TERMS AND CONDITIONS: WEDDING CONTRACT
Thank you for choosing The Fleece Countryside Inn. We respectfully ask that you read and agree to our Terms & Conditions below:
Table of Contents
1. Booking and Reservations
1.1 Provisional Bookings
1.2 Non-Refundable Booking Fee
1.3 Confirmation of Booking
1.4 Booking Fee Refund Policy
1.5 Payment Schedule
1.6 Price Adjustments
1.7 Accepted Payment Methods
2. Payment
2.1 Payment Terms and Conditions
2.2 Refunds and Booking Amendments
2.3 Children’s Policy
2.4 American Express
2.5 Package Minimums
2.6 Wedding Menu Taster
3. Conduct and Responsibilities
3.1 Orderly and Safe Conduct
3.2 Consumption of Own Beverages
3.3 Smoking and Vaping Policy
3.4 Prohibition of Illegal Substances
3.5 Property Loss or Damage Responsibility
3.6 Security of Cards and Gifts
3.7 Responsibility for Wedding Card and Gift Post Box
4. Insurance and Liability
4.1 Event Insurance
4.2 Additional Insured Requirement
4.3 Cancellation by the Venue
4.4 Force Majeure
5. Entertainment and Decorations
5.1 Entertainment Timing
5.2 Removal of Items After Celebration
5.3 Supplier Adherence to Terms
6. Wedding Accommodation
6.1 Automatic Reservation of Bedrooms
6.2 Check-In and Check-Out Times
6.3 Bedroom Confirmation and Cancellation
6.4 Room Types and Occupancy6.5 Additional Bedding and Pillows
6.6 Responsibility for Guest Items
6.7 Guest Name and Check-In Information
7. Facilities and Aesthetics
7.1 Changes to Facilities or Grounds
7.2 Client Responsibility for Damage
7.3 Cost Incurred by the Venue
7.4 Vehicle and Belonging Damage Disclaimer
7.5 Neighboring Fields
8. Security
8.1 Security Personnel Requirement
9. Cancellation
9.1 Cancellation Notification
9.2 Cancellation Fees
9.3 Pursuit of Outstanding Payments
9.4 Refunds for Guest Cancellations
10. Promotional Material
10.1 Receipt of Promotional Material
10.2 Opt-Out Option
Acknowledgment
Acknowledgment of Reading and Acceptance of Terms and Conditions
Booking & Reservations
1.1 Provisional Bookings are held for 7 days, after which time they are automatically released unless a booking fee is settled.
1.2 To secure your booking at The Fleece Countryside Inn, a non-refundable booking fee of £500 is required.
1.3 A booking is considered confirmed only when the booking fee has been received and the terms and conditions have been signed.
1.4 We regret that all booking fees are non-refundable or transferable in the event of any cancellations or postponements.
1.5 If payments are not made on time as per the below payment schedule, The Fleece Countryside Inn reserves the right to cancel the booking and retain any payments made.
1.6 Prices are subject to increase to reflect any price increase beyond the The Fleece Countryside Inns reasonable control, for example, the price of raw materials, tax or inflation.1.7 Payments can be made via bank transfer using the details provided by the Events Team or via card
Payment
2.1 All bookings are subject to the below payment terms and conditions
● £500 non refundable booking fee
● 25% of the remaining balance is due to be paid 3 months after the initial booking fee was settled
● 50% of the remaining balance is due to be paid 6 months prior to the wedding date
● 6 weeks before your wedding we require the final balance to be paid
2.2 Once the final balance has been settled, refunds will not be issued should you need to amend your booking. This includes if any of your guest numbers decrease, refunds or reallocation of funds will not be permitted
2.3 Children’s Policy: When you go over your package numbers, children will be charged at 50% of the package per person price between the ages of 3 -12 years if they have a half portion wedding breakfast or the children’s menu. After this they are charged at the full package price. Children up to the age of 3 are £10pp. This excludes the serene & buffet packages.
2.4 Please note we can not accept payments by American Express
2.5 Packages
Summer Wedding Packages: There is a minimum payment requirement of 80-day guests and 100 evening guests (total). These will be the minimum numbers charged for even if the final numbers fall below them.
Winter Wedding: There is a minimum payment requirement of 40-day guests and 60 evening guests (total). These will be the minimum numbers charged for even if the final numbers fall below them.
Spring & Autumn: There is a minimum payment requirement of 50-day guests and 70 evening guests (total). These will be the minimum numbers charged for even if the final numbers fall below them.
Nearest & Dearest: There is a minimum requirement of 12-day guests. These will be the minimum numbers charged for even if the final numbers fall below them.
Please note that the guest numbers are totals. E.g. 80 day guests and 100 evening guests gives you 80 day guests and the opportunity to invite an additional 20 guests for the evening.
2.6 Wedding Menu Taster: We charge £55 per person to attend a wedding taster which are held on selected dates only. You will need to pre-select Two Starters, Two Mains and Two desserts to sample. Supplement charges may apply for specific dishes.
Conduct & Responsibilities3.1 The Client shall be responsible for the orderly and safe conduct of the function and shall have regard to any regulations imposed by the competent authority. They shall ensure that nothing shall be done which will constitute a breach of the law or in any way cause a nuisance or be an infringement, of or occasion or render possible the forfeiture of the Licences for the sale of wine, beer, spirits, or for music and dancing or other permission attaching to the Hired premises. In particular the customer shall fully indemnify the Company against any claims, or loss or damage arising as a result of breach of the clause.
3.2 Consumption of own beverages is not permitted on our premises unless this has previously been agreed and appropriate corkage pre paid. Failure to comply with this will result in a £50 charge to the person found with the alcohol. Should the individual fail to pay the charge, this will be added to your room bill to pay on check out.
3.3 Smoking & Vaping is strictly prohibited inside the venue
3.4 The use of illegal substances is not allowed on the premises and anyone found to be using illegal substances will be asked to leave the premises
3.5 The Fleece Countryside Inn is not responsible for any loss or damage to personal property brought onto the premises by the couple. The Fleece Countryside Inn is also not responsible for any decorative or hire items brought in by the couple or the couples chosen suppliers. Any damage incurred to externally hired items is the responsibility of the couple.
3.6 While we will certainly set up a designated table area for your card box and gifts, it is crucial to understand that the security of these items is solely your responsibility and not The Fleece’s. We recommend that you take a few moments during the evening to ensure the safety of your valuable and sentimental items. Strictly no gifts or cards should be left in the function room overnight. Please take the contents of your post box, cards and gifts (and any other valuable or sentimental items) up to your bedroom for safekeeping so they are not left unattended in the function room.
3.7 Please note that if you choose to provide or hire your own wedding card and gift post box, any security measures associated with it are solely your responsibility. If you decide to rent a post box from a stylist or any other vendor, please coordinate directly with them regarding the setup and security of the post box and its contents.
Insurance & Liability
4.1 The client is highly advised to obtain wedding/ event insurance in order to cover any damages or liabilities that may arise during the event and planning stages
4.2 The Fleece Countryside Inn must be named as an additional insured on the clients insurance policy
4.3 The company reserves the right to cancel any booking should they deem it necessary.
4.4 The Fleece Countryside Inn shall not be liable to the client if they are prevented from carrying out any or all of its obligations by circumstances beyond its reasonable control including Government intervention, strikes, labor disputes, accidents, acts of god, national or Local disasters, war or any event causing the whole or a substantial part on the venue to be closed to the public.
Entertainment & Decorations
5.1 All entertainment must finish by 12.00am.
5.2 After your celebration, all items, including the emptied card box and any decorative elements i.e. table plans, candles, table centres, guest books, photo frames etc, brought into The Fleece Countryside Inn, must be removed from the function room by 10:30am the morning after your wedding. Please ensure that you or your designated representatives handle this task promptly, as any items left in the room after this time will not be stored by the venue. This includes any items hired externally by other suppliers.
5.4 Strictly no gifts or cards should be left in the function room overnight. Please take the contents of your post box, cards and gifts (and any other valuable or sentimental items) up to your bedroom for safekeeping so they are not left unattended in the function room. The Fleece Countryside Inn strictly take no responsibility for the safety or security of cards and gifts.
5.3 It is the clients responsibility to ensure suppliers are up to date with our terms and conditions
Wedding Accommodation:
6.1 Where possible all 7 bedrooms will automatically be reserved for your wedding guests and will be added to your invoice (including the honeymoon suite).
6.2 Please advise your guests that all rooms will be available from 2pm on the day of arrival and must be vacated by 11am on the day of departure.
6.3 6 weeks before your wedding day all bedrooms need to be confirmed, any that you don’t confirm will be released to the public at this time. Any rooms that are confirmed but canceled within 6 weeks of your wedding day will still be charged for.
6.4 Onsite we have 4 double bedrooms (plus the honeymoon suite) that feature 1 king size bed each. These rooms accommodate 2 guests per room.
6.5 Onsite we have 2 family sized bedrooms that feature 1 king sized bed each and 2 single beds located on a mezzanine. These rooms accommodate up to 4 guests per room. Due to the stairs leading to the mezzanine, the single beds are unsuitable for young children. They are only accessible by able bodied guests.
6.6 The Fleece Countryside Inn will not provide any travel cots, blow up beds, or additional bedding or pillows.
6.7 The Fleece Countryside Inn is not responsible for any items left in the bedrooms by guests once they have checked out.6.8 The Client is responsible for ensuring The Fleece Countryside Inn is provided with the correct names for bedroom allocation of their guests. The client is responsible for ensuring all guests are aware that check in time is 2pm and check out is 11am.
Facilities & Aesthetics
7.1 The Fleece Countryside Inn reserves the right to change or alter facilities or grounds including new development, future planning, construction, maintenance or repairs.
7.2 The Client assumes responsibility for damage caused to the property, contents or grounds by them or any of their guests attending the event.
7.3 Any costs incurred by The Fleece Countryside Inn will be added to the final room bill and must be reimbursed to The Fleece Countryside Inn by the Client.
7.4 The Fleece Countryside Inn accepts no responsibility for any damages caused to guest vehicles or belongings however caused while on the premises.
7.5 The neighboring fields are private property and there is strictly no access to the fields for any reason. Animals in the fields should not be fed.
Security
8.1 If your total evening guest numbers meet or exceed 100 we will automatically add the security personnel to your booking. This is to ensure safety for both yourselves and your guests. Should your total evening numbers reduce to below 100, more than 6 weeks before your date, the charge will be removed from your invoice. If your numbers reduce to below 100 within 6 weeks of your date security personnel will still be in attendance and be charged for accordingly.
Cancellation
9.1 The couple must advise The Fleece Countryside Inn on all cancellations and must forward the details in writing.
9.2 In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event you will automatically forfeit your booking fee and all monies paid in advance, or will be required to pay any amounts outstanding.
9.3 If a cancellation is made and payments have not been made in accordance with the payment schedule above, any outstanding payments will be pursued by The Fleece.
9.4 Once you have settled your final balance, you will not be refunded for any guests who cancel their attendance, nor will you be refunded for the security if your numbers fall below 100.
Promotional Material
10.1 We may send you promotional material via email to promote any deals or content we think you would like. To opt out of this just email our event manager requesting to be removed from the mailing list.The promotional content may include, but is not limited to:
Discounts on future events or bookings.
Exclusive offers for venue hire, catering, or accommodation.
Invitations to venue showcases or tasting events.
Updates on venue improvements, packages, or services.
Seasonal offers or last-minute availability discounts.
10.2 By providing us (The Fleece Countryside Inn) with any photographs or videos from your wedding day, you confirm that you have obtained the necessary permissions from the photographer and/or videographer for us to use these images for promotional purposes. This includes, but is not limited to, use on our website, social media platforms, brochures, and other marketing materials. By submitting the images, you grant us full permission to use them as we see fit, without the need for further approval or compensation. If at any time you or the photographer/videographer have concerns regarding the usage of specific images, please notify us in writing.
We confirm that we have read the above terms and conditions of business and accept them jointly and individually.
We understand cancellation charges are applicable and will be calculated in accordance with these terms and conditions.
