and all major credit and debit cards. An administration fee of 2.0% will be applied for payments made by credit or charge cards.  No charge is made for settlement by debit card. Cheques can be accepted but the booking will not be confirmed until Clarenco has received cleared funds.
    1.4.    Before ordering any Tickets from the website, the Guest is advised to read these terms and conditions. The Guest will need to confirm acceptance of these terms and conditions during the process of purchasing the Ticket(s). If the Guest does not accept these terms and conditions, the Guest will not be able to order any Tickets from the website. In all circumstances, Tickets remains the property of Clarenco.
    1.5.    Clarenco may provide links on the website to the websites of other companies, whether affiliated with Clarenco or not. Clarenco cannot accept any liability for Tickets purchased from companies to whose website it has provided a link on the website. This disclaimer does not affect the Guest’s statutory rights against the third party seller. Clarenco will notify the Guest when a third party is involved in a transaction and may disclose the Guest’s information related to that transaction to the third party seller in order for the transaction to proceed.
    1.6.    If the booking is made through a booking agency, the Guest may be liable to pay a separate agency fee or commission, which shall be notified by the agency at the time the booking is made.  This fee is not included in the rate(s) payable to Clarenco.
    1.7.    When Tickets are booked they will be sent to Guests by email. Where Tickets are sold over the telephone, Tickets will be sent to Guests by email or by post upon request. Clarenco will not accept any responsibility for Tickets that are mislaid or lost in the post.
    1.8.    Guests are advised to check carefully the date and time printed on the front of the Ticket(s) as mistakes cannot always be rectified after the booking has been confirmed.
    1.9.    Guests require a valid Ticket, which must be produced on arrival in order to enter the Hotel.

    2.             AMENDMENTS OR CANCELLATIONS
    2.1    Once a Ticket is purchased the contract is binding and no refunds are available unless outlined below.
    2.2    Clarenco reserves the right to postpone, amend or cancel the Themed Event and further reserves the right, but is not obliged to, to offer alternative Themed Events without any responsibility on its part in the unfortunate circumstances of:
    2.2.1    An event or occurrence beyond the reasonable control of Clarenco, which causes or is likely to prevent it from performing its obligations.
    2.2.2    The Hotel becoming unsuitable or unavailable to hold the Themed Event due to a Force Majeure event or unforeseen circumstances, such as adverse or severe weather or sea conditions preventing access to or operation of the Hotel, safety or technical issues.
    2.2.3    The permanent or temporary closure of the Hotel or part thereof by Clarenco for significant commercial, operational or financial reasons.
    2.2.4    A change of ownership or control of either the Hotel or Clarenco.
    2.2.5    Insufficient Guests booking the Themed Event.
    2.3    In the event of postponement or cancellation by Clarenco, Clarenco will notify the Guest, where possible, at least 5 days before the Themed Event. Clarenco may, but is not obliged to, offer appropriate alternative arrangements for a future date(s).  In the event that the Guest does not accept the alternative offered, Clarenco shall refund the Guest with the amount paid excluding any additional charges (including, but not limited to, third party agency commissions or fees). Clarenco will not be liable to the Guest for any loss (consequential or otherwise), cost (including but not limited to accommodation, transport or other costs), expenditure, damages or compensation for such changes. Each party will bear their own losses.

    3     GENERAL
    3.1.    At the time of booking the Guest will advise the Hotel of any special dietary requirements or medical conditions. Every effort will be made to accommodate the Guest’s requirements but additional charges may be incurred. Each Hotel has its own “House Rules and Code of Conduct for Guests” and these shall be available from the Hotel upon request. The Guest is recommended to be aware of these. The Guest will be responsible for their own orderly conduct and that of any children, who will be appropriately supervised at all times, and will have regard to any regulations or instructions imposed by any competent authority or by Clarenco or its staff or representatives. Nothing will be done by the Guest, which will constitute a breach of the law.
    3.2.    Clarenco is entitled to refuse entry to the Themed Event to any Guest on the grounds of, including but not limited to inappropriate, illegal or antisocial behaviour, conduct or language; healthy and safety issues; inappropriate attire; breach of the law; breach of the peace; failure to provide proof of identity or age; or failure to comply with reasonable instructions and directions. No refund shall be made to the Guest.
    3.3.    In the interests of safety, the Guest may be asked to submit to a search of their person or their belongings and anyone found to be in possession of materials believed by Clarenco to be dangerous, illegal or unsuitable may be denied entry or removed from the Hotel or the materials may be confiscated until the end of the Themed Event.
    3.4.    Should the Guest (or any children) act in an improper or disorderly way or refuse to comply with the reasonable requests of Clarenco’s staff, Clarenco reserves the right to insist upon the immediate removal of the Guest(s) (and any children) from the Hotel. Should this occur, no monies will be refunded. The decision of Clarenco’s senior representative/management at the Hotel will be final and binding.
    3.5.    Clarenco requires that the Guest (including any children) show due consideration to other people or Guests at the Hotel and to the inhabitants of nearby and neighbouring properties and keep any noise to a minimum, particularly late at night or in the early morning.
    3.6.    Clarenco’s staff and contractors working at the Hotel are entitled to be treated with dignity, politeness and respect by the Guest (including any children) at all times.  Any physical or verbal abuse or aggressive or violent conduct will not be tolerated.  Clarenco reserves the right to remove individuals from the Hotel whose behaviour, conduct or language fall below acceptable standards or to withdraw services or facilities or to terminate the Themed Event.
    3.7.    Where any facilities, activities, events or services form part of the Themed Event, Clarenco will not be liable to make any refunds should the Guest fail or refuse to use them for whatever reason and no refund will be made.
    3.8.    Only Food and Beverages purchased from the Hotel may be consumed on the premises. If Food and Beverages are brought into the Hotel by the Guest (including any children) for consumption, a charge will be made equal to the Hotel’s selling price for that or equivalent product(s), which will be determined at Clarenco’s absolute discretion.
    3.9.    Clarenco reserves the right to charge a 10% service charge on all Food and Beverages.
    3.10.    Clarenco reserves the right to carry out maintenance, refurbishment and redecoration works at the Hotel, which may result in a part or parts of the Hotel not being available to the Guest during a Themed Event.  Clarenco will try to minimise the impact of any such works.  The Guest will not be entitled to cancel or refute the booking as a consequence of these works.
    3.11.    Clarenco cannot guarantee the temperature of any particular areas or rooms.
    3.12.    Clarenco cannot guarantee vehicle parking for the Guest(s) at the Hotel.
    3.13.    The Guest(s) should be aware that Themed Events may include loud music or noise (including but not limited to a band; discotheque or fireworks), special effects or flashing, laser or strobe lighting. It is the Guest’s sole responsibility to determine what is included in the Themed Event and to take appropriate preventative precautions. Clarenco will not make refunds to the Guest(s) nor will it be liable for the actions or behaviour of any 3rd Party Entertainment, which may cause discomfort to a Guest.
    3.14.    Clarenco is not responsible and accepts no liability for any travel arrangements or for the transportation of the Guest(s) to the Hotel.
    3.15.    All Hotels operate a strict “No Smoking” policy within the buildings and bedrooms. If it is discovered that the Guest has smoked within the premises, the Guest will be charged for professional cleaning costs or for the replacement of any linens, fabrics and floor coverings in the polluted areas.
    3.16.    Except to the extent that the law stipulates otherwise, Clarenco will accept no liability to the Guest for any inconvenience, injury or loss and damage caused to any person or property at the Hotel.  Neither Clarenco nor the Hotel will be responsible for the security of their possessions, vehicles or property. These are brought to the Hotel at the entire risk of the owner.
    3.17.    The Guest will be held liable for any losses, breakages or damage to the Hotel and its contents and furnishings, fixtures and fittings or for injury to anyone including Clarenco’s and the Hotel’s staff and contractors arising as a consequence of this booking.
    3.18.    The Guest will indemnify the Hotel and Clarenco against any and all claims or losses or expenses including but not limited to reasonable legal and professional fees or damages arising as a result of any breach of this agreement.
    3.19.    Clarenco will not be liable to the Guest by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for any losses, which were not foreseeable by both Clarenco and the Guest when the booking was made arising in connection with the supply of the services or their use by the Guest or for any losses, which are not caused by any breach by Clarenco; or for any personal, consequential, business or trade losses.
    3.20.    Clarenco’s entire liability (whether in contract or tort (including negligence, except in relation to death or personal injury)) remains, at all times, limited to the value of the booking.  For the avoidance of doubt, the employees and the owners of Clarenco will not be personally liable for any losses.
    3.21.    Clarenco does not warrant and takes no responsibility for the accuracy of any verbal information given or any statements made by its staff or contractors.
    3.22.    Clarenco regrets that, due to the historic and unique nature of some of our Hotels, it may be difficult or unsafe for wheelchairs, children and less able people to access all areas.   The Guest should discuss their individual requirements with Clarenco at the time of booking.
    3.23.    With the exception of assistance dogs, no pets are allowed at the Hotel.
    3.24.    The breach of any one of these terms and conditions will not constitute a breach of the entire agreement between the Guest and Clarenco and each clause will be jointly and severally enforceable.
    3.25.    If any of these terms and conditions shall be found by a Court or other competent authority to be invalid, ineffective or unenforceable, the rest of the terms and conditions shall continue to be valid and enforceable.
    3.26.    If there is any inconsistency between these terms and conditions and the booking information priority shall be given to these terms and conditions.
    3.27.    Clarenco shall be entitled to assign or sub-contract any of its rights, benefits and interests in or under the booking to third parties.
    3.28.    Clarenco and/or an authorised representative may carry out photography or other recording at the Themed Event upon prior agreement between Clarenco and the Guest. Upon agreement, the Guest consents to the use of such images by Clarenco in connection with advertising, promoting or monitoring and acknowledges that copyright in such images rests with Clarenco and/or any authorized third party. No payment or compensation will be offered to the Guest if any images are used.
    3.29.    Clarenco reserves the right to collect and process personal data from the Guest for the purposes of the Themed Event and for marketing and promotional activities.
    3.30.     In the public areas of the Hotel CCTV is in operation and video recordings may be made. This activity is carried out for security and for operational reasons and for the safety of the Guests.

    4.      NOTICES
    4.1.    Clarenco will send any notices to the Guest to the address given when the booking is made unless notified by the Guest to do otherwise.  The Guest should send any notices to Clarenco to the address set out in the website or in these terms and conditions.
    5.      GOVERNING LAW AND JURISDICTION
    5.1.    These terms and conditions and the booking are governed by the laws of the jurisdiction where the Hotel is located and the parties irrevocably agree that the Courts governing these laws have exclusive jurisdiction to determine any dispute or claim that arises out of or in connection with the booking (including non-contractual disputes or claims).
    5.2.    These terms and conditions can only be amended in writing by a Director of Clarenco.  From time to time, these terms and conditions may be revised and will be available on Clarenco’s website or upon request. The latest version will supersede any previous versions published at the time of booking.
    5.3.    Clarenco has separate Terms and Conditions for Functions and for Hotel Bookings and, in certain circumstances, these may also be applicable to the booking.  These terms and conditions are also available on Clarenco’s website or upon request.
    5.4.    Whilst reasonable care has been taken in the preparation and presentation of all booking information and documentation presented to the Guest, Clarenco reserves the right to amend or correct these (including but not limited to the booking information on the website) without any liability on the part of Clarenco in the event that it discovers errors or omissions or mistakes in these documents.  Clarenco will notify the Guest within 7 days of becoming aware of any errors or omissions or mistakes.   Errors or omissions or mistakes on the part of Clarenco will not be reason for the Guest to cancel or refute the booking.
    5.5.    Nothing contained within this agreement will affect the statutory rights of either Clarenco or the Guest.

    Contact Us:

    Clarenco LLP
    Clarenco House
    Stokenchurch Business Park
    Buckinghamshire
HP14 3FE

    Company Registration No: OC 343112
    VAT No: 972 8620 88
    Email: info@clarenco.com
    Telephone: 01494 682 000

  • WEDDING TERMS & CONDITIONS

    Last Updated June 2015

    DEFINITIONS used in these Terms and Conditions for Weddings:
    Clarenco: Refers to Clarenco LLP (usually trading as Amazing Venues), the owner and operator of the Hotel.
    Client: Means the individual(s) named on the Wedding Booking Form and / or Wedding Details Form whether or not attending the Wedding.
    Hotel:  Refers to the property, function room(s) and grounds (or any part thereof) exclusive of bedrooms and accommodation (unless otherwise stated on the Wedding Details Form or Wedding Booking Form) where the Wedding is to be held.
    Wedding Booking: Refers to the Wedding described on the Wedding Booking Form or Wedding Details Form.
    Wedding Booking Form: Refers to the form (manual or electronic) generated by Clarenco and signed by the Client or a Representative or Agent of the Client when the booking is made. The form may be substituted, superseded or replaced by the Wedding Details Form.
    Wedding Details Form: Refers to the initial and subsequent forms (manual or electronic) generated and agreed by Clarenco and the Client containing the comprehensive information regarding the Wedding including, but not limited to, the details of any food and beverages, rooms, timing and services.  The initial Wedding Booking or Wedding Details Form may be amended or varied in accordance with Clause 3.3 and the revised form will become the Client’s binding contract with Clarenco.
    Guest(s): Means any and all persons (including children), attendees, employees, contractors or other person(s) attending the Wedding at the invitation of, in relation to or on behalf of the Client and in respect of the Wedding (including the Client).
    Minimum Spend: Is the minimum spend for the food and beverage for the relevant Hotel hired for the Wedding agreed by the Client on the Wedding Booking Form or the Wedding Details Form.
    Estimated Charge: Is the amount agreed by the Client (including, but not limited to, the hire of the Hotel, the Minimum Spend, and any additional enhancements) shown on the Wedding Booking Form or the Wedding Details Form, whichever is the greater.

    1.    WEDDING BOOKING AND CONFIRMATION
    1.1    All Wedding Bookings are deemed provisional until a signed Wedding Booking Form or signed Wedding Details Form (whichever is issued to the Client for signature) has been received by Clarenco and the Holding Deposit (as set out in Clause 2.1) has been paid.
    1.2    The Contract is formed when Clarenco receives the signed Wedding Booking Form or the signed Wedding Details Form from the Client and the Holding Deposit has been paid. No Wedding Booking shall be binding on Clarenco until Clarenco has signed either the Wedding Booking Form or the Wedding Details Form.
    1.3    If the Client appoints an Agent or other Representative in connection with the Wedding, Clarenco will be entitled to rely upon the Agent’s or other Representative’s instructions and the Client will be bound by and will be liable for any costs or expenses incurred as a consequence of such instructions.  It is the Client’s sole responsibility to ensure that the Agent or other representative has correctly instructed Clarenco.
    1.4    Prices are usually quoted inclusive of VAT at the current rate. Clarenco reserves the right to amend prices should the VAT rate change before the date of the Wedding and the Client will be liable for any additional costs as arising as a consequence of such change.

    2.    TERMS OF PAYMENT
    2.1    A Holding Deposit of £ 500 or a greater sum at the Client’s discretion must be paid to secure the Hotel when the Wedding Booking Form or the Wedding Details Form is signed. Until the Holding Deposit has been paid, Clarenco will neither hold a date(s) nor treat the Wedding Booking as made or confirmed. Neither the Holding Deposit nor the First Payment are refundable or transferable. Payment of the Holding Deposit or the First Payment constitutes acceptance of these Terms and Conditions for Weddings in conjunction with any other terms and conditions specified on the Wedding Booking Form or the Wedding Details Form.
    2.2    The First Payment equal to 20% of the Estimated Charge (less the Holding Deposit if already paid) shown on the Wedding Booking Form or the Wedding Details Form, whichever shows the greater sum, must be
    paid by the Client within 14 days of signing the Wedding Booking Form or the Wedding Details Form.
    2.3    The Second Payment equal to 20% of the Estimated Charge shown on the Wedding Booking Form or the Wedding Details Form, whichever shows the greater sum, must be paid by the Client no later than 6 months prior to the Event.
    2.4    The Third Payment equal to 40% of the Estimated Charge shown on the Wedding Booking Form or the Wedding Details Form, whichever shows the greater sum, must be paid by the Client no later than 3 months prior to the Event.
    2.5    The Fourth Payment of the Estimated Charge (adjusted for all deposits or other payments made), including but not limited to anticipated food and beverage charges and any other extras and enhancements shown on the Wedding Booking Form or the Wedding Details Form and including any amendments or enhancements not reflected on the Wedding Booking Form or the Wedding Details Form, whichever shows the greater sum, must be paid by the Client no later than 8 weeks before the Wedding.
    2.6    Any amendments or enhancements made in accordance with Clause 3.3 after the Fourth Payment shall be paid for at the time that they are made.
    2.7    A Damage Deposit of £500 or 10% of the Estimated Charge on the Wedding Booking Form or the Wedding Details Form, whichever shows the greater sum, together with any bar or refreshments credit must be paid 7 days before the Wedding by authorized credit card and any refund will be  made 14 days after the end of the Wedding less any deductions for any losses or damages, breakages or other expenses (including but not limited to additional cleaning, costs or claims) incurred as a consequence of the Client’s occupancy and use of the Hotel. The Hotel reserves the right to charge additional costs for any excessive losses, damages or breakages to the Hotel, the property or its contents.
    2.8    An authorised credit card needs to be lodged with Clarenco by the Client prior to the commencement of the Wedding in order for any final adjustments and accounts to be settled at the end of the Wedding. Alternative means of payment in cleared or guaranteed funds received prior to the Wedding may be agreed with the Client at the discretion of the General Manager of the Hotel. In the event that there remains a balance on the Damage Deposit taking into account any charges or deductions made, Clarenco further reserves the right to apply some or all of the Damage Deposit in settlement of the Client’s final account due at the end of the Wedding.
    2.9    For payments made by a credit or charge card, an administration fee of 2.0% will be applied.  No charge is made for settlement by debit card.
    2.10    Should the Client fail to make any payment(s) on or before the due date as set out in Clauses 2.1 to 2.7, Clarenco reserves the right to treat the Wedding Booking as cancelled and the Cancellation Policy set out in Clause 3.1 shall apply. It is the Client’s responsibility to adhere to the payment dates and amounts and Clarenco is not obliged to remind the Client of the contractual payment dates or amounts.
    2.11    In the event that the Client fails to make any payment due to Clarenco on or before its due date, Clarenco further reserves the right to charge interest on the balance outstanding at the rate of 3% above the prevailing Bank of England Base Rate and to recover any amounts owed including but not limited to interest and any costs of recovery.
    2.12    No allowance, credit or refund will be made for food and beverages, services or other enhancements not taken or used during the Wedding, which have been contracted on the Wedding Details Form.
    2.13    The Client is contracted and the Wedding is secured at the Estimated Charge.
    2.14    Clarenco reserves the right to vary the price charged to the Client for any services, enhancements or Food and Beverage due to changes in market, supplier or contractor prices.  Prices for Hotel hire, Minimum Spend and Wedding Packages agreed when the Wedding Booking is made will not be subject to change.
    3.    AMENDMENTS OR CANCELLATIONS
    Amendments or Cancellations by the Client
    3.1    In the unfortunate circumstance where the Client has to cancel the Wedding Booking at any time prior to the date of the Wedding, Clarenco may, but is not obliged to, offer the Hotel or the facilities for sale to third parties on the Client’s behalf. If the Hotel or facilities are not resold, cancellation charges will be applied as follows:
    Within 14 days of Wedding booking, loss of Holding Deposit

    Time Before Wedding                               Cancellation Charge
    More than 6 months                                20% of Estimated Charge
    Less than 6 months                                 40% of Estimated Charge
    Less than 3 months                                80% of Estimated Charge
    Less than 8 weeks                                  100% of Estimated Charge

    However, only 60% of the anticipated Food & Beverage revenue will be charged except if a cancellation is less than 14 days before the date of the Wedding in which case the Client shall be liable to pay 100% of the Estimated Charge.
    3.2    Any cancellation must be made by the Client in writing to Clarenco at the address shown on these Terms and Conditions for Weddings and confirmed to the Client by a Director of Clarenco in writing.
    3.3    Any amendment(s), additions or enhancements to any part of the Wedding Booking or the Wedding Booking Form or Wedding Details Form must be made in writing by the Client and confirmed in writing by the General or Duty Manager of the Hotel. Should the Client wish to make any amendments or additions (including but not limited to changes to the Wedding, postponement or changes to the number of Guests or any other facilities or services booked), Clarenco reserves the right to amend the rates or facilities offered.  Any additional charges due will be paid in accordance with an amended Wedding Booking Form or Wedding Details Form taking into account payments already made by the Client. The payment schedule set out in Clauses 2.1 to 2.7 shall be amended and any balancing payment shall be added to the Fourth Payment (the final payment due in accordance with Clause 2.5).
    3.4    Any Guests who do not arrive, or who depart early, will be charged at 100% of the Guest rate(s) quoted for nights of non-attendance, unless Clarenco is able to re-let the accommodation but is not obliged to do so.  If Clarenco is unsuccessful in re-letting, the cancellation policy will apply.
    Amendments or Cancellations by Clarenco
    3.5    Clarenco reserves the right to postpone, amend or cancel any Wedding Booking and further reserves the right, but is not obliged, to offer alternative accommodation or facilities without any responsibility on its part in the unfortunate circumstances of:
    3.5.1    An event or occurrence beyond the reasonable control of Clarenco which causes or is likely to prevent Clarenco from performing its obligations or any other event or matter, which, in the  opinion of Clarenco, necessitates the cancellation for commercial, operational or financial reasons.
    3.5.2    The Hotel or any part thereof becoming unsuitable or unavailable to hold the Wedding Booking due to a Force Majeure event or unforeseen circumstances such as adverse or severe weather or sea conditions preventing access to or operation of the Hotel, safety or technical issues. For example, certain Hotels are located in isolated and remote locations, which can be difficult and unsafe to reach in adverse weather or sea conditions preventing access to or operation of the Hotel.
    3.5.3    The permanent or temporary closure of the Hotel or any part thereof by Clarenco for commercial, operational or financial reasons.
    3.5.4    A change of ownership or control of either the Hotel or Clarenco
    3.6    In the event of postponement, Clarenco and the Client will work together to make appropriate alternative arrangements for a date or dates to be mutually agreed.  Each party will bear their own losses.
    3.7    In the unfortunate case of a cancellation or termination by Clarenco for whatever reason, Clarenco will notify the Client as far in advance as possible and will arrange for a full refund of all deposits and monies paid (unless it is due to the Client’s failure or fault) but will have  no other obligation or liability to the Client. Clarenco will not be liable to the Client for any loss (consequential or otherwise), cost, expenditure, damage or compensation for such changes.
    3.8    Clarenco may refuse and cancel a Wedding Booking at any time in the Wedding Booking process (including after a Wedding Booking has been confirmed and a deposit or deposits have been paid, if Clarenco believes that the Wedding may include illegal acts or activities, which might contravene the Hotel’s operating licenses, and / or the Guests are likely to behave in a manner that will trouble other Guests at the Hotel or might prejudice the Hotel’s operating licenses. The Client will be entitled to the return of any deposits paid less a deduction for costs already incurred by Clarenco in preparation for the Wedding.
    3.9    Clarenco may refuse the Client or a Guest entry to the Hotel (including the right to accommodation) if, in the opinion of Clarenco, the Client or Guest is showing signs of an infectious disease, is intoxicated or under the influence of illegal or intoxicating substances, or is or appears to be carrying an illegal or dangerous weapon or attempts to bring such onto the premises. In such circumstances, no refunds shall be made.
    3.10    Clarenco cannot be held responsible for any errors or omissions in correspondence or published material and has taken reasonable steps to ensure that the information contained in its own and third party or agents’ websites, brochures, tariffs, leaflets and advertising is correct.  Clarenco reserves the right to amend or withdraw any service, facility or amenity as previously described without notice if the Wedding Booking might, in the sole opinion of Clarenco, prejudice the reputation of the Hotel or Clarenco or if the Wedding Booking is expected to make a loss.
    3.11    Clarenco reserves the right to subcontract or outsource the provision of services or facilities in the event that Clarenco at its sole discretion deems operationally, financially or otherwise necessary.  Clarenco shall not be obliged to notify the Client and the Client shall have no right to refute or cancel the Wedding Booking as a consequence of such actions by Clarenco.
    3.12    If the Client’s credit status alters or if the Client is in arrears of any payments or amounts or deposits due as set out in Clauses 2.1 to 2.7, Clarenco reserves the right to amend, cancel or terminate the Wedding Booking as if the Client has cancelled it and the cancellation charges set out in Clause 3.1 above will apply.

    4.    SUPPLY OF INFORMATION
    4.1    Full Guest Lists (including Rooming Lists if accommodation has been booked) will be supplied by the Client to Clarenco no later than 14 days prior to the Wedding.  For the avoidance of doubt, the submission of these lists only serves to provide the names of the Guests attending the Wedding and does not affect the number of rooms or other facilities contracted (including but not limited to the provision of Food and Beverage) with the Hotel and Clarenco.
    4.2    The number of persons attending the Wedding must not exceed the maximum number stipulated on the Wedding Booking Form or Wedding Details Form, whichever shows the greater number. Clarenco reserves the right to refuse entry if these conditions are not observed.
    4.3    The Client will advise the Hotel, in writing, no less than 14 days prior to the Wedding of any special dietary requirements or medical conditions. Every effort will be made to accommodate the Client’s requirements but additional charges may be incurred.
    4.4    Clarenco will also require a complete list of any third party musicians or contractors, suppliers or organizers associated with the Wedding with their full details no less than 21 days prior to the Wedding and their engagement shall be subject to the terms of Clauses 5.6 to 5.12.  The Client is solely responsible for advising such third party entities or persons of these and any other terms and conditions associated with the Wedding and the Hotel.
    4.5    An additional charge maybe payable to Clarenco if the Client wishes to store any equipment at the Hotel before or after the Wedding.

    5.    GENERAL
    5.1    Each Hotel has its own “House Rules” (a Code of Conduct for Clients) and these shall be available online or at the Hotel upon request. Clients are expected to be aware of these. The Client will be responsible for their own orderly conduct and that of their Guests (including any children, who will be appropriately supervised at all times) and will have regard to any regulations or instructions imposed by any competent authority or by Clarenco or its staff or representatives. Nothing will be done by the Client or its Guests which will constitute a breach of the law.
    5.2    Participation of any sporting or leisure pursuits/activities, either held at or organised by the Hotel, is entirely at the Clients and/or their Guests risk. Some of the activities carry a degree of risk and Clarenco, the Hotel or its staff cannot be held responsible for any accidents, injuries, losses or illness however caused.
    5.3    Clients and their Guests must accept full responsibility for the behaviour and safety of any children attending the Hotel or the Wedding. In certain circumstances registered childcare or supervision may be required at the Clients expense.
    5.4    In certain circumstances (including but not limited to the size or nature of the Wedding) Clarenco may require registered security services (SIA or equivalent) to be engaged in which case these will be at the Client’s expense and will be payable with the Fourth Payment set out in Clause 2.5 or in accordance with Clause 2.6 if booked after the Fourth Payment has been made.
    5.5    The Client will be responsible for the cost of any additional licenses, fees and royalties, which may be due in respect of the Wedding to the Performing Rights Society, Phonographic Performances Ltd, the Copyright Licensing Agency Ltd, the Educational Recording Agency Ltd, or any other relevant person, firm or organization and will be payable with the Fourth Payment set out in Clause 2.5 or in accordance with Clause 2.6 if booked after the Fourth Payment has been made.
    5.6    Should a Client or his Guests (including any children) act in an improper or disorderly manner or refuse to comply with the reasonable requests of Clarenco’s staff, Clarenco reserves the right to withdraw services or facilities or to terminate the Wedding or to insist upon the immediate removal of a Guest or Guests from the Hotel. Should this occur, no monies will be refunded. The decision of Clarenco’s senior representative/management at the Hotel will be final and binding.
    5.7    In the interests of safety, Clients and their Guests may be asked to submit to a search of their person or their belongings and anyone found to be in possession of materials believed by Clarenco to be dangerous, illegal or unsuitable may be denied entry or removed from the Hotel or the materials may be confiscated until the end of the Wedding.
    5.8    Use of the Hotel and its facilities shall be restricted to legal purposes.  Neither the Client nor their Guests may bring illegal or intoxicating substances or liquids or illegal weapons, firearms or explosives to the Hotel.  Only the Client and their Guests shall use the accommodation at the Hotel; visitors shall not be permitted unless registered with the Hotel in advance and upon arrival.  Unwarranted use of the Hotel and facilities is not permitted and Clarenco reserves the right to demand the removal of a Guest, who is in breach.
    5.9    The Hotel operates a strict “No Smoking” policy.  Clients and Guests are expected to respect and adhere to this at all times and, in particular, in the accommodation.
    5.10    The Hotel must be respected and cooking is not permitted in bedrooms; furniture, fixtures or facilities may not be rearranged; items emitting obnoxious odours may not be brought in; excessive quantities of goods or products may not be brought in; and excessive noise or offensive behavior is not permitted.
    5.11    Clarenco’s staff and contractors working at the Hotel are entitled to be treated with dignity, politeness and respect by the Client, their Guests (including any children) and the Client’s representatives at all times.  Any physical or verbal abuse or aggressive or violent conduct will not be tolerated.  Clarenco reserves the right to remove individuals from the Hotel whose behavior, conduct or language fall below acceptable standards or to withdraw services or facilities or to terminate the Weddings.
    5.12    Clarenco requires that the Client and their Guests (including children) show due consideration to other people and Guests at the Hotel and to the inhabitants of nearby and neighbouring properties and keep any noise to a minimum, particularly late at night or in the early morning.
    5.13    Prior written approval will be obtained from Clarenco if the Client wishes to fix or suspend items to the walls, floors or ceilings.
    Clarenco will hold the Client liable for any damage caused by the Client or by the Guests (including any children). An inspection of the Hotel before and after the Wedding may be requested by contacting the duty manager. Clarenco will notify the Client of any damage and will provide an estimate of the repair or replacement costs.  The Client will reimburse Clarenco in full for all losses, damages and breakages. If the Client requests the removal or movement any of furniture or fixtures and fittings, Clarenco will be entitled to make additional charges to cover their removal and storage and their subsequent reinstatement.
    5.14    Where any facilities, activities, events or services are booked, Clarenco will not be liable to make any refunds should the Client or their Guests fail or refuse to use them for whatever reason and full payment will be made.
    5.15    Written permission and approval from Clarenco is required for any 3rd party contractors and suppliers attending the Wedding or Hotel unless the Client uses Clarenco’s approved Contractors.  Clarenco reserves the right to impose additional terms and conditions on any third party contractors or suppliers and the Client will agree to be bound by these.
    5.16    Where Clarenco is requested to book facilities and services with third parties on behalf of the Client, it will do so in good faith but neither the Hotel nor Clarenco will be held liable for either the standard or the provision of such services or the acts or omissions of such third parties.
    5.17    Only Food and Beverages purchased from the Hotel may be consumed on the premises unless the Client has otherwise agreed in writing with the General Manager of the Hotel to which an additional corkage charge may apply. In all other circumstances, if Food and Beverages are brought into the Hotel by the Client or their Guests (including any children) for consumption, a charge will be made equal to the Hotel’s selling price for that or equivalent product(s), which will be determined at Clarenco’s absolute discretion.
    5.18    Clarenco reserves the right to charge a 10% service charge on all Food and Beverages excluding any Food & Beverages for Wedding “packages” on an Wedding Booking Form.
    5.19    The Hotel is booked by the Client for exclusive use of the function room(s) and areas specified on the Wedding Booking Form or the Wedding Details Form and may not be sold to a third party unless by prior written arrangement with Clarenco.
    5.20    Clarenco reserves the right to carry out maintenance, refurbishment and redecoration works at the Hotel, which may result in parts of the Hotel not being available to the Client for the Wedding.  Further, the appearance or decoration of the Hotel booked is subject to change. Clarenco will try to minimise the impact of any such works and may, but is not obliged to, relocate the Wedding within the Hotel or offer the Client alternative part(s) of the Hotel.  The Client will not be entitled to cancel or refute the Wedding Booking as a consequence of these works.
    5.21    Clarenco cannot guarantee the temperature of any particular areas or rooms.
    5.22    Clarenco cannot guarantee vehicle parking for all Guests at each Hotel.
    5.23    Clarenco is not responsible for any travel arrangements or for the transportation of the Client or their Guests to or from the Hotel unless specified on the Wedding Booking Form or Wedding Details Form.
    5.24    All Hotels operate a strict “No Smoking” policy within the buildings and bedrooms. If it is discovered that the Client or any Guests have smoked within the premises they will be charged for professional cleaning costs or for the replacement of any linens,  fabrics and floor coverings in the polluted areas.
    5.25    The Wedding will start and finish on the date(s) and at the time(s) specified on the Wedding Booking Form or Wedding Details Form.
    5.26    Except to the extent that the law stipulates otherwise, Clarenco will accept no liability to the Client or Guests for any inconvenience, injury or loss and damage caused to any person or property at the Hotel.  Neither Clarenco nor the Hotel will be responsible for the security of possessions, vehicles or property. These are brought to the Hotel at the entire risk of the owner.
    5.27    The Client will be held liable for any losses, breakages or damage to the Hotel and its contents and furnishings, fixtures and fittings (including any items hired by the Client for use of the Client or Guests) or for injury to anyone including Clarenco’s and the Hotel’s staff and contractors arising as a consequence of this booking.
    5.28    The Client will indemnify the Hotel and Clarenco against any and all claims or losses or expenses including but not limited to reasonable legal and professional fees or damages arising as a result of any breach of this agreement.
    5.29    Clarenco will not be liable to the Client by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for: any losses which are not foreseeable by both Clarenco and the Client when the booking is made arising in connection with the supply of the services or their use by the Client; any losses which are not caused by any breach by Clarenco; or personal, consequential, business or trade losses.
    5.30    Except in relation to death or personal injury caused by Clarenco’s negligence, Clarenco’s entire liability remains, at all times, limited to the value of the booking.  For the avoidance of doubt, the employees and the owners of Clarenco will not be personally liable for any losses.
    5.31    Clarenco does not warrant and takes no responsibility for the accuracy of any verbal information given or statements made by its staff or contractors.
    5.32    Clarenco regrets that, due to the historic and unique nature of some of our Hotels, it may be difficult or unsafe for wheelchairs, children and less able people to access all areas.   Clients and their Guests should discuss their individual requirements with Clarenco at the time of booking.
    5.33    With the exception of assistance dogs, no pets are allowed at the Hotel.
    5.34    It is strongly recommended that the Client purchases event insurance.
    5.35    Unless specified otherwise, the Client will only have exclusive use of the specific facilities, function rooms or areas booked. Other guests may be staying at or using the Hotel, the property, its function rooms, facilities or grounds.  The Client and its Guests (including any children) will respect the privacy of any other guests staying at or using the Hotel and will do nothing to prejudice or spoil their right to quiet enjoyment of the Hotel and its facilities.
    5.36    Clarenco, their staff or their appointed representatives will have the right of entry to any area of the property at all reasonable times during a Client’s stay for the purpose of inspection or to carry out necessary maintenance, repairs or cleaning.
    5.37    The breach of any one of these Terms and Conditions for Weddings will not constitute a breach of the entire agreement between the Client and Clarenco and each clause will be jointly and severally enforceable.
    5.38    If any of these Terms and Conditions for Weddings shall be found by a Court or other competent authority to be invalid, ineffective or unenforceable, the rest of the Terms and Conditions for Weddings shall continue to be valid and enforceable.
    5.39    Any waiver by Clarenco of any breach of the booking or these Terms and Conditions for Weddings by the Client shall not be considered as a waiver of any subsequent breach of the same or any other provision.
    5.40    The Client and Clarenco shall be the only parties with the right to enforce any term under the Contracts (Rights of Third Parties) Act 1999.
    5.41    The headings in these Terms and Conditions for Weddings are inserted only for convenience and shall not affect their construction.
    5.42    Where appropriate, words importing the male, female or neuter genders shall include the other genders and words denoting a singular number only shall include the plural and vice versa.
    5.43    If there is any inconsistency between these Terms and Conditions for Weddings, the Wedding Booking Form or Wedding Details Form, priority shall be given first to these Terms and Conditions for Weddings, then to the Wedding Booking Form and finally to the Wedding Details Form.
    5.44    In these Conditions the words “other”, “includes”, “including” and “in particular” do not limit the meaning  of any preceding words and any words which follow them shall not be construed as being limited in scope to the same class as the preceding words where a wider construction is possible.
    5.45    The booking is personal to the Client and the Client shall not assign or transfer or purport to assign or transfer to any other person any of its rights or sub-contract any of its obligations under the Wedding Booking Form or Wedding Details Form.  Where necessary, Clarenco shall be entitled to assign or sub-contract any of its rights, benefits and interests in or under the booking to third parties.
    5.46    Clarenco, its Agent or representative may carry out photography or other recordings at the Event. The Client has the right to withdraw their consent at any time by informing Clarenco in writing to the postal address or the email address shown on these Terms and Conditions for Weddings. Images may be used on the website, in history booklets or in future marketing materials. The Guests consent to the use of such images by Clarenco in connection with advertising, promoting or monitoring and acknowledge that copyright in such images rests with Clarenco. No payment or compensation will be offered to either the Client or Guests if any images are used. Please note where imagery has been used with prior consent, Clarenco may not be able to withdraw all imagery in circulation immediately.
    5.47    Copyright and all other intellectual property rights shall remain the property of Clarenco.
    Clarenco reserves the right to collect and process the personal data from the Client and the Guests for the purposes of marketing and promotional activities in the public areas of the Hotel, CCTV may be in operation and video recordings may be made. This activity is carried out for security and for operational reasons and for the safety of the Guests.

    6.    COMPETITIONS AND PROMOTIONS
    6.1    Clarenco runs periodic promotions and competitions on various media sources including websites, social media and direct marketing. All entrants must be UK resident, aged over 18, not employed by Clarenco (applies also to immediate family members) or connected to or employed by any agencies directly contracted to or employed by either Clarenco or the competition. Details of how to enter will be included in the competition or promotion along with the entry and expiry dates. Specific conditions may apply and will be included in the competition details. Clarenco reserves the right to vary or withdraw the prizes at any time and the decision on choosing the winner is final. Clarenco’s Terms and Conditions for Functions, Weddings, Corporate Events and Hotel Accommodation shall apply to the competition or promotion and to the winners and any of their Guests.
    7.    NOTICES
    7.1    Clarenco will send any notices to the Client to the address given on the Wedding Booking Form or Wedding Details Form unless notified in writing by the Client to do otherwise.  The Client should send any notices (except cancellation as set out in Clause 3.2) to Clarenco for the attention of the General Manager at the Hotel address set out in the Wedding Booking Form or Wedding Details Form.
    7.2    All notices (except as set out in Clause 3.2) including any request for variation of the Wedding Booking Form or Wedding Details Form by the Client should be made in writing and sent by post or by electronic mail to the Hotel’s address for the attention of the General Manager as shown on the Wedding Booking Form or Wedding Details Form.
    Notices shall be deemed to be served on delivery when delivered by hand, on receipt of a printout confirming due transmission when transmitted by electronic mail or 5 days after mailing if sent by mail, provided the postage is properly paid and such notice is correctly addressed to the respective party at the address made known by each party prior to entering into the booking.  If a party changes its address for notification purposes, then it shall give the other party written notice of the new address and the date on which it shall become effective. In proving service of a notice, it shall be sufficient to prove that delivery was made or that the envelope containing the notice was properly addressed and posted. E-mail notice shall only be valid for the purposes of this agreement when either a “Read Receipt” is acknowledged by the other party or a hard copy of the email correctly addressed proves dispatch of the email to the other party.

    GOVERNING LAW AND JURISDICTION
    The Terms and Conditions for Weddings, the Wedding Booking Form and the Wedding Details Form are governed by the laws of the jurisdiction where the Hotel is located and the parties irrevocably agree that the Courts governing these laws have exclusive jurisdiction to determine any dispute or claim that arises out of or in connection with the Wedding Booking (including non-contractual disputes or claims).
    These Terms and Conditions for Weddings and the Wedding Booking Form and Wedding Details Form can only be amended in writing by a Director of Clarenco.  From time to time, these Terms and Conditions for Weddings may be revised and will be available on Clarenco’s and Amazing Venues’ website or upon request. The latest version will supersede any previous versions published at the time of Wedding Booking.
    Clarenco has separate Terms and Conditions for Weddings, Themed Events, Corporate Events, Functions and Hotel Accommodation and, in relevant circumstances, these may be applicable to the Wedding Booking.  These Terms and Conditions for Weddings are also available on Clarenco’s website or upon request.
    Whilst reasonable care has been taken in the preparation and presentation of all quotations, proposals, Wedding Booking information and documentation presented to the Client, Clarenco reserves the right to amend or correct these (including but not limited to the Wedding Booking Form and Wedding Details Form) without any liability on the part of Clarenco in the event that it discovers errors or omissions or mistakes in these documents.  Clarenco will notify the Client within 7 days of becoming aware of any errors or omissions or mistakes.   The Client will remain liable for any revised Estimated Charge and will continue to be bound by these Terms and Conditions for Weddings.  Errors or omissions or mistakes on the part of Clarenco will not be reason for the Client to cancel or refute the Wedding Booking. Nothing contained within this agreement will affect the statutory rights of either Clarenco or the Client. These Terms and Conditions for Weddings will be binding on the Client, its successors and assigns.

    Contact us:

    Clarenco LLP
    Clarenco House
    Ibstone Road
    Stokenchurch
    Buckinghamshire
    HP14 3FE

    Tel: 01494 682000

    Company Reg. No:  OC 343112
    VAT number: 972 8620 88

  • WEBSITE TERMS & CONDITIONS

    Website

    This web site is the property of Clarenco LLP, registered in England (number: OC343112) whose registered office is at Clarenco House, Ibstone Road, Stokenchurch, Buckinghamshire, HP14 3FE England. All references throughout these terms and conditions to “Clarenco” refer to Clarenco LLP and to its subsidiary, AmaZing Venues, and associate companies. This page (together with the documents referred to on it) sets out the terms and conditions for use of this web site.

    Copyright

    This website, including without limitation the design, text, graphics, software compilations, and underlying source code, is the property of Clarenco and is protected by copyright in the United Kingdom and other countries.

    Permission is granted to make electronic copies and to print in hard copy, portions of this web site for the sole purpose of researching or using the services of Clarenco. The status of Clarenco (or that of any identified contributors) as the authors of the materials on this web site should always be acknowledged. Any other use of materials on this web site without the prior written permission of Clarenco is strictly prohibited; this includes but is not limited to modifying, copying, distributing, transmitting, displaying, publishing, selling, licensing, creating derivative works or using any materials available on or through this web site for commercial or public purposes.

    Disclaimer

    All information contained within this web site is provided for general information purposes only and on the understanding that none of the content herein constitutes legal or other professional advice. The application and impact of laws can vary widely depending on the specific facts involved.

    Clarenco has made every attempt to ensure that all information contained within this web site has been obtained from reliable sources, but all such information is provided “as is”, with no guarantee of completeness or accuracy. Clarenco provides no warranty of any kind, express or implied, as regards the information herein, and disclaims all liability and responsibility for any loss that may arise from reliance on information contained within this web site. In the case of a specific problem or query, professional advice should be sought.

    Terms of Use

    You undertake and agree with Clarenco that you shall at all times use all reasonable endeavours to observe and perform these terms and conditions, and in particular shall not (and shall not permit any employee, sub-contractor or agent to):

    • use this web site for any illegal purpose, and you agree to use it in accordance with relevant laws in any applicable jurisdiction (including, without limitation, your local law);

    • upload or transmit through this web site any computer viruses, macro viruses, Trojan horses, worms, or anything designed to interfere with or disrupt the normal operating procedures of a computer;

    • upload or transmit through this web site any material which is defamatory, offensive or of an obscene or menacing character, or that may cause annoyance, inconvenience or needless anxiety;

    • use this web site in a way that may cause this web site to be interrupted, damaged or rendered less efficient, or may impair the effectiveness or functionality of this web site;

    • use this web site in any manner which violates or infringes the rights or any person, firm or company (including but not limited to, rights of intellectual property, rights of confidentiality or rights of privacy);

    • interfere with or diminish (whether by act or omission) CPA Global’s right, title and interest (or that of our licensors) in the web site and the products and services available on it.

    Links

    Certain links within this web site connect to other web sites maintained by third parties over whom Clarenco has no control, and such links are provided for reference and information purposes only. Specifically, such a link does not constitute authorisation to access such other web site; nor does it constitute any endorsement by Clarenco of any material held on such other web site, nor any representation as to the accuracy of information contained within such other web site. Clarenco specifically disclaims any responsibility or liability for access to, or the material on, any web site which is linked from or to this web site and which incorporate these terms and conditions.

    Our web site changes regularly

    Clarenco updates this web site regularly and so may change the content at any time. If the need arises, Clarenco have the option to suspend this web site or to close it indefinitely.

    Information about you and your visits to this web site

    Clarenco process information about you in accordance with our Privacy Policy. You consent to such processing and you warrant that all data provided by you is accurate.

    Linking to our web site

    You may link to our home page, or other pages, provided you do so in a way that is fair and legal and which does not damage Clarenco’s reputation or take advantage of it. In particular, you must not establish a link in such a way as to suggest any form of association, approval or endorsement on Clarenco part where none exists. This web site must not be framed on any other web site, nor should you establish a link to any part of this web site other than the home page. Clarenco reserves the right to withdraw linking permission without notice.

    Your concerns

    If you have any concerns about material which appears on Clarenco’s web site please contact us:

    Clarenco LLP
    Clarenco House
    Stokenchurch Business Park
    Buckinghamshire
HP14 3FE

    Company Registration No: OC 343112
    VAT No: 972 8620 88
    Email: info@clarenco.com
    Telephone: 01494 682 000

    Thank you for visiting our web site.

By using www.solentforts.com, you’ll be confirming that you have read and understood and agree to these Terms and Conditions.

These Terms and Conditions may change from time to time and, if they do, the up-to-date version will always be available on the www.solentforts.com website.

We will indicate at the top of these Terms and Conditions when they were last updated.

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