Wedding Terms and Conditions
Terms and Conditions
South Causey Inn – Weddings T&Cs
Please note that all weddings and civil partnerships that we accept are subject to these Conditions and all services that we deliver are provided subject to these Conditions. We hope that you will take the time to read them through carefully.
If there is anything that concerns you or that you do not understand, please raise the issue with us BEFORE you sign the Contract. If you are worried about something, we may be able to reassure you to accommodate your concerns.
Once you have signed the Booking Form and you have paid the Deposit (as defined below), there will be a legally enforceable agreement between us and any amendments can only be made as set out in these Conditions.
“Basic Package Price”: the cost set out overleaf in the Contract;
“Business Day”: a day other than a Saturday, Sunday or public holiday in England when banks in London are open for business.
"Client": the person(s) named on the Contract;
"Conditions": the terms and conditions set out below;
"Contract": the contract details set out overleaf and the Conditions entered into for the provision of the Facilities for the Event;
“Deposit”: the non-refundable and non-transferable fee set out overleaf that the Client will need to pay to the Hotel upon entering into the Contract to secure the booking.
"Event": the wedding, banquet or other function named in the Contract for which the booking has been made by the Client;
"Facilities": the provision of function room hire, suites and/or supply of food and beverages and other facilities or services provided by the Hotel for the Client;
“Final Total Payable”: the remaining balance to be paid by the Client as calculated by the Hotel following receipt of final details as to number of guests, timing of the Event, menus, dietary requirements and (if appropriate) the number of bedrooms/suites required.
"Hotel": the South Causey Inn (Company number: 5295664) whose registered office is South Causey Inn, Beamish Burn Road, Stanley, County Durham. DH9 OLS;
“Invoice”: any invoice sent by the Hotel in relation to the Event.
"Venue”: the South Causey Inn, Beamish Burn Road, Stanley, County Durham. DH9 OLS at which the Event is to take place.
2.1 The Contract shall govern the contractual relationship between the Hotel and the Client in relation to the Client's booking of the Hotel's Facilities for the purposes of the Event.
2.2 In the case of any inconsistency with any order, letter, or form or Contract sent by the Client to the Hotel or any other communication between the Client and the Hotel, the provisions of these Conditions shall prevail unless expressly varied in writing by the Hotel.
3.1 A provisional booking will be held for a period of two Business Days without obligation. Thereafter, a date is not secure until the Deposit has been paid and a letter or email confirming the Deposit has been received is sent by the Hotel to the Client. Should the Event be less than three months hence then no provisional bookings will be accepted. Payment of the Deposit and the acceptance by the Hotel will constitute a formal Contract and acceptance of these Conditions.
3.2 If only one person pays the Deposit, that person confirms that s/he has the authority to make the booking on behalf of both persons intending to be married or enter into a civil partnership. The Hotel's agreement will therefore be with both such persons.
3.3 Not less than 6 weeks before the date of the Event the Client will meet with a representative or employee of the Hotel to discuss final details as to number of guests, timing of the Event, menus and dietary requirements. This final confirmation shall determine the services that the Hotel shall provide to the Client for the Event and the Final Total Payable to the Hotel.
3.4 If the Client needs to increase his/her final guests or change any arrangements or timings at any time up to and including the date of the Event, such amendments will be chargeable and additional fees will be payable.
4.1 The Client will be liable to pay all the charges incurred by or on behalf of, or at the request of the Client, their agents or employees for any Facilities provided by the Hotel.
4.2 The Client will be sent an Invoice for the payment of the Contract at the following stages:
4.2.1 twelve months prior to the event, 25% of the Basic Package Price;
4.2.2 six months prior to the event, a further 25% of the Basic Package Price; and,
4.2.3 within 7 days of the meeting (but in any event not less than 6 weeks before the date of the Event) with the Client as set out in Clause 3.3, the Final Total Payable.
4.3 All charges payable by the Client as set out in Clause 4.2 shall be due by the due date on the Invoice.
4.4 Without prejudice to any other rights, the Hotel reserves the right to charge interest on overdue account (both before and after judgment) at 4% per annum above the base rate of Royal Bank of Scotland Plc from time to time.
4.5 The Hotel reserves the right to increase its rates to take into account any increases in taxes or government or legal charges imposed which are outside the control of the Hotel. Any increases after the date of booking will be notified to the Client in writing and will be payable by the Client in substitution for the amounts originally notified to the Client by the Hotel and the Client agrees that this will constitute a variation of the terms of the Contract accordingly.
4.6 All prices quoted are inclusive of VAT unless otherwise stated. However, if the rate of VAT increases between the date of the Contract and the date of the Event, the Hotel will adjust the VAT to be paid (and hence the adjust overall price of the Event).
4.7 Estimates only can be given for an Event booked for more than 12 months in advance.
4.8 Payment can be made by debit card, cash, BACS or cheque payable to "South Causey Inn". Please note credit card payment cannot be accepted.
5. OBLIGATION'S OF THE CLIENT
5.1 The Client and persons attending the Event shall:
5.1.1 comply with, and use best efforts to ensure that the guests attending the Event comply with, all reasonable instructions given by the Hotel intended to ensure the safety of the property and/or the people at the Venue;
5.1.2 not carry out any electrical or other work at the Venue, including amplification and lighting, without the Hotel's prior written consent. The Hotel reserves the right to refuse connection of water, electricity or gas to the Client's equipment if such equipment is considered by the Hotel unsafe or a hazard;
5.1.3 not bring dangerous or hazardous items into the Venue and remove such items promptly when requested to do so by a member of the Hotel or any other authorised person;
5.1.4 not bring into the Venue or consume any food, wines, spirits or beers at the Venue not supplied by the Hotel or its authorised caterers, without the Hotel's prior written consent; and,
5.1.5 not act in an improper or disorderly manner, leave promptly at the appropriate time and comply with any requests by the Hotel or its employees.
5.2 Any person in breach of these conditions may be refused admission to or removed from the Venue.
5.3 Any alcoholic beverages which are found during the Event or after to have been consumed and not purchased at the Venue will incur a charge calculated by the Hotel at the then current bar price of the Hotel and an Invoice will be sent to the Client for such additional beverages consumed.
5.4 All evening guest must be catered for.
5.5 All breakages and damages must be reported to the Hotel as soon as practically possible. The Hotel may raise an Invoice to the Client to cover:
5.5.1 Any damage or breakage to the Venue or its contents;
5.5.2 Any breakage or damage to, or failure to return, hired goods; and
5.5.3 Any additional cleaning services that may be required to restore the Venue back to its original condition.
6. CANCELLATION BY THE CLIENT
6.1 If the Client needs to cancel the Booking, the Client must contact the Hotel as soon as possible and send written confirmation of this wish to cancel to the Hotel. The Event will be cancelled upon receipt by the Hotel of the Client's written confirmation. The Client should obtain insurance to cover against the potential cost of cancellation of the booking.
6.2 If the Client cancels the booking or is in breach of the Clause 7.1 the Hotel reserves the right to impose the following cancellation charges which are accepted by the Client as a genuine pre-estimate of loss:
Cancellation Date Cancellation Fee
Over 12 months prior to the Event The Deposit paid as set out in Clause 3.1
Between 12 months and 6 months prior to date of the Event The Deposit plus 25% of Basic Package Price
Between 6 months to 6 weeks prior to the date of the Event The Deposit plus 50% of Basic Package Price
Less than 6 weeks prior to the date of the Event to the date of the Event The Deposit plus the balance remaining of the Final Total Payable
6.3 The Hotel may at its absolute discretion make efforts to mitigate any losses incurred as a result of the cancellation by advertising the availability of the Venue on the scheduled date of the Event. Part or all of the savings which the Hotel has been able to make through another client's use of the Venue on the scheduled date may be applied to vary the cancellation fee at the Hotel’s absolute discretion. The Hotel will notify the Client if any payments already paid to the Hotel will be refunded.
7. CANCELLATION BY THE HOTEL
7.1 The Hotel does not expect to have to alter or cancel the Event and will use its reasonable commercial efforts to ensure that this does not occur. However, sometimes situation will arise where the Hotel will need to make a cancellation. On that basis the Hotel reserves the right to cancel the Event without liability to the Client and without any obligation to refund the payments paid in accordance with Clause 4 where:
7.1.1 the Client is more than 21 days in arrears of payment to the Hotel
7.1.2 the Event might, in the Hotel's opinion, prejudice its reputation; or
7.1.3 the Client becomes bankrupt or makes any voluntary arrangement with its creditors or becomes subject to an administration order or an encumbrance takes possession of, or a receiver is appointed to any of the Client's property or assets.
7.2 If the Hotel cancels the Event further to Clause 7.1 the Client must pay any losses and costs the Hotel suffers because of the cancellation which are reasonably foreseeable to both the Client and the Hotel when the Contract was entered into. The Hotel will confirm these losses and costs to the Client in writing and the client will make payment in accordance with Clause 4.3.
7.3 The Hotel reserves the right to cancel the Event due to events which are beyond the reasonable control of the Hotel including but not limited to where:
7.3.1 any part of the Hotel is closed due to fire or water damage;
7.3.2 any part of the Hotel is closed due to alterations or redecoration; or,
7.3.3 there is a failure to supply the Hotel with any essential services such as gas, electricity or water.
7.4 If the Hotel cancels the event further to Clause 7.3 the Hotel will make reasonable attempts to offer an alternative venue. If this is not possible the Hotel will refund to the Client the amounts already paid at the time of cancellation.
7.5 The Hotel will not be liable for any costs, charges or losses sustained or incurred by the Client other than those set out in Clause 7.4 arising directly from an alteration or cancellation of the Event by the Hotel in line with Clause 7.3.
8. CHANGES IN FACILITIES
8.1 The Hotel reserves the right to change the assigned room(s) for one(s) of equal suitability without affecting the Contract price.
8.2 The Hotel reserves the right to make changes to the interior and/or exterior of the Venue between the date of the Contract and the date of the Event.
8.3 The Hotel will use all reasonable endeavours to ensure that no components of the Event have to be altered. However, the Hotel reserves 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 the Hotel reasonably believes will not be to the detriment of the Client’s overall experience.
9.1 The Client shall be liable for any damage or loss and costs or expenses arising thereby suffered by the Hotel as a result of the Event and shall pay to the Hotel in accordance with Clause 4.3 and 5,3 the amount required to make good or remedy such damages including compensation for loss of business whilst such damage is being repaired.
9.2 The Hotel shall not be liable for loss or damage suffered by any person arising from the equipment, plant, machinery or other items brought on or into the Venue by the Client or a sub-contractor working on the Client's behalf and/or any attendees at the Event and the Client shall reimburse the Hotel for any loss suffered.
9.3 Subject to clause 9.4 the Hotel’s total liability to the client for any loss suffered will be limited to the total amount payable to the Hotel by the Client in accordance with Clause 4.2. The Hotel will not be liable for any losses that were not reasonably foreseeable to both the Hotel and the Client 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 the part of the hotel.
9.4 Nothing in these Conditions excludes or limits in any way the Hotel’s 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 the Hotel to exclude or limit (or attempt to exclude or limit) liability.
9.5 The Hotel makes no representations and gives no warranties, statutory, implied or other as to the Facilities or as to their suitability for any particular or general purpose.
9.6 Where the Facilities are to be provided in whole or in part by a person other than the Hotel, the Hotel gives no warranty or guarantee as to their quality, fitness for purpose, reliability or otherwise.
10.1 If the general public are to be admitted to the Event the Client shall not use the Hotel's name or trademark(s) without prior written consent of the Hotel and must show all tickets, posters and advertising material for prior written consent of the Hotel.
11.1 The Hotel shall be entitled to transfer or assign all or any of its right under the Contract and to perform any of its obligations through nominated sub-contractors
11.2 The Client is not entitled to transfer or assign the Contract.
12. FORCE MAJEURE
12.1 The Hotel shall not be liable to the Client or deemed to be in breach of the Contract by reason of any delay in performing or failure to perform the obligations of the Hotel in accordance with the Conditions if the delay or failure was due to any cause beyond the Hotel’s reasonable control including but without limitation to an act of God, explosion, flood, tempest, fire or accident, war or threat of war, national emergency, acts of terrorism, sabotage, insurrection or civil disturbance, acts, restrictions, regulations, bye-laws, prohibitions or measures of any kind on the part of any governmental, parliamentary, regional or local authority, strikes, lock-out or other industrial actions or trade disputes (whether involving our employees or employees of a third party), unavailability or shortages of goods, materials, fuel, part-machinery, or transportation, power failure or breakdown in machinery, default of third party suppliers or subcontractors.
13.1 No failure or delay by the Hotel in exercising any of its rights under these Conditions shall be deemed to be a waiver of that right and no waiver by the Hotel or any breach of the Conditions by the Client shall be considered as a waiver of any other breach or default or any subsequent breach or default.
14.1 If in any provision of this Contract shall be held to be invalid, unenforceable or shall not apply to the Contract then the remaining provisions shall continue in full force and effect.
15.1 The Contract shall be governed by the laws of England and the Customer agrees to submit to the non-exclusion jurisdiction of the English Courts.
16. THIRD PARTY RIGHTS
16.1 Unless specifically stated below no-one except the Hotel or the Client shall have any rights under this agreement by virtue of the Contract (Rights or Third Parties) Act 1999 or otherwise.
17. SMOKING POLICY
17.1 The Venue is a non-smoking building. Smoking is permitted in designated smoking areas outside of the building
18. ALCOHOLIC CONSUMPTION
18.1 Any Alcohol either given as gifts or received as gift may not be consumed on the premises. Any Guests found to be consuming any drink that has not been purchased at the Venue can be asked to leave, the product may be confiscated and a charge may occur as set out in Clause 5.3.
19. CLOSING TIMES
19.1 Please note last orders will be called at 11:45pm and all bars will close at 12 midnight for Residents and Non-Residents.
20. FIRST ANNIVERSARY STAY (INFINITY, PLATINUM, GOLD, BLOSSOM, FESTIVAL AND OAK PACKAGED ONLY)
20.1 The first anniversary stay includes an overnight stay as outlined in the Contract which must be booked in advance. The first anniversary stay can be taken 2 weeks either side of 1st anniversary date- Sunday to Thursday only. The voucher can only be used towards accommodation.
21. CONFETTI CANNONS AND SNOW MACHINES
21.1 Please note that confetti cannons are not allowed to be used outside the Inn or on our surrounding ground without the express written permission of the Hotel and a £100 cleaning charge will be added to the Final Total Payable for use of this.
21.2 Snow machines that use only water and no chemicals may be used at the express written permission of the Hotel and a £100 cleaning charge will be added to the Final Total Payable for use of this.
22. FIRE WORKS
22.1 The Hotel must be made aware of any Firework displays and the company (“the Firework Company”) the Client has booked these with at the meeting outlined in Clause 3.2 to allow the Hotel to make the local residents aware that there will be fireworks.
22.2 The Firework Company must have a fully licensed operator with comprehensive liability insurance, a copy of which must be provided to the Hotel at the meeting outlined in Clause 3.2.
22.3 The Firework Company must be aware that the Hotel can only accept low noise or silent fireworks. If these fireworks are not low noise the Hotel may shut down the fireworks display at the Event.
22.4 Firework displays must finish no later than 8 pm from October - April. Firework displays must finish no later than 9.30pm from May - September.
22.5 Firework displays can only take place on Friday and Saturday evenings.
22.6 The Hotel shall not be liable for loss or damage suffered by any person arising from the firework display.
23. WEDDING CARDS
23.1 Wedding Cards are solely the responsibility of the Client or the person they have designated to look after them.
23.2 The Hotel will not accept any responsibility for the loss of or damage to any cards or gifts.
24.1 External companies must sign an external supplier's form before delivering anything to the Venue. It is the Client’s responsibility that companies are informed of this and that the form is signed.
24.2 If the Client does engage third party suppliers, the Hotel accepts no responsibility for their performance of services and the Client should take up any complaints with them directly. The Client is also responsible for paying their charges directly.
24.3 External companies can access the function suite from 9am on the day of the wedding and all belongings of the company must be picked up by 7.30am the day after the wedding.
24.4 The Hotel does not accept any responsibility for loss or breakages to external supplies or the Client’s own wedding items.
24.5 If the Client hires an external DJ, band and/or musician to perform at the Event, these suppliers must have public liability insurance and PAT tested equipment (if applicable). The Hotel will request to see this documentation approximately four weeks before the Event, and it will be the Client's sole responsibility to obtain and forward this documentation to the Hotel.
24.6 The third party suppliers must abide by our noise levels limitation.
24.7 The Hotel asks that a list of all items brought to decorate the Event is given to the Hotel at the meeting outlined in Clause 3.2. When collecting the items the following day the Client must check that all items are accounted for before leaving.
25.1 The Hotel will not hold any bedrooms for any wedding party. Room bookings are on a first come first served basis and the Hotel advises that the wedding party books a room in advance to avoid disappointment.
25.2 A non-refundable and non-transferable deposit per room is required to secure guests bedrooms. For any bedrooms reserved by the Client and not cancelled prior to the date of the Event, the Client will be liable to pay a cancellation charge equivalent to the full amount of the stay.
26. CAKE AND STATIONERY SUPPLIERS (INFINITY PACKAGE)
26.1 The Client and the cake and stationery supplier will liaise directly.
26.2 The cake and stationery supply carries an allocated value. If the Client chooses to go over this by, for example; choosing a more complex design, additional tiers, or dessert tables which are not covered by this value, an additional cost will be incurred. The cost will be calculated by the supplier and will be payable directly to them in line with their terms and conditions.
26.3 The Hotel shall not be liable for loss or damage suffered by any person arising from the use of the cake and stationery suppliers.
27. DATA PROTECTION
27.1 The Hotel has taken steps to demonstrate its compliance under the Data Protection Act 2018 and the General Data Protection Regulation (EU 2016/679) (the GDPR). The Client accepts that when he/she supplies Personal Data (as defined in the GDPR) to the Hotel, that the Hotel will be the data controller.
27.1 The Hotel has in place appropriate technical and organisational measures to safeguard the protection of the Client's Personal Data at all times.
27.2 Any Personal Data processed by the Hotel on the Client's behalf shall be processed on the legal basis of the performance of a contract between the Hotel and the Client.
27.3 Please visit our Privacy Notice to learn more about how we handle Personal Data.