Warning: If your event is a wedding, we strongly advise you to take out suitable wedding insurance with a reputable insurer to cover your wedding booking cost with us should you need to cancel for reasons outside of our control (for example, illness, family bereavement, extreme weather conditions, COVID-19 and so forth).
1.1 What this contract covers. This contract sets out the terms and conditions on which we supply the event package to you. Our intention is always to provide you with the best possible event. As a business we have legal obligations and requirements including licensing, registrar, health and safety, environmental health, fire, employment, criminal justice, young persons, data protection, information commissioner, insurance , HMRC, noise pollution, highways, planning, Police, and others not listed here. Some of these requirements are contained within this contract.
1.2 Why you should read them. Please read this contract carefully before signing and paying your booking fee. This contract tells you who we are, your obligations, our obligations, cancellation rights, how you and we may change or end the contract, what to do if there is a problem and other important information. If you think that there is a mistake in this contract, please contact us to discuss.
2.1 Who we are. We are Coton House Farm Events Limited, a company registered in England and Wales. Our company registration number is 9378120 and our registered office is at Coton House Farm Vicarage Lane, Whittington, Lichfield, Staffordshire, United Kingdom, WS14 9LQ.
2.2 How to contact us. You can contact us by telephoning our customer service team at 01543 432429 or by writing to us at email@example.com.
2.3 How we may contact you. If we have to contact you we will do so by telephone or by writing to you at the email address or postal address you provided to us in the booking application.
2.4 Meanings in this contract. In this contract:
3.1 Who the contract is between. Whilst we appreciate that on occasions someone else (such as a family member) may wish to make payments due to us on your behalf, we are happy to accept such payments but please note that, unless we agree otherwise with you in writing, our contract is with you (being each of those persons named in the booking confirmation) and you are legally responsible for any payments due to us under this contract.
4.1 Provisional booking and our invoices are not legally binding. We may agree to you making a provisional booking with us by issuing an invoice/estimate/quotation, but this is not legally binding on either you or us unless and until we issue a booking confirmation referred to at paragraph 4.3, at which point a contract will come into existence between you and us.
4.2 How to make a making a booking. Following receipt of our estimate/quotation/invoice for your event package, if you want to make a booking with us, you should do the following within 7 days of the date of our quotation:
If we do not receive the above within 7 days of our quotation, then the date of the event referred to in the quotation will remain open for other guests making that date as their booking. This applies to any interim payment which forms part of the booking fee.
5.1 Event package and changes. The general content of your event package shall be as set out in the booking confirmation, or as otherwise subsequently agreed with us in writing. We may finalise your drinks package with you in the period leading up to your event.
5.2 Maximum guests. The maximum number of daytime guests for formal seating at the venue is 120. The maximum number of informal or evening guests at the venue is 220. Unless agreed in writing with the venue. Our fire regulations allow us over these numbers but consent is required from us to go above these numbers.
5.3 Reasonable care and skill. If the events package includes any services to be performed by us (including a bar service or provision of any equipment), we will perform such services with reasonable care and skill, and in compliance with all laws applicable at the time.
5.4 Designated area at the venue for your use. As part of your event package, the venue barn and its patio and garden will be exclusively available for use by you and your guests on the day of the event from 1 hour before the start of your ceremony. No other person will be authorised access to this area unless in relation to necessary farm work or any part of the venue necessary for maintenance, service or delivery from 1 hour before your ceremony. We may have show rounds of potential couples before exclusivity time, but we will not be accessing the preparation suite if you are in there. (This is normal wedding venue practice.) We will make every effort to avoid any contact with you. For safety reasons you and your guests must remain in this designated area and not move into other areas of the farm or buildings.
5.5 Duration of hire of the venue. The venue is hired to you from 9am until midnight of the day of your event and we do not extend our opening times beyond midnight (unless agreed in writing by us). You shall ensure that guests vacate the venue by the applicable closing time.
5.6 We are not responsible for personal items. All items belonging to you and your guests must beremoved from the venue by 10am the following morning after your event. We do not accept any liability for any items belonging to you or your guests during the event or after the event (including items left behind at the venue or vehicles and their contents).
5.7 Vehicles and parking. All cars parked by you and your guests must be removed from the venue by 11am the morning after your event. Overnight camping/motor home parking is not permitted at the venue. Our car park has adequate spacing and we would welcome you to allocate spacing for your guests. We also encourage the use of hired or licensed transport to and from the venue for you and your guests. Overspill parking is available at the bottom of vicarage Lane. (Opposite St.Giles Hospice)
6.1 Where to find the price for the event package. The price of the event package (which includes any VAT) will be the price stated on our invoice. Whilst the venue hire charge stated on our invoice is fixed, any variation to the drinks package from that set out in the booking confirmation and any other extra services not referred to in the booking confirmation which we subsequently agree at our discretion to provide to you, will be subject to an additional charge payable within 7 days of our invoice and in any event before the event.
6.2 No reductions for changes in drinks package within 30 days of the event. If you wish to downgrade your drinks package within 30 days of the event for whatever reason, we cannot provide you a refund for this because we will already have incurred the cost in purchasing the applicable drinks booked.
6.3 We will pass on changes in the rate of VAT. If the rate of VAT changes between the date of the booking confirmation and the event, we will adjust the rate of VAT that you pay,
unless you have already paid for event package in full before the change in the rate of VAT takes effect.
6.4 When you must pay and how you must pay. We will invoice you for the total price of your event package (less any booking fee paid) approximately twenty weeks before the scheduled date of your event. You must pay our invoice in full by the due date.
6.5 If you do not pay on time. If you do not pay the balance of the cost on time, we may cancel your booking and charge you the cancellation fees set out in paragraph 8.2 below.
6.6 What to do if you think an invoice is wrong. If you think an invoice is wrong please contact us promptly to let us know. You will not have to pay any interest until the dispute is resolved. Once the dispute is resolved we will charge you interest on correctly invoiced sums from the original due date.
7.1 If you are to marry at the venue (Registrar and Wedding Insurance). If you are to marry at the venue it’s your responsibility to:
7.7 Alcohol and drinks must be purchased exclusively from us. Unless we agree otherwise, only drinks supplied by us at the event may be consumed. In this regard:
7.8 Catering and other suppliers for the event. Any caterers or other third-party suppliers you wish to use must be agreed by us in advance of the event. You must ensure that any such agreed third party suppliers provide the following evidence to us:
We reserve the right to refuse suppliers we deem unsuitable for the venue for whatever reason.
8.1 How to cancel. If you want to cancel a confirmed booking, you must do so in writing and will be subject to the charges below.
8.2 Our losses for cancellation by you. We will use reasonable endeavours to “re-sell” the date you have cancelled to another customer. However, you must pay us any losses and costs we suffer because of the cancellation which were reasonably foreseeable to both you and us when the contract was entered into. If we manage to resell a date be aware that we may not have resold it at its original value due to short notice and therefore you may still pay losses and costs dependent upon our services provided.
Length of time before your event (including the day of your event)
14 months and one day
Amount of the booking fee paid (which is in any event non-refundable)
Between 12 months and one day and 14 months
50% of the total venue hire price
Between 20 weeks and one day and 12 months
80% of the total venue hire price
20 weeks or less
100% of the total venue hire price, plus if the cancellation is within 7 days of the event, then an additional charge for any alcohol barrels we have connected in readiness for the event which we cannot re-sell, at our cost price
These cancellation charges are payable within 14 days of the cancellation.
8.3 COVID-19 Policy. If we have issued a booking confirmation for your event that cannot proceed due to government laws (including any applicable lockdown), then we will allow you to select another available date for your event that is available. If the alternative date is like for like (for example, same day of the week) then there would be no additional charge. However, if the alternative date is not like for like (for example, a different day of the week or different month to your original date) then a surcharge may be payable.
9.1 Our rights to cancel without any liability. We reserve the right to cancel your booking without liability to you and without any obligation to refund your booking fee if:
done so) it would have been reasonably foreseeable that we would not have accepted your booking; or
9.2 If we cancel your booking under paragraph 9.1, you must pay us any losses and costs we suffer because of the cancellation which were reasonably foreseeable to both you and us when the contract was entered into, whether or not we are able to resell the date. Depending on when we cancel, the cancellation charges you must pay will be determined by reference to the table set out under paragraph 8.2(a) above. You may be entitled to a refund of any cancellation charges paid if we successfully re-sell your date, as explained at paragraph 8.2(b).
10.1 We are not responsible for delays outside our control. We shall not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under our contract with you that is caused by events outside our reasonable control (such as serious damage to the venue, serious adverse weather conditions, a pandemic or epidemic, or interruption or failure of utility services such as electric power, gas or water). In these circumstances, we shall use every effort to notify you as soon as is reasonably practical. If, as a result of such events, we believe we have no alternative but to cancel your booking, we will allow you to select another available date for your event that is available. If the alternative date is like for like (for example, same day of the week) then there would be no additional charge. However, if the alternative date is not like for like (for example, a different day of the week or different month to your original date) then a surcharge may be payable.
11.1 We are responsible to you for foreseeable loss and damage caused by us. If we fail to comply with this contract, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the
time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.
11.2 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to the event package
11.3 We are not liable for business losses. We only supply event packages for domestic and private use. If you use the event for any commercial, business or re-sale purpose we will have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.
12.1 Our rights to make changes to the venue. We reserve the right to make changes to the interior and/or exterior of the venue between the time we accept your booking and the date of your event. For example, we may make changes to the décor and colour schemes of the venue, and we cannot guarantee that the venue and its surrounds will be free from additional structures (such as marquees or scaffolding) but we will use reasonable efforts to avoid additional structures.
12.2 Changes to the events package. We will use reasonable endeavours to ensure that no components of your event have to be altered. However, as a wedding plan or event plan is normally put together a long time before your scheduled event date, we reserve the right to make changes to certain components if this is necessary to comply with safety requirements or other changes in law or relevant codes of practice, or to make other minor changes which we reasonably believe will not be to the detriment of your overall event experience.
12.3 No refunds for changes. We will notify you of any significant changes covered by paragraphs 12.1 and 12.2, but unless the change is one which is likely to fundamentally change the nature of your event experience we will not offer a refund, costs or compensation.
13.1 How we may use your personal information. We will only use your personal information for the purposes of the event and may share your personal information with any supplier you have engaged with our permission.
14.1 We may transfer this agreement to someone else. We may transfer our rights and obligations under this contract to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract.
14.2 You need our consent to transfer your rights to someone else. You may only transfer your rights or your obligations under this contract to another person if we agree to this in writing.
14.3 Nobody else has any rights under this contract. This contract is between you and us. No other person shall have any rights to enforce any of its terms. Neither of us will need to get the agreement of any other person in order to end the contract or make any changes to this contract.
14.4 Errors in marketing information. Any error or omission in any information or document issued by us shall be subject to correction provided that the correction does not materially affect the contract.
14.5 If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of this contract operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
14.6 Even if we delay in enforcing this contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under this contract, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to provide the event package, we can still require you to make the payment at a later date.
14.7 Which laws apply to this contract and where you may bring legal proceedings. This contract is governed by English law and you can bring legal proceedings in respect of the event package in the English courts. If you live in Scotland you can bring legal proceedings in respect of the event package in either the Scottish or the English courts. If you live in Northern Ireland you can bring legal proceedings in respect of the event package in either the Northern Irish or the English courts.
This booking is on and subject to Coton House Farm Event Limited’s terms and conditions attached, and by signing we confirm that we have read and understood the terms (including the cancellation charges referred to in paragraph 8.2) and agree to them.
An exclusive use Oak Barn Wedding Venue, based in the beautiful countryside of Lichfield, Staffordshire.
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