Wedding Booking Terms & Conditions
The terms & conditions apply from the date of the confirmation letter from Tewkesbury Park.
Access to the Venue & Facilities
Access to the Client’s chosen function rooms will be detailed on the contract; if earlier access is required, this must be discussed in advance with the wedding planner and is not automatically guaranteed. If any suppliers need to deliver items before the day or collect items after the event, prior arrangement would be required through the Venue’s wedding planner.
Audio Visual, Staging or Lighting
All production and AV must be pre-approved by the Venue before the event.
Bar closing time is to be agreed at the time of booking. The Venue reserves the right to withdraw bar service at their discretion. The bar is licensed until midnight for non-residents; bar service is available to residents only after this time. Under the terms of the Venue’s liquor license, non-resident guests must depart the premises no later than 1am.
Cancellations & Amendments
In the unfortunate event of a cancellation, the Venue must be notified in writing. The following cancellation charges apply:
|Period of Notice||Cancellation Charge|
|Less than 4 months||Deposit plus 100% of anticipated revenue|
|4-6 months||Deposit plus 80% of anticipated revenue|
|More than 7 months||Deposit retained|
*Anticipated revenue is based on agreed minimum numbers for food, beverage and room hire.
Rooms will be allocated at time of booking for guests to book with a unique booking number. Rooms that have not been booked will be automatically released 8 weeks prior to the wedding. All individual room bookings will be subject to our standard cancellation policy whereby rooms will be charged unless they are cancelled before 2pm on the day prior to arrival.
Individual Room Cancellation Charges
For 1-3 bedrooms, no charge if informed before 2pm on the day prior to arrival; full cancellation charges apply after this time.
For 4+ bedrooms, the full cancellation charge is applicable if cancelled within 14 days of the event.
Complimentary parking is provided for guests in the main hotel car park at the top of the drive. The Venue does not take responsibility for vehicles or their contents parked in this area.
Confirming the Booking
A signed contract is required to confirm the booking, detailing minimum numbers and requirements, along with a non-refundable deposit of £1000.00.
Cheques should be made payable to Tewkesbury Park Ltd.
Once the contract has been signed, the deposit is payable within 14 days. If it remains unpaid after this period, the Venue reserves the right to release the booking without prior notice.
Corkage is not allowed on the premises and food and drink is not permitted to be brought into the hotel.
Diners Club is not accepted for the payment of function bills.
The Client is responsible for all allocated rooms during the period of the booking. Any damage to the rooms or their contents incurred as a result of the Client's, their guests' or suppliers' acts or omissions will result in a charge to the Client to remedy such damage. The Venue reserves the right to escort any guests from the premises who, in the opinion of the management, are causing excessive disruption or damage.
Data Protection Act 1998
Any information held by the Operator about the Client will be dealt with in accordance with the Operator’s legal obligations under the Data Protection Act 1998. Acceptance of these terms & conditions gives the Operator permission to add the Client’s details to the Operator's general marketing database. For corporate clients this acknowledgement relates to the directors or other senior executives whose details have been provided to the Operator. The Operator may send the client newsletters and information about activities which it believes may be of interest to the Client. If the Client would prefer not to receive the information please let the Operator know.
Entertainment and Dancing
If a Client organises their own entertainment, the hotel must receive Public Liability Insurance Certificates before the date of the event.
Please note that fireworks are permitted at Tewkesbury Park with prior consent, but the Venue does not allow Chinese lanterns.
The facilities available to the function will be agreed at the time of booking. No exclusive use of the whole venue is guaranteed unless stated and the Operator retains the right to use other parts of the buildings for other business. Tewkesbury Park will treat each event separately and ensure that concurrent events do not have a detrimental impact on each other.
Final Confirmation of Guests
Final numbers are required no later than 14 days before the wedding and should not be less than the minimum number agreed at the time of booking, otherwise a penalty will be incurred. Please take note of the minimum numbers shown in the contract as this is the minimum that will be charged for. The amount payable by the Client shall be calculated based on this final number or on the numbers attending the function, whichever is greater. No reduction can be made after the event should the numbers fall lower on the day of the wedding.
Health & Safety
The Client is responsible for ensuring all external contractors, e.g. discos/entertainers, are fully insured and can show proof of all health & safety and public liability documentation required by the management of the Venue.
The Venue will provide all standard furniture, crockery, cutlery, glassware and white linen for the event. If alternatives are desired, this should be discussed with the Venue’s wedding planner who can advise on hire charges for this.
For peace of mind it is recommended that Clients take out their own personal event insurance. The hotel is not liable for any loss or damage to property owned or in the custody of the Client or their guests.The Client will be liable for any loss of or damage to any hotel property or premises which is caused by themselves, their guests or third party suppliers employed by them.
Invoicing and Payment
Deposit payment required for confirmation of booking - £1000.00
21 days prior to the wedding – a final pro forma invoice will be sent to the Client showing all pre-payments and deposits made in advance. Full and clear payment is required at this point; if not received the hotel reserves the right to cancel the event. Cheques are to be made payable to Tewkesbury Park Ltd.
The hotel will not be liable for any failure or delay in providing facilities, services, food or beverage as a result of events or matters beyond its control (including and not limited to fire, storm, explosion, flood, act of God, action of Government agency, shortage of materials or goods, strike or lockout). Should the hotel, for any reason beyond its control, need to change the event arrangements then it will use all reasonable endeavours to offer the client alternative comparable facilities at no additional cost or liability. In these circumstances the client may accept the alternative facilities or decide to cancel the contract and accept the returned deposit and any other monies paid in advance. This is the limit of the hotel’s responsibility.
Where possible, the Venue will assist in the storage of equipment etc, but such items remain the responsibility of the Client at all times.
The Venue reserves the right to withdraw any menu items or wines listed and offer an alternative choice.
Music must finish by midnight.
There are many locations available to have photographs taken in the gardens and grounds. The Client and their guests are asked to take special care when having photographs taken around the golf course.
Smoking is not permitted in any of the public areas and bedrooms at Tewkesbury Park.
A complimentary tasting for the Bride and Groom is offered as part of the room hire charge.
The Venue recommends that any taxis that are required at the end of the evening are booked in advance.
Show Rounds and Viewings
Viewings of the function rooms and bedrooms are by appointment only and subject to availability
VAT is inclusive at the current rate of 20%. Should the Government alter this rate, it will be adjusted accordingly.