Booking & Conditions for Your Wedding

Arguments between friends usually stem from misunderstandings.  It is therefore useful to have a form of contract in the very unlikely event that a disagreement arises.  We would like to advise you of the following conditions before you continue with your wedding preparations and ask you to sign and return to the hotel. Making your booking constitutes your understanding of our terms and conditions.

BOOKING

Once you have established that we are offering the facilities you require and you have checked the availability of a function facility at Eastclose you may make a booking. The booking will only be held for 7 days unless confirmed.  To confirm your booking we require a signed copy of these terms and conditions and a £1,000 non-refundable deposit. Once you have confirmed you will receive a receipt. You can then relax until 8/10 weeks prior to your wedding when we ask that you contact the hotel to finalise details such as menus, wine and rough table plans. Final numbers may be amended up to 72 hours prior to the day.  You can of course contact us whenever you need to.

PAYMENT

A payment equal to the anticipated final account less your initial deposit is required 1 month prior to the reception.  Following your wedding a final invoice will be issued and if there is an outstanding amount this should be paid within 21 days.  Please note that the Bride and Groom are responsible for the charges and that whilst every effort is made to hold prices included in the wedding tariff for each year, we do reserve the right to amend these at any time. A VAT increase is a good example of why we may change our prices.  Credit card payments are subject to a 2% surcharge.

NUMBER OF GUESTS

Saturday bookings are accepted in the main hotel subject to there being a minimum of 50 guests at the wedding breakfast and for the Conqueror subject to a minimum of 100 guests. On any other day it is 30 in the hotel, The Conqueror remains at 100. Should numbers fall below this then an additional room hire charge of £500 will be applied.

DAMAGE AND LOSS

Whilst you and your guests are at Eastclose we ask that you make every effort to safeguard the fixtures and fittings.  Offensive or illegal behaviour may result in individuals or the entire party being asked to leave the premises, in which case no refunds will be given.  The Hotel cannot accept responsibility for the loss or damage to you or your guest's property.

CANCELLATIONS

If you cancel your booking at any time you will forfeit any monies paid.  Cancellations must be received in writing, proof of delivery is advised. Cancellation charges are calculated at £39.00 per person for a meal plus £15.00 per person in the evening. These charges are made based on 50 adults attending the meal and 100 in the evening, irrelevant to the numbers and package you had originally booked and consider the loss of additional revenue. 

If you cancel between 5 to 9 months prior to the date reserved you will be charged 33% of the above numbers and prices. Cancellations under 5 months prior to the reception will incur charges of 66% of the revenue based on the above numbers and prices.  Cancellations under 3 months prior to the date booked will be charged 100% of the anticipated revenue based on the above numbers and prices.  In the unlikely event that you need to change the date of your wedding after confirmation you will need to rebook a new date and confirm this with a new deposit.  If we are fortunate enough to re-sell your released date we will transfer your original deposit to your new date. 

We strongly recommend insuring your wedding against cancellation due to unforeseen circumstances. 

If you are forced to cancel for ANY reason either within or beyond your control the cancellation charges will apply. Cancellation charges are recovered by a third party and the hotel management have no authority to negotiate the matter further once cancellation has been made.  Cancellation charges are joint and several between the prospected bride and groom.

We confirm that we understand the above and that making a booking constitutes our understanding of these terms and conditions

Date:                                                       `              

 

Groom             

Print  & Sign                                                         

 

Bride 

Print & Sign                                                          

East Close Country House Hotel

Eastclose Country Hotel  Lyndhurst Road  Hinton  Christchurch  Dorset  BH23 7EF
/ t. 01425 672404

Conqueror Inn