GENERAL POINTS

Signatures of both the bridal couple required.

In the event of cancellation or non-arrival of the confirmed booking by the client, the client will be liable to pay Ghyll Manor Hotel a cancellation fee to compensate for loss of business. The cancellation charges listed below will apply:

CHARGES FOR EVENTS

Where a cancellation of event or reduction in numbers for a Wedding, accommodation or pre-booked facilities is made the following charges will apply; otherwise 100% charge will be made for total business lost.

Cancellations received more than 365 days prior to arrivalLoss of deposit.Cancellations received 364 – 181 days prior to arrival25% of estimated cost of Wedding or loss of all deposits paid whichever is greater.Cancellations received 180 – 91 days prior to arrival50% of estimated cost of Wedding or loss of all deposits whichever is greater.Cancellations received less than 90 days prior to arrival100% of estimated cost of Wedding

BEDROOM ACCOMMODATION

Method of reservations

Full control of the room allocation must be by the Bride & Groom (client) who collate the guest’s information into a rooming list and liaise with the Hotel when complete.

This booking process enables you to allocate the best possible rooms to your immediate family and friends, and the rooms that can accommodate their specific room requests, as well as the knowledge of how many rooms you still have available.

Pre-authorisation and payment policy

Guests are required to provide credit or debit card on arrival for the pre-authorisation of any additional extras during their stay. Pre-authorisations will be released at the time of check out if no additional charges have been added on the bill. Pre-authorisation can take up to 7 working days to release back to your account.

Client is solely responsible to pay for all guaranteed unpaid rooms within the bedroom allocation.

Please note that the cardholder must be present with the card at the Hotel at the time of stay. No third party payments are accepted.

Cancellation Policy

Reservations are non-refundable and non-amendable.

Check-in and check-out procedure

Rooms are available for check-in from 3pm and checkout time is 11am. If for any reason, rooms are not available when guests arrive, we will be delighted to store luggage for them. We will also store luggage for those guests who may require a delayed departure. Early check-in and late check-out may be available subject to availability at an additional cost.

Non-arrival policy

In the case of non-arrival the guest or client (depending on billing arrangements) is liable to pay a no show charge which is equal to the full accommodation charge booked.

Early check outs

Any guest who departs the Hotel ahead of his or her schedule date of departure will be charged one night room rate in addition to any charges accrued during their stay.

CANCELLATION NOTIFICATION

All cancellations must be made in writing to the wedding team at Ghyll Manor Hotel, and requires a minimum of 1 signature from the bridal couple.

Ghyll Manor Hotel reserves the right to cancel any booking forthwith, without liability on its part in the event of damage or destruction of the Hotel by fire, lightning, explosion, riot and civil commotion, malicious damage, storm, flood, burst pipes, earthquake or impact, Industrial action by the Hotel’s employees or by the staff of a major supplier, postal bookings which do not reach the Hotel, breakdown of plant, or any failure to supply the Hotel with gas, electricity and water services etc or any other cause beyond the control of Ghyll Manor Hotel. In these circumstance Ghyll Manor Hotel will try to give you as much notice as possible and will work with you to try and relocate the Wedding to a substitute venue.

As Ghyll Manor Hotel is in permanent use, we ask you to understand that it may be necessary to schedule works of a maintenance or re-development nature during the time of your Wedding. While every reasonable effort will be made to ensure that these do not cause you any disruption, neither Ghyll Manor Hotel nor its staff can be held liable for these circumstances.

The client shall notify Ghyll Manor Hotel in writing no less than 14 days prior to the Wedding of the final number attending. All confirmed bookings are accepted by Ghyll Manor Hotel on the basis that a minimum number will attend the Wedding for which the booking is made, the amount payable shall be calculated on such minimum numbers or the actual numbers attending, whichever is the greater.

Any deposits/payments are non-refundable/non-transferrable.

SERVICES, PRICING AND PAYMENT TERMS

  • A non-refundable/non-transferable deposit of £1,000.00 is required on confirmation of booking along with your signed terms and conditions
  • 50% of the remaining balance is payable 180 days prior to the Wedding
  • Further 25% of the remaining balance is payable 90 days prior to the Wedding
  • Final settlement in full is due 14 days prior to the Wedding

Rates are as agreed by the client and as stated overleaf. The client agrees that they will not be amended, changed or divulged to any third party unless specifically authorised by both the client and Ghyll Manor Hotel.

All rates include VAT @ 20%. In the event of a variation in the rate of VAT, the new VAT rate will be applied.

No wines or spirits may be brought into the allocated rooms by the clients or guests for consumption on the premises, unless prior consent of the Hotel has been obtained. A charge will be levied for this.

The Management reserves the right to amend its published prices by giving a minimum of one month’s notice. Our hire charges, surcharges and ceremony charges have been set to allow you to budget in advance your costs. Therefore, these charges will not change prior to your Wedding.

All Weddings must have an evening buffet of minimum of 85% of your total evening guests.

Final table plan, menu and dietary requirements for your Wedding is due 14 days prior to the Wedding date.

It is not Ghyll Manor Hotel’s responsibility to liaise with the Registrar with regards to services held at Ghyll Manor Hotel and we accept no liability for a Wedding ceremony not taking place however caused.

ADDITIONAL TERMS OF BUSINESS

Noise, in particular music must be kept to a reasonable level both within and outside the premises. There are statutory noise nuisance levels allowed and all hirers must comply with all regulations. Management reserve the right to curtail all noise deemed excessive both inside and outside the building.

LOSS AND DAMAGE

Under the Hotel Proprietors Act 1956, a Hotel Proprietor may in certain circumstances be liable to make good any loss of or damage to a guest’s property even though it was not due to any fault of the proprietor or staff of the Hotel.

This liability however—

  • (a) extends only to the property of guests who have engaged sleeping accommodation at the Hotel;
  • (b) is limited to £50 for any one article and a total of £100 in the case of any one guest, except in the case of property which has been deposited, or offered for deposit, for safe custody;
  • (c) does not cover motor-cars or other vehicles of any kind or any property left in them, or horses or other live animals.

The client shall be liable for any loss or damage caused to any part of the Hotel premises or to any fixtures and equipment in the situation where this may arise as a result of the Wedding. The client shall pay the Hotel the amount required to make good or remedy such repair.

The client and guests agree to comply with Ghyll Manor Hotel’s procedures and/or requests with regard to conduct and the respect for the property of the Hotel, its employees and its guests along with their health and safety at all times.

Ghyll Manor Hotel cannot allow food or drink other than that purchased on the premises to be consumed within the Hotel.

If you are booking your own DJ, Band or Musician, please note that we will require Public Liability Insurance Certificates and Appliance Test Certificates prior to them being permitted to play on Ghyll Manor Hotel Premises. No Smoke, Haze or Bubble Machines are permitted within the Hotel.

SUPPLIERS

It is the client’s responsibility to ensure that any decorative materials brought onto the premises must comply with Fire Protection Regulations. Proof of this may be requested. No items should be attached to the walls without consultation with the General Manager. Equipment should be removed immediately after the event. The hotel may charge if it is left to store or transport any equipment not removed. Interruption of any future events by equipment left on the premises may incur a charge. This applies to all items produced by third parties and not subsequently removed. The Client is entitled to produce evidence of lower damages, while the Hotel may seek to substantiate a higher figure Any decorative materials or equipment brought on site by the client must be collected by 11am the day after the event. Ghyll Manor is not responsible for any loss or damage of these items. Ghyll Manor reserves the right to move the items if they are left over night in areas that we need to reset for business purposes.

It is the client’s responsibility to ensure they have given prior notice to the event contact of any third party bookings. Ghyll Manor has the right to ask for disclaimers to be signed, or refusal of any suppliers we feel breach our policies.

Any electrical equipment must be PAT tested with in standards.

Suppliers will have access to set up on the day of event and must also clear away and collect all equipment the night of the event unless agreed in writing with the event contact. Ghyll Manor hold no responsibility for loss or damage to any supplier’s equipment when on sight. It is the client’s responsibility to ensure all supplier equipment is ready for collection and is collected.

SUPERVISION

Due to licensing, health and safety regulations, Ghyll Manor Hotel must state they cannot accept any responsibility for the supervision of children/vulnerable people around the ponds or gardens. Children/vulnerable people must be supervised at all times.

FINAL TERMS AND CONDITIONS

Any agreement which deviates from or is in addition to these terms and conditions must be in writing.

Individual terms and conditions may be discussed between the client and Ghyll Manor Hotel, these will be at the discretion of Ghyll Manor Hotel and will be confirmed in writing. The same procedure must be applied to any circumstances not covered by the contract.