Quantock Lakes - Terms and Conditions
“Quantock Lakes” and “We” mean the property for which a contract is agreed. The property is owned by FG Jeanes & Son Ltd t/a Quantock Weddings and Events.
“The Client” and “You” mean the organising body/company, agent or representative on behalf of the company and organiser responsible for commissioning and/or payment of the event.
The “Contract” means the agreement between “Quantock Lakes” and “The Client” for a specific booking or series of bookings. These Terms & Conditions will form part of the “Contract”, together with any other items stated in the “Contract”.
"Quantock Lakes" means The Rustic Barn, The Quantock Barn, The Marquee (Seasonally), The Terrace, and the Lawns.
"The Wedding Village" means, all rooms within The Piggery Barn, The Wagon House Barn and The Stables Barn including the communal BBQ area located in the courtyard.
Provisional booking are issued on a first come first serve basis, unless otherwise agreed by Quantock Lakes. During this time, should a further enquiry be received, we reserve the right to ask for immediate confirmation by securing it with a deposit. If the provisional date is not secured by a deposit then Quantock Lakes reserves the right to resell the date.
All bookings are considered provisional until the contract is signed by the client and a deposit is received. Once the contract is signed and the deposit is received all such facilities and services reserved on your behalf will be subject to the terms and conditions of the contract.
Contracts are valid for ten days and must be signed and returned to Quantock Lakes within this time frame, all prices are subject to change if the contract is not signed within this time.
Your accommodation exclusivity lies within The Wedding Village and does not include The Granary Barn.
The Granary Barn is completely separate from The Wedding Village with its own access and private parking. The Wedding Village is reserved for every wedding, The Granary is not and is run on a first come first serve basis and if available at the time of booking, you will have the option to add this to your booking.
All rooms within The Wedding Village are included within your venue hire for the night of your wedding. The monetary value falls within your payment terms.
DEPOSITS AND PRE-PAYMENTS
A deposit of £1,800.00 including VAT is required with the return of the contract to secure your wedding day or event at Quantock Lakes. A further payment of 50% of the remaining balance is required 6 months prior to your wedding/event. A total of 100% of the estimated total will be required at least 1 month prior to your wedding or event day.
Should deposits or pre-payments be required for an event, this will be specified in the Contract. Please note that all deposits are non-refundable.
Deposits and payments are non-refundable under any circumstance
Should a booking result cancellation by the client , any deposits or payments shall be non-refundable
If a signed booking form has not been received, the deposit or any payments made shall be non-refundable
VENUE ACCESS AFTER BOOKING CONFIRMATION
If you decide to confirm a wedding or events booking at Quantock Lakes, additional visits are available on request directly to the planning team and such visits will require couples and their family members to be flexible and are only permitted around other venue commitments. Additional visits may require you to take some time off work.
No venue access is permitted during exclusive wedding and event set up days.
Set up days are usually Wednesday's and Fridays
Set up days can also be on other days of the week and therefore specific dates and access needs to be carefully checked with the planning team
Wedding and event days are usually Thursdays and Saturdays, however, we may have weddings and events on additional days and access needs to be carefully checked with the planning team
No venue access is permitted on Sunday's as this is exclusive time set aside for cleaning, maintenance, and initial exclusive viewing appointments
Planning meetings take place on Tuesday's and it may be necessary for you to take some time off work to attend
No accommodation access is permitted during an exclusive hire. Accommodation visits will almost certainly involve making special arrangements to visit when the accommodation isn't hired out and dates and times will be limited around Quantock Lakes accommodation commitments
At peak times it is not possible to gain access to view the accommodation, however we have a large selection of videos and imagery to help you gain an understanding of what is on offer before your arrival
Any damages caused to Quantock Lakes including the accommodation and grounds including damage to; fixtures, fittings and furnishings by the client, their guests or any third parties during the event are the responsibility of the Client and will be charged accordingly. The amount charged for any damages is at the discretion of Quantock Lakes.Valid card details shall be obtained at your planning meeting.
During your final planning meeting, approximately six weeks before your wedding or event date you will be required to pay a £500 damage waiver. This is fully refundable within 7 days of your wedding or event date, after final checks have been undertaken.
It is the policy of Quantock Lakes for all clients, guests and third parties to be settled on departure unless prior alternative arrangements are made. The full balance will be charged to the card details held by Quantock Lakes. In the event of payment becoming overdue, interest at 5% above the current payable bank base rate as at the date of invoice will be added to your account.
AMENDMENTS BY THE CLIENT
Amendments to guest numbers and/or arrangements must be confirmed to Quantock Lakes in writing. No monies will be refunded or discounted for any reduction in guest numbers or food reduction changes subject to the final contract. Final guest numbers, within the terms stated above, must be notified to Quantock Lakes 1 month prior to arrival with your final payment.
CANCELLATION BY THE CLIENT
In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event. Any cancellation, postponement or partial cancellation should be advised to Quantock Lakes in the first instance verbally. We also require that all cancellations are put in writing by the client within 3 working days of verbal communication.
Deposits and payments are non-refundable under any circumstance.
Should a booking result cancellation by the client , any deposits or payments shall be non-refundable.
If a signed booking form has not been received, the deposit or any payments made shall be non-refundable.
It is at Quantock Lakes’ discretion as to whether any funds are returned to the client following cancellation of their event.
Accommodation cancellation policy is 100% of invoice.
AMENDMENTS OR CANCELLATIONS BY QUANTOCK LAKES
Should the client make significant changes to the booking or itinerary or the expected number of guests, this may result in amendments to the applicable rates and or/the facilities offered by Quantock Lakes.
Quantock Lakes may cancel the booking if:
(i)The booking might, in the opinion of Quantock Lakes, prejudice the reputation of the venue.
(ii)The client is more than 30 days in arrears of previous payments to FG Jeanes & Son Ltd t/a QuantockWeddings and Events.
(iii)Quantock Lakes becomes aware of any alteration in the client’s financial situation.
It should be noted that whilst Quantock Lakes has no specific dress code, guests are expected to be appropriately dressed at all times. We reserve the right to refuse entry to clients who are, in our opinion,inappropriately dressed. It is the responsibility of the client to ensure that their guests and third parties wear appropriate footwear at all times.
ACCESS AND VACATE
All weddings and events are booked on the understanding that all guests and third parties are vacated within one hour of the stipulated contracted event finish time unless otherwise agreed in writing in advance. The access and vacate times quoted for each event must be strictly adhered to on all occasions this includes use of camping facilities and accommodation. Functions are required to finish at the time agreed when the booking is made. Quantock Lakes reserves the right to levy additional charges where the client fails to vacate the venue at the contracted time.
(i) Where the client employs sub-contractors or third parties to assist them with their event, it is their responsibility to ensure that they comply with all Terms and Conditions laid down by Quantock Lakes and any current Health & Safety legislation. Quantock Lakes reserves the right to approve and decline any externally arranged supplier.
(ii) Where Quantock Lakes is requested to book facilities and/or services on behalf of the client or its guests with third parties, it will do so in good faith but cannot be held liable should the standard of those services prove deficient, or for the acts or omissions from such third parties.
PROFESSIONAL BODIES AND PERFORMING RIGHTS
The client is responsible for ensuring that any band or musician employed by them complies with
statutory requirements and the requirements of the management of Quantock Lakes, and holds Public Liability Insurance. All equipment must be PAT tested and meet up to date regulations.
Quantock Lakes must comply with certain licensing and statutory regulations and requires the client to fulfil their obligations in this respect.
Please note that in order to comply with the requirements of our Public Entertainment Licence; levels of noise must be controlled at all times by noise limiters. Quantock Lakes are the sole arbitrators of what may be deemed to be a public nuisance may require noise levels to be lowered. Refusal to do so by you or your appointed agent could result in the electrical supply being cut off to the band/disco and music being discontinued for the duration of the function. Such an action will not constitute a breach of contract between the client and Quantock Lakes.
FOOD AND BEVERAGE
The client will ensure that neither they, nor any of their guests, bring any food or beverage onto the premises, unless previously agreed in writing by Quantock Lakes. A corkage charge will be made for any consumption of alcohol agreed in advance. Quantock Lakes reserves the right to charge the client should they find the client or their guests breaching the terms listed above. If guests are found to be consuming their own alcohol within the venue and grounds during the event, the client will automatically be charged the equivalent monetary value at our current bar prices. Any such charge will be applied to valid card details obtained at your planning meeting.
Wedding or Event quotes are valid for 30 days from date sent.
The Client must obtain prior consent for all signs, exhibitions and displays inside and outside of Quantock Lakes.
Quantock Lakes reserves the right to remove signs which are unauthorised, unlawfully displayed or which may be deemed to cause offence.
Quantock Lakes’ name/logo may be used in publicity, once a proof of the promotional material has
been agreed with the venue.
We are concerned for your health and safety and that of our venue. You are required to obtain prior written approval if you wish to fix items to the walls, floors or ceilings.
The car park area is not exclusive to Quantock Lakes, Inwood Farm has other businesses on-site. However, we will ensure that there is sufficient car parking space for your guests.
There are two public footpath’s within the farm boundaries.
Quantock Lakes will not be liable for Clients or any person claiming through the Clients, for any loss or damage caused by, or arising from, its failure to carry out any obligations under this Agreement, due to anything beyond the control of the venue.
All prices quoted are subject to VAT at the current rate unless otherwise stated. We reserve the right to change prices due to increases in suppliers’ costs, tax, duty and any changes in VAT.
Any additional bookings or services arising out of the contract will be deemed subject to the above conditions.
Should any of your guests be unable to correct any aspect of poor behaviour or activities unacceptable to Quantock Lakes, then Quantock Lakes reserves the right to terminate their contract and remove them from the venue. Should this occur, no monies will be refunded to you. Quantock Lakes’ decision is final.
We regret that Quantock Lakes does not accept any responsibility for any act of god, loss or damage to vehicles or other property howsoever caused.
The costs of repairing any damage caused to Quantock Lakes by yourself or any of your guests must be reimbursed to Quantock Lakes by the Client which will be automatically . Any such charge will be applied to valid card details obtained at your planning meeting.
Insurance – we strongly recommend you consider insurance to protect you against cancellation or abandonment.