Booking terms & conditions


These booking terms and conditions form a contract upon your initial deposit payment. Therefore please read these terms and conditions carefully before booking your event at Cott Farm.

Deposit and Payment
A booking is not confirmed until the appropriate deposit has been received. A non-refundable deposit of £2000 is required to secure the booking and is part of the confirmation. Should another client subsequently wish to book and confirm the venue on the same date before the deposit is received no guarantee about availability can be made. Further installments of £2000 are due at twelve months and six months prior to the wedding date. The remaining balance will be payable 30 days prior to the event. Payments can be made via Cheque or Bank Transfer. We appreciate that on occasions someone else may make payments due to us on your behalf. Unless we agree otherwise in writing you are legally responsible for any payments due to us.

Damage
A £500 deposit on a separate cheque is required against damage to the property, its grounds or its assets or violation of our licence (see Music & Entertainment). Provided there is no damage, the damages cheque will be destroyed at the end of the rental period. Any damage to the venue, its contents, its fittings, its assets or its grounds, or the property being left in an unsatisfactory condition, will be deemed the responsibility of the client/s and will be deducted from the damage deposit. In the event damage is caused to a higher value than the damage deposit, the owners reserve the right to impose a reasonable additional charge.

Agreed Booking Terms
Fees are determined on the basis of the use of The Barn for the period of time set out below. Cott Farm reserves the right to make an additional charge should there be any variation of an agreed time. Such variations will be agreed with the client at the time of booking.

Agreed booking period for weekend weddings: Friday 10am – 5pm to set up, Saturday 1pm until 1am (music to be switched off at midnight), Sunday 10am – 1pm. Please note your agreed booking period is only to give you time to set up and pack down and you are not permitted to use the barn for entertainment purposes on other days except the agreed event day.

Agreed booking period for other events (non-weddings): 1pm to 1am on the day of the event.

Possessions left at the venue during your booking period are left at your own risk. Cott Farm will not accept responsibility to damage or loss of your possessions. You are given exclusive use of The Barn during your hire period. You may also use the surrounding grounds, but we cannot guarantee that no one else will be present in these areas at the same time as you and your guests. Please ensure The Barn and its grounds is returned to the state it was given to you in. You must remove all rubbish and possessions, including your own décor, by the end of the agreed booking period.

Capacity
The maximum capacity of The Barn is 300 people (150 seated).

Children
Children must be supervised at all times. If more than 10% of your guests are under 14 years old, you must arrange a suitably qualified and insured creche or childminding service for the duration of the wedding/event.

Food & Catering
All food must be provided by our caterers. For food hygiene reasons, you are not permitted to provide any other additional food.

For weddings: we do permit you to bring your wedding cake but must supply adequate equipment for your guests to consume this on the premises. We can arrange hire of additional plates & forks on your behalf for an additional charge.

Bar & Alcohol
For weddings, we allow you to provide a welcome drink, table wine and a toast drink. If you are providing these you must remove all waste and recycling by the end of the hire period. Please do not exceed the quantities set out in our information for couples.  Each drink will only be served at the appropriate time and are not interchangeable. Only table wine is permitted during your meal. Alcoholic ‘favours’ and/or thank you gifts are not permitted. We do not permit you to provide drinks beyond your meal and guests are strictly not permitted to bring their own drinks at any point.

For all other events (non-weddings), we do not permit you to provide your own drinks at any point.

We are licensed to serve alcohol until 12 Midnight.

Third Party Suppliers
If you engage the services of third party suppliers you must ensure they have appropriate insurance and credentials. Cott Farm and its insurers will accept no liability for damage, injury or death as a result of services not provided by them. We reserve the right not to allow into the venue any third party suppliers who do not meet our requirements intended to ensure the safety and welfare of property and people at the venue. You are responsible for accepting delivery to the venue from suppliers you have engaged. Please note deliveries must be made between the agreed booking times to avoid unnecessary disturbance of our neighbours. Details of third party suppliers we provide to you are intended to help you in arranging other services to be provided in connection with your event. If you do engage these or any other third party suppliers, we accept no responsibility for their performance of services and you should take up any complaints with them directly.

Pricing
All pricing is correct at the time it was sent to you. Occasionally factors beyond the venue’s control (including but not limited to supplier price increases, taxation and political factors) mean prices may increase. We reserve the right to pass on reasonable cost increases to you. If this is the case we will notify you as soon as reasonably possible.

Music & Entertainment
Please be mindful of our neighbours and our licence terms. All music or entertainment for the event must cease by Midnight. Guests must vacate the premises and its grounds by 1am. We reserve the right to stop any activity which we reasonably believe is illegal, likely to cause damage to the venue or risk the safety of other people. We will not tolerate any abusive behaviour by guests to any other guests or member of staff. We reserve the right to remove any persons acting inappropriately from the event.

Decoration & Lighting
Decoration of The Barn and its grounds is permitted but we please ask that you are mindful to not damage the fabric or contents of the building and grounds. Hooks are provided on the walls inside the barn for you to hang your own decorations (or to use ours) – please use these and not drawing pins, Sellotape, blu-tack or any other fixings. Candles and lanterns are permitted but measures must be taken so that no wax will drip. Candles must be extinguished before departure. Chinese lanterns are not permitted.

We do not allow synthetic confetti anywhere on the site, including ‘table confetti’ inside the barn. Your guests may use real flower confetti outside.

The venue makes available decorations including lighting for your convenience. These are regularly checked however we do not guarantee availability of such equipment during your hire.

Cancellation of Booking
In the event of a confirmed booking being cancelled by you the full deposit paid will be retained by Cott Farm. In the event of a booking being cancelled within six months of the date of the event, all deposits paid will be retained by Cott Farm. In the event of a booking being cancelled within 30 days of the date of the event the full balance will be retained by Cott Farm. We strongly recommend that you take out private insurance to ensure that you can meet any cancellation charges in the unlikely event that you need to cancel your event.

We reserve the right to cancel your booking without liability to you and without any obligation to refund your deposit if you do not pay us the balance of your booking by the date due for such payment. In the unlikely event of a function being cancelled for any reason beyond Cott Farm’s control (such as serious damage to the venue, a pandemic or epidemic, or interruption or failure of utility services such as power or water), we shall use every effort to notify you as soon as is reasonably practical. If, as a result of such events, we believe we have no alternative but to cancel your booking, we shall use reasonable endeavours to help you find an alternative venue of a similar standard but our sole liability to you shall be to refund you any money you have paid us.

Acceptance of Conditions
The payment of the initial deposit is deemed as acceptance of the above conditions.