Terms and Conditions

The information set out below is intended to assist planning an event at Whittlebury Park and should be read carefully before confirming a booking.

Whittlebury Park staff are not authorised to make any changes to the Booking Procedures, Terms and conditions, or to any other details relating to an Event unless set out in writing and authorised by a Director.

DEFINITIONS      
WHITTLEBURY PARK    - Whittlebury Park Golf & Country Club, its staff and venue
EVENT                        - A function, party, wedding, golf day or other gathering of guests
ORGANISER                - Person(s), Company, Group, or other party arranging an Event.
CO-ORDINATOR          - The Whittlebury Park representative allocated to an Event

1. INITIAL VIEWING - A co-ordinator will meet with the Organiser of a proposed Event to view the venues, consider options and availability.

2. ITINERARY & QUOTATION – At the Initial Viewing the proposed Event and its cost will be discussed. The Organiser must choose a ‘Venue, Date & Time’, the facilities required and give an indication of guest numbers. These details will be used to prepare an ‘Itinerary & Quotation’ that will be posted to the Organiser and these facilities will be provisionally held for up to 14 days.
NOTE: - The timings shown on the Itinerary are important and to avoid clashes with other Events must be closely adhered to, or it could necessitate cancellation of all or part of the remaining Itinerary. Organisers must check all the details are acceptable and in particular for weddings must contact their Vicar and/or Towcester Registrar to confirm the ceremony time and date before making a reservation.

3. ACCEPTANCE / BOOKING FEE -To secure the ‘Venue, Date & Time’ the Organiser must within 14 days pay the ‘Booking Fee’ specified on the Quotation, or the date may be released to another party.

NOTE (a) - The booking Fee is non-refundable in any circumstance

NOTE (b) - The prices in the Quotation will be those published at the time the ‘Itinerary & Quotation’ is prepared. Every endeavour will be made to hold prices and/or offer alternatives whenever possible, but due to the long lead in times often associated with certain Events, prices will be increased annually in line with the details set out in the ‘Quotation’ to reflect all increases including those from 3rd parties (e.g. contractors booked on behalf of the Organiser, Pianist, Disco, florists), VAT, etc. which will be added to the ‘Final invoice’.

NOTE (c) – Payment of the Booking fee signifies acceptance by the Organiser that they agree to pay the sum quoted and be bound by the Booking Procedures, Terms & Conditions Itinerary & Quotation and Final Details, prevailing at the date of the event and contracts Whittlebury Park to provide the facilities quoted, subject to English law. Whittlebury Park will consider requests to change numbers, menus, layout, timing, etc, provided always that a reduction of no more that 10% of the sum quoted and accepted will be permitted, irrespective of any decrease in facilities requested by the organiser, i.e. if a quote is accepted for £5,000 the minimum payable for the event will be £4,500 (-10%) irrespective of the number of deductions, which must be agreed by Whittlebury Park in writing.

NOTE (d) – Weddings booked more than 18 months in advance will be invoiced an INTERIM PAYMENT of £1,000 1 year in advance of the wedding for payment within 14 days, in order to continue to reserve the date 

4. INSURANCE / CANCELLATION – Organisers are strongly advised to insure against cancellation, or substantial reduction as they become liable to pay the full sum Quoted on Payment of the Booking fee should an event be cancelled, for whatever reason. Cancellations generally arise in difficult and emotive circumstances when a financial burden is best avoided, particularly for Weddings and details of a dedicated wedding policy are provided with quotations that cover basic eventualities. Couples and Organisers should decide the level of insurance cover they require and arrange this independently. Organisers must notify a cancellation in writing as soon as possible, whereupon Whittlebury Park will endeavour to reallocate the ‘Venue, Date & Time’ to another party. If a replacement Event is booked, the balance of the Quotation accepted will be credited, less the Booking fee, which is non refundable in any circumstance. If no replacement Event is booked then the balance of the quotation due will be calculated as follows:-

More than 6 calendar months	25% of the Quotation accepted
1 to 6 calendar months	50% of the Quotation accepted
Less than 1 calendar month	75% of the Quotation accepted
Less than 1 week	100% of the Quotation accepted

NOTE (a) - If Whittlebury Park does not hear from the Organiser to arrange the six month or three week meeting and is not able to make contact, a cancellation notice and invoice will be sent to the Organiser at the last address notified in writing based on the above scale and a replacement event will be sought 7 days thereafter.

NOTE (b) - Whittlebury Park reserves the right to cancel an Event at any time, if it believes that to allow it to continue may contravene the law, or put staff, or guests at risk. In the case of a cancellation, liability will be limited to a maximum of the return of any sums paid to Whittlebury Park.

5. SIX MONTH MEETING – The Organiser must contact Whittlebury Park and arrange to attend a meeting no less than six months prior to the Event to discuss any adjustments to the Itinerary & Quotation.

6. INTERIM PAYMENT – To continue to reserve the ‘Venue, Date & Time’ the Organiser must bring an interim payment to the six month meeting specified on the Quotation, when any revisions to the Itinerary and Quotation will be discussed and agreed, based on the published details prevailing at that time. Non payment of this sum within 6 calendar months of the event entitles Whittlebury Park to cancel the event in accordance with paragraph 4 above and offer the date to other parties.

7. THREE WEEK MEETING – The Organiser must contact Whittlebury Park and arrange to attend a meeting no less than three weeks prior to the Event, to discuss and agree any final adjustments to the Itinerary and Quotation. At this meeting the Organiser must provide final numbers, room & table layouts, special dietary requirements, etc.
NOTE - Whittlebury Park considers the above number of meetings is adequate for arranging an Event but if an Organiser wishes to have further meetings, discussions, ceremony practices, etc, these can be arranged at an additional charge of £40 per hour, or part thereof, which will be added to the final invoice.

8. FINAL DETAILS & INVOICE – The details agreed at the three week meeting will be set out in writing and sent to the Organiser with a ‘Final Invoice’ as soon as practical and the Event will be held in accordance with these final details and the Booking Terms and Conditions prevailing at the time of the Event. Organisers must check the final details thoroughly before making the final payment, as payment signifies acceptance of the details and terms. Personal cheques for payment of the balance due must made payable to ‘Whittlebury Park’ and received at least 14 days prior to the event to allow for clearance; otherwise payment will need to be made by Banker’s draft, or cash.
NOTE - Final preparations for an Event will not proceed until full payment is received and/or the event may be cancelled in accordance with paragraph 4 above. Late payment could also affect the ability of Whittlebury Park to provide everything stated in the final details and no responsibility will be accepted as a result of late payment.


9. ADDITIONAL GUESTS – A minimum of 75 adult guests are required to attend Friday and Saturday events. After payment of the ‘Final Invoice’ every endeavour will be made to accommodate requests for additions (meals, drinks, etc.), but these must be made in writing and where provided must be paid for prior to the start of the Event in cash, or by debit or credit card.
NOTE: No credit will be give for any reduction in guest numbers after they are confirmed at the 3 week meeting.

10. BAR TABS – Organisers must arrange tabs in advance. Individual tabs for personal purchases may, at the sole discretion of the Duty Bar Manager, be permitted on the day of the Event, subject to a credit card being lodged at the Bar, until payment is made in full before the end of the event.

11. FOOD & DRINK – No food or drink may be brought onto the venue by Organisers or guests without the prior written permission of Whittlebury Park. ‘Miniatures’ may only be provided as fancies for guests on payment of fee of £1 per bottle, which will be added to the ‘Final Invoice’ for payment prior to the event. Unauthorised food and Drink will be confiscated and destroyed without compensation.

12. TABLE PLANS, MENUS, PLACE CARDS, etc - When provided by Whittlebury Park these items are prepared up to 7 days before an Event. Late changes will be accommodated when possible, but may incur an additional charge on a time basis at £40 per hour, or part thereof.
 
13. CEREMONY FLOWERS – Two pedestal flower arrangements in seasonal colours are provided for use during Civil Ceremonies that are, and remain, the property of Whittlebury Park. Fresh flower pedestals required of a particular colour, or floral arches, can be provided at an additional cost, but must be arranged and paid for in advance, and specified on the final details.

14. VENUE OPENING TIMES – Normal opening times are as follows:-

Pavilion & Orangery Offices
Monday to Friday from 9am to 5pm, weekends by prior arrangement.

Atrium Reception
Daily from 8am to 5pm

West Park Paddock Suite
Only open by arrangement and during the holding of Events

Unless otherwise stated in the final details, the venue hire fee covers use of the venue from 30 minutes prior to the start of the event, until the end of the Itinerary. Access to the venue before and after the Event by Organisers and subcontractors must be arranged in advance and confirmed by Whittlebury Park in writing. Organisers must assist with vacating the venue promptly after the event as staff have to clean the premises and set up for the next event. Any additional staffing costs incurred as a result of opening sooner and/or closing later will be invoiced for immediate payment.

15. USE OF CHANGING ROOMS - Whittlebury Park may provide complimentary use of changing rooms. A key is available from the Duty Manager (deposit £10 per key refundable on return to the Duty manager or the Atrium reception). Anything left on the premises at any time is not covered by Whittlebury Park insurance and so is left entirely at the risk of its owner. Arrangements must be made in advance regarding access to rooms outside normal opening hours, which will generally be after 10am at weekends (See paragraph 14 above).

16. GOODS LEFT ON THE PREMISES – Organisers should bring everything with them on the day of the Event and remove them as soon as the Event finishes. Whittlebury Park accepts no responsibility for anything delivered to the venue in advance of an Event, or left on the premises afterwards. All items of value (presents, goods, prizes, etc.) should be taken at the end of an event. If an Organiser wishes to leave items for collection the following day, arrangements must be made in advance to collect them and report to the Atrium reception when the duty Manger will open the venue, which will generally be after 10am at weekends (See paragraph 14 above).

17. LIAISON ON THE DAY - If an Organiser does not wish to deal with matters arising on the day they must name a Representative in advance in the final details who Whittlebury Staff should liaise with during the Event. This could be a Toastmaster, relative, colleague, secretary, etc.
NOTE - In the case of weddings, Whittlebury Park does not undertake duties traditionally the responsibility of a Toastmaster, Best Man, Ushers, Bridesmaids, or other members of the Wedding Party, e.g. announcing guests, changing music tapes, attending on the Bride and Groom. These should be organised by couples in advance and where a Toastmaster is engaged they must allow time prior to the event to be properly briefed. Whittlebury Park provides a Supervisor for each event who will make themselves known to the Organiser and any requests, or queries on the day, must be addressed directly to the Supervisor.

18. BREAKAGES - Organisers may be requested to lodge a ‘Deposit’ to cover any damage or losses caused during the event, which will be added to the final invoice. This will be returned within 21 days of the Event, less any deduction made for which full details will be provided. Return of a deposit does not discharge the liability to pay for any loss that should subsequently be discovered at a later date and any loss in excess of the ‘Deposit’ will be invoiced for payment within 7 days.

19. CREDIT CARDS – Whittlebury Park prefers payment of invoices by cheque, bankers draft, debit or switch card. Payment by credit card will be subject to the addition of a 5% settlement fee.

20. CARRIAGES – Organisers should inform all guests that Events finish at midnight and the venues must be cleared by 12.30am. An additional charge will be made if staff are required to remain on duty longer.

21. TAXIS - The rural location of Whittlebury Park makes it an attractive venue, but also makes it essential that Organisers and their guests arrange Taxis in advance of an Event, particularly late at night on weekends, as delays of up to three hours are not uncommon. The venues close promptly 30 minutes after the end of an event and anyone waiting for lifts will be required to wait under the canopy provided outside.
 


a) CHOSEN VENUE - Whittlebury Park owns the Estate and manages the ATRIUM, PAVILION, ORANGERY & PADDOCK SUITE. Organisers must clearly advise subcontractors and guests which venue to attend.

b) WHITTLEBURY HALL is leased to a separate company that is operated entirely independently from Whittlebury Park Golf & Country Club. Arrangements for accommodation must be made directly with the Hall.

c) CRECHE - Whittlebury Park does not operate a crèche. Organisers must ensue that children are supervised by a responsible adult at all times and are not allowed to roam the premises. Whittlebury Park does not arrange bouncy castles, these must be supervised by a qualified adult at all times with full indemnity insurance cover.

d) LOSS & DAMAGE - The Organiser indemnifies Whittlebury Park against any loss or damage caused to any Whittlebury Park property, fixtures, fittings, any other person, or any property belonging to 3rd parties.

e) UNATTENDED ITEMS - are left on the premises at the sole risk and responsibility of the owners

f) FIXINGS - Nothing may be fixed to the floors walls or ceilings of the premises without the prior written permission of Whittlebury Park. Damage caused by unauthorised fixings will be invoiced to the Organiser for immediate payment. 

h) INDEMNITY - The Organiser indemnifies Whittlebury Park against any claims from their guests.

i) CONDUCT - The Organiser is responsible for the orderly conduct of their guests and must ensure nothing is done to break the law, infringe licensing or gaming regulations, cause a nuisance or disturbance to others.

j) CONTRACTORS - Organisers who wish to employ the services of 3rd party contractors must agree and confirm these arrangements in writing with Whittlebury Park. The right is reserved to refuse such requests, or charge a ‘Facility Fee’ that will be added to the ‘Final Invoice’. Organisers must indemnify Whittlebury Park against any damage caused by a subcontractor, or any claim by them, ensure they have adequate current Public Liability Insurance and provide a copy prior to the Event if so requested. Whittlebury Park does not accept any responsibility for the standard of goods or services supplied by 3rd party contractors used during an Event, nor for any damage, loss or injury which may arise from their use.

k) PAYMENT - All correspondence and cheques should be sent addressed to “Whittlebury Park”.

l) LIABILITY - Organisers must advise all their guests that they enter Whittlebury Park at their own risk and responsibility and that no liability is accepted for any loss, inconvenience, damage or injury to persons or property of any sort, save as to that contained in statute. Whittlebury Park takes all reasonable endeavours to provide a pleasant environment for Organisers and their guests and has public and employee liability insurance, any loss will be limited to that associated with the individual items charged.

m) CLAIMS & ACCIDENTS - Must be notified to the Duty Manager at the time of occurrence and accidents must be recorded in the accident book. All incidents must then be confirmed in writing within 7 days and if an Organiser should be away they will need to designate a Representative to deal with matters pending their return.

n) FORCE MAJEURE – Whittlebury Park will use all reasonable endeavours to minimise the effect of ‘force majeure’ on the performance of its obligations, but shall not be deemed to be in breach of its obligations, or otherwise be liable to the Organiser as a result of any cancellation, delay or failure caused by ‘force majeure’, meaning any circumstance not foreseeable at the date of the agreement to hold the Event. This includes without limitation, any strike, lockout, embargo, other industrial action. Any shortage of, or difficulty in obtaining, labour, or raw materials. Any destruction, temporary, or permanent, breakdown malfunction, or damage of, or to, any premises plant equipment (including computer systems), materials or utilities. Any breach of contract default or insolvency by or of any 3rd party, including agents or sub-contractors and date changes to the British Grand Prix. Any action taken by a government or public authority of any kind including not granting a consent exemption approval or clearance. Any civil commotion, disorder, riot, invasion, war threat of or preparation for war. Any fire, explosion, storm, flood, earthquake, subsidence, epidemic, or other natural or physical disaster.