Terms & Conditions for all
Weddings or Corporate Event Receptions
taking place in or on the Whitminster House Estate properties & grounds

1. A non-returnable deposit of 25% is required in advance to confirm the booking. If applicable, 25%-50% (depending on individual supplier) of the cost of any additional services accepted will be required also, in advance (see clause 7)

2. Cancellation Insurance options are available through Agents: for your protection we recommend the Private Event Insurance Portfolio INSUREX (HISCOX) - Underwritten by Syndicate 33 at Lloyds, managed by Hiscox Syndicates Ltd. Forms can be provided if requested. If only accommodation cancellation insurance is required, the following website is recommended: www.travelfirst.co.uk , tel: 01404 41234, e-mail: enquiries@rothwellandtowler.co.uk

3. Any cancellation is required in writing. If a suitable substitute booking can be arranged in time the Owner(s) may at their sole discretion refund such part of any payments already made after deducting all expenses or losses incurred for themselves, their agents & suppliers. The 25% confirmation deposit remains non-refundable to cover administration.

4. Unless otherwise advised in writing, any Event which includes the hire of a Marquee or similar temporary structure, will automatically include a % insurance levy to cover theft, vandalism, fire, explosion, storm and tempest. The first £250 of any such claim is the Client's sole responsibility to be paid to the Insurer, provider, or Owner(s), as appropriate.

5. The Owner(s) shall in no way be liable for loss, damage or injury caused by strike, industrial dispute, weather, war or other hostility, fire, flood, riot, civil commotion, serious injury, illness or death, nor for any defects or interruptions to supply of electricity, water or other services beyond their control.
Please Note: It is against the law to smoke inside any of the properties or inside the Marquee - sand buckets can be provided outside if required.

6. The Owner(s) will accept no liability for death or personal injury to visitors, nor for loss or damage to visitors' cars or other possessions. Your attention is drawn to the proximity of the River Frome & Baldwins Brook, both of which flow through the grounds. Please ensure all guests, and particularly parents with children, are reminded of the need to take full responsibility for them not playing dangerously near the water.

7. All deposits paid will be regarded as instalments towards the final payments due (subject to clause 3). Remainder Payments will be due for -

  • a) accepted firm quotes - two months before the date of the event
  • b) accepted variable estimates - one month before the event
  • c) any additional charges (e.g. extra guests or supplementary services and expenses if relevant) are to be paid within 14 days after the event, or may be deducted from the £500 Bond to be taken one week before the event if this proves sufficient (see clause 11).
  • d) upon acceptance of the Booking the Client becomes liable in full for all quotes or estimates agreed in writing &/or verbally.

8. It is necessary for the privacy and convenience of any Wedding Receptions to book certain combinations of the self-catering accommodation. Inclusive package rates are offered for the required properties for the full weekend of the Reception. It is also possible to book a selection of the remaining properties at the relevant seasonal rates as published on the website, if available. All quotes include VAT.

9. For all Events:

  • a) if a Music Group is hired, they must take full responsibility to keep within the law for the timing of their performances. If the Client wishes to continue the party after this with their own provision of music, the Owner(s) will have no objection providing the volume is significantly reduced. Whitminster House is a sufficient distance from most neighbours to avoid them being unduly disturbed, particularly if the volume and bass are kept to a reasonable level.
  • b) Clients are at liberty to nominate their own suppliers providing the Owner(s) are given the suppliers' contact details in advance to clear them with the Insurance. Alternatively, the Owner(s) are able to offer competitive quotes for most requirements through local contacts, and hold a Residential Licence.
  • c) the Whitminster House Estate provides some free lighting for visitors walking back to the car parking areas, and more can be provided from the Church (the Rector or Church Wardens need to be contacted for this)

10. For all Wedding Receptions:

  • a) Whitminster House offers beautiful photo opportunities around the grounds and the Owner(s) are able to recommend a choice between two excellent Photographers who know these opportunities well. They provide a significantly superior photographic expertise at a very reasonable cost. Either of these work with Clients to ensure their special occasion is captured perfectly, providing wonderful memories to be enjoyed many times over the years to come.
  • b) the Marquee and Cottages will remain available for the Client's use over the full Weekend from Friday 4 pm up to Monday 10 am. The Owner(s) can on occasion, without prejudice and as a courtesy only, allow family and helpers to arrive on Thursday pm to set up.
  • c) ample parking is provided for all properties and for the Reception, but nominated members of the Wedding party are required to take full responsibility for ensuring visitors park sensibly in the car parking areas, and for the secure closing up of the Marquee at whatever time the Wedding Reception finally ends.

11. The Client undertakes to pay to the Owner(s) the value of, or for the replacement, repair or reinstatement (as appropriate) of any part of the furnishings and premises of the Whitminster House Estate properties if damaged or destroyed during the occupancy, and to pay a Bond of £500 in advance, to be held for the House and/or for the Marquee as appropriate. This Bond is refundable in full or part as may be accounted for within 30 working days after the event.

12. The Owner(s) reserve the right:

  • a) to protect the overall security of the premises by requiring their agreement to be sought in advance for whichever service arrangements Clients may wish to make themselves, prior to any arrangements being confirmed.
  • b) to decline a reservation, or any specific activity or arrangement, if it may be considered by the Owner(s) or their Insurers potentially unsuitable or detrimental to the House &/or grounds.
  • c) from time to time, at their discretion, to supply services for events in Whitminster House and grounds, and for these to be booked through the Whitminster House management office, subject to full discussion with the Client and their agreement to a choice from quotes provided.
  • d) to charge a corkage fee per Adult for each event, payable to the Whitminster House Estate

13. The Client shall abide by all the booking terms for any of the services provided.
Where the Owner(s) act as Agent, a copy of the applicable Services terms & conditions will be forwarded to the Client for their signature.

14. The Owner(s) undertake to make every reasonable effort to consult the Client's detailed requirements and to try to satisfy these fully, in order to make the event as personal and memorable for each individual Client as they would wish.

Please read carefully before signing to confirm your agreement to all the above:

Event: ................................................................       Date: ...........................................................................

Signed: ............................................................         Print full name: ...........................................................

Telephone: .......................................................        Mobile: ........................................................................

Email: ............................................................................................................................................................

Address: ........................................................................................................................................................

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

We look forward to hearing from you.

With kind regards,

Anita

(Mrs Teesdale)

Whitminster House,
Wheatenhurst / Whitminster,
Gloucestershire GL2 7PN

Tel: Ans:Fax: (Int: 44) (U.K. 0) 1452 740 204
e-mail: whitminsterhouse@btconnect.com>
website: http://www.whitminsterhousecottages.co.uk