All conferences, banquets and functions booked at “The Willows” by the client are subject to written acceptance by “The Willows” and are made upon the following terms and conditions:
(I) The client will advise “The Willows” accurately to within 10%, of the precise number of persons attending the function at any time up to 10 days in advance of the function date. Where the function consists of more than one sitting (Example- morning coffee break and lunch buffet) ‘numbers’ shall refer to guests expected to attend each sitting on a separate basis and not on a combined basis. Final numbers of persons are required at least 10 working days prior to the function. If more than the guaranteed minimum number attend the function the client will be charged according to the total number attending, but the banqueting & conference centre cannot be responsible for service to a number in excess of 10% above the guaranteed minimum number.
(II) If any dispute arises as to the number of those who attend the function the conference centre shall determine the number and such determination shall be final and binding to both parties.
(III) If the numbers referred to in (I) at any time up to 10 days before the function date or the numbers actually attending represent a shortfall of more than 20% of the numbers stated overleaf, then the client will be liable to make payment for 80% of the total anticipated charges in respect of the shortfall in addition to payment for those actually attending.
(VI) For conferences, clause (1) (I) is suspended to the extent that where the contracted numbers of delegates attending is decreased less than 10 days prior to the guaranteed function data, a cancellation fee equal to the first days 24hour delegate rate will be payable in respect of all delegates who fail to attend or who cancel less than 10 days prior to the function.
(1.a) “The Willows” Provides secured parking with more than 250 parking bays. All parking is free of charge and will be available to use by the guests of the hirer.
The Client shall provide on request written or verbal by “The Willows” all information which is available in relation to the function as may be necessary to enable the Banqueting suite to make a fully informed reassessment of its obligations to provide the services.
(I) When hiring “The Willows” you will be receiving it for a maximum of 12 hours, Midnight being the cut-off point (unless prior agreement is made with the venue General manager). If you wish to have the venue more than the stated 12 hours, you will be required to pay an hourly rate of £1,000. This will take effect 5 minutes after the completion of the 12 hour period with payment for this required prior.
All charges are routed to you in good faith.
A 25% non-refundable deposit is required at the time of booking in order to guarantee and hold the space.
All outstanding balance’s (non-refundable) needs to be settled in full 3 month prior to the event.
We accept the following payment methods: BACS transfer.
Monies should be made payable to “Aquesta Limited” or “The Willows” all bookings made within 3 month of your selected event date, will require the full payment at the time of booking.
We require a deposit payment of £1000 to cover any loss and damages and to ensure the cleanliness of the kitchen and any breakage of equipment; this will be returned to you after a full site inspection takes place by one of the duty managers and everything is handed back in the appropriate manner.
If the general public are admitted to the function, the Client should not use “The Willows” name(s) or trademark(s) without its prior written permission and must show all tickets, posters and advertising material to “The Willows” for its approval in writing in all other circumstances, this information should be provided if so requested by “The Willows”. We would also require a written consent which gives us access to be able to advertise pictures on our social media sites.
The Client and persons attending the function shall:
(a) Comply with all licensing, health and safety and other regulations relating to “The Willows”.
(b) Do not carry out electrical or other works at venue including amplification and lighting without “The Willows” prior written consent.
(c) Do not bring any dangerous or hazardous items into “The Willows”.
(d) All suppliers including caterers, DJ’s, drink suppliers and decorators are required to supply the venue with all appropriate health and safety and public liability documentation.
(e) Not consume any food or drink in “The Willows” not supplied by ”The Willows” or the authorised caterers being used at this event without “The Willows” prior written consent.
(f) Not act in any improper or disorderly manner, leave promptly at the appropriate time and comply with all reasonable requests made by “The Willows” employees.
(g) Not bring or allow to be brought in alcohol from outside the Willows premises for consumption at the event. “The Willows” Will require a corkage Fee for outside alcohol to be bought in the building and served by our bar staff, the fee for this will be £1,500 unless stated in writing otherwise.
(h) All firework displays must be carried out by a pre-agreed licensed supplier
(i) Silly string and car racing are not permitted within the venue and will result in the client damage deposit being withheld.
(j) Any person, company or item in breach of these conditions may be refused admission to or be removed from “The Willows”.
“The Willows” may cancel the bookings under the following circumstances:
(a) If “The Willows” or any part of it is closed due to circumstances outside its control. Force Majeure, which includes war, threat of war, riots, civil disobediences or strife, industrial dispute, terrorist activity, natural or industrial disaster, fire, adverse weather conditions or any unforeseeable or unavoidable event beyond the companies control
(b) If the Client becomes insolvent or enters into liquidation or bankruptcy
(c) If the Client is more than 60 days in arrears with any payments to “The Willows”.
(d) If it may prejudice the mutation of or cause damage to “The Willows”.
(e) In such an event “The Willows” will refund any advance payment made but not the deposit, we will have no further liability to the Client.
(f) The Willows reserves the right to cancel any event booked at the venue if it is felt the original agreement was made with false information.
In all instances, notifications of cancellation or reduction in numbers must be made in writing and will be effective on the date received and acknowledged in writing by “The Willows”. Any variances to these terms and conditions should be agreed prior to signing the contract. All monies paid are non-refundable
(I) The Willows will not be liable to the Client and/or persons attending the function for injury to persons or loss or damage to property, only where and to the extent that it has been negligent but otherwise be under no liability to them whatsoever.
(II) The Client will be liable for any loss or damage to “The Willows” property including walls, light fittings and equipment (Including items hired for their use) or injury to any person including “The Willows” staff and shall indemnify the Banqueting Suite against any loss or liability (other than the Conference Centre liability in (I) above arising from the function.
(III) The Client is advised to arrange insurance for the function covering public liability and loss or damage to property and that of the persons attending the function.
(IV) The full cost of repairing or replacing The Willows property as a result of damage or breakage or removal of the Banqueting Suites property will be charges to the Client, whether this was caused directly by the Client or by a sub-contractor working on the Client’s behalf.
(V) The Owners and Managers of “The Willows” shall not be liable for any claim for personal injury (including death) to any person employed by the Client, the Hirer of the Banqueting area, nor any loss of damage of any kind whatsoever which may be attributable to any property belonging to the Owners and Managers of the Conference Centre or third parties on, in or upon banqueting areas or which may arise out of or in consequence of any activities or operations whatsoever carried out by the Client the Hirer in consequence of any activities or operations whatsoever carried on by the Client the Hirer in and upon the banqueting areas nor for any claim, demand, proceedings, cost, charges, and expenses whatsoever in respect thereof or in relation thereto excepting any claims which may arise as a result of the negligence of the Owners or Managers of the Conference Centre or their representatives. It shall be the sole responsibility of the Client to effect what insurance they think fit in respect of the employment or any performer, entertainer or otherwise and such equipment as required during their occupation of the banqueting area.
All music is to be turned off by 23:30pm (or 30 minutes prior to the end of the pre-agreed 12 hour hire). If this is not kept then “The Willows” reserves the right to retain the client damage deposit. All DJs need to visit “The Willows” prior to the event to be advised where to plug equipment and the brief regarding good practices. All DJ’s are also required to ensure all appropriate health and safety documentation and public liability insurance documents are sent to the willows 2 weeks prior to the event date. Please note we have a sound limiter on site and expect all music to kept at an acceptable level.
I agree to be bound by the above written terms and conditions.