Wedding at South Causey Inn
General Terms & Conditions
South Causey Inn – Weddings T&Cs 7.0
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.
It is important that you understand what you are agreeing to especially in relation to the cancellation and liability provisions. The Hotel recommend that couples obtain appropriate wedding insurance, including public liability cover, prior to booking their Event. This is to protect themselves against accidents, ill health and other unforeseen circumstances including but not limited to the failure of suppliers, cancellations, accidental damage to the contents of The Hotel, or any property not belonging to the bridal party or guests which is proven to have been damaged by the wedding attendees, bodily injuries as a result of the bridal party's mismanagement and negligence of the event.
Once 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 wedding contract details;
"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 wedding contract details set out overleaf and these Conditions;
"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.
"Pre-Event Services": the services that we will provide to you prior to the date of the Event.
"Services": the Pre-Event Services and 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 Services.
2.2 In the case of any inconsistency with any order, letter, or form or contract details 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 Contract will therefore be with both such persons.
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 On booking, the Deposit; plus farmhouse bedroom deposit for farmhouse bookings.
4.2.2 twelve months prior to the event, 25% of the Basic Package Price;
4.2.3 six months prior to the event, a further 25% of the Basic Package Price; plus farmhouse bedrooms remaining balance for farmhouse bookings and,
4.2.4 within 7 days of the 6 week consultation (but in any event not less than 6 weeks before the date of the Event), the Final Total Payable.
4.3 We appreciate that, on occasions, someone else (such as a parent) may wish to make payments due to the Hotel on behalf of the Client. We are happy to accept such payments but please note that, unless the Hotel agrees otherwise with the Client in writing, the Client is legally responsible for any payments due to the Hotel.
4.4 Not less that 6 weeks before the date of the Event the Client will meet with a representative of employee of the Hotel for the final consultation. This will include final details as to number of guests, timing of the Event, menus and dietary requirements. This final consultation shall determine the Services that the Hotel shall provide to the Client for the Event and the Final Total Payable to the Hotel.
4.5 There is no reduction to the Basic Package Price, if the number of guests is less than those stated.
4.6 All additional guest over the numbers set out in the Basic Package Price must be catered for.
4.7 If the Client needs to increase his/her final guests or change any arrangements or timings at any time up to and including three weeks prior to the Event, such amendments will be chargeable and additional fees will be payable. The Hotel will issue an Invoice for such additional amount.
4.8 Please note that your guest numbers cannot decrease after three weeks prior to your arrival date.
4.9 All charges payable by the Client as set out in Clause 4.2, 4.7, 5.6, 5.7 or 8.2 shall be due by the due date on the Invoice.
4.10 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.
4.11 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.
4.12 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).
4.13 Estimates only can be given for an Event booked for more than 12 months in advance.
4.14 Payment can be made by debit card, cash, BACS (30-93-55 74972868) or cheque payable to "South Causey Inn". We cannot accept payment on credit card.
- 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 The Venue is a non-smoking building. Smoking is permitted in designated smoking areas outside of the building. Smoking outside of these areas will result in additional charges.
5.3 Please note that the Hotel operates a zero-tolerance policy on drugs and any illegal substance. If any guest is found to be under the influence, they will be removed from the Venue with immediate effect and the police notified.
5.4 The Hotel reserves the right to refuse the sale, service or supply of alcohol to anybody exhibiting drunken or disorderly behaviour and to remove them from the Venue.
5.5 Any person in breach of the conditions in this clause 5 may be refused admission to or removed from the Venue.
5.6 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.
5.7 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:
5.7.1 Any damage or breakage to the Venue or its contents;
5.7.2 Any breakage or damage to, or failure to return, hired goods; and
5.7.3 Any additional cleaning services that may be required to restore the Venue back to its original condition.
- PRE-EVENT SERVICES
6.1 The Basic Package Price payable for the Services includes the following Pre-Event Services provided by the Hotel to the Client in the period from the date of your booking to the date of the Event:
6.1.1 Booking consultation when you book an Event with us (£500);
6.1.2 Consultation 12 months before the Event (£100);
6.1.3 Further consultation 6 months before the Event (£150);
6.1.4 Venue dressing consultation (£50);
6.1.5 Final consultation not less than 6 weeks before the Event (£200);
6.1.6 Infinity Package; the costs above plus additional services rendered;
6.1.7 Communication and administration services throughout the period between the date of your booking and the date of the Event (incorporated into the costs above).
YOUR ATTENTION IS DRAWN TO THIS CLAUSE 7 IN PARTICULAR
- CANCELLATION BY THE CLIENT
7.1 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.
7.2 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
7.3 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.
YOUR ATTENTION IS DRAWN TO THIS CLAUSE 8 IN PARTICULAR
- CANCELLATION BY THE HOTEL
8.1 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:
8.1.1 the Client is more than 21 days in arrears of payment to the Hotel;
8.1.2 the Event might, in the Hotel's opinion, prejudice its reputation; or
8.1.3 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.
8.2 If the Hotel cancels the Event further to Clause 8.1, 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. Depending on when we cancel, the losses and costs you must pay will be determined by reference to the cancellation fees set out in Clause 7.2. The Hotel will confirm these losses and costs to the Client in writing and the client will make payment in accordance with Clause 4.9
YOUR ATTENTION IS DRAWN TO THIS CLAUSE 9 IN PARTICULAR
- CANCELLATION FOR EVENTS BEYOND OUR REASONABLE CONTROL
9.1 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 a situation will arise where the Hotel will need to make a cancellation due to events which are beyond our reasonable control.
9.2 Events which are beyond our reasonable control include (but without limitation) 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, epidemic or pandemic or other public health issue, 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.
9.3 If the Hotel cancels the event further to Clause 9.1, the Hotel will make reasonable attempts to offer an alternative venue. If this is not possible, the Hotel will make reasonable attempts to offer an alternative date for the Event. If this is not possible, the Hotel's liability to the Client shall be limited to the amounts already paid by the Client at the time of cancellation less the cost of the Pre-Event Services received by the Client prior to or on the date of cancellation and if on the Infinity Package, the cost of any additional services rendered prior to or on the date of cancellation.
9.4 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 9.3 arising directly from an alteration or cancellation of the Event by the Hotel in line with this Clause 9.
- CHANGES IN FACILITIES
10.1 The Hotel reserves the right to change the assigned room(s) for one(s) of equal suitability without affecting the Contract price.
10.2 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.
10.3 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.
YOUR ATTENTION IS DRAWN TO THIS CLAUSE 11 IN PARTICULAR
11.1 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 4.9, the amount required to make good or remedy such damages including compensation for loss of business whilst such damage is being repaired.
11.2 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.
11.3 Subject to clause 11.4 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.
11.4 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.
11.5 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.
11.6 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.
12.1 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.
- DIETARY REQUIREMENTS AND ALLERGENS
13.1 It is your responsibility to notify us of any dietary requirements of you or your guests when confirming your menu choices. We are able to cater for those dietary requirements notified to us in advance only and, if this isn't done, no alternative dish will be available on the day.
13.2 Please note that food at is prepared in a kitchen which handles all allergens. We cannot guarantee that our food is free from trace elements of any allergen. The Hotel does not assume any liability for adverse reactions to foods consumed, or to items one may come into contact with, while eating at the Venue.
- ALCOHOLIC CONSUMPTION
14.1 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 5.6.
- CLOSING TIMES
15.1 Please note last orders will be called at 11:45pm and all bars will close at 12 midnight for residents and non-residents.
- FIRST ANNIVERSARY STAY (PLATINUM, GOLD, BLOSSOM, FESTIVAL FARMHOUSE AND OAK PACKAGE ONLY)
16.1 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.
- CONFETTI CANNONS AND SNOW MACHINES
17.1 Please note that confetti cannons are not allowed to be used outside the Venue 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.
17.2 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.
- FIRE WORKS
18.1 The Hotel must be made aware of any Firework displays and the company ("the Firework Company") the Client has booked these with at the final consultation meeting to allow the Hotel to make the local residents aware that there will be fireworks.
18.2 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 final consultation meeting.
18.3 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.
18.4 Firework displays must finish no later than 8 pm from October - April. Firework displays must finish no later than 9.30pm from May - September.
18.5 Firework displays can only take place on Friday and Saturday evenings.
18.6 The Hotel shall not be liable for loss or damage suffered by any person arising from the firework display.
- CHINESE LANTERNS
19.1 Chinese lanterns (and similar) are not permitted to be launched as the debris impacts on our local residents and farmland. It also causes harm to local livestock. This ruling is in line with recommendations from the Country Land Association.
- WEDDING CARDS
20.1 Wedding Cards are solely the responsibility of the Client or the person they have designated to look after them.
20.2 The Hotel will not accept any responsibility for the loss of or damage to any cards or gifts.
21.1 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.
21.2 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.
21.3 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.
21.4 The Hotel does not accept any responsibility for loss or breakages to external supplies or the Client's own wedding items.
21.5 If the Client hires a 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.
21.6 The third party suppliers must abide by our noise levels limitation.
21.7 The Hotel accepts no liability for any goods left on the premises before, during or after the Event. The Hotel asks that a list of all items brought to decorate the Event is given to the Hotel at the final consultation meeting. When collecting the items the following day the Client must check that all items are accounted for before leaving.
21.8 All items belonging to the bridal party must be collected within 48 hours. Without prior arrangement they will be disposed of after this time.
21.9 At the discretion of the Hotel and prior arrangement - the Hotel may store items after this 48 hour period and impose a storage fee.
- LOST PROPERTY
22.1 The Hotel accepts no responsibility for any items left at the Hotel.
22.2 The following actions will be taken when a report of lost or found property is made:
22.2.1 All found items are kept in storage within the Venue and will be stored for a period of 48 hours
22.2.2 Every possible attempt is made to identify the owner of the found property and make contact with that person in the interim.
22.2.3 Property found and claimed can be posted for a set fee - currently £8.50 (nonrecorded standard item delivery - additional charges may apply for additional postal services, weights etc). If the item is to be collected it MUST be collected before the 48 hour period has elapsed (unless otherwise arranged - Additional storage fees will be applicable)
22.3 After the 48 hours storage period:
22.3.1 Passports and personal identification - reported to the relevant authority immediately and we are advised how to dispose of by the relevant authority;
22.3.2 Mobile telephones - the SIM card is destroyed and the telephone is donated to for use in their mobile recycling scheme. Once the telephone has been donated, the deletion of any information stored directly on it is their responsibility;
22.3.3 Keys - destroyed and securely disposed of;
22.3.4 Bank cards - reported to the relevant authority immediately and after the 48 hour period we are advised how to dispose of by the relevant authority;
22.3.5 Cash - donated to a local charity;
22.3.6 Purse/Wallet - all personal information is destroyed and securely disposed of. Then it is dealt with as a general item;
22.3.7 Medicine - securely stored for 48 hours then given to a pharmacy to dispose of safely;
22.3.8 all other unclaimed goods are disposed off.
22.4 Unclaimed perishable goods are disposed of at the close of day. (This includes any food receptacles).
- BEDROOMS INCLUDED IN THE BASIC PACKAGE PRICE
23.1 Only those bedrooms included in the Basic Package Price will be automatically booked for the Wedding Party. They will be booked for the date of the Event (Bridal Suite) They cannot be altered without the express permission of the Hotel.
23.2 There is no reduction to the Basic Package Price if these bedrooms are not used by guests.
- FARMHOUSE GUEST ROOMS – REQUIRED FOR ALL FARMHOUSE BOOKINGS
24.1 Farmhouse bookings require all 5 guest bedrooms within the farmhouse to be booked and paid by the bridal party. An additional deposit will be taken on along with the initial booking deposit (non-refundable and non-transferable)
24.2 The remaining balance for the 5 guest rooms will be taken alongside the 6 month 25% payment (non-refundable and non-transferable)
24.3 Farmhouse booking require allocation of guest names for the bedrooms no later than the final consultation.
- ADDITIONAL BEDROOMS ON TOP OF THE BASIC PACKAGE PRICE
25.1 The Hotel will not hold any additional bedrooms for any wedding party other than those expressly included in the Basic Package Price. 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.
- DJ REQUIREMENTS
26.1 The Hotel shall not be responsible for the music played by a DJ and it is suggested that customers discuss their preferred style of music directly with the DJ prior to the Event.
- 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.
26.3 Please visit our Privacy Notice to learn more about how we handle Personal Data.
28.1 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
28.2 The Client is not entitled to transfer or assign the Contract.
- EVENTS BEYOND OUR REASONABLE CONTROL
29.1 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 an event beyond the Hotel's reasonable control as referred to in Clause 9.
30.1 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.
31.1 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.
- GOVERNING LAW AND JURISDICTION
32.1 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.
- THIRD PARTY RIGHTS
33.1 Unless specifically stated below no-one except the Hotel or the Client shall have any rights under the Contract by virtue of the Contract (Rights or Third Parties) Act 1999 or otherwise.