Oakley Hall Hotel

Terms & conditions

1. Interpretation

In these Conditions the following words have the following meanings:

Conditions – means these terms and conditions which apply to all Event bookings at the Hotel

Contract – means the contract for the provision of accommodation facilities and serves by the Hotel to the Guest as set out in the Appendix and these Conditions

Deposit – means the sum of money due to the Hotel in advance of the Event in order to secure the booking or reservation

Event – means the event (including, but not limited to, the accommodation, services and other facilities) booked by the Guest, the specific details of which are set out in the Appendix

Guest – means the company, firm, body, partnership, principal or individual booking the Event and if more than one each contracting Guest is to be regarded as jointly and severally liable on this Contract. An invitee of a Guest is referred to as a guest (lower case) within these terms.

Hotel – means Oakley Hall

Manager – means the Hotel’s manager in control of the event from time to time

Minimum Guaranteed – means the number of persons booked for the accommodation and/ or the Event per day as specified in the Appendix

Price – means the price specified in the Appendix including VAT unless otherwise stated

The Conditions shall prevail over any other terms and conditions (whether or not inconsistent with these Conditions) and whether such conditions are in writing or are implied by custom, practice or course of dealing. For the avoidance of doubt, these Conditions shall also prevail over any other conditions previously published by the Hotel in respect of event bookings.


All bookings made by the Guest are accepted by the Hotel upon the following Conditions:

  1. Reservation, bookings, and deposit conditions

2.1 The Hotel agrees to hold all reservations or bookings made by the Guest on a provisional basis for not more than 7 working days unless otherwise agreed by the Hotel (the Provisional Reservation Time Period).

2.2 Confirmation of the booking shall be made by the Hotel in writing on acceptance of the Contract and payment of the Deposit by the Guest.

2.3 The Deposit is not refundable.

2.4 If confirmation of the booking is not made within the Provisional Reservation Time Period the Hotel is entitled to cancel the reservation without further recourse to the Guest.

2.5 The nature of the Event shall be notified to the Hotel at the time of the booking, as shall any changes in the nature of the Event. The Hotel may at its absolute discretion refuse to perform the Contract if at any time before the Event it becomes clear that the Event would be unsuitable to the Hotel or its other guests.

2.6 The Hotel makes no warranty or guarantee that the Guest will have exclusive use of the Hotel premises or any of the facilities of the Hotel. The Hotel reserves the right to accept more than one event on any particular day.

2.7 Vouchers are valid for 12 months from time of issue and are subject to availability.

2.8 Dinner inclusive package allowance is up to £40.00 per adult, any additional amount will incur a supplement and must be paid for on departure. Dinner allowance excludes beverages.

  1. Check-in and check-out

3.1 The Hotel accommodation check-in times is 15h00.

3.2 The Hotel will endeavour to make accommodation available as soon as possible on the day of arrival. The Hotel will store the Guest’s luggage and belongings if the Guest arrives earlier than the check-in time until such time as the allocated accommodation is available.

3.3 Unless otherwise advised by the Guest, accommodation that is not occupied by 21h00 on the day of arrival shall be considered by the hotel to be no longer required and will be released to be available to any other guest. The Hotel reserves the right to charge the Guest for the first night’s accommodation.

3.4 The Hotel’s accommodation checkout time is 11h00 on the day of departure. The Hotel reserves the right to charge the Guest for a further night’s accommodation in the event of a late checkout.

3.5 Access and vacate times in respect of all function rooms and /or facilities set out in the Appendix are to be adhered to strictly. The Hotel reserves the right to make further charges for late vacation.

3.6 Cancellation policy is 12 noon the day prior to arrival.

  1. Amendments to guest numbers

4.1 At the time of the confirmed booking the Guest shall contract with the Hotel the number of guests expected to attend the Event.

4.2 It is the Guest’s responsibility to confirm in writing the final number of guests attending the Event, to supply a full rooming list and to supply any special requirements at least [10] working days before the Event start date.

4.3 The Guest undertakes to the Hotel that the number of guests will not change (upwards or downwards) by more than 20%. The Hotel reserves the absolute right to cancel the booking without liability to itself and to re-quote for the Event based on the new guest numbers.

4.4 Any increase in guest numbers less than 20% will be charged for pro rate.

4.5 If a Minimum Guarantee Number is agreed between the Hotel and Guest as set out on the Appendix the Hotel shall charge for not less than this Minimum Guaranteed Number.

4.6 If a Minimum Guaranteed Number is not agreed between the Hotel and the Guest any reduction in guest numbers will be chargeable as follows:

Date of changes - reduced contract numbers

91 days or more 15% without charge of the Anticipated Revenue

31 days to 90 day 10% without charge of the Anticipated Revenue

3 days to 30 days 5% without charge of the Anticipated Revenue

0 to 2 days Full cancellation charges of the Anticipated Revenue

  1. Cancellation

5.1 The Hotel reserves the right to cancel the Event or any part thereof if:

5.1.1 the Guest fails to comply with any of these Conditions

5.1.2 there has been a significant change in the Guest’s contracted booking

5.1.3 the Guest, if a corporate body is insolvent, or if an individual is declared bankrupt, or there is any pending application or the Hotel has any reasonable grounds to believe that there may be any proceedings in respect of the Guest’s actual or potential insolvency, liquidation, bankruptcy, receivership or voluntary arrangement.

5.1.4 In the opinion of the Hotel the Event may prejudice the reputation of the Hotel

5.1.5 If the Hotel, or any part of it is closed or damaged due to circumstances beyond its control

5.2 Cancellation by the Guest:

5.2.1 the Event shall be considered by the Hotel to be cancelled where a Guest by way of written notification to the Manager cancels or postpones the Event in whole or in part, or reduces the number of guests below the Minimum Guaranteed Number or the number of guests reduces by more than 20%, or reduces the duration of the Event resulting in the contracted value of the Event being reduced by more than 20%

5.2.2 in the event that an Event is cancelled the Hotel reserves the right to charge the Guest a cancellation charge determined as follows:

Timing of cancellationPercentage of expected revenue
6 months plusNO CHARGE
3 months to 6 months25% of total pro forma invoice of quoted amount
1 months to 3 months50% of total pro forma invoice of quoted amount
Less than 1 month100% of total pro forma invoice of quoted amount

5.2.3 The Hotel undertakes to make reasonable efforts to resell any accommodation, facilities and services booked by the Guest in connection with a cancelled Event. The Hotel may in its sole discretion make a proportional reduction in any relevant cancellation charges.

  1. Payment

6.1 The Guest is to make payment to the Hotel as set out in the Contract.

6.2 The Guest shall pay the Hotel by way of cash, banker’s draft or credit card. Any payments made by cheque must clear with Oakley Hall three weeks prior to the event.

6.3 Any additional charges or incidental extras due to the Hotel from the Guest shall be paid by the Guest within 14 days of presentation of an Invoice by the Hotel to the Guest.

6.4 In the event that an Invoice remains outstanding more than 14 days after presentation on the Guest, the Hotel reserves the right to charge interest on the Invoice amount at a rate of 2% above the base rate of the Allied Irish Bank.

6.5 The Hotel reserves the right to request a valid credit card to guarantee any additional charges or incidental extras that might occur. The Guest’s signature and acceptance on these Conditions constitutes acceptance that the relevant credit card may be charged all outstanding amounts on departure if not otherwise settled. Payment by cheque will not be accepted for any outstanding amounts proceeding the event.

6.6 Oakley Hall reserves the right to cancel any wedding or event if payment is not received 6 weeks prior to the date.

  1. Entertainment bands and live acts

7.1 In this clause 7, the term ‘External Contractor’ includes but is not limited to production companies, audio visual companies, television, video or film crew, entertainers, musicians, toastmasters, speakers, florists, photographers and designers.

7.2 The Hotel reserves the right to refuse entry to any External Contractor that the Guest may have arranged.

7.3 The Guest undertakes to indemnify the Hotel against all claims resulting from any act or default of any External Contractor, or any damage caused by any equipment supplied or brought onto the Hotel’s premises by the Guest or his External Contractor.

7.4 The Guest shall (and shall procure that all External Contractors employed by the Guest) comply at all times with all regulations (whether statutory or otherwise) including the Health and Safety at Work Act 1974, the Hotel’s rules and regulations and any reasonable requests of the Hotel and the Manager.

7.5 The Guest shall ensure that these Conditions are brought to the attention of all External Contractors employed in connection with the Event.

7.6 All External Contractors must be in possession of public liability insurance to cover any injury to a Guest or guest caused by the External Contractor party or their equipment. The Hotel reserves the right to request evidence of such insurance.

7.7 The Manager has absolute authority to instruct third parties as to the Event and /or the Hotel’s requirements. All Guests and their guests, employees, agents or respective third parties shall obey any instructions given by the Manager on the Hotel Premises.

7.8 Any live entertainment that takes place in the Garden Pavilion must be kept to a maximum of 90Dbs

  1. Licences

8.1 The Hotel shall be responsible for applying for any additional licences, consents and permits required in connection with the Event, provided the Guest gives sufficient notice of their exact requirements to allow such applications to take place and the Guest meets the reasonable costs associated with such application. The Guest shall not be entitled to cancel or postpone the Event on the basis of an unsuccessful application.

8.2 The Guest shall (and shall procure that all third parties employed by the Guest) comply with the terms of all licences, consents and permits (including any conditions attached thereto) and any decision or recommendation by the licensing officer or other licensing or entertainment authority.

  1. Security

9.1 Unless specific security arrangements are made with the Hotel, the Hotel accepts no responsibility or liability for any loss or damage to property of the Guest, guests or any third parties employed by the Guest beyond that provided for in the Hotel Proprietors’ Act 1956 (as may be amended). The Guest should note that some event rooms are not capable of being locked and that the Guest shall be responsible for informing its guests of this prior to the Event and for taking all reasonable security measures.

9.2 Security can be arranged by the Hotel with adequate prior notice at an additional charge.

  1. Fire, health and safety

10.1 The Guest shall (and shall procure that all third parties employed by the Guest to) comply at all times with all fire, electrical, health and safety regulations (whether statutory or otherwise) including (but not limited to) the Fire Precautions Act 1971 as amended.

10.2 The Guest shall ensure that any materials brought into the Hotel including but not limited to furniture, vehicles, equipment of any kind, props, decoration and stage sets are so far as possible made of non-flammable materials, that fire exits are kept clear at all times, and where a fire exit sign will be obscured, the Guest shall ensure that appropriate temporary signs are erected.

10.3 All electrical contractors and all electrical, audio visual or other electronic equipment brought onto the Hotel premises by the Guest, his employees, agents or third parties shall comply with the Institute of Electrical Engineers (IEE) Regulations and relevant Health and Safety Standards from time to time in force and the Client shall provide the Hotel with written evidence of this if so requested by the Hotel.

10.4 The Guest shall provide the Hotel with a list of names of all visiting contractors and third parties if so requested by the Hotel.

10.5 The Hotel reserves the right to evacuate the Hotel in the event of a fire alarm or other emergency irrespective of whether it is a genuine emergency or not, in order to protect all persons on the Hotel’s premises and in this event, does not accept any liability for any consequent delay to the Event.

10.6 The Guest shall obtain the prior written approval from the Hotel and any public authority (where necessary) if it (or any third party employed by it) wishes to fix items to the walls, floors and ceilings or to use smoke machines, lasers, cracked oil, dry ice or any from of pyrotechnic.

10.7 The Hotel reserves the right to refuse access by any person, equipment or material that fails to comply with any of the provisions of this clause 10 or any reasonable request of the Hotel or if it considers that access and/ or use of the proposed person, equipment or material may cause damage to the Hotel’s premises.

10.8 The Guest shall ensure when participating in a Clay shoot experience they will attend and give their full attention during the pre-shoot briefing with the instructor, wear the provided PPE hearing protection & safety glasses and stop shooting immediately if they feel any discomfort from shooting and speak to the instructor. The Guest shall also make us aware if they suffer from any illness or medical condition that may affect them during a clay shoot experience, this must be discussed with the Hotel before commencing the Clay shoot. Pregnant women and people suffering from back problems would be discouraged from taking part as the guns can recoil when fired.

  1. Liability

11.1 Subject to clause 11.3 below, the Hotel is not liable to the Guest in contract, tort (including negligence or breach of statutory duty) misrepresentation or otherwise for any of the following losses or damages, whether direct or indirect, and even if such losses and/ or damages were foreseen, foreseeable or known, or the Hotel was advised of the possibility of them in advance:

11.1.1 the Guest fails to comply with any of these Conditions

11.1.2 loss of anticipated savings;

11.1.3 loss of goodwill; or

11.1.4 any indirect, special or consequential loss or damage howsoever caused;

11.1.5 loss or damage to vehicles or any other property brought onto the Hotel’s premises by the Guest or his guests or External Contractors.

11.2 The entire liability of the Hotel under or in connection with the contract whether for negligence, breach of contract, misrepresentation or otherwise, is limited in respect of each event or series of connected events to the Price.

11.3 Nothing in this Contract shall operate to exclude or restrict either party’s liability for:

11.3.1 death or personal injury resulting from negligence; or

11.3.2 fraud or deceit.

11.4 The Guest shall indemnify and keep indemnified the Hotel from and against all claims, actions, damages, liabilities and costs (including professional fees) arising out of the acts or omissions of the Guest or any guest of or third party employed by the Guest, save to the extent that any such claim arises as a result of the negligence of the Hotel, its employees or agents.

  1. Force majeure

12.1 In this clause 12, ‘Force Majeure Event’ means any circumstance beyond the control of the Hotel including, but not limited to acts of God, fire, explosion, adverse weather conditions, flood, earthquake, terrorism, riot, civil commotion, war, hostilities, strikes, work stoppages, slow-downs or other industrial disputes, accidents, riots or civil disturbances, plagues or epidemics, acts of government, lack of power and delays by suppliers or materials shortages but, for the avoidance of doubt, nothing shall excuse the Guest from any payment obligations under the Contract

12.2 If the Hotel is prevented or hindered from hosting the Event by a Force Majeure Event, the Hotel may, at its sole option, and without being liable for any loss or damage suffered by the Guest or guest of or any third party employed by the Guest relocate the Event to another hotel in the same locality, or terminate the Contract forthwith by giving notice to that effect to the Guest.

  1. General

13.1 Should any guests of or third parties employed by the Guest behave in a manner that is considered unacceptable to the Hotel, the Hotel reserves the right to remove such party from the premises and/ or terminate the Contract. In this event, no monies will be refunded to the Guest

13.2 The Guest shall pay for the cost of repairing any damage caused to the property, facilities, contents or grounds of the Hotel by the Guest or its guests as well as any compensation which the Hotel in its absolute discretion deems due to any other guests or third party arising as a result of unacceptable behaviour of the Guest or its guests.

13.3 The Guest shall not (and shall ensure that all guests and third parties employed do not) use the name, logo or any details of the Hotel for any matter, or permit external food or beverage to be brought into the Hotel without the prior written approval of the Hotel. Corkage shall not be permitted by the Hotel.

13.4 The Hotel prohibits the use of individual company or function signage within the public areas of the Hotel. Signage is only permitted within the function room or facilities being used by the Guest during the Event times.

13.5 The Hotel’s dress code is smart attire. The Guest shall (and shall ensure that all guests and third parties) ensure that the dress code is complied with at all times whilst on the Hotel’s premises.

13.6 The Client shall not (and shall ensure that all guests and third parties do not) permit any goods, services or any other matter capable of being sold (including, but not limited to, tickets) to be sold within the Hotel’s premises without the prior written approval of the Hotel and any public authority (where necessary).

13.7 If any provision of this Contract is found by any court or administrative body of competent jurisdiction to be invalid or unenforceable, such invalidity or unenforceability shall not affect the other provisions of this Contract, which shall remain in full force and effect.

13.8 If any provision of this Contract is so found to be invalid or unenforceable but would cease to be invalid or unenforceable if some part of the provision were deleted, the provision in question shall apply with such modification as may be necessary to make it valid and enforceable.

13.9 A person who is not party to this Contract shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Contract. The clause does not affect any right or remedy of any person which exists or is available otherwise than pursuant to that Act.

13.10 This Contract constitutes the entire agreement and understanding between the parties in respect of the matters dealt with in it and supersedes, cancels and nullifies any previous agreement between the parties relating to such matters notwithstanding the terms of any previous agreement between the parties relating to such matters notwithstanding the terms of any previous agreement or arrangement expressed to survive termination.

13.11 No variation or alteration of any of the Contract shall be effective unless it is in writing and signed by or on behalf of each party.

13.12 An exchange of letters shall be taken to be signed writing

13.13 This Contract shall be governed by English Law and the parties to this Contract submit to the jurisdiction of the English courts.