Dry Terms and Conditions
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Purpose of these Conditions.
These terms are intended to protect Elmhay Park and to ensure that all those in
connection with the booking are fully coherent of the terms and the condition of
the booking.
Definitions
The “Client” is the person or entity hiring the venue/purchasing the package.
“Invitees” Are guests invited to the Event.
“Suppliers” Individuals or Companies supplying goods or services to the Client.
“Contractors” Individuals or Companies supplying goods or services to the Client.
Governing Law and Jurisdiction.
These Terms are governed by the laws of England. You the “Client” consent to
the exclusive jurisdiction and venue of the English courts in all disputes (including
non-contractual disputes or claims) arising out of or relating to any services or
products offered.
General points
The Client will be responsible for any loss or damage to Elmhay Park, the
gardens, all car parks and accommodation, fences and surrounding buildings and
furnishings during its use whether by the Client or the Client’s suppliers, the
Clients contractors or the Clients invitees.
Set Up
All set up prior to the event must be performed in a safe and orderly fashion,
including minimum of noise and disturbing any shrubs or garden. No motorised
vehicles are permitted on the lawns. Additional activities, theming and
entertainment must be approved by Elmhay Park.
Generators.
Any generators used by the Client or their suppliers, contractors or invitees must
be quiet and can only be located on hard standing pathways to avoid any fuel
spillages and damage to lawns.
Staffing.
Client to be responsible for providing all staff. Elmhay Park to supply one member
of staff to ensure Hirer can locate light switches etc and locate everything which
has been hired.
Tables and Chairs.
Elmhay Park to supply Round tables and Chiavari chairs max 250 in the Orangery
and wooden chairs max 250 for the Ceremony. Elmhay Park is not responsible for
moving or set up of tables. Tables and chairs to be returned to their original
position or to the storage area as directed by Elmhay Park by latest 10am on the
morning of departure. No table cloths or napkins are supplied by Elmhay Park.
Cutlery, Crockery and Glassware.
Elmhay Park to supply Cutlery up to 250 sets. One set = 3 knives, 3 forks and one
dessert spoon.
Elmhay Park to supply Crockery up to 250 sets. One set = 1 Starter plate, 1 Main
course plate, 1 Dessert plate, 1 Side plate and 1 plate for evening buffet.
Elmhay Park to supply Wedding Breakfast glassware up to 250 sets. One set = 1
red wine glass, 1 white wine glass and 1 water glass 1 Champaigne flute. All
glasses to be collected at the end of the night and placed in grey grates. All
cutlery and crockery to be returned to the Kitchen. Hire of additional cutlery,
crockery and glasses is usually available.
Use of Elmhay bar.
Bar operated and staffed by Elmhay Park serving soft and alcoholic drinks at Pub
prices 12 noon - 2am later by arrangement. Bar operates whilst you also serve
your no corkage alcoholic and soft drinks. Minimum bar spend is £1500. Elmhay
Park reserves the right to close the bar after Midnight if less than 10 Guests are
drinking. If alcohol is to be sold by outside caterers, they must have a personal
licence holder on site and no alcohol to be served to persons under the age of 18
years.
Health and Safety
Health and Safety is entirely the responsibility of the Client and the Suppliers.
Lighting throughout the entire site is the responsibility of the Client. Keeping music
volume to safe levels (max 95 decibels, the legal limit for staff) is entirely the
responsibility of the Client. Safeguarding Children and vulnerable adults must
always be the priority. All suppliers used must have appropriate Insurance, a copy
to be supplied to Elmhay Park. Elmhay Park must be provided with the number of
guests attending the event and if any guests require wheelchair access which is
available. Cables crossing pathways must be covered with anti-trip protection.
Any external source of flame eg oil flares or wax candles must be in drip proof
containers and can only be placed on the hard standing or the paths to avoid
spillage and burning of the grass. Adequate lighting must be supplied by the
Client for staff, contractors and Invitees. The Client acknowledges that it is their
responsibility to provide adequate lighting for the event and that it is reasonable
for Elmhay to accept no responsibility for any injury, loss or damage however
caused.
Food and Beverages.
Barbeques, fryers and similar equipment are not permitted on the lawn at any
time, and must only be used in areas agreed by Elmhay Park.
Wedding Coordinators/ Office wedding Team
Our Office Event team are always available during office hours to help with any
questions or queries.
Lost Property
Elmhay Park accept no responsibility for lost property. Any lost/found items are
recorded and held for one month, any unclaimed items after this time will be
discarded or given to charity.
Outdoor space
Biodegradable Confetti is permitted but only in the Lavinder Garden. No rice or
confetti is allowed at Elmhay Park. Nothing should be staked into the ground
unless by prior agreement by the Elmhay Park. Garden games are permitted, any
games that require hard standing need to be agreed by Elmhay Park. No stakes
or metal pins to be used anywhere at Elmhay Park without the approval of
Elmhay Park.
External Suppliers
All suppliers must carry adequate insurance. Elmhay Park accept no responsibility
for food, beverage, services or equipment hired, ordered or supplied by the Client.
Elmhay Park only permit fireworks by Galaxy fireworks or Chase Lane Fireworks,
as their fireworks are designed to be wildlife friendly.
Music.
Music restricted to 95 decibels (Legal Limit for employees) Music is only allowed
inside the Orangery or inside the Italian Veranda.
Rubbish.
All rubbish must be removed from Walled Garden, Orangery, Italian Veranda,
Lavender Garden, all car parks and Village accommodation packed into dustbin
bags and placed in designated rubbish area by 10am on the day of departure.
Entire site to be left clean and as found. All empty bottles placed into bottle bins
provided. All cardboard boxes flattened and placed into designated rubbish area.
Deposit
£1500 deposit to cover breakages, losses or cleaning not completed by Client, the Clients contractors
and or invitees including overnight accommodation used by invitees.
Rubbish not removed to designated area from entire site.
Any damage, or cleaning not completed, or late check-out in any of the overnight
accommodation used by invitees.
Cottages.
Check in for Cottages is from 1pm. Early check in may be arranged by prior
arrangement with management before the event. Cottages must be left as they
were found, all cleaning and washing up completed. All cottage allocations must
be organised by the Client and the Client is responsible for all payments which
must be made 3 months prior to the wedding/event. The dry hire offer requires the
Client to take and pay for all 12 cottages in Elmhay Village.
Check out and check in details:-
Access to the venue from 11 am – possibly earlier by prior arrangement.
Check out of the venue by 10 am. Check out of cottages is 10 am prompt – any
late check out will be subject to a surcharge of 20% of the cottage cost. Late
check out may be arranged by prior arrangement with management before the
event. Check out for Orchardleigh Castle and Lewis Lodge is 2pm and check in
for both is 4pm. Check in to Church Lodge is 12 noon check out is 10am.
Servicing of rooms or cottages on the second or third night will be completed
during breakfast only. Any rooms not available for servicing during breakfast will
be serviced on the following morning.
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Wedding Ceremonies.
All arrangements for Church Ceremonies must be made directly with the Church.
All arrangements for Civil Ceremonies must be made directly with the Registry
Office.
Elmhay Kitchen
Hire charge for the use of Elmhay Kitchen is £500/day. Kitchen must be cleaned
and left as found. Equipment available. 3 Rational combi ovens, 2 large double
fridges, 4 Ring Electric hob, 2 x Plate warmers.
Invoices
Any balance/invoice outstanding is due for payment three months prior to your
Event.
Financial.
All Prices quoted are inclusive of VAT at the Current rate at the date of invoice.
All major credit cards are accepted. Event deposit is 19% of the agreed price with
the balance due three months before the Event date. Elmhay Park reserves the
right to increase prices for accommodation, catering and beverage after booking.
Should you wish to cancel your chosen day for any reason, all monies paid will be
refunded if Elmhay Park is able to re-book the day/s at full price, less a fee of 5%
of the Event price. Should Elmhay Park be unable to re-book your day you will
forfeit your deposit. In the unlikely event that Elmhay Park becomes unavailable
for any reason for your booked date, we will notify you as soon as possible and
will endeavour to arrange an alternative date. If it is not possible to arrange an
alternative date acceptable to the Client (yourself), we reserve the right to cancel
the booking and refund all monies paid to Elmhay Park. Elmhay Park will then
have no further obligations or liability for non-availability, changes, losses and/or
cancellation. Prices for Hire/Packages are dynamic and we reserve the right to
increase or decrease prices at any time, these increases or decreases will not
effect the price of any Event already booked.