Summary of Booking Terms

Important: This document is a summary of our key booking terms. We provide this for the convenience of our clients and potential clients but this summary does not constitute our Booking Terms & Conditions, which form a legally binding contract between you and us and you must read and agree to before your booking will be confirmed with us. 

SUMMARY OF OUR COMMITMENT TO YOU

• We agree to provide the services detailed in the Booking Terms & Conditions to you for the Price or Estimated Price.
• Pricing is correct at the time it was sent to you. Occasionally factors beyond the venue’s control mean prices may increase.
• The services we provide are subject to UK standard rate Value Added Tax (VAT) which we collect from you and pay to HMRC. Pricing and Estimated Pricing is inclusive of VAT unless otherwise stated.
• Final guest numbers for catering should be confirmed at least 6 weeks ahead of your event date so that the final balance can be paid in accordance with the payment schedule.
• The maximum capacity for the Barn is 150 people seated including you, and 300 standing including you and our staff. There is no minimum number of guests.
• We supply various equipment, accessories, lighting and decorations for your convenience. These are regularly inventoried and serviced however we make no guarantee of availability of items on your Event Date.

SUMMARY OF YOUR COMMITMENT TO US

• The Price (or Estimated Price) is for the use of the Venue for the period of time set out in our Booking Terms & Conditions.
• Please ensure the Venue, including its grounds and Accommodation, is returned to the state it was given to you in at the end of your hire period. You must remove all rubbish, recycling and your possessions, including your own décor.
• 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.
• Children must be supervised at all times by a responsible adult. If more than 10% of your guests are under 14 years old, you must arrange a suitably qualified and insured registered crèche or child-minding service for the duration of the wedding/event.
• If we permit you to source your wedding cake (full wedding bookings only), it must be from a certified food provider. You must provide us with 1. evidence of your provider’s food hygiene certification and appropriate insurance 2. adequate equipment for your guests to consume this on the premises (you may supply serviettes for this purpose, or we can arrange hire of additional plates & forks on your behalf for an additional charge). For food hygiene reasons, savoury wedding ‘cakes’, including those made of cheese, must be supplied through the venue.
• Except for wedding cake as detailed above: All food must be provided by us / our suppliers unless agreed in writing at the time of booking.
• If you are permitted to provide table wine you must remove all waste and recycling by the end of the hire period. You must not exceed the quantities specified to you. 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 non-wedding event bookings and wedding packages booked under our special offers, we do not permit you to provide your own drinks at any point.
• The bar will close at the times stated in the Booking Terms & Conditions (currently Monday – Friday 11pm, Saturdays: 12 Midnight, Sundays 10.30pm). All music or entertainment for the event must cease at the bar closing time.
• 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.
• Please refer to the Booking Terms & Conditions if you intend to engage the services of third party suppliers. In particular note: It is your responsibility to ensure your supplier(s) has/have appropriate insurance and credentials. You are responsible for accepting deliveries and collections from your suppliers. Deliveries to and collections from the Venue must be made between your agreed booking. You are responsible for removing all items supplied by your suppliers between your agreed booking times, including rubbish and recycling.
• Decoration of The Barn and its grounds is permitted but you must not damage the fabric or contents of the building and grounds.
• 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.
• Real and dried flower confetti is permitted outside. Synthetic confetti is not permitted anywhere at Cott Farm. ‘Table confetti’ is not permitted.

PAYMENT TERMS SUMMARY

• A booking is not confirmed until we have received your initial booking payment. Should another client subsequently wish to book and confirm the venue on the same date before the initial payment is received no guarantee about availability can be made.
• Further instalments are payable before your wedding date according to the Payment Schedule, with the final balance due 1 month before. The payment amounts are based on a percentage of the total cost of your wedding and we will send you a personal payment schedule once we have your completed booking form.
• Payments should be made via Bank Transfer. 
• An additional £500 damage deposit is required. Provided there is no damage, this will be returned within 14 days from the end of the rental period.

CANCELLATION TERMS SUMMARY

Cancellation by us (the venue)

• You fail to pay any of the Scheduled Payments when they are due or you commit a serious breach of any of your obligations under your Agreement, or you otherwise indicate that you intend to commit a serious breach the terms of your Agreement.
• If your Booking is cancelled in any of the above scenarios, you agree that the Cancellation Costs (set out in the ‘Cancellation Costs Table’) will apply and be payable by you to us. We will also not be responsible for any costs that you continue to incur despite your Booking being cancelled. 

Cancellation by you (the client)

• You may, at any time, end your Agreement with us. Except as set out in the Booking Terms & Conditions, if you cancel your Booking, you agree that the Cancellation Costs set out in the Cancellation Costs Table will apply and you agree that they will be payable by you to us.

Unexpected Events

• If an ‘Unexpected Event’ (otherwise known as a ‘force majeure event’) affects the performance of our obligations under your Agreement, we will discuss with you our proposed steps to minimise the impact of the Unexpected Event and your options. Examples of an Unexpected Event are listed in our Booking Terms & Conditions, and include “epidemic or pandemic” such as Covid-19. The options will depend on the nature of your Booking and the impact of the Unexpected Event, and might include amendments our agreement as detailed in the booking terms & conditions. If we are unable to provide you with options, you may contact us (or we may contact you) to end your Agreement with us and cancel your Booking and you will be entitled to a refund of monies paid under your Agreement, less our reasonable expenses up to the date of cancellation and our unavoidable expenses after the date of cancellation.

• You are required to obtain wedding / event insurance that provides sufficient cover for the risk of your Booking being unable to proceed. If you choose not to, you agree that this is at your own risk.

Important: The above is a short summary of our Key Booking Terms. We provide this for the convenience of our clients and potential clients but this should not be read in place of our full Booking Terms & Conditions which form a legally binding contract between you and us. Please contact us for an electronic version of our complete contract.