Terms and conditions – Wedding venue hire
Your contract is with Coton House Farm Events Limited, (registered number 9378120.)
We appreciate that on occasions someone else (such as a parent) may wish to make payments due to us on your behalf. We are happy to accept such payments, but please note that unless otherwise agreed in writing, you are legally responsible for any payments due to the company.
In these terms, “venue” means the Barns at Coton House Farm where your wedding is agreed to be held, “wedding” also means (where applicable) a civil partnership or Wedding Reception .“wedding package” means the services relating to your wedding which we agree to provide; and “working day” means a day other than a Saturday, Sunday or public holiday in England when banks in London are open for business.
Making your booking
We may agree to you making a provisional booking with us, but this is not legally binding to either party, unless (and until) a contract is entered into, in accordance with the paragraph below:
If, after receiving our quotation for your wedding package, you wish to proceed with a booking with Coton House Farm Events Ltd, you should, within 7 days of the date of our quotation, pay a booking fee of £1000, to be deductible from your total payment. Payments can be made in cash, by cheque or by most credit/debit cards and by BACS transfer. (Please note that your deposit will not be refunded if you subsequently cancel a confirmed booking.) A contract is only legally binding between you and Coton House Farm Events Ltd. when we receive your booking fee and confirm its receipt. No booking application shall be binding and no contract shall be formed until we notify you with confirmation of receipt. If we do not accept your booking application for any reason, we shall, of course, return your full deposit. If your booking fee is not paid within 7 days of invoice then the date will be released for sale.
By paying your booking fee you are in agreement with these terms and conditions.
Your event package
The included elements of your event package will be detailed in your quotation, or as subsequently agreed with us in writing. We may finalise certain details of your wedding package (for example, the exact numbers of guests to be seated and any drink packages.) with you in the period leading up to your wedding, in accordance with these terms.
The maximum number of daytime guests for formal seating is 120.
The maximum number of informal or evening guests is 220.
As part of your ‘wedding/event package’, the barn, it’s patio and garden are for exclusive use for you and your guests. No other public will have authorised access to this area unless in relation to necessary farm work, maintenance or delivery. For safety reasons you and your guests must remain in this designated area and not move into other areas of the farm or its out buildings.
The venue is hired to you from 9am until midnight of the day of your exclusive use booking contract. We do not extend our opening times beyond midnight. (Exemption applies only to New Years Eve.)
Any personal items and venue dressings must be removed from the venue by 10am the following morning. We cannot be held responsible for any items belonging to you or your guests. This includes any items left behind after the event and includes vehicles and their contents.
All cars parked by you and your guests must be removed from site by 11am the morning after your wedding.
The car park has numbered 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.
No dogs are allowed on site unless they are for registered disability purposes. No other animals are allowed at the venue due to the venue being a working livestock farm unless prior permission has been granted.
No fires / fire pit or fireworks are allowed on site due to livestock and safety reasons. No naked flame items are authorised inside the building and only designated smoking areas are authorised for smoking tobacco.
Only our authorised caterers may be used as the caterers for your day. This is to ensure the highest standards of hygiene, quality of food and reputation.
The price of your wedding will include the venue hire and any drink packages that you may have ordered from us.
The price may vary at a later time if you make orders for additional items such as drink packages for your day.
The venue catering costs will be forwarded to you as a separate invoice and separate terms and conditions.
Coton House Farm is VAT registered and as such a vat invoice will be forwarded.
If you wish to marry at Coton House Farm, It is your responsibility to book the Registrar for your wedding and any fees due. If you have not booked the Registrar before making your booking application with us, we advise that you do so as soon as possible after you have received our confirmation of booking.
Unless we agree otherwise, only food and drinks supplied by us and our caterers may be consumed at your wedding.
No alcohol or Liquid containers are allowed on site and any persons found in possession of alcohol not purchased from the venue may be asked to leave the premises. If we find that any alcohol has been brought on site during the event you will be invoiced a further £250 (minimum payment)
As a licensed premises we may check the identity of guests for the purpose of ‘sale of alcohol’ to anyone under the age of 24. This is in line with our licensing authority.
You must comply with, and use all reasonable endeavors to ensure that your guests comply with, all instructions intended to ensure the safety of property and/or people at the venue.
You must provide your guests with such information we may reasonably request regarding arrangements to be followed at the venue (for example, in relation to car parking or the storage of valuables).
Any damage caused to, or theft from the Venue, its equipment, contents or fittings will be invoiced directly to the couple immediately after the event.
We reserve the right to stop any activity which we reasonably believe is likely to cause damage to the interior or exterior of the venue or to risk the safety of people at the venue, and we will not tolerate any abusive behaviour by guests to any other guests or member of staff. We reserve the right to remove any persons acting inappropriately or close the event if deemed necessary and proportionate in the circumstances.
Details of third party suppliers we provide to you are intended to help you in arranging other services to be provided in connection with your wedding. If you do engage these or any other third party suppliers, we accept no responsibility for their performance or delivery of services. Should you have any complaints, these should be taken up with those suppliers directly. You are also responsible for paying their charges directly. We reserve the right to limit access to the venue to any third party suppliers who do not meet our requirements. This is intended to ensure the safety and welfare of property and people at the venue.
Any third party suppliers must supply a current and acceptable certificate of insurance and in the event of using our electrical supply, a current and recognised PAT certificate for the equipment being used at the venue to Coton House Farm Events Ltd. directly.
Cancellation by you
1. If you want to cancel a confirmed booking, you must do so in writing.
2. We will use reasonable endeavors to “re-sell” the date to another couple. However, you must pay us any losses and costs we suffer because of the cancellation which were reasonably foreseeable to both parties when the contract was entered into, whether or not we are able to re-sell the date in question. Depending on the date of your cancellation, charges shall be determined by reference to the table below. We will confirm the precise cancellation charges once we know whether or not we have been able to re-sell the date in question. Charges must be paid within 20 working days of the date our invoice. Where the final price has yet to be confirmed (for example, because you have not yet confirmed drink packages numbers), we shall base the cancellation charges on any minimum numbers set out in our quotation.
More than 12 months – Amount of your booking Fee (ie non-refundable in all cases)
Between 12 and 9 months Up to 50% of total wedding package price
Less than 9 months Up to 75% of total wedding package price
Less than 6 months Up to 100% of total wedding package price
Cancellation by us
We reserve the right to cancel your booking without liability to you and without any obligation to refund your deposit if:
(a) we do not receive the balance of your wedding package costs by the date due for payment; or
(b) we have reasonable grounds to believe that you may not pay us the balance of your wedding package costs by the due date and we have requested you to clarify your position, and you have not done so satisfactorily; or
(c) we discover, before you have paid the balance of your wedding package costs, that you have deliberately concealed information, or deliberately given us incorrect information, about your intended event in circumstances where (if you had not done so) it would have been reasonably foreseeable that we would not have accepted your booking; or
(d) we have reasonable grounds to believe that your behaviour or that of your guests at the event is likely to result in damage to the venue or to our property and/or injury to people.
Should we cancel your booking as above, you must compensate 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, regardless of whether we are able to re-sell the date. Depending on when we cancel,
Events outside our control
Except as set out in this paragraph, 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 shall use reasonable endeavors to help you find an alternative venue of a similar standard for a similar price but our sole liability to you shall be to refund you any money you have paid towards your event package.
Limitation of our liability to you
Subject to the paragraph above, our total liability to you for any loss you suffer will be limited to the total amount of money payable to us for your event package. We will not be liable for any losses which were not reasonably foreseeable to both you and us when the contract was entered into or for any losses that were not caused by any breach of contract or breach of statutory duty or negligence on our part.
Nothing in these terms excludes or limits in any way our liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation, or for any other matter for which it would be illegal or unlawful for us to exclude or limit (or attempt to exclude or limit) our liability.
Changes to the venue and/or your wedding package
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 function rooms, and we cannot guarantee that the venue and its surrounds will be free from additional structures (such as marquees or scaffolding).
We will use all reasonable endeavors to ensure that no components of your wedding have to be altered. However, as a wedding plan is normally put together a significant time before your scheduled 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 wedding experience.
We will notify you of any significant changes covered by paragraphs above but unless the change is one which is likely to fundamentally change the nature of your event experience we will not offer any refund, costs or compensation.
If only one person is making the wedding booking, that person is confirming that s/he has the authority to make the booking on behalf of both persons intending to be married. Our contract will therefore be with both persons.
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.
You may not transfer any of your rights or obligations under our contract with you to another person without our prior written consent, which we will not withhold unreasonably. We can transfer all or any of our rights and obligations under the contract to another organisation, but this will not affect your rights under these terms.
If any court or competent authority decides that any of the provisions of these terms are invalid, unlawful or unenforceable to any extent, the term will, to that extent only, be severed from the remaining terms, which will continue to be valid to the fullest extent permitted by law.
No person who is not a party to our contract with you shall have any rights under or in connection with it.
These terms shall be governed by English law and shall be subject to the non-exclusive jurisdiction of the English courts.
Your personal details will only be held on our invoices. We will only forward your details to our caterer and to no other party unless you make a request for us to contact someone on your behalf. Your personal details will not be forwarded to any other parties by Coton House Farm Events Ltd.
All third party contractors attending Coton House Farm Wedding and Events Venue must be able to provide PAT certificates for any electrical items. A copy of their insurance certificate with the following criteria:-
A) They must have Employers liability cover force with a limit indemnity not less than £10 million.
B) Public liability cover in force with a limit indemnity not less than £2 million
C) An indemnity to Principal Clause included in such Policy.
We do advise our guests to consider taking Wedding or event insurance with a reputable insurance company. We will not recommend or forward you to any particular insurance company.
We can offer finance options. Please ask for further details.
Coton House Farm Limited is an Introducer Appointed Representative of the Practice Loan Company Limited who are authorised and regulated by the Financial Conduct Authority FRN 727115