THE RENAISSANCE AT KELHAM HALL

Terms & Conditions

These Terms and Conditions form an integral part of your agreement with The Renaissance at Kelham Hall Ltd for the Event you have asked us to host and provide for you. By signing the Booking Form you will agree to these Terms and Conditions.

 

Please note: We strongly advise you to take out suitable event insurance, to cover your event booking cost with us should you need to cancel for reasons outside of our control e.g., illness, family bereavement, extreme weather conditions, etc.

The Contract

  1. Your contract is with us, The Renaissance at Kelham Hall (Company number 13445098)
  2. 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 we agree otherwise with you in writing you are legally responsible for any payments due to us.
  3. In these terms, “venue” means The Renaissance at Kelham Hall where your event is agreed to be held, “event” also means (where applicable) a civil partnership or wedding, “package” means the services relating to your event which we agree to provide to you; and “working day” means a day other than a Saturday, Sunday, or public holiday in England when banks in England are open for business.

Making a Booking

  1. We may agree to you making a provisional booking with us, but this is not legally binding on either you or us unless and until a contract is entered into by both parties, thereby confirming any provisional booking.
  2. A refundable deposit of £500 is due within 14 days after provisionally holding your preferred date. This deposit remains refundable until a signed contract is received.Payments can be made by Bank Transfer only; we do not currently accept card or cash payments.

Packages

  1. The general content of your package shall be as set out in your booking email quotation, or as otherwise subsequently agreed with us in writing. We may finalise certain details of your package (for example, the exact numbers of guests) with you in the period leading up to your event, in accordance with these terms.
  2. As part of your package, you do NOT have exclusive use of the house and grounds, depending on the package booked. Please ensure that if you require exclusive use, you have booked the correct package.
  3. Please do not book any suppliers without first seeking agreement from The Renaissance at Kelham Hall and confirming that your supplier has suitable public liability insurances, and/or personal qualifications/permits for the intended supply.

Price

  1. Subject to paragraphs 10 to 12 inclusive, the price of your event package shall be as set out in your quotation, and subsequent contract included on the first page.
  2. If not all components of the price in the quotation are stated to be fixed (for example, because they depend on the number of guests to be catered for), the final price will be determined either in accordance with the numbers agreed within the contract (for example, the charge “per head” for meals) or as otherwise agreed with us (for example, if there are any “extra” services not set out in the quotation which we subsequently agree at our discretion to provide to you).
  3. If your event date is scheduled more than 1 year after the date of our confirmation of booking, we reserve the right to increase the price of your wedding package by up to 5% for each complete period of 12 months between these two dates.
  4. All prices are inclusive of VAT at the prevailing rate.

Payment

  1. We will invoice you for 33% of the total price less your deposit, of your event approximately 6 months before the scheduled date of your event.
  2. The remaining balance is due 6 weeks prior to your event date.
  3. All invoices should be paid in full by the due date. Late payments will be charged an administration fee.

Your Responsibilities

  1. It is your responsibility to book the Registrar for your wedding. If you have not booked the Registrar before making your booking application with us, we advise you to do so as soon as possible after you have received our confirmation of booking.
  2. You must confirm final numbers no later than 35 days before your event, so we are able to raise a final invoice.
  3. You must book all required suppliers for your event, and such suppliers must be agreed in advance of the Event.
  4. Suitable Supplier public liability insurance is required 6 weeks prior to your wedding/celebration date. We reserve the right to refuse suppliers we deem unsuitable for the venue or its environs. Caterers must have a hygiene certificate no less than level 5
  5. For the comfort of our neighbouring properties, an automated sound monitor is installed within The Great Hall. Should your entertainment exceed the maximum decibel level of 95, the entertainer must at the request of the Operator, immediately lower the decibel level as directed.
  6. External Fire Pits and Chinese Lanterns are expressly forbidden, due to the nature of the location. In addition, only natural types of confetti may be used at the venue (bubbles, rice, rose petals).
  7. You must comply with and use your reasonable endeavours to ensure that your guests comply with, all our reasonable instructions intended to ensure the safety of property and/or people at the venue.
  8. 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).
  9. Any damage caused to the Venue, its equipment, contents, or fittings will be invoiced directly to you immediately after the event.
  10. 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 from the event.
  11. If you include any images of the venue on your celebration invitations, you must ensure that you have the permission of the appropriate copyright holder.
  12. 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 of services, and you should take up any complaints with them directly.
  13. You are also responsible for paying their charges directly. We reserve the right not to allow into the venue any third-party suppliers who do not meet our requirements intended to ensure the safety and welfare of property and people at the venue.

Cancellations

  1. If you want to cancel a confirmed booking, we require a letter of confirmation which is signed by both the client, and in the instance of a wedding, by both parties.
  2. We will use reasonable endeavours to “re-sell” the date. However, you must pay us any anticipated losses and costs we suffer because of the cancellation which were reasonably foreseeable to both you and us when the contract was entered.
  3. Depending on when you cancel, the cancellation charges you must pay shall be determined by reference to the timescale detailed below. We will tell you the exact cancellation charges once we know whether we have been able to resell the date, and you must pay the charges within 20 working days of our invoice. Where the final price has yet to be finalised (for example, because you have not yet confirmed catering numbers), we shall base the cancellation charges on any minimum numbers set out in our quotation and subsequent contract.

Length of time before your scheduled event day Cancellation Charge

  • Contract to 25 weeks from your event date 25% of the anticipated total spend, and costs is due
  • Between 25 weeks and 12 weeks prior your event date 75% of the anticipated total spend, and costs is due
  • Less than 12 weeks prior to the event date 100% of the anticipated total spend, and costs is due
  1. COVID 19 Variation to cancellation terms.  Any bookings that cannot then be taken due to a government decreed lockdown will be able to request a date change within 12 months of the booking date, or a full refund if no suitable date can be found.

Cancellation by us

  1. We reserve the right to cancel your booking without liability to you and without any obligation to refund your deposit if:

(a) you do not pay us the balance of your package price by the date due for such payment; or

(b) we have reasonable grounds to believe that you may not pay us the balance of your package price by the due date, and we have requested you to explain the position and you have not done so satisfactorily; or

(c) we discover, before you have paid the balance of your package price, that you have deliberately concealed information, or deliberately given us incorrect information, about your intended wedding 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.

  1. If we cancel your booking under paragraph 33, 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. Depending on when we cancel, the cancellation charges you must pay will be determined by reference to the table set out under point 31 above.Events outside our control
  2. Except as set out in this paragraph 33, 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, because of such events, we believe we have no alternative but to cancel your booking, you must have suitable insurance to cover you for these eventualities.

Limitation of our Liability to you

  1. Subject to paragraph 35, 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.
  2. 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 Packages

  1. 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 cannot guarantee that the venue and its surrounds will be free from additional structures (such as marquees or scaffolding)
  2. We will use all reasonable endeavours to ensure that no components of your event must be altered. However, 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.
  3. We will notify you of any significant changes covered by paragraphs 38 or 39, but unless the change is one which is likely to fundamentally change the nature of your experience, we will not offer a refund, costs, or compensation.

Discount Codes

41. These terms and conditions (together with any relevant and referenced documents, including the Website terms of use) set out the terms relating to the redemption of Promotional Discount Voucher. The details of the promotional discount will be set out in the description of the specific promotion and the specific terms and conditions for the Discount Voucher. Please note that our standard terms and conditions of sale apply in respect of any orders placed using Discount Voucher and the Website terms of use for using our site also apply.

42. Discount codes are not valid on third party events happening at the venue, and selected events Managed by the Renaissance at Kelham Hall. These include ‘Disco For Grown Ups’, ‘Mother’s Day Afternoon Tea’, ‘Newark Food & Drink Festival’, ‘Alice in Wonderland at Easter’, ‘Wilderness Ways School Holidays Bushcraft’, ‘Newark Funhouse Comedy Night’ Early bird tickets & all of our Christmas Party Nights.

43. How to Redeem Discount Voucher – You must enter the code shown on the Discount Voucher when placing your order online during checkout.

44. Only one Discount Voucher can be used per order.

45. You cannot use a Discount Voucher in conjunction with any other sales discounts or promotional offers, unless the specific terms relating to the Promotional Discount Codes state that you can combine the Promotional Discount code with other offers.

46. Discount Codes can only be used ONCE per customer unless clearly stated.

47. The Discount Code will expire on the date specified in the specific terms relating to the Discount Code, or before subject to availability of which we will notify you via the website. You cannot use the Promotional Discount Code after this date.

48. Discount Codes have no cash redemption value.

49. We reserve the right to vary or discontinue the Discount Code scheme at any time.

Refund Policy - Internal Public Events

Refund Policy for Event Stall Holders

At the Renaissance at Kelham Hall, we value the participation of our stall holders in our internal events. We understand that unforeseen circumstances can arise, leading to the need for refunds. To maintain fairness and transparency in our refund process, we have established the following refund policy:

50. Refund Eligibility:

  • Refunds will be considered for stall fees paid by stall holders who are unable to participate in the market due to exceptional circumstances or unavoidable emergencies.

51. Notification and Documentation:

  • Stall holders seeking a refund must notify us of their inability to attend the event as soon as possible.
  • Requests for refunds must be accompanied by appropriate documentation or evidence of the exceptional circumstances, such as medical certificates, legal notices, or other relevant proof.

52. Refund Process:

  • Upon receiving a refund request and the necessary documentation, our team will review the request within 5 business days.
  • Approved refunds will be processed via the same payment method used for the original transaction, unless otherwise agreed upon.

53. Refund Amount:

  • Refunds will be determined on a case-by-case basis, taking into account the specific circumstances and any costs incurred by the Renaissance at Kelham Hall.

54. Deadline for Refund Requests:

  • Stall holders must submit refund requests no later than 7 days before the event date. Requests received after this deadline may not be considered.

55. Non-Refundable Fees:

  • Certain fees, such as processing fees or administrative charges, may be non-refundable and will be deducted from the refund amount, if applicable.

56. Event Cancellation:

  • In the rare event that the Renaissance at Kelham Hall cancels the event, stall fees will be refunded in full to all registered stall holders.

57. Discretionary Refunds:

  • The Renaissance at Kelham Hall reserves the right to grant refunds on a discretionary basis in exceptional circumstances not explicitly covered by this policy.
  • We encourage open communication. Please contact our team within 7 days after the event to discuss your concerns. Refund requests related to event operations will be assessed on a case-by-case basis.

By participating in our events, stall holders acknowledge and accept the terms of this refund policy. We strive to be understanding and accommodating in cases of genuine need, while also maintaining fairness and integrity in our operations.

If you have any questions or need to initiate a refund request, please contact our team at [email protected].

The Renaissance at Kelham Hall reserves the right to amend or update this refund policy as necessary, with any changes communicated to stall holders in a timely manner.

Christmas Early Bird Offer

These Terms and Conditions (“T&Cs”) govern the Christmas Early Bird Offer (“Offer”) provided by The Renaissance at Kelham Hall (“we,” “us,” or “our”). By participating in this Offer, you (“the customer” or “you”) agree to abide by these T&Cs.

58. Offer Period:

  • The Offer is valid for bookings made between 01/04/2023 and will expire on August 31st, 2023 (“Offer Period”). Any bookings made outside this period will not be eligible for the Offer.

59. Eligibility:

  • The Offer is open to all customers aged 18 and above.
  • Bookings must be made directly through the Renaissance at Kelham Hall during the Offer Period to be eligible.

60. Discount Details:

  • The Offer provides a 1 free guest ticket for every 10 guests, on the eligible Christmas party nights.

61. Exclusivity:

  • The Offer cannot be used in conjunction with any other promotion, voucher, discount, or offer, unless explicitly stated otherwise.

62. Booking Requirements:

  • To secure the Offer, a minimum deposit, as specified in the booking terms, must be paid at the time of booking.
  • Full payment for the Christmas package must be made in accordance with our booking policies.

63. Expiry Date:

  • The Offer will expire at midnight on August 31st, 2023. Bookings made after this date will not be eligible for the Offer.

64. Changes and Cancellations:

  • Standard booking change and cancellation policies apply. Please refer to our regular booking terms and conditions for details.

65. Availability:

  • The Offer is subject to availability, and we reserve the right to withdraw or modify the Offer at any time without notice.

66. Contact Information:

  • For inquiries or assistance with bookings, please contact our customer service team at [email protected].

67. Acceptance of T&Cs:

  • By participating in this Offer, you acknowledge and agree to these T&Cs.
  • We reserve the right to disqualify any participant who violates these T&Cs or engages in any fraudulent activity.

Christmas Party Nights

These Terms and Conditions (“T&Cs”) govern the Christmas Party Nights (“Event”) provided by The Renaissance at Kelham Hall (“we,” “us,” or “our”). By participating in this Event, you (“the customer” or “you”) agree to abide by these T&Cs.

68. Booking Conditions:

Please see below our terms and conditions for every guest and party group organiser.

  • Menu choices and full pre-payment are required 6 weeks prior to your event, after which any reduction in final numbers will be chargeable at full price. We regret that these charges may not be offset against drinks or other services on the night. All deposits are non-refundable and non-transferable. Menu items might vary slightly dependant on availability. Visit www.renaissance-kelham.com for full T&C’s.
  • Guest cancellations for Christmas party nights within six weeks of the event, involving groups or individuals, are not eligible for a refund.
  • All events are subject to the venue’s general event terms and conditions.
  • We cannot guarantee requested seating plans can be accommodated and smaller parties may be required to share a table.
  • It is strictly prohibited for guests to bring their own beverages to the event and these events are strictly for guests of 18 years of age and over.

Please read these T&Cs carefully before making a booking with us. If you have any questions or require further clarification, don’t hesitate to reach out to our customer service team.

The Renaissance at Kelham Hall reserves the right to make amendments to these T&Cs as necessary, and any changes will be updated on our website. It is your responsibility to review these T&Cs periodically for any updates or revisions.